TITLE

Fairview Health ServicesLEHRN Member Exchange

University of Minnesota Masonic Children’s Hospital

September 29, 2016

Broad and Diverse Continuum of Services

2

2015 Operating Metrics

• 67,682 inpatient admissions • $3.4 billion total assets

• 1.0 million outpatient visits • $3.9 billion total revenue

• 78,157 total surgeries • 24,000 employees

• 2.9 million clinic wRVU’s • 45 Distinct Business Units

• 2,500 aligned physicians • 311,227 assigned / attributed lives

Fairview’s Health Services Continuum

40+ Primary

Care Clinics

Academic Medical Center & 5

Wholly Owned Community

Hospitals

55+ Specialty

Clinics

39 Retail & Specialty

Pharmacies

60+ Senior Housing

Locations & 4 Long-

Term Care Facilities

Health Plan

Joint Ventures

Networks

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Strong Market PresenceCovering a Population of 3.4 million people in the Twin Cities Metropolitan Area

1.) Maple Grove Hospital is a joint venture between Fairview & North Memorial

Powered by Partnerships

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Awards, Celebrations & Milestones• Opening of the new 342,000 square foot University of Minnesota Health Clinics &

Surgery Center, located on the University of Minnesota campus

• Fairview was named one of America’s Best Employers by Forbes

• In 2016 U.S. News & World Report named the University of Minnesota Masonic

Children’s Hospitals on its “Best Children’s Hospitals” list and the University of

Minnesota Medical Center’s cancer care program was ranked among the top 50 in

the nation

• 2016 Stand Up for Patient Safety Management Award

• Fairview was recognized as a 2016 Frontline Health Care Worker Champion by

CareerSTAT

• 2016 Women's Choice Awards For Excellence

in Care and Experience: UMMC, Southdale, Northland

• Best 50 Supply Chains in North America

• In March 2016, Fairview Northland Medical Center was named one of the nation’s

100 Top Hospitals® by Truven Health Analytics

• Blue Distinction Center+ for Knee and Hip Replacement: Lakes

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Fairview Health Services – Workforce• 23,000 employees

700+ physicians

78% non exempt, 22% exempt

• 18 union labor contracts (representing 27% of employees)

• Turnover = 18%

• Over 6,000 positions filled last year

• 2,500 aligned physicians

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Major HR Systems Functionality System Deployment

HRMS (Core HR, Payroll, Time Off, Self Service) Lawson S3 On Premise

Timekeeping Kronos (v6.2) On Premise

Benefits Administration Willis Towers Watson SaaS

HR Case Management Willis Towers Watson SaaS

Recruiting GreenTree

Findly CRM

Findly ATS (Ebenezer)

RMS (Physicians)

On Premise

SaaS

SaaS

SaaS

LMS Elsevier SaaS

Compensation Market Pay SaaS

Performance Management Spreadsheets and Word Documents

Succession Planning Spreadsheets

Employee Occupational Health OHM On Premise

EAP EAP Expert On Premise

HR Incident & Change Management Service Now SaaS

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FULL BLEED PICTURE

composite structure Lawson

Scheduling

HRMS-CSP-VM Serv er

Financial

Retirement

Reporting

PeopleSoft

Lawson

VisionWare

OHM

Impriv ata

LMS QuickCharge

John Hancock

Fairv iew Intranet -

Internal Website

Wells Fargo

NBS Financial

Serv ices

Mutual of

America

Fidelity

Wilson McShane

Federal Tax

Union 113

Wageworks

Towers Watson

EquiFax

StrataJazz

STARS

Cafeteria POS

(Info Genisys)

Fairv iew BIDW

EPI Suite

P-Card

(ChRIs)

ANSOS

(OneStaff)

4th

Dimension

Kronos E-

Time

User Master

Index (UMI)

Activ e

Directory

Lawson

IDM eDirectory

Dashboard

Gear

Range Kronos

Payroll

Findly HIRE

**Assumption: eGate interface is implied in this diagram.

Preferred OneDelta DentalPrudential

Kronos

Badge

Reader

Kronos

Badge

Reader

(External)

State of

Minnesota

Other States

Verification

Doc - Lawson

Verified

Crystal

Reports -

Lawson

SmartLINX

Staff Ready

Name: Lawson

Author: EA

Version: 1.0

Created: 3/25/2015 12:00:00 AM

Updated: 3/10/2016 11:05:05 AM

Employee Demographic

Information

16-On-Demand {Historical Edits}

«Pulling Information»

16-On-Demand {Historical Edits}

HR Data

Analyst

Reporting

Job Code, Department,

Demo, Process Levels

10-{Daily Employee Changes}

17- {Schedule

Information}

4-{Position}

HR Data Analyst

Reporting

Upload {Annual MNATCER

403B Contribution}

Employee

Demographic

Information

13- {Daily

Labor Hours}

Employee

Demographic

Information

15-On-Demand {Payroll Time}15-On-Demand {Paryoll Time}

Screen

Scrape

Employee

Demographic

Information, Payroll

Information

8-{Accrual Balances}

Out of Pocket Employee

Reimbursement

MN State Retirement System

Via VPN - Print Jobs Payroll Checks

«VPN»

Employee Demographic

Information, Benefit

Information

6-{Supervisor}

Pulling

Information

Employee Medical

Spending Account,

Deductions Taken

Updates

19 - On-Demand - Current Pay

Period {Temp Agency File}

HR Data Analyst

Reporting

8-{Accrual Balances}

Hours Worked

Employee Demographic

Information, Dental

Elections

Direct Deposits

Employee

Demographic

Information

Payroll

Deduction

Pay Period Hours Worked

Hours Worked

403B 401K Eligibil ity

Lab Scheduling

MANUAL {New

Positions}

1/2-{Process Level}

Employee

Demographic

Information,

Reports

Payroll

Deduction

4-{Position}

Batch Benefit Enrollment Deductions

New Hire Date

20-Previous Pay Period

{Temp Agency File}

Via VPN - W2 data

«VPN»

19-On-Demand-

Current Pay Period

{Temp Agency File}

Lab Scheduling

1/2-{Head Process Level}

Employee

Demographic

Information

3-{Department}

Demographic Data, Accrual Balances, PR Data, Payroll

Deductions, Pay Summary Group Codes

Upload {Annual LPN Pension}

Payroll

Deduction

Employee Demographic

Information

«Read-Only»

Payroll

Information

18-{4th Dimension Schedules}

5-{Activity}

1/2-{Process Levels}

18- {Schedule

Information}

Upload {Annual MNA

Pension EE Data}

Employee

Demographic

Information,

HSA Elections

12- {Temp

Hours Worked}

Employee

Demographic

Information

Bank Reconciliation File

11-{Timekeeper Data}

Updates

11-{Timekeeper Data}

10-{Daily Employee

Changes}

HR Data

Analyst

Reporting

9-{Missed Punch}

Punch /

Swipe

On-Demand {Annual Pensions}

Employee Demographic

Information, Benefits

Medical Elections

14-

{Timekeepers

Delegation}

Employee

Demographic

Information

Payroll Deduction

14-{Timekeepers Delegation}

Request

for ID

9-{Missed Punch}

Positive Pay

30 Hour

Rule

Employee Demographic

Information, Flexible

Spending Account

Upload {Payroll Taxes to

States beside MN}

Payment Information

ID, Work Phone,

Email

12- {Temp Hours Worked}

Employee

Demographic

Information,

Reports

Employee Demographic

Information, Life &

Disability Elections

6-{Supervisor}

5-{Activity}

Wage Data

HR Data Analyst Reporting

Nightly

Audit

Payroll Deduction

Employee Incident Data

Unemployment Insurance

{Hours Worked}

HR Data Analyst

Reporting

20-Previous Pay

Period {Temp

Agency File}

MANUAL {Hire

Information}

Upload {401K,

401A, 403B}

MANUAL {HR Demographics}

3-{Department}

7- {Employee Demographic Information}

Employee

Demographic

Information

Payroll Pension Deductions

Upload {Payroll Taxes to

Federal Gov}

13- {Daily Labor Hours}

17-{Onestaff Schedules}

HSA

Payroll

Information

Via VPN

Punch / Swipe

«VPN»

7- {Employee Demographic Information}

Payroll Taxes to Minnesota

State Gov

ID,

Updates

Pulling Information

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HR Technology Team

Highlights of How we Work

• All team members have performance goal to reduce customer manual work and/or errors by 15% or more

• Proactive partnerships with customers (both HR and outside of HR) to:

Understand/participate in business initiatives

Define ROI/savings for new initiatives

Facilitate governance at both the leadership and work team levels

• Advocate for standardization and simplicity to increase adoption and leverage existing tools

• Embedded Scrum/Agile methodologies into our work

Guiding Principles • Simple, accessible, intuitive HR system for employees and

managers, eliminating duplicate data entry

• Self-service/direct access for employees and managers to easily view, update and manage information

• Automation of processes between employees, managers, HR and Finance and integration with other systems

• ‘Best practice’ configuration to leverage built-in functionality (as opposed to accommodating current practice through customization)

• Simplify human resources related policies and plan designs, as well as system design (minimizing costly, labor intensive resources to implement and maintain system)

• Ensure data integrity and appropriate access throughregulatory/internal controls and delivered configurable rules and audits

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Prioritization Criteria - Ranked

13

0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5

HR satisfier

Efficiency (ROI) - hours or dollars saved outside of HR

Manager satisfier

Employee satisfier

Efficiency (ROI) - hours or dollars saved in HR

BLANK

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Analytics

Predict

Performance

Drive Performance

Performance Metrics

Targets/

Benchmarks

Trending

Baseline Data

Definitions Basic information

• Documented Standards

• Repeatable

Process

• Audit

• Accountability

Quality• Process

• Infrastructure

Ownership

Data Integrity (governance)

Reports Summary charts and trends Interactive/ drill around

Presentation

Wo

rk s

tream

Wo

rk s

tream

Wo

rk s

tream

FULL BLEED PICTURE

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Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16

Sys

tem

Life

cycl

e M

anag

emen

t

Enh

ance

men

ts/

Opt

imiz

atio

ns

Q1 Q3

New

Fu

nct

ion

alit

yS

prin

ts

FV Clin

Q2

LP - Oxboro Limit change Move PTO Donation to Off cycle Employee referral program Pay code project Revise AAR process Support CSC opening

Employee referral program Recruitment exploration Pay code project Revamp Dept Owner process Expand Lawson SOD audit to include

LBI only access Limit non employees in etime

Phase 2 automate save payrollreports

Flu Reporting Tracking Performance Cycles

Replacement check process Expand HR07

Update OHM security roles Explore Range Job Care on OHM Lawson security role revisions

L Lawson v10 upgrade & IPA

ERP

Lawson application v10 Planning

Ebenezer Smart Linx

BSI BSI BSI BSI

Open Enrollment

Wellness

EAP Upgrade

OneStaff Upgrade & Lawson demographics

Online W-2 exploration

Lori's Gifts

HR Strategy

Recruitment

HR StrategyTotal Rewards

Magnet Certs

Provider

FPR 2017 proc

Q4

Automate hiring manager

access for supervisors Kronos weekend differential

changes Decrease REG edits in Kronos Pilot Service Now Project Mgmt.

Enhance AARs On-line W-2 scoping

Case Mgmt.

Committed and started project Committed Not Yet started

Not yet committed

D Decision needed

Completed On hold/discontinued

HR Strategy

Live 12/2

Live Jan 15

Live 2/15

OneStaff Phase 2 (new functionality)

Live June 8

Recruitment system implementation

BSI

Year End/Year Begin

Kronos timeclock replacement part 1

Exp

lore

&

Fu

nd

Onestaff Phase 3

FULL BLEED PICTURE

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Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17

Q2 Q3 Q4

Sys

tem

Life

cycl

e M

anag

emen

t

Enh

ance

men

ts/

Opt

imiz

atio

nsN

ew F

un

ctio

nal

ity

Spr

ints

Lawson v10 upgrade & IPA

Kronos v7 or 8 upgrade

DR Payroll

Open Enrollment

OHM Upgrade

SmartLinx schedules to Kronos

Lawson Demos to Staff Ready

Voluntary Benefits

Q1

Recommendation on limiting

Lead/Charge pay code in Kronos

Grand Itasca Planning Add Additional Contact

numbers (HR20) to ESS

Smart Linx schedule scoping Lawson Demo to Staff Ready

Scoping

Q2

Grand Itasca Planning

LOA hours upload to Kronos Onbase/Lawson integration

scoping Revamp Flu Program - LMS/OHM

integration

Convert to SN Change Mgmt.

Explore tracking certifications by

position vs. job code Decrease Shift Edits in Kronos

Restrict HR ability to view HR data MIIC Reporting

Q3

Recruitment system implementation

BSI BSI BSI BSI

Q4

Open Enrollment

Year End/Year Begin Year End/Year Begin

Online W2s

Kronos timeclock replacements-part 2

Smart office #1

Smart office #2

Smart office #3

OnBase Lawson Integration

PF#1 PF#2 PF#3 PF#4

RecruitmentHR Strategy

Position Management

HR Strategy Ebenezer

ExitSurvey

Recruitment

Exp

lore

&

Fu

nd Q1

Explore Tuition

Reimbursement vendor options

Performance Management

Recommendation/Funding

Total Rewards Statement

Exploration

TBD

Lawson Demos to SmartLinx

scoping

FULL BLEED PICTURE

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Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18 Oct-18 Nov-18 Dec-18

Q4 Q1 Q2 Q3 Q4

Syste

m L

ifecycle

M

an

ag

em

en

t

En

han

cem

en

ts/

Op

tim

izati

on

sN

ew

Fu

nc

tio

na

lity

Sp

rin

ts

DR Payroll

Lawson Demos to

Staff Ready

BSI BSI BSI BSI

Q4 Q1 Q2 Q3 Q4

Open Enrollment Open Enrollment

Year End/Year Begin Year End/Year BeginLawson Demos to SmartLinx

Online W2s

Performance Management

BSI

Lawson upgrade

TBD

PF#3

PF#4

Rec

TBD TBD TBD

Exp

lore

&

Fu

nd

Explore Tuition

Reimbursement vendor options

Total Rewards Statement

Recommendation/funding Explore Analytics options

Analytics recommendation

Explore Absence Management options

Absence Management

Recommendation

TBD

Lawson Demos to SmartLinx

scoping

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Success – Time Edits• Identified Opportunity

On average there are over 1M manual edits completed in our Kronos System

Over 700,000 of these edits were for missing swipes/punches

• Solution

Created Lawson Design Studio form for employees to electronically enter in their missing punched

Custom table in Lawson to store punch data and interface to Kronos

• ROI

Approximately 6,000 hours annually are spent on missing punches between Mangers, Employees and Staffing Departments

Currently we have reduced the total hours by 35%

New process increases employee accountability, decrease time spent by managers/timekeepers through self service

Goal is to get to 50% reduction in time spent

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Success – Employee Payroll Deduction for Meals

• Two hospitals had this program in place, huge employee satisfier

• Long standing request to expand to all

• Complexity

Hospital cafeterias using different vendors/systems

Eligibility criteria

• Project took approximately 6 months to implement

• Four of our hospital cafeterias were included in scope

• Total payroll deductions since “Go Live” $2,588,779

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Success – Agile/Scrum at LEHRN & Fairview

• Key changes in how Sprints have changed the way we do work:

Define Purpose & Commit to Time Box

Define Done

Unique Focus and Prioritization by Team

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Success – Sprint Topics

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Success – Sprint Example Output

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For Managers

For HR Tech & Processing

For Strategic HR

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Questions?

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Contact Information

Last Name First Name email phone

Chudek Rachel rchudek1@fairview.org 612.672.7743

Clinton Brandon bclinto1@fairview.org 612.672.6703

Demissie Eleni edemiss1@fairview.org 612.672.7626

Deno James jdeno1@fairview.org 612.672.2644

Douglas Cindy cdougla7@fairview.org 612.672.6614

Gjerning Angie agjerni1@fairview.org 612.672.4725

Hummelgard Tania thummel1@fairview.org 612.672.7373

Kumah Abigail akumah1@fairview.org 612.672.6715

Kuss Kate ckuss1@fairview.org 612.672.7363

Lafore Marie mlafore1@fairview.org 612.672.4738

Mulligan Shannon smullig1@fairview.org 612.672.2873

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