Windsor Regional Hospital Overview Multi site organization with two main campuses Serves population of 350,000 Largest non-teaching hospital in the province of Ontario

Programs and Services Women’s & Children’s Services Critical Care Surgical Oncology Medicine Paediatrics Specialized Mental Health Long Term Care Complex Continuing Care Rehabilitation

WRH Employee Information 2900+ employees, 60 summer students 400 staff transfer to other areas of the hospital annually Approx. 350 LOA’s annually 200 terminations (voluntary/involuntary)

Employee Tracking Process WRH uses Position Action Forms (PAFs) to control the movement of staff

Employee Tracking - Steps 1) Employee informs manager of “changes” 2) Manager completes PAF and attaches relevant required data to support request 3) Manager forwards above to department head 4) Any changes to the position description (one of the attached forms) to be highlighted 5) Department Head endorses request 6) Department Head submits to divisional VP for final approval 7) Divisional VP submits to Corporate Controller who confirms the “vacant” position is funded (budget worksheet) 8) Corporate Controller submits approved PAF to VP HR for coordination of staffing action 9) VP HR forwards to CEO for FINAL approval 10) CEO signs off and forwards completed PAF to HR Recruiter

PAF Volumes 2004 – 1436* 2005 – 1348* 2006 – 1080 2007 – 982 2008 – 291 (YTD) 2008 forecast – 950---------

PAF Turn Around Times Staffing Problem Average turn around time was 10-15 business days (initiation HR recruiter) Staffing Problem Most employees provide 14 days notice WRH had not posted/recruited for vacant position until after the employee left Empty “vacant” position for about 6 weeks Use overtime to schedule shifts

Xerox Solution “Windsor” Team Lou Gagnon – V.P. Xerox Canada Inc. Kevin Toumi - Xerox Technical Analyst Doug Steele - Tri-county Agency Partner Theresa Beale - Xerox Authorized Agent (Tri-county) Tracey Venske – WRH Document Centre Coordinator

Xerox Solution Xerox provided WRH with a number of copiers Until April 2005 we had not used all of the copiers or the Docushare application Follow up with WRH by “Windsor” Xerox prompted us to reassess the functionality of their product

Actions Taken by “Windsor” Xerox Xerox invited WRH to company office for demo of product Xerox participated in WRH site visits and follow-up Xerox assisted with collaborative communications and trouble shooting Xerox participated in additional site visits Xerox helped develop “Go Forward Plan”

Electronic PAFs designed and implemented! Progress to Date Electronic PAFs designed and implemented!

Actions Taken Reviewed and revised paper process Reduced points of contact in half PAF digitalized All required attached forms converted to e-forms Auto routing system Training provided (resource guides and e-learning course)

Outcome Turn around time 24-48 hours Implemented electronic PAF January 2006 Turn around time 24-48 hours (from manager initiation to HR Recruiter’s desk)

Benefits Reduced our ‘recruit to fill’ ratio significantly Real time tracking Automatic notification follow- up (trigger 48 hours) Electronic storage of historical data Increased manager satisfaction with HR

Electronic Storage of Employee Health Files Since then … Electronic Storage of Employee Health Files EH offices located at two sites Sharing of information with all relevant stakeholders Eliminates the transferring of ‘paper’ files between two sites Restricted access

Electronic resume / application tracking Next Component Electronic resume / application tracking 9 bargaining units 1,800 applications/year Paper process for reviewing, filing, tracking and retrieval

Electronic Resumes - Goals Access for all WRH managers to appropriate applications and resumes On-line screening (initial) Up-to-date lists / logs (auto purge after 6 months) Database for unexpected vacancies Pertinent information including: Interview results, testing results, areas of interest or expertise Dual applications captured RNs Surgery / ER, Food & Nutrition / Housekeeping

Electronic Resumes - Goals Provide real time access to information Increase efficiency by “knowing” applicants Increase efficiency by meeting applicant’s current and future needs

Creative Partnering