1. Innovations in Job Description & Performance Management – 3 Healthcare Success Stories Panelists: Trish Rajotte, Sr. HR Generalist, Middlesex Hospital Vicki Foster, Manager, System Compensation, Spectrum Health Carol Breneman, Compensation and Benefits Manager, Olathe Health System Don Berman, HRTMS

2. © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

3. We See Job Descriptions Differently Job Descriptions – Cater to the lowest common denominator – Consist of blocks of dense, opaque text Job Description Repository – Leverages conversations with Stakeholders Collects all the info you need Controls who can see what – Provides information to those that need it Folks in other roles, hiring managers, recruiters, OD Other systems: ATS, Performance Management, HRMS – Turn blocks of text into Data Points That you can search/query/interface with other systems

4. The Proper Role for Job Information Job Description ATS/Recruiting Process Performance Management System/Process Career Pathing Succession Training ADA/Accommodation FLSA Determination Compensation Plans Salary Structure Corporate CultureFuture Plans

5. Job Description & Performance Management in Healthcare Why is job description & performance management important in healthcare – Compliance: The Joint Commission – Tracking of certifications/training – Performance can affect patient safety and quality of care – Attracting/Retaining Top Talent – Preventing Litigation/Justifying Personnel Decisions © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

6. Middletown Connecticut © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

7. Located in Middletown, Connecticut Thomson Reuters & Healthgrades 100 Top Hospitals 275 Beds 3000 Employees >1000 Jobs © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com Middlesex Hospital

8. Business Problems Managers inventing jobs on the fly Inaccurately documented jobs Late performance evaluations (PE) Retro-pay Rework and sleuthing by HR Collecting signatures Compliance with the Joint Commission © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

9. The Solution Helps to maintain compliance with the Joint Commission Focus on service delivery instead of administrative requirements Time-savings Maintains consistency in job descriptions throughout the health system Universal updating and editing capabilities PE’s files and stored on-line, easy access – no longer lost or misfiled Ability to see employee PE history © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

10. Implementation Process October 2009: Trish takes charge Nov – Jan: All job descriptions and initial data input into PE system February 2010: Initial Roll-out & Manager Training – completed incrementally by summer 2010 October 2010: Paper performance evaluations are no longer allowed © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

11. Rollout Initial Employee data and reporting structures input from Lawson output into PE system Hired a temp to type in every job description and corresponding job codes into the system Targeted one department to test live – Trained Managers in test department to use PE system – Managers verify job descriptions, reporting structures – Began processing PE’s for 2 months Set up training schedule for managers across health system Cut over each department as training occurred Met roll-out completion and target date moving everyone over by October 1 © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

12. Results/Benefits Job Description's are more consistent and clearly documented History is recorded, changes and edits easy to follow The business rules around signatures are enforced without HR intervention Performance history records will follow employees from manager to manager upon transfer yet still be accessible historically System administration is not complicated, changes are clear and edits can be made between data loads Joint Commission audits are less stressful when asked for job description documentation and position expectations Aids in documentation for Workers Comp claims © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

13. Olathe, Kansas © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

14. Located in the Kansas City Metro Area Two Acute Care Hospitals Over 30 Primary Care and Specialty Clinics Over 2,400 Employees Over 600 Job Descriptions © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com Olathe Health System

15. Business Problems Job Descriptions and Performance Reviews were in Word Documents Inconsistency in Performance scoring Historical Versions © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

16. Short-term Opportunities Job Descriptions Difficult to update – Changing Company Objectives would result in editing over 600 Word documents Too long – Some jobs had over 23 measures Inconsistent language Performance Reviews Paper process 90-day Review different from Annual Review Manual tracking of employee acknowledgements, e.g. confidentiality statements, etc.

17. Long-term Objectives Job Descriptions Better able to meet Joint Commission recommendations and internal quality through online integration Create and sustain a high quality JD database – Thorough – Consistent – Consolidated Performance Reviews Increase Performance Review timeliness and thoroughness by making the process easier Maintain a consistent scoring process throughout the organization Improve tracking of corporate and position-specific requirements such as JD sign-off, certifications, etc.

18. The Solution Easy anytime access to historical information Easily reports non-completions of performance reviews and annual evaluations Unlimited ability to create new forms to streamline any tracking process © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

19. Implementation Process With one HR person working consistently on the implementation, it took approximately 3 months to design and configure the system and migrate our 600+ job descriptions Met June 1, 2011 go-live date IT resource requirements were minimal (about 20 hours total time) © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

20. Rollout Prior to go-live, HR conducted four 45-minute “Lunch & Learn” training sessions for supervisors and above HR also developed short instructional videos and placed them on the company intranet © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

21. Results/Benefits Job Descriptions were now in one consistent language Job Descriptions and Performance Reviews now all online 1 st Annual Review Cycle – 6/5/11 to 8/19/11 43% of employees performed self reviews 36% of employees performed self reviews in 2012 Surveyed Directors about what they liked best – The paperless process – Automatic calculation of scores – The manager approval process © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

22. Grand Rapids, Michigan © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

23. Spectrum Health The largest not-for-profit health care system in West Michigan. – 10 hospitals; 130 ambulatory and service sites; 1,938 licensed beds system-wide. – A nationally recognized health plan, Priority Health with 600,000 Priority Health plan members and more than 12,000 employers through Priority Health. – And continuing to grow. The largest employer in West Michigan. – 20,000 employees; 1,500 physicians ; 2,600 active volunteers. And -------- 3,000 job descriptions. © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

24. Business Problems Various formats of Word documents and electronic systems Routings of everything via email All updates manual – Leaders working from unapproved documents – No ability to compare changes – Compliance: took 18 months to update 500 job descriptions Users perspective: Laborious process; difficult to write No ability to extract data – how many require an RN license – which positions require a MI drivers license No direct connection with any of our HR systems – Qualifications within job postings were inaccurate with leaders working from unapproved versions © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

25. The Solution Needed one tool and one format to use across the entire system with reporting capabilities – Help us gain consistency with jobs across the entities – User friendly Mission was to implement a system which provides job description creation, automated approval routing, interfaces to and from our other HR systems as well as provides reporting capabilities. © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

26. Implementation Process The Process – Meetings to discover Spectrum Heath’s current processes and goals – Together mapped job description future state and processes – HRTMS configured the application, created templates for entry – HRTMS imported job descriptions – Together created training/instructions within the tool © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

27. Rollout Started with a soft launch at annual training sessions with other HR initiatives To get buy-in from upper management we: – Met with Senior Leadership and discussed issues we were facing – Discussed number of employees needed to maintain manual systems versus automating connection with other HR systems ; assistance with compliance Training – Rolled out to leaders with other HR initiatives last August – Trained HR Business Partners /Generalists; point of contact for leaders Part of culture shift to understand why the description is changing first © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

28. Results/Benefits Job Descriptions are now in one format One automated Tool to do it all Reporting capabilities Consistency across the organization Connection to our other HR systems (Compensation, Recruiting, etc.) End users are pleased with the system © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

29. Questions © 2013 HRTMS, Inc. All Rights Reserved www.hrtms.com

30. How To Contact Us Don Berman don@hrtms.com Ashley Robinson ashley@hrtms.com 919.351.JOBS (5627) www.hrtms.com