2. 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

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

4. 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)

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

6. 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

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

8. PAF Turn Around Times Staffing Problem
Average turn around time was 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

10. 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

11. 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

12. 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”

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

14. 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)

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

16. 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

17. 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

18. 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

19. 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

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

21. Creative Partnering