HUMAN RESOURCES COMMITTEE MEETING

HUMAN RESOURCES COMMITTEE MEETING
Wednesday, March 19, 2014
Central Administration Offices Located at Highland Hospital
1411 East 31st Street Oakland, CA 94602
Marla Cox, Clerk of the Board
(510) 535-7515
LOCATION:
Open Session: HCP Conference Center
COMMITTEE MEMBERS
Ronald D. Nelson, Chair
Daniel Boggan, Jr.
J. Bennett Tate
AGENDA
OPEN SESSION / ROLL CALL
4:00 – 4:05 pm
(General Counsel Announcement as concerned to Closed)
Moment of silence for Trustee Ronald D. Nelson
TAB #1
CLOSED SESSION
4:05 – 5:05 pm
Conference with Negotiator –SEIU- Overall Union Strategy
[Government Code Section 54957.6] (1 matter)
Jeanette Louden-Corbett, Chief Human Resources Officer
Conference With Legal Counsel – Significant Exposure to Litigation
[Government Code Section 54956.9] (1 matter)
Douglas B. Habig, General Counsel
Jeanette Louden-Corbett, Chief Human Resources Officer
TAB #2
ACTION: Approval of Minutes
(5:05-5:10 pm)
Approval of the Minutes of the January 15, 2014 Human Resources
Committee Meeting.
Recommendation: Motion to Approve.
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Alameda Health System
Board of Trustees – Human Resources Committee Meeting - Agenda
March 19, 2014
Page 2 of 3
TAB #3
INFORMATION: Health Insurance Transition
(5:10-5:20 pm)
Paula Peck, Assistant Director for Benefits and Wellness
TAB #4
INFORMATION: Recruitment Update and Ongoing Strategy
(5:20 - 5:35 pm)
Tony Redmond, Vice President of Human Resources
TAB#5
INFORMATION: New Leader On Boarding
(5:35-5:50 pm)
Craig LaFargue, Director of Organizational Learning and Effectiveness
TAB#6
INFORMATION: Update on Mid-Year Employee Engagement Survey
Results
(5:50-6:05 pm)
Craig LaFargue, Director of Organizational Learning and Effectiveness
TAB #7
REPORT: Chief Human Resources Officer
(6:05 – 6:15 pm)
Jeanette Louden-Corbett, Chief Human Resources Officer
ORAL REPORT
TAB #8
INFORMATION: Issue Tracking & Follow-up
(6:15 – 6:20 pm)
Ronald D. Nelson, Chair, Human Resources Committee
Jeanette Louden-Corbett, Chief Human Resources Officer
TAB #9
REPORT: Legal Counsel’s Report on Action Taken in Closed Session
(6:20 pm)
Douglas B. Habig, General Counsel
Public Comments
Board of Trustees Remarks
ADJOURNMENT
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Alameda Health System
Board of Trustees – Human Resources Committee Meeting - Agenda
March 19, 2014
Page 3 of 3
Our Mission
Caring, Healing, Teaching, Serving All
Strategic Vision
To become a world-class patient and family centered system of care that promotes
wellness, eliminates disparities and optimizes the health of our diverse communities.
Meeting Procedures
The Board of Trustees is the Policy Body of the Alameda County Medical Center. The
Board has several standing Committees where ordinances and resolutions are the
subject of hearings at which members of the public are urged to testify. Board
procedures do not permit: 1) persons in the audience at a Committee meeting to vocally
express support or opposition to statements by Board Members or by other persons
testifying; 2) ringing and use of cell phones, pagers, and similar sound-producing
electronic devices; 3) signs to be brought into the meeting or displayed in the room; 4)
standing in the meeting room. Citizens are encouraged to testify at Committee meetings
and to write letters to the Clerk of the Board or to its members, 1411 East 31st Street
Oakland, CA 94602.
Disability Access
The Meeting Rooms are wheelchair accessible. Assistive listening devices are available
upon request at the Clerk of the Board's Office. To request sign language interpreters,
readers, large print agendas or other accommodations, please contact the Clerk of the
Board. Requests made at least 48 hours in advance of the meeting will help to ensure
availability. The nearest accessible BART station is Lake Merritt. Accessible AC Transit
Bus Route 62 stops at the entrance to Highland Hospital. Route 11 stops one block
away, on 14th Avenue at East 31st Street. For schedule updates, call AC Transit at
(510) 817-1717; BART at (510) 465-2278. There is accessible parking in the main
patient parking lot enter on East 31st Street.
In order to accommodate persons with severe allergies, environmental illness, multiple
chemical sensitivity or related disabilities, attendees at public meetings are reminded
that other attendees may be sensitive to perfumes and various other chemical-based
scented products. Please help us to accommodate these individuals.
The ACMC Board of Trustees is committed to protecting the private health
information (PHI) of our patients. We ask that speakers refrain from disclosing or
discussing the PHI of others. Please also know that, should you decide to
disclose your PHI, the Trustees will still likely refer your matter, to the extent it
involves PHI, to the executive staff for a confidential review of the facts and for
confidential handling. If you would like more information regarding the
confidentiality of PHI as it relates to the Health Insurance Privacy and
Accountability Act, please refer to 45CFR Section 164.101, et.seq.
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HUMAN RESOURCES COMMITTEE MEETING
Wednesday, January 15, 2013
Central Administration Offices Located at Highland Hospital
1411 East 31st Street Oakland, CA 94602
Marla Cox, Clerk of the Board
(510) 535-7515
DRAFT MINUTES
OPEN SESSION / ROLL CALL – 4:05pm
(General Counsel Announcement as concerned to Closed)
TAB #2
ACTION: Consent Agenda
Minutes approved
TAB #3
INFORMATION: San Leandro Hospital Transition
Jeanette Louden-Corbett, Chief Human Resources Officer
AHS assumed responsibilities of San Leandro Hospital on October 31, 2013.
Transition agreements were negotiated with two labor unions.
TAB #4
INFORMATION: Alameda Hospital Transition
Jeanette Louden-Corbett, Chief Human Resources Officer
AHS will be assuming responsibilities for Alameda Hospital on February 28,
2014. Employees will not move to the organization until June 30, 2014.
TAB #5
REPORT: Recruitment Strategy Update
Tony Redmond, Vice President of Human Resources
-Tony referred to a PowerPoint presentation for updates.
-192 positions were filled through internal transfer.
- Indeed.com, and Simply-hired are the websites where AHS gets most of the
applicants.
- Employee Award Incentive Program is being investigated:
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Alameda Health System
Board of Trustees – Human Resources Committee Meeting - Agenda
January 15, 2014
Page 2 of 3
- The largest source of hiring is through employee referral.
- Potential formation of a referral program.
- Incentive program to pay a fee to employee for referral and hiring of
potential employee.
TAB #6
REPORT: Labor Representation at AHS- Summary of Status
Jeanette Louden-Corbett, Chief Human Resources Officer
Local 39 represents San Leandro Hospital and Alameda Hospital. At San
Leandro Hospital, there are three bargaining units. Alameda has six
bargaining units. This number will increase to 21.
TAB #7
REPORT: Chief Human Resources Officer
Jeanette Louden-Corbett, Chief Human Resources Officer
Janette reported on the self-insured health plan. 30% of the population has
been moved from Kaiser.
TAB #8
INFORMATION: Issue Tracking & Follow-up
Ronald D. Nelson, Chair, Human Resources Committee
Jeanette Louden-Corbett, Chief Human Resources Officer
No report
TAB #9
REPORT: Legal Counsel’s Report on Action Taken in Closed Session
Douglas B. Habig, General Counsel
No actions taken
Public Comments - No comments
Board of Trustees Remarks - None
ADJOURNMENT – 6:03pm
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Alameda Health System
Board of Trustees – Human Resources Committee Meeting - Agenda
January 15, 2014
Page 3 of 3
Our Mission
Caring, Healing, Teaching, Serving All
Strategic Vision
To become a world-class patient and family centered system of care that promotes
wellness, eliminates disparities and optimizes the health of our diverse communities.
Meeting Procedures
The Board of Trustees is the Policy Body of the Alameda County Medical Center. The
Board has several standing Committees where ordinances and resolutions are the
subject of hearings at which members of the public are urged to testify. Board
procedures do not permit: 1) persons in the audience at a Committee meeting to vocally
express support or opposition to statements by Board Members or by other persons
testifying; 2) ringing and use of cell phones, pagers, and similar sound-producing
electronic devices; 3) signs to be brought into the meeting or displayed in the room; 4)
standing in the meeting room. Citizens are encouraged to testify at Committee meetings
and to write letters to the Clerk of the Board or to its members, 1411 East 31 st Street
Oakland, CA 94602.
Disability Access
The Meeting Rooms are wheelchair accessible. Assistive listening devices are available
upon request at the Clerk of the Board's Office. To request sign language interpreters,
readers, large print agendas or other accommodations, please contact the Clerk of the
Board. Requests made at least 48 hours in advance of the meeting will help to ensure
availability. The nearest accessible BART station is Lake Merritt. Accessible AC Transit
Bus Route 62 stops at the entrance to Highland Hospital. Route 11 stops one block
away, on 14th Avenue at East 31st Street. For schedule updates, call AC Transit at
(510) 817-1717; BART at (510) 465-2278. There is accessible parking in the main
patient parking lot enter on East 31st Street.
In order to accommodate persons with severe allergies, environmental illness, multiple
chemical sensitivity or related disabilities, attendees at public meetings are reminded
that other attendees may be sensitive to perfumes and various other chemical-based
scented products. Please help us to accommodate these individuals.
The ACMC Board of Trustees is committed to protecting the private health
information (PHI) of our patients. We ask that speakers refrain from disclosing or
discussing the PHI of others. Please also know that, should you decide to
disclose your PHI, the Trustees will still likely refer your matter, to the extent it
involves PHI, to the executive staff for a confidential review of the facts and for
confidential handling. If you would like more information regarding the
confidentiality of PHI as it relates to the Health Insurance Privacy and
Accountability Act, please refer to 45CFR Section 164.101, et.seq.
6 of 28
H.R. Committee – Board of Trustees Meeting
B ENEFITS UPDATE 2014
This report is an update of the Benefit Plan Renewal for
2014. It includes information regarding current enrollments
and cost savings for 2014.
Paula Peck: Assistant Director of Benefit and Wellness
Programs
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09/23/2013
HR Committee – Board of Trustees Meeting
Executive Summary
2014 Renewal Goals
Keep prior UHC Participants in new AHS Plans
Move at least 10% from Kaiser to AHS
Increase Employee Use of AHs Dental Clinics
Encourage employees to use AHS Medical Services
Communication Plan
During the month of October we conducted over 50 meetings with
employees throughout the organization. During these meetings when
we identified an employee who was really interested and asked them
to talk up the plan to their co-workers, they became the plan
ambassadors.
Employees received printed material mailed to their homes the last
week of October. We held Benefit Fairs the first two weeks of
November on every campus and finally we hosted enrollment
sessions the last two weeks of November throughout the
organization.
1
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09/23/2013
2013 Enrollments in Medical Plans
Sept 2013 (prior to San Leandro)
Kaiser
76%
United Health Care
18%
Share the Savings
6%
Dec 2013
Kaiser
68%
United Health Care
27%
Share the Savings
5%
2014 Open Enrollment Results
Jan 2014
Kaiser
57%
AHS
38%
Share the Savings
5%
2013 Enrollments in Dental Plans
Sept 2013 (prior to San Leandro)
Delta Care USA
26%
Delta Dental PPO
74%
Dec 2013
Delta Care USA
25%
Delta Dental PPO
75%
2
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09/23/2013
2014 Open Enrollment Results
Jan 2014
Delta Care USA
21%
Delta Dental PPO
61%
PPO Buy Up Plan
18%
The movement from Kaiser to the new plans was significant and will
contribute to our ability to save money over the next calendar and
fiscal year. In October we added the employees from San Leandro
Hospital which increased our month costs significantly under the fully
insured plans through United Health Care. Moving to our new self
insured plans will allow us to control the administrative plan cost and
encourage employees to utilize our services resulting in maximum
savings for the plan.
In July of 2014 we will be adding the employees from Alameda
Hospital which will increase the enrollment in our Self Funded Plan by
around 44%. Even with this increase we estimate that the overall
savings will be conservatively around $4 million; this amount is highly
dependent upon claims activity.
A significant portion of the savings is accounted for in the
administrative costs.
Additional savings will occur as employees
become more comfortable using our services. We have seen a
significant number of employees expressing interest in and utilizing
out medical services. We are very excited that the employee dental
3
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09/23/2013
clinics are being highly utilized.
4
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Board of Trustees Recruitment
Update
Human Resource Committee
March 19, 2014
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Time to Fill Positions
July 1st 2013- December 31st 2013
Type of Position
Number of Positions
Time to Fill
Services as Needed
163
41.3
Permanent Positions
245
61.8
Temporary Positions
3
61.3
Total
411
January 1st 2014- March 12th 2014
Type of Position
Number of Positions
Time to Fill
Services as Needed
94
58.91
Permanent Positions
154
52.05
Temporary Positions
6
28.57
Total
254
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Current Open, Permanent Positions by
Executive (Numbers in Parentheses)
1.2%
1.9% 1.9%
0.6% 0.6%
0.6%
0.6%
3.2%
20.8%
5.1%
5.8%
7.1%
20.1%
8.4%
9.7%
11.6%
Reshea Holman / Kinzi Richholt (32)
Benita McLarin (31)
John Chapman (18)
Dave Gravender (15)
Rich Gianello (13)
David Warmouth (11)
James Jackson (9)
Kerin Bashaw (8)
Guy Qvistgaard (5)
Carladenise Edwards (3)
Wright Lassiter (3)
Jeanette Louden-Corbett (2)
Tony Redmond (1)
William Peruzzi (1)
Varsha Chauhan (1)
Viki Ardito (1)
*Data as of March 12,
14 2014
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Current Open, Service As Needed Positions by
Executive (Numbers in Parentheses)
1.0%
Benita McLarin (23)
6.0%
Reshea Holman / Kinzi Richholt (22)
7.0%
23.0%
Guy Qvistgaard (13)
8.0%
Rich Gianello (11)
Viki Ardito (9)
9.0%
James Jackson (8)
22.0%
David Warmouth (7)
11.0%
John Chapman (6)
13.0%
Dave Gravender (1)
*Data as of March 12,
15 2014
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AHS Physician Openings
•
Medical Director, Full-Time for Ambulatory Care Administration
•
Physician II – Board Certified – 7 SAN positions for Acute Care Clinic/Urgent Care
•
Physician II – Board Certified 1 Full-Time for Eastmont Wellness
•
Physician II – Board Certified 1 Full-Time for Newark Wellness
•
Physician II – Board Certified 2 Full-Time & 1 Part-Time for Winton Wellness
•
Psychiatrist II – Non-Board Certified 1 Part-Time for JGPH Psych Emergency Services
•
Psychiatrist I – 2 SAN positions for JGPH Psych Emergency Services
•
Psychiatrist II – 3 SAN positions for JGPH Psych Emergency Services
*Data as of March 12,
16 2014
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Leadership Positions
•
•
•
•
•
•
•
Chief Nurse Executive
Chief Financial Officer
Chief Operating Officer
Director- Perioperative Services
Director- Accounting Services
Director- Engineering Services
Senior Director- Revenue Cycle
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Strategy
• Regarding Nurse/RN vacancies, we are actively working on a direct-mail
campaign and will be conducting on-site job fairs to attract Nurses within a
50-mile radius of AHS.
• Through our partnership with Nursing Leadership, we are focusing on our
internal SAN (Services As Needed) talent pool and converting these
individuals into FTE (part-time or full-time) positions based on the
stipulations of the SEIU RN Union Contract.
• Hired a new cohort of 10 New Graduate Nurses (Clinical Nurse I) primarily
for our Medical/Surgical areas and all began orientation on 3/3/2014
• The use of LinkedIn, Indeed and other web based tools have created direct
access to a large pool of potential candidates
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Web Strategy
• TalentBrew (Includes TB Core, Next Gen Mobile and Web Hosting)
• Indeed (Sponsored Jobs)
• LinkedIn (5 Recruiter Licenses)
• HealtheCareers (Job Postings w/ EJB, Resume Views and Banner Ads):
• ZoomInfo (Resume Access)
• PracticeLink (5 Job Slots)
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New Leader On Boarding
A Program to Escalate Orientation and Effectiveness
ALAMEDA HEALTH SYSTEM
March 19, 2014
Craig LaFargue, Director of Organizational Learning and Effectiveness
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AHS New Leader Onboarding Overview
Organizational Learning & Effectiveness (OLE)
New Leader Onboarding Objectives:
A systematic approach to onboard new leaders so they have the appropriate organizational orientation, support, and knowledge
of tools, processes, and education to be effective in their first year as a leader at AHS.
Audience:
Supervisors, Managers, Directors, and Executives
New to AHS or promoted to a leadership role
Physician leaders, optional
Required Programs:
Audience: All leaders – supervisors and above.
Technical and Operational Orientation(TOOL): Within 1 month of hire
o An operational orientation of business systems and processes for newly hired leaders (supervisors and above) to
improve leaders’ ability to complete operations tasks effectively and reduce time spent seeking to understand
processes in the areas of finance, human resources, quality and information technology.
Manager Acceleration Program (MAP): Within 2 months of hire
o Introduction of business processes, systems, and skills managers need provided by classroom training, online
references, and toolkit
Optional Programs:
Audience: (Directors and above only).
New Leader Assimilation
o New Leader Survival Group: Offered Quarterly (ongoing)
o 90 day plan: Within 1 week of hire (required)
o New Leader Assimilation Acceleration: 3-4 months after hire
o New Leader Team Structuring: 5-6 months after hire
o New Leader Feedback: 6 months after hire
o Leader 360-Feedback: 1 year after hire
New Leader Onboarding Overview(**)
What
New
Employee
Orientation
TOOL
(Technical &
Manager Acceleration Program (MAP)*
MAP: Kick Off
MAP ongoing
“AHS Way” – one of
Session
sessions
the MAP sessions
New Leader Assimilation Program
1
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(NEO)*
Description
Orientation to
AHS
Who
All AHS – SLH
Employees
and Leaders
First day of
hire
When
Length
Content
Comments
1 day
Welcome
History
Patient
Experience
AIDET
Cultural
Diversity
Compliance
elearning
Operational
Orientation)
*
Orientation
CEO welcome
In depth
to Processes and
information on
& Systems
introduction to
business processes
needed
key AHS
immediately priorities
in role
All New Leaders (Supervisors and above)
Within 1
month of
hire
Within 2 months
of hire
3 hours +
follow-up
self study
1 day
Finance
processes
Quality &
Safety
processes
IT
processes
HR
processes
Resources
&
Contacts
Available
May 2014
CEO
Welcome
AHS
Strategic
Perspective
Patient
Experience
Employee
Engagement
Managing in
a Union
Environment
Progressive
Discipline
Timed to align
with external
events in the
organization
1-2 hours each
In depth:
Finance
processes
Annual
budgeting
processes
Performance
Review process
Worker
Compensation
and Leave
Management
Other topics as
needed
Offered as content
finalized with
departments
Overview of AHS
Way and
introduction to key
leadership practices
and skills
Support provided to accelerate the
assimilation of Directors and
Executives into the organization
during their first year. Provides
leaders with 1x1 OLE support.
New Managers &
Above (Supervisors
with Manager invite)
Quarter after Hire
Directors and Above
TBD
Varies
Proposed:
AHS Way
Overview
AHS Leadership
Framework
True North
Metrics & Goal
Setting
Studer
Principles
Performance
Improvement
Principles
(LEAN)
Business
Performance
Management
Offered as rolled out
to organization
Varies
90 Day Plan (within 1 week of
hire) – Required(*)
New Leader Survival Group –
Offered Quarterly
New Leader Assimilation (3-4
months post hire)
New Leader Team Structuring
(5-6 months post hire)
New Leader Feedback (6 months
post hire)
New Leader 360 Feedback (1
year post hire)
(*) 90 Day Plan program offered Fall
2014.
*=Required
**=Physician Leaders invited to participate
2
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Employee Engagement
2013 Pulse Check Update
Craig LaFargue, Director
Organizational Learning &
Effectiveness (OLE)
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Engagement Progress
Commitment Indicator
Commitment
Indicator Score
2012
2013
2014
4.0
(goal)
Score
n/a
3.91
Percentile
10th
12th
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Summary of Findings
• In general, scores on survey items
identified as “Concerns” showed
improvements from the 2013 Employee
Engagement Survey
• Yet, there was not much improvement on
survey items identified as “Strengths” from
the 2013 Employee Engagement Survey
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Summary of Findings
Pulse Check (Jan 2014)
• Departments with noteworthy
improvements in survey items
– Pharmacy
– Maternal Child Health
– Occupational Therapy at Fairmont
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Summary of Findings
• Survey items reflecting “employees
engagement to the organization” continue
to have low scores
– Managers continue to question how they can
raise the scores on these survey items
– Managers believe they have less control of
over their employees’ perception of the
organization, as whole
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BOARD OF TRUSTEES – HUMAN RESOURCES COMMITTEE
ISSUE TRACKING FOLLOW-UP: April, 2013
WHAT
WHO
WHEN
STATUS
NO PENDING ISSUES
Page 1 of 1
As of: 4/17/2013
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