Minutes of the meeting of the Human Resources Committee of the Board of Directors of the Cook County Health and Hospitals System held Thursday, April 15, 2010 at the hour of 7:30 A.M. at John H. Stroger, Jr. Hospital of Cook County, 1901 W. Harrison Street, in the fifth floor conference room, Chicago, Illinois.

I. Attendance/Call to Order

Chairman Zopp called the meeting to order at 7:42 A.M., however, a quorum was not present, so the Committee began to receive information. At approximately 7:45 A.M., a quorum was reached, and the Committee began to consider the items presented.

Present: Chairman Andrea L. Zopp and Directors Quin R. Golden and Sister Sheila Lyne, RSM (3)

Chairman of the Board Warren L. Batts (Ex-Officio) and Director Hon. Jerry Butler

Present Telephonically: Director David Carvalho (1)

Absent: Director Jorge Ramirez (1) Chairman Zopp stated that Director Carvalho was unable to be physically present, but would like to participate in the meeting telephonically. Director Carvalho indicated his presence telephonically. Director Lyne, seconded by Director Golden, moved to allow Director Carvalho to participate as a voting member for this meeting telephonically. THE MOTION CARRIED UNANIMOUSLY.

Additional attendees and/or presenters were:

Orlando Brown Karen Dimond William T. Foley Gina Goodson-Allen Roz Lennon

Gladys Lopez Elizabeth Reidy Marsha Ross-Jackson Deborah Santana Deborah Tate

Sidney Thomas Sherrie Travis Anthony J. Tedeschi, MD, MPH, MBA

II. Public Speakers Chairman Zopp asked the Secretary to call upon the registered speakers. The Secretary called upon the following registered public speaker: 1. George Blakemore Concerned Citizen

III. Report from System Director of Human Resources

Deborah Tate, System Director of Human Resources, provided an update (Attachment #1) on activities relating to the management/key personnel assessments and implementations of the Taleo System and Lawson System. Also presented was information on the review of Family and Medical Leave Act (FMLA) utilization. The Committee reviewed and discussed the information. Additionally, the following Human Resources staff presented detailed information on the subjects reviewed: Orlando Brown, Director of Labor Relations at Oak Forest Hospital of Cook County; Gina Goodson-Allen, System Nurse Recruiter; Gladys Lopez, Director of Human Resources at Provident Hospital of Cook County; and Marsha Ross-Jackson, System Director of Labor Relations.

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Human Resources Committee Meeting Minutes Thursday, April 15, 2010

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III. Report from System Director of Human Resources (continued) With regard to the implementation of the Taleo System, information was provided on efforts to narrow down the five thousand (5,000) job titles to a listing of less than two hundred twenty-five (225) frequently-filled positions. Chairman Zopp inquired whether job descriptions are completed for the frequently-filled positions. Ms. Goodson-Allen responded that this remains a challenge, and noted that work continues on the job descriptions. Ms. Tate added that their goal is to have the positions loaded into the system as accurate as possible; she noted that there will be an individual assisting on a part-time basis whose sole function is to work on job descriptions. During the discussion of the future Human Resources initiatives, Ms. Tate stated that she expects to have leadership development in place before the end of the calendar year. With regard to the employee satisfaction survey, she stated that she expects to have started on this initiative before the end of the calendar year; she added that much work needs to be done in order to have a complete and robust survey. Additionally, she stated that her intent is to have the compensation study completed by the end of the calendar year. The Committee discussed the information provided on the management assessment and leadership development. Chairman Zopp noted that leadership development should focus upon all managers, rather than any subset. During the update on the implementation of the Lawson System, Ms. Tate stated that they are focusing their efforts at the County’s Bureau of Human Resources. Board Chairman Batts inquired whether the County has made a decision yet with regard to their own system needs. William T. Foley, Chief Executive Officer of the Cook County Health and Hospitals System, stated that the County has not made their final decision.

IV. Recommendations, Discussion/Information Items

A. Update and discussion of pending information requests

Chairman Zopp indicated that there were no pending information requests to be discussed at this time.

V. Action Items

A. Any items listed under Sections IV and VI

VI. Closed Session Discussion/Information Items

A. Discussion of personnel matters B. Update on labor negotiations

Director Golden, seconded by Director Lyne, moved to recess the regular session and convene into closed session, pursuant to the following exceptions to the Illinois Open Meetings Act: 5 ILCS 120/2(c)(1), which permits closed meetings for consideration of “the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity,” and 5 ILCS 120/2(c)(2), regarding “collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.” THE MOTION CARRIED UNANIMOUSLY.

Chairman Zopp declared that the closed session was adjourned. The Committee reconvened into regular session.

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Human Resources Committee Meeting Minutes Thursday, April 15, 2010

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VII. Adjourn

As the agenda was exhausted, Chairman Zopp declared the meeting ADJOURNED.

Respectfully submitted, Human Resources Committee of the Board of Directors of the Cook County Health and Hospitals System XXXXXXXXXXXXXXXXXXXXX Ms. Andrea Zopp, Chairman

Attest:

XXXXXXXXXXXXXXXXXXXXX Deborah Santana, Secretary

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Cook County Health and Hospitals System Minutes of the Human Resources Committee Meeting

March 15, 2010

ATTACHMENT #1

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HR Committee MeetingHR Committee Meeting

April 16, 2010

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2010 HUMAN RESOURCERESOURCE INITIATIVES • Phase One

Displacement

• Haiti Relief

• Phase One Rebalancing

• H1N1 Policy Initiative

• Leadership Development

LETE

D

Initiative

• Contractor On-Boarding Requirements

OC

ES

S

• Lawson Implementation

• Taleo Implementation

• Management RE

p

• Employee Survey

• Compensation StudyTHIS IS A SNAPSHOT

N-C

OM

PL

• Standardized System New Employee Orientation

FMLA W-I

N P

RO • Management

Assessment Project

• Labor Initiatives

• HR Staffing and Restructuring D

-FU

TUR Study THIS IS A SNAPSHOT

OF RECENT HR INTIATIVES BUT IS NOT A FULL

GR

EE

N • FMLA Utilization Review

YE

LLO

W

• Personnel Rules

• Time & Attendance Project

• Update Job Descriptions

REREFLECTION OF

OPERATIONAL GOALS FOR THIS FISCAL

Descriptions

• Parking InitiativeYEAR.

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Future HR Initiatives

YOU WILL FIND A LEADERSHIP DEVELOPLMENTYOU WILL FIND A

BREAKOUT OF FUTURE HR INTIATIVES FMLA UTILIZATION

LABOR RELATIONS INTIATIVES

DEVELOPLMENT PROGRAM

EMPLOYEE SATISFACTION

SURVEYINTIATIVES TARGETED FOR THE REMAINDER OF THE CALENDAR YEAR.

FMLA UTILIZATION REVIEW AND RFP

SURVEY

PHASE TWO DISPLACEMENT

COMPENSATION REVIEW

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UpdatesUpdates

Assessment UpdateTaleoLawsonLawson Union Update

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Assessment UpdateThere were 628 management/keymanagement/key personnel rated. Following is the distribution of ratings:distribution of ratings:

A Rating:316 employees (50%)316 employees (50%)

B Rating:254 employees (40%)254 employees (40%)

C Rating:58 employees(10%)58 employees(10%)

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TaleoTaleoWHAT WE’VE ACCOMPLISHED TO DATE:

• Process Analysis and DesignDocumented Current Process

WHAT IS LEFT TO DO:

• Content DevelopmentDocumented Current ProcessMapped Future Process (pending Shakman approval)

• Identified User NeedsManager Ease of AccessRecruiter Functionality

• Prototype and Testing

• Acquire Capitol(kiosks, etc…for use at the local levels)y

• Identified Candidate NeedsCandidate Ease of Access- to navigate through the application process; candidates are also able to establish profiles for the types of jobs they would like to be notified of once they become available

• Training

• Communication and Change Managementbe notified of once they become availableCorrespondence- candidates will receive correspondence via email at various stages of the application and selection process

• Identify On-Boarding RequirementsA huge process improvement point allowing candidates to complete forms on line prior to appointments (interview, pre-employment, at time of hire)Reduction of duplicate forms and manual data entryPolicy and benefit links will be accessible to new hire through this moduleg

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Lawson

ACHS Suspended work with CCHHS

Current Focus is with the Bureau

Will re-focus on CCHHS in May

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FMLAFMLA

How We Move ForwardApril15, 2010April15, 2010

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CCHHS FMLA Utilization INSTITUTION FMLA COSTS % of Payroll FMLA HOURS

Provident 58,793.00 .11% 2,162

Oak Forest 19,351.00 .04% 758

Cermak 82,579.00 .33% 3,385

JHSH 198,199.00 .08% 9,892

Bureau 19,287.00 .06% 883

ACHN 23,189.00 .06% 1,173

CORE 9,597.00 .19% 560

Total  $410,995.00 .86% 18,813

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Conclusions Drawn from DataConclusions Drawn from DataMost leaves are intermittentNursing has the highest number of employees FMLA approvalsNursing has the highest number of employees FMLA approvalsWe have been inconsistent in recording leave time Most FMLA approvals are based on the employee’s own health conditionWe have about 534 employees approved for any type of FMLA, whichWe have about 534 employees approved for any type of FMLA, which represents 7.6% of our workforceThe problem is more critical in nursing because of the need and cost associated with replacing staff when they utilize FMLA leave

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Suggested ActionsProvide Feedback to CCHHS Board from this work team on April 15thFor every FMLA approved, require 1:1 meeting with

Human ResourcesHuman ResourcesEmployeeSupervisor

De elop and Implement an e cel FMLA trackerDevelop and Implement an excel FMLA trackerMeet with Cook County Bureau of Human Resources to explore Leave and Disability Benefits and how we can move them off the “active” payrollUtilize Department of Labor information to develop and provide educationalUtilize Department of Labor information to develop and provide educational information to employees and managersImplement a System-wide form employees will use to request FMLACreate a RFP to outsource FMLA managementCreate a RFP to outsource FMLA management

CignaCOBRA SourceFMLA SourceFMLA Source

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HR Committee MeetingTaleo Update

4-16-10

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Project PhasesProject PhasesContent

Development Testing DeploymentTraining and

Change Management

Process

Analysis and Design

Project

Kick Off Management Efforts

Design

February 2010

April 2010Project 

March 2010

May‐June 2010

July   2010

July‐Sept 2010

Document Current Process

Identify Future Processde t y utu e ocess

Identify Recruiter and System Needs

Identify Candidate Needs and User AccessibilityIdentify Candidate Needs and User Accessibility

Identify On-boarding Requirements

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Job Content Collection and Development Project Plan

April 2010April 2010

• Develop Job Families• Review Frequently Filled Positions (07-09)• Identify Job Titles For Wave One Job Upload• Develop Prescreening Questions For Each Job Title

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Wave One Job FamiliesWave One Job Families

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E l Of F l Fill d P i iExamples Of Frequently Filled Positions(07-09)

• Clinical Nurse I, II• Nurse Coordinator• Administrative Assistant II, III, IV• Licensed Practical Nurse

• Phlebotomist• Pharmacy Supervisor• Mental Health Specialist• Medical Laboratory Technician II III• Licensed Practical Nurse

• Tour Supervisor• Public Health Nurse• Clerk III, IV, V• Respiratory Therapist

• Medical Laboratory Technician II, III• Medical Technologist II, III• Physical Therapist• Occupational Therapist• Speech Language PathologistRespiratory Therapist

• Medical Technologist• Nurse Clinician• Medical Social Worker• Clinical Laboratory Specialist

Speech Language Pathologist• Dietician• Hospital Security Officer• Radiologist • Radiology Technologist

• Food Service Worker • Cook• Special Procedures Tech• Chef

B ildi S i W k

• Patient Care Attendant• Ward Clerk• Surgical Assistant• Special Procedures Technician

M di l R d Lib i• Building Service Worker• Physician Assistant• Transporter

• Medical Records Librarian• Physician

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Why is automated screening so important?Why is automated screening so important?To enable Cook County Health and Hospitals System to compete for top talent

The Internet has greatly extended the reach of both Candidates and Employer• Candidates have more choices and are less patient with inefficient processes• Top talent goes very quickly in today’s competitive marketplaceTop talent goes very quickly in today s competitive marketplace• Manual processes are costing the County time, money and access to top talent

Ensuring Compliance with all legal guidelines and regulations requires a strict, “rule b d” hi i hi h l i h d i i i kl dbased” hiring process, which results in a heavy administrative workload• Shakman Decree• Almost 90% of hiring is union

Technology helps address compliance challenges• Automation eases the heavy administrative workload• All activity is tracked by the system, therefore “discoverable”• Candidate “self-evaluation” provides an objective basis for County evaluation

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What is changing?

Candidates will “self-evaluate” their skills and experience• Candidate answers to Minimum Qualification Questions will instantly reject those

whose answers indicate they do not meet minimum requirements• Candidate answers to Prescreening Questions will determine the order in which they

will appear on the Eligibility List

Automated Screening is followed by Manual Screening by a Recruiter who will validate answers to both Minimum Qualification and Prescreening Questions to identify blatant or obvious misrepresentation

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ACE QualificationsQHard Skills are measurable, clearly identifiable

professional trade skills.Examples:

Hard skills

S ft killA Examples:• Licensed RN in the State of IL• Licensed PT in the State of IL or board eligible

Soft skills

AcademicC Professional

Role-specificE

CSoft Skills are essentially competencies, which are more difficult to quantify These skills are often

IndustryE more difficult to quantify. These skills are often better assessed in an interview. You can, however, screen on the opportunity to have demonstrated a

competency.Example:Instead of asking about “Leadership,” look for experience managing a large group,

hi h ld id th t it t which would provide the opportunity to develop leadership skills.

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ACE QualificationsQ

Academic Certifications are degrees, diplomas, or certificates obtained from a post-secondary

Hard skills

Soft skillsAinstitution.Examples:• Bachelor Science in Engineering - BSEE• Master of Science MS

Soft skills

Academic

P f i lC • Master of Science - MS• Medical Doctor - MD

Professional

Role-specificE

C

IndustryEProfessional Certifications are courses, seminars, or programs that offer a recognized standard in a specific industry.

Examples:• CPA (Accounting)• RN (Nursing)( g)• MCSE (Network Engineer)• PMI (Project Management)

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ACE Qualifications

Role-Specific Experiences are the knowledge and previous experience gained by working

Hard skills

Soft skillsA and previous experience gained by working in a particular role with specific responsibilities.Examples:

R l 1 N

Soft skills

Academic

f lC • Role 1 - Nurse• Role 2 - Web Developer

Professional

Role-specificE

C

IndustryE Industry-Specific Experiences are the knowledge and previous experience gained by

working within a specific discipline or marketplace.

Examples:• Industry 1 - Healthcare• Industry 2 - Telecommunications

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Content Collection Process

Subject Matter Experts (SMEs) received content worksheets 4-9-10.

SME’s will confirm that the most current job description is on file, identify the SME s will confirm that the most current job description is on file, identify the preferred qualifications for each job title listed, and will quantify the type of evaluation for each preferred experience, certification, or skill set

Level of Proficiency (novice, beginner, intermediate, etc)Years of ExperiencepType of license or certification

Content due back April 21, 2010

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