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TITLE
Fairview Health ServicesLEHRN Member Exchange
University of Minnesota Masonic Children’s Hospital
September 29, 2016
Broad and Diverse Continuum of Services
2
2015 Operating Metrics
• 67,682 inpatient admissions • $3.4 billion total assets
• 1.0 million outpatient visits • $3.9 billion total revenue
• 78,157 total surgeries • 24,000 employees
• 2.9 million clinic wRVU’s • 45 Distinct Business Units
• 2,500 aligned physicians • 311,227 assigned / attributed lives
Fairview’s Health Services Continuum
40+ Primary
Care Clinics
Academic Medical Center & 5
Wholly Owned Community
Hospitals
55+ Specialty
Clinics
39 Retail & Specialty
Pharmacies
60+ Senior Housing
Locations & 4 Long-
Term Care Facilities
Health Plan
Joint Ventures
Networks
TITLE & CONTENT WITH SUBHEAD
Strong Market PresenceCovering a Population of 3.4 million people in the Twin Cities Metropolitan Area
1.) Maple Grove Hospital is a joint venture between Fairview & North Memorial
Powered by Partnerships
4
Awards, Celebrations & Milestones• Opening of the new 342,000 square foot University of Minnesota Health Clinics &
Surgery Center, located on the University of Minnesota campus
• Fairview was named one of America’s Best Employers by Forbes
• In 2016 U.S. News & World Report named the University of Minnesota Masonic
Children’s Hospitals on its “Best Children’s Hospitals” list and the University of
Minnesota Medical Center’s cancer care program was ranked among the top 50 in
the nation
• 2016 Stand Up for Patient Safety Management Award
• Fairview was recognized as a 2016 Frontline Health Care Worker Champion by
CareerSTAT
• 2016 Women's Choice Awards For Excellence
in Care and Experience: UMMC, Southdale, Northland
• Best 50 Supply Chains in North America
• In March 2016, Fairview Northland Medical Center was named one of the nation’s
100 Top Hospitals® by Truven Health Analytics
• Blue Distinction Center+ for Knee and Hip Replacement: Lakes
6
TITLE & CONTENT
Fairview Health Services – Workforce• 23,000 employees
700+ physicians
78% non exempt, 22% exempt
• 18 union labor contracts (representing 27% of employees)
• Turnover = 18%
• Over 6,000 positions filled last year
• 2,500 aligned physicians
7
TITLE & CONTENT
Major HR Systems Functionality System Deployment
HRMS (Core HR, Payroll, Time Off, Self Service) Lawson S3 On Premise
Timekeeping Kronos (v6.2) On Premise
Benefits Administration Willis Towers Watson SaaS
HR Case Management Willis Towers Watson SaaS
Recruiting GreenTree
Findly CRM
Findly ATS (Ebenezer)
RMS (Physicians)
On Premise
SaaS
SaaS
SaaS
LMS Elsevier SaaS
Compensation Market Pay SaaS
Performance Management Spreadsheets and Word Documents
Succession Planning Spreadsheets
Employee Occupational Health OHM On Premise
EAP EAP Expert On Premise
HR Incident & Change Management Service Now SaaS
8
FULL BLEED PICTURE
composite structure Lawson
Scheduling
HRMS-CSP-VM Serv er
Financial
Retirement
Reporting
PeopleSoft
Lawson
VisionWare
OHM
Impriv ata
LMS QuickCharge
John Hancock
Fairv iew Intranet -
Internal Website
Wells Fargo
NBS Financial
Serv ices
Mutual of
America
Fidelity
Wilson McShane
Federal Tax
Union 113
Wageworks
Towers Watson
EquiFax
StrataJazz
STARS
Cafeteria POS
(Info Genisys)
Fairv iew BIDW
EPI Suite
P-Card
(ChRIs)
ANSOS
(OneStaff)
4th
Dimension
Kronos E-
Time
User Master
Index (UMI)
Activ e
Directory
Lawson
IDM eDirectory
Dashboard
Gear
Range Kronos
Payroll
Findly HIRE
**Assumption: eGate interface is implied in this diagram.
Preferred OneDelta DentalPrudential
Kronos
Badge
Reader
Kronos
Badge
Reader
(External)
State of
Minnesota
Other States
Verification
Doc - Lawson
Verified
Crystal
Reports -
Lawson
SmartLINX
Staff Ready
Name: Lawson
Author: EA
Version: 1.0
Created: 3/25/2015 12:00:00 AM
Updated: 3/10/2016 11:05:05 AM
Employee Demographic
Information
16-On-Demand {Historical Edits}
«Pulling Information»
16-On-Demand {Historical Edits}
HR Data
Analyst
Reporting
Job Code, Department,
Demo, Process Levels
10-{Daily Employee Changes}
17- {Schedule
Information}
4-{Position}
HR Data Analyst
Reporting
Upload {Annual MNATCER
403B Contribution}
Employee
Demographic
Information
13- {Daily
Labor Hours}
Employee
Demographic
Information
15-On-Demand {Payroll Time}15-On-Demand {Paryoll Time}
Screen
Scrape
Employee
Demographic
Information, Payroll
Information
8-{Accrual Balances}
Out of Pocket Employee
Reimbursement
MN State Retirement System
Via VPN - Print Jobs Payroll Checks
«VPN»
Employee Demographic
Information, Benefit
Information
6-{Supervisor}
Pulling
Information
Employee Medical
Spending Account,
Deductions Taken
Updates
19 - On-Demand - Current Pay
Period {Temp Agency File}
HR Data Analyst
Reporting
8-{Accrual Balances}
Hours Worked
Employee Demographic
Information, Dental
Elections
Direct Deposits
Employee
Demographic
Information
Payroll
Deduction
Pay Period Hours Worked
Hours Worked
403B 401K Eligibil ity
Lab Scheduling
MANUAL {New
Positions}
1/2-{Process Level}
Employee
Demographic
Information,
Reports
Payroll
Deduction
4-{Position}
Batch Benefit Enrollment Deductions
New Hire Date
20-Previous Pay Period
{Temp Agency File}
Via VPN - W2 data
«VPN»
19-On-Demand-
Current Pay Period
{Temp Agency File}
Lab Scheduling
1/2-{Head Process Level}
Employee
Demographic
Information
3-{Department}
Demographic Data, Accrual Balances, PR Data, Payroll
Deductions, Pay Summary Group Codes
Upload {Annual LPN Pension}
Payroll
Deduction
Employee Demographic
Information
«Read-Only»
Payroll
Information
18-{4th Dimension Schedules}
5-{Activity}
1/2-{Process Levels}
18- {Schedule
Information}
Upload {Annual MNA
Pension EE Data}
Employee
Demographic
Information,
HSA Elections
12- {Temp
Hours Worked}
Employee
Demographic
Information
Bank Reconciliation File
11-{Timekeeper Data}
Updates
11-{Timekeeper Data}
10-{Daily Employee
Changes}
HR Data
Analyst
Reporting
9-{Missed Punch}
Punch /
Swipe
On-Demand {Annual Pensions}
Employee Demographic
Information, Benefits
Medical Elections
14-
{Timekeepers
Delegation}
Employee
Demographic
Information
Payroll Deduction
14-{Timekeepers Delegation}
Request
for ID
9-{Missed Punch}
Positive Pay
30 Hour
Rule
Employee Demographic
Information, Flexible
Spending Account
Upload {Payroll Taxes to
States beside MN}
Payment Information
ID, Work Phone,
12- {Temp Hours Worked}
Employee
Demographic
Information,
Reports
Employee Demographic
Information, Life &
Disability Elections
6-{Supervisor}
5-{Activity}
Wage Data
HR Data Analyst Reporting
Nightly
Audit
Payroll Deduction
Employee Incident Data
Unemployment Insurance
{Hours Worked}
HR Data Analyst
Reporting
20-Previous Pay
Period {Temp
Agency File}
MANUAL {Hire
Information}
Upload {401K,
401A, 403B}
MANUAL {HR Demographics}
3-{Department}
7- {Employee Demographic Information}
Employee
Demographic
Information
Payroll Pension Deductions
Upload {Payroll Taxes to
Federal Gov}
13- {Daily Labor Hours}
17-{Onestaff Schedules}
HSA
Payroll
Information
Via VPN
Punch / Swipe
«VPN»
7- {Employee Demographic Information}
Payroll Taxes to Minnesota
State Gov
ID,
Updates
Pulling Information
TITLE & CONTENT
HR Technology Team
Highlights of How we Work
• All team members have performance goal to reduce customer manual work and/or errors by 15% or more
• Proactive partnerships with customers (both HR and outside of HR) to:
Understand/participate in business initiatives
Define ROI/savings for new initiatives
Facilitate governance at both the leadership and work team levels
• Advocate for standardization and simplicity to increase adoption and leverage existing tools
• Embedded Scrum/Agile methodologies into our work
Guiding Principles • Simple, accessible, intuitive HR system for employees and
managers, eliminating duplicate data entry
• Self-service/direct access for employees and managers to easily view, update and manage information
• Automation of processes between employees, managers, HR and Finance and integration with other systems
• ‘Best practice’ configuration to leverage built-in functionality (as opposed to accommodating current practice through customization)
• Simplify human resources related policies and plan designs, as well as system design (minimizing costly, labor intensive resources to implement and maintain system)
• Ensure data integrity and appropriate access throughregulatory/internal controls and delivered configurable rules and audits
TITLE & CONTENT
Prioritization Criteria - Ranked
13
0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5
HR satisfier
Efficiency (ROI) - hours or dollars saved outside of HR
Manager satisfier
Employee satisfier
Efficiency (ROI) - hours or dollars saved in HR
BLANK
14
Analytics
Predict
Performance
Drive Performance
Performance Metrics
Targets/
Benchmarks
Trending
Baseline Data
Definitions Basic information
• Documented Standards
• Repeatable
Process
• Audit
• Accountability
Quality• Process
• Infrastructure
Ownership
Data Integrity (governance)
Reports Summary charts and trends Interactive/ drill around
Presentation
Wo
rk s
tream
Wo
rk s
tream
Wo
rk s
tream
FULL BLEED PICTURE
15
Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16
Sys
tem
Life
cycl
e M
anag
emen
t
Enh
ance
men
ts/
Opt
imiz
atio
ns
Q1 Q3
New
Fu
nct
ion
alit
yS
prin
ts
FV Clin
Q2
LP - Oxboro Limit change Move PTO Donation to Off cycle Employee referral program Pay code project Revise AAR process Support CSC opening
Employee referral program Recruitment exploration Pay code project Revamp Dept Owner process Expand Lawson SOD audit to include
LBI only access Limit non employees in etime
Phase 2 automate save payrollreports
Flu Reporting Tracking Performance Cycles
Replacement check process Expand HR07
Update OHM security roles Explore Range Job Care on OHM Lawson security role revisions
L Lawson v10 upgrade & IPA
ERP
Lawson application v10 Planning
Ebenezer Smart Linx
BSI BSI BSI BSI
Open Enrollment
Wellness
EAP Upgrade
OneStaff Upgrade & Lawson demographics
Online W-2 exploration
Lori's Gifts
HR Strategy
Recruitment
HR StrategyTotal Rewards
Magnet Certs
Provider
FPR 2017 proc
Q4
Automate hiring manager
access for supervisors Kronos weekend differential
changes Decrease REG edits in Kronos Pilot Service Now Project Mgmt.
Enhance AARs On-line W-2 scoping
Case Mgmt.
Committed and started project Committed Not Yet started
Not yet committed
D Decision needed
Completed On hold/discontinued
HR Strategy
Live 12/2
Live Jan 15
Live 2/15
OneStaff Phase 2 (new functionality)
Live June 8
Recruitment system implementation
BSI
Year End/Year Begin
Kronos timeclock replacement part 1
Exp
lore
&
Fu
nd
Onestaff Phase 3
FULL BLEED PICTURE
16
Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17
Q2 Q3 Q4
Sys
tem
Life
cycl
e M
anag
emen
t
Enh
ance
men
ts/
Opt
imiz
atio
nsN
ew F
un
ctio
nal
ity
Spr
ints
Lawson v10 upgrade & IPA
Kronos v7 or 8 upgrade
DR Payroll
Open Enrollment
OHM Upgrade
SmartLinx schedules to Kronos
Lawson Demos to Staff Ready
Voluntary Benefits
Q1
Recommendation on limiting
Lead/Charge pay code in Kronos
Grand Itasca Planning Add Additional Contact
numbers (HR20) to ESS
Smart Linx schedule scoping Lawson Demo to Staff Ready
Scoping
Q2
Grand Itasca Planning
LOA hours upload to Kronos Onbase/Lawson integration
scoping Revamp Flu Program - LMS/OHM
integration
Convert to SN Change Mgmt.
Explore tracking certifications by
position vs. job code Decrease Shift Edits in Kronos
Restrict HR ability to view HR data MIIC Reporting
Q3
Recruitment system implementation
BSI BSI BSI BSI
Q4
Open Enrollment
Year End/Year Begin Year End/Year Begin
Online W2s
Kronos timeclock replacements-part 2
Smart office #1
Smart office #2
Smart office #3
OnBase Lawson Integration
PF#1 PF#2 PF#3 PF#4
RecruitmentHR Strategy
Position Management
HR Strategy Ebenezer
ExitSurvey
Recruitment
Exp
lore
&
Fu
nd Q1
Explore Tuition
Reimbursement vendor options
Performance Management
Recommendation/Funding
Total Rewards Statement
Exploration
TBD
Lawson Demos to SmartLinx
scoping
FULL BLEED PICTURE
17
Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18 Oct-18 Nov-18 Dec-18
Q4 Q1 Q2 Q3 Q4
Syste
m L
ifecycle
M
an
ag
em
en
t
En
han
cem
en
ts/
Op
tim
izati
on
sN
ew
Fu
nc
tio
na
lity
Sp
rin
ts
DR Payroll
Lawson Demos to
Staff Ready
BSI BSI BSI BSI
Q4 Q1 Q2 Q3 Q4
Open Enrollment Open Enrollment
Year End/Year Begin Year End/Year BeginLawson Demos to SmartLinx
Online W2s
Performance Management
BSI
Lawson upgrade
TBD
PF#3
PF#4
Rec
TBD TBD TBD
Exp
lore
&
Fu
nd
Explore Tuition
Reimbursement vendor options
Total Rewards Statement
Recommendation/funding Explore Analytics options
Analytics recommendation
Explore Absence Management options
Absence Management
Recommendation
TBD
Lawson Demos to SmartLinx
scoping
TITLE & CONTENT
Success – Time Edits• Identified Opportunity
On average there are over 1M manual edits completed in our Kronos System
Over 700,000 of these edits were for missing swipes/punches
• Solution
Created Lawson Design Studio form for employees to electronically enter in their missing punched
Custom table in Lawson to store punch data and interface to Kronos
• ROI
Approximately 6,000 hours annually are spent on missing punches between Mangers, Employees and Staffing Departments
Currently we have reduced the total hours by 35%
New process increases employee accountability, decrease time spent by managers/timekeepers through self service
Goal is to get to 50% reduction in time spent
18
TITLE & CONTENT
19
TITLE & CONTENT
Success – Employee Payroll Deduction for Meals
• Two hospitals had this program in place, huge employee satisfier
• Long standing request to expand to all
• Complexity
Hospital cafeterias using different vendors/systems
Eligibility criteria
• Project took approximately 6 months to implement
• Four of our hospital cafeterias were included in scope
• Total payroll deductions since “Go Live” $2,588,779
21
TITLE & CONTENT
Success – Agile/Scrum at LEHRN & Fairview
• Key changes in how Sprints have changed the way we do work:
Define Purpose & Commit to Time Box
Define Done
Unique Focus and Prioritization by Team
22
TITLE & CONTENT
Success – Sprint Topics
23
TITLE & CONTENT
Success – Sprint Example Output
24
For Managers
For HR Tech & Processing
For Strategic HR
TITLE & CONTENT
Questions?
25
TITLE & CONTENT
Contact Information
Last Name First Name email phone
Chudek Rachel [email protected] 612.672.7743
Clinton Brandon [email protected] 612.672.6703
Demissie Eleni [email protected] 612.672.7626
Deno James [email protected] 612.672.2644
Douglas Cindy [email protected] 612.672.6614
Gjerning Angie [email protected] 612.672.4725
Hummelgard Tania [email protected] 612.672.7373
Kumah Abigail [email protected] 612.672.6715
Kuss Kate [email protected] 612.672.7363
Lafore Marie [email protected] 612.672.4738
Mulligan Shannon [email protected] 612.672.2873
26