Transforming HR Services: Key Shifts Model for Healthy Saskatchewan

Key Shifts Staff Services Service Delivery Model July 5, 2022 Healthy People, Healthy Saskatchewan The Saskatchewan Health Authority works in the spirit of truth and reconciliation, acknowledging Saskatchewan as the traditional territory of First Nations and M tis People.

VISION Healthy People, Healthy Saskatchewan MISSION We work together to improve health and well-being. Every day. For everyone. VALUES SAFETY: Be aware. Commit to physical, psychological, social, cultural and environmental safety. Every day. For everyone. ACCOUNTABILITY: Be responsible. Own each action and decision. Be transparent and have courage to speak up. RESPECT: Be kind. Honour diversity with dignity and empathy. Value each person as an individual. COLLABORATION: Be better together. Include and acknowledge the contributions of employees, physicians, patients, families and partners. COMPASSION: Be caring. Practice empathy. Listen actively to understand each other s experiences. PHILOSOPHY OF CARE: Our commitment to a philosophy of Patient and Family Centred Care is at the heart of everything we do and provides the foundation of our values.

Treaty Territories and Saskatchewan Health Authority Areas SHA Treaty Land Acknowledgement Depictions of Treaty boundaries are subject to variation. These boundaries are usually not surveyed and are estimated based on written descriptions. Honouring Relationships with Indigenous People We would like to acknowledge that we are gathering on Treaty 2, 4, 5, 6, 8, and 10 territory and the Homeland of the M tis. This map displays the Pre- 1975 Treaties (Historic Treaties) in colour, as provided by Crown- Indigenous Relations and Northern Affairs Canada. The grey lines indicate alternate boundaries compiled from various sources. Recognizing this history is important to our future and our efforts to close the gap in health outcomes between Indigenous and non-Indigenous peoples. I pay my respects to the traditional caretakers of this land. www.saskhealthauthority.ca/trc

SUMMARY OF SHIFTS KEY SHIFTS A key shift is a fundamental change from how work and services are performed & delivered for our people (HR & our customers) 1 2 3 Leaders and Employees are driven towards a direct-access portal, MyConnection , for their HR needs. Eventually, this portal will be a one-stop shop for a wide selection of HR Information, tools and services with self-service access anytime, anywhere on any device, with integrations across HR platforms. Modernizing our HR organization by moving from a decentralized to a provincialized delivery model. Transforming the nature of the work from manually-driven processes to technology enabled processes for staff, managers & HR team members to get the information they need on demand. This means Improved workforce insights This means This means This means Improved workforce insights New and enhanced service structure to support existing client services Consistent, high-quality client experience Streamlined accountabilities for HR Not all areas will be provincialized - EC will be provincialized with geographic assignments. Scheduling will be hybrid - provincialized to localized. See Appendix A. Standardization of processes and tasks Tell your story once at initial point of contact Access to general HR support regardless of geographical location Readily available web based support anywhere you can access the Internet or by phone Improved productivity and efficiency Reduction of manual errors Timely resolutions

SUMMARY OF SHIFTS KEY SHIFTS 4 5 6 Simplified and standardized scheduling processes across the organization, allowing for greater automation, quicker response times and decreased manual errors. Leaders and employees will have access to streamlined recruitment and onboarding tools, providing an enhanced onboarding experience. Employees will have self-service options readily available to initiate self-directed actions, and manage requests in the system. This means This means This means Standardized recruitment and onboarding processes Candidate information located in a centralized location User-friendliness and timeliness of the application process for the candidate and hiring team Enhanced overall client experience Direct access to generating Employment Verification letters Working towards an one-stop shop system for employees to support their HR needs Reduction of errors and manual corrections Reduced grievances You can view your schedule, request leaves, etc. simply from your smart phone. No more flow sheets

OVERVIEW OF KEY SHIFTS 1 SHIFT Leaders and Employees are driven towards a direct-access portal, MyConnection , for their HR needs. Eventually, this portal will be a one-stop shop for a wide selection of HR Information, tools and services with self-service access anytime, anywhere on any device, with integrations across HR platforms. CURRENT POST GO-LIVE No single point of entry for many HR inquiries. Employee inquires and requests are submitted through email, phone, fax, or where available in person support. Leaders and Employees can readily submit HR requests through MyConnection (preferred) or by phone, formalizing their inquiry within an Inquiry Service team who will receive, manage and guide each inquiry to a proper resolution. What s Coming ? Enhanced and integrated technology will create a single source of truth for HR data allowing more time to focus on business solutions rather than data collection. Various tools and platforms results in fragmented data (i.e. employee historical data was dispersed through multiple systems for a period of 7 years). Highly administrative processes and various levels of support create inconsistencies in client experiences across the province. Processes will be technology enabled creating consistencies in how requests are managed and quicker access to the same level of service regardless of location within the province. Traditional office hours for incoming HR requests with longer turn around times. Office hours will be expanded, which will include evenings and weekends to accommodate timely HR requests. Standardization of processes and tasks Tell your story once at initial point of contact, saving time and enhancing client experience Accessibility for general HR support regardless of geographical location Readily available web based support anywhere you can access the Internet or by phone BENEFITS

OVERVIEW OF KEY SHIFTS 2 SHIFT Transforming the nature of the work from manual driven processes to a technology enabled flow for users to get the information they need on demand. CURRENT POST GO-LIVE Several processes are currently designed and delivered manually, increasing the likelihood of errors (i.e., the use of word templates and excel spreadsheets). Technology will reduce manual errors through automation, while providing a faster turnaround for resolution (i.e., employees will request leaves through MyConnection and receive an automatic notification when approved/denied). What s Coming ? Leadership and HR employees spend a great deal of time on administrative tasks and manual processes (i.e., creating reports and manual collection of data). A technology enabled environment will allow users to acquire information on demand (i.e., leaders can automatically generate intuitive, data-driven reports). Manual processes increase timelines to deliver results and impact desired client outcomes (i.e., reports are manually created as needed) Tech enabled environment, allows for speed in delivery and increases client satisfaction (i.e., users will be able to input data and generate automated reports). Improved workforce insights Improved productivity and efficiency Reduction of manual errors Timely resolutions BENEFITS

OVERVIEW OF KEY SHIFTS 3 SHIFT Creating a provincialized service delivery model with an opportunity to reshape from a decentralized HR service delivery to a provincial HR model. CURRENT POST GO-LIVE Differing levels of HR support around the province which leads to an inconsistent client experience. EC teams will move to a provincialized Service Delivery Model, which means that there be will be a consistent level of service across the province regardless of location. Scheduling teams will be a hybrid from provincialized to localized (see appendix). Services across the province are delivered through a regional and localized service delivery model resulting in siloed and varied ways of working with inconsistent HR service experiences. Stronger team collaboration with new roles and responsibilities, fostering an enhanced and consistent client experience. What s Coming ? Pockets of knowledge spread across the province with no interconnections between geographical areas. Processes will be technology-driven, encouraging team members to interact and share with colleagues in similar positions across the province. New and enhanced service structure to support existing services Consistent, high-quality client experience regardless of area, role or region Streamlined accountabilities for HR Not all areas will be provincialized - EC will strive for a provincialized model/Scheduling - hybrid from provincialized to localized BENEFITS

OVERVIEW OF KEY SHIFTS 4 SHIFT Leaders and employees will have access to streamlined onboarding and recruitment tools, providing an enhanced onboarding experience. CURRENT POST GO-LIVE Hiring managers email multiple forms and documents to new hires prior to start date which is time consuming, varies across geographic locations and can be overwhelming for a new employee. Hiring Managers will now be assigned standardized tasks when a new employee is hired, with the ability to share required pre-boarding documents. All employee pre/post onboarding processes will be electronic and centralized for easy access thereby reducing administrative burden for managers or new employees and increasing the overall employee experience. What s Coming ? Each geographical location has its own manual onboarding processes and timelines, varying across former regions. MyConnection will be our tool of choice as it relates to several services, including onboarding. Employees will follow a standardized process across SHA to access necessary training requirements on MyConnection (i.e., pre/post onboarding training prior to start date, resulting in a consistent and provincialized service). Posting job requisitions are time consuming with a lot of preparation throughout the day and batching out of the current system at 5 pm. Postings will be communicated hourly on MyConnection as opposed to waiting until the end of the day. Employees can apply to these postings at their own convenience throughout the day. Standardized recruitment and onboarding processes Candidate information located in a centralized location User-friendliness and timeliness of the application process for candidate and hiring team BENEFITS

OVERVIEW OF KEY SHIFTS 5 SHIFT Employees will have self-service options readily available at their convenience to initiate self-directed action to manage requests in the system. CURRENT POST GO-LIVE Duplicated employee profiles may be present (i.e. if an employee has three different positions across former regions, they will have three separate employee profiles, resulting in three separate pay cheques.). All employees will have a single employee profile, regardless of the number of positions they hold. What s Coming ? Verification of Employment letter requests to local payroll offices have slower processing times resulting in increased wait times on loan and mortgage approvals. Employees no longer have to wait for a Verification of Employment Letter and can generate it through self-service options, providing instant access. Employees experience a delay in confirming leave balances (i.e. employees submit request to managers who view the request and respond back to employees). Employees will now see all types of leave balances real-time on MyConnection, providing a more comprehensive view and reducing inquiry time to manager. Enhanced overall client experience by reducing reliance on others to view/find information Direct access to generate Employment Verification Letters Working towards an one-stop shop system for employees to support their HR needs BENEFITS

OVERVIEW OF KEY SHIFTS 6 SHIFT Simplified and standardized scheduling processes across organization, allowing for greater automation, quicker response times and decreased manual errors. CURRENT POST GO-LIVE Schedulers spend a great amount of time on manual processes (i.e. filling open shifts by making multiple calls to eligible employees based on seniority). Upon implementation of the full scheduling functionality, eligible employees will receive a notification to view and bid on open shifts through a preferred digital channel (i.e., MyConnection, text, QuickDial), releasing capacity for schedulers to support strategic tasks. (note: fSktn & Cypress utilize this functionality on go-live) What s Coming ? Employees manually submit requests for HR-related inquiries such as leaves, expenses, retro pay, etc. Employees will submit requests through MyConnection and receive an update through a status notification, resulting in quicker processing time and a reduction in errors. Employee time is manually captured through various methods by former health regions. Employees will tap in/out, associated pay is automatically determined, decreasing manual time entries and manual corrections. Note: Tap in/out will be enabled approx. 4-6 weeks after go-live Reduction of errors and manual corrections Reduced grievances regarding pay and shift allocation You can view your schedule, request leaves, etc. simply from your smart phone. No more flow sheets BENEFITS

OVERVIEW OF KEY SHIFTS Appendix A Visual Representation of Staff Services Service Delivery Centralized Centralized Services Services MyConnection Team Local Staff Scheduling Teams Local Staff Scheduling Teams La La Loche Loche As shown on map Prince Albert Prince Albert le le- - - -la la- -Crosse Crosse Nipawin Nipawin Lloydminster Lloydminster Provincialized Provincialized Services Services (team members are located throughout the province) Tisdale Tisdale Meadow Lake Meadow Lake LOA & Benefits Management Team Provincial Payroll Compensation Team Provincial Payroll General Team HR Accruals Management Team HR Provincial Scheduling Team Employment Coordination Employee Movement Team Employment Coordination Staffing Team Shellbrook Shellbrook Humboldt Humboldt North Battleford North Battleford Preeceville Preeceville Saskatoon Saskatoon Canora Canora Kamsack Kamsack Rosetown Rosetown Yorkton Yorkton Fort Qu Fort Qu- -Appelle Appelle Kindersley Kindersley Regina Regina Swift Current Swift Current Regina Regina Grenfell Grenfell Kipling Kipling Moose Jaw Moose Jaw Weyburn Weyburn Estevan Estevan

Questions Please submit questions via the Support for MyConnection tile under MyServices choosing Questions about AIMS :