 HSSTM A3 › Background story; Why are we doing this?  Surveys  New Holiday Codes › Updated TRC Manual

 A3 Presentation  Current work being done  Next steps

 Purpose  Survey Data Analysis  Outcome Examples › Survey 1 › Survey 2

 Support project goals › Establish device to maintain standard work processes for efficient scheduling and timekeeping › Reduce payroll errors – improve first time quality › Reduce waste in processing › Improve employee engagement  Discovery › What pay rules are applied differently › Why pay rules are applied differently › Where are the opportunities to align pay rules  Analysis › Standard Practice Guidelines › UHHC Policies & Procedures › Bargaining Agreements › Practice  Recommendations › What can be applied consistently › Business cases for variability  Prepare for Change › Building rules in new system to administer pay practices › Start aligning practices now that will effect change in pay

Timekeeping and Scheduling Processes & Rules Team HSSTM Project Core TeamAdvisory Board Cross-discipline representation Recommend time management and scheduling standards Approve recommendations; take forward to Advisory Board Support standard approach Create the future state for scheduling and timekeeping processes across departments. Subject matter experts responsible for the analysis, development of standards and processes related to timekeeping and scheduling. The Project Core Team members are the project champions. This team provides day to day project governance, guidance to the project teams, ensures project alignment with institutional strategic goals, and is instrumental in execution of project deliverables. Ensures project is completed on time and within budget. The HSSTM Advisory group will advise the HSTTM Project Core Team about key aspects of the project, provide a Health System wide perspective on key considerations, and be a sounding board for project deliverables. Analyze current payroll and scheduling practices. Review policies, bargaining agreements, and Standard Practice Guidelines. Identify timekeeping and scheduling processes and procedures that are unique to specific department groups. Recommend standardized pay rules. Recommend time management and scheduling standards. Establish the overall direction of the project. Set the project’s goals and objectives Secure resources for the project. Oversee the project budget, schedule, and scope. Resolve major issues, problems, and policy conflicts; remove obstacles; active in planning the scope; approve scope changes; sign off on major deliverables and approval for each project phase. Provide oversight of vendor relationship/interaction. Evaluate requests for additional funding and make recommendation. Regularly review project status and emerging risks and select/approve solutions from those presented. Ensure that chosen alternatives reflect consideration of various constituencies, issues, environmental factors and concerns, and find the appropriate balance among competing interests. Provide direction and guidance on the project deliverables. Provide and prioritize availability of appropriate resources. Support/communicate the Project Goals and Objectives

How do you know if they took a lunch or not ? Document in some areas Written on timesheet or Not documented in other areas There is no way to know Not monitored Verbal For what shift length

Grace Period Ranges  Non-Bargained-For 2 – 15 mins  Nursing Staff 2 – 10 mins  Service Maintenance Staff 5 – 10 mins

In what hourly increment do you report PTO time for Exempt staff?  By the minute, half-hour, hourly, etc.

Code descriptions: HWR - Hours worked on a Holiday paid at 1.0 times the hourly rate HWT- Hours worked on Holiday paid at 1.5 times the hourly rate HWD- Hours worked on Christmas Day (MNA) and any Holiday (IUOE) paid at 2.0 times the hourly rate

Replaces Overtime Codes Used Today: HWR – Replaces use of OTR for hours worked on a Holiday HWT - Replaces use of OTP for hours worked on a Holiday HWD – Replaces use of DBT for hours worked on Christmas Day (MNA) and any Holiday (IUOE)

HOT INACTIVATED AND NO LONGER USED FOR ANY WORKGROUPS

Non-bargained worked full appointment plus the Holiday SunMonTuesWed HOL ThurFriSat 12 REG 4 OTH 7.2 HOM 8 HWT off12 REG

Non-bargained worked the Holiday