OPERATIONAL AUDIT January 23-26, 2012 SR. JOYCE ANN SOUKUP, SSJ-TOSF NACPA

OBJECTIVES: 1. To REVIEW and EVALUATE  ORGANIZATIONAL STRUCTURES  STAFFING LEVELS  OPERATING POLICIES AND PROCEDURES  COMMUNICATION  REPORTING RELATIONSHIPS AT SHC OPERATIONAL AUDIT

2. Offer RECOMMENDATIONS for  EFFECTIVE ORGANIZATIONAL STRUCTURES  STAFFING LEVELS  IMPROVED OPERATING PROCEDURES in order to  REDUCE REDUNDANCY  ELIMINATE UNNECESSARY ACTIVITIES OPERATIONAL AUDIT

3. To suggest steps for IMPLEMENTATION of RECOMMENDATIONS developed through the study OPERATIONAL AUDIT

PROCEDURE MET WITH  Leadership, Sr. Linda Hayes, Sr. Judith Anne, Katherine Elsner – together and each individually  DEPARTMENT DIRECTORS – Individually  DEPARTMENT FOCUS GROUPS – Finance, housekeeping, dietary, nursing  SISTER FOCUS GROUP - Volunteers from among the SHC Sisters

PROCEDURE  Reviewed tons printed material that had been sent to her electronically  During her time here she worked from 7:00 a.m. – 8:30 p.m.

FINAL REPORT  Commendations  Recommendations  Steps for Implementation  103 page report

COMMENDATIONS  Welcoming atmosphere and relational focused culture  Grounds and buildings well maintained; good walking spaces; large courtyards  Many positive comments from employees  Strong sense of “teamwork” and good communication within departments  Associate volunteer efforts at SHC

COMMENDATIONS  Well developed transportation system for the Sisters  Participation in Rolling Prairies library system  Efforts by maintenance department to do less outsourcing of jobs  Commitment to values of responsible care of the environment, eco-friendly products, recycling program

RECOMMENDATIONS Organizational Structure, Communications and Relationships  Re-align reporting relationships  Develop new organizational chart  Consider forming a “Management Team”

RECOMMENDATIONS  Review role of Department Directors  Develop written communication plan for employees  Consider developing position descriptions for sisters in ministry at SHC

RECOMMENDATIONS Work and Ministry Environment  Develop Mission Integration program for employees  On-going education for both employees and sisters on generational differences  Address concerns regarding new nurse call system  On-going education re: strategic plan and results of NRRO studies

RECOMMENDATIONS Human Resource Functions  Develop comprehensive Human Resource system  Update personnel policies handbook Other Areas  Consider impact of further use of Siena Hall as an income producing facility  Housekeeping: reduction in force, update procedures for efficiency

RECOMMENDATIONS  Maint/Grounds: eliminate summer grounds staff, develop accountability plan  Nursing: follow low census plan when census in RC drops; consider needs of memory loss residents in the chapel  Reception: appoint a Dept. Director; consider reducing hours of operation for cost savings

And Now the IMPLEMENTATION  Establish G-8 Task Force  Prioritize recommendations from Eldercare Study and Organizational Audit  Establish timeline for implementation  Assign responsibility for implementation of each item

IMPLEMENTATION Several recommendations have already been implemented  Reduction in housekeeping staff and summer grounds staff  Personnel Policy Issues written; implementation in process

We will continue to work together to accomplish the recommendations Keep us in your prayers