Present: Acting Chairman Jorge Ramirez and Director Dorene P. Wiese, EdD (2)

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1 Minutes of the meeting of the Human Resources Committee of the Board of Directors of the Cook County Health and Hospitals System held Friday, May 24, 2013 at the hour of 9:30 A.M. at 1900 W. Polk Street, in the Second Floor Conference Room, Chicago, Illinois. I. Attendance/Call to Order Acting Chairman Ramirez called the meeting to order. Present: Acting Chairman Jorge Ramirez and Director Dorene P. Wiese, EdD (2) Board Chairman David Carvalho (ex-officio) Absent: Chairman Hon. Jerry Butler (1) Additional attendees and/or presenters were Randolph Johnston System Associate General Counsel Gladys Lopez Chief of Human Resources Lisa Meador - Deputy Chief of Labor Relations, Cook County Bureau of Human Resources Ram Raju, MD, MBA, FACS, FACHE Chief Executive Officer Elizabeth Reidy System General Counsel Deborah Santana Secretary to the Board II. Public Speakers Acting Chairman Ramirez 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 Chief of Human Resources (Attachment #1) Gladys Lopez, Chief of Human Resources, provided an update on the following subjects: 2013 Fiscal Year Vacancies Filled; Update on Human Resources Vacancies; Taleo Optimization Upgrade Project; and JD Edwards Human Resources and Payroll Upgrade Project. The Committee reviewed and discussed the information. Director Wiese, seconded by Acting Chairman Ramirez, moved to accept the Report from the Chief of Human Resources. THE MOTION CARRIED UNANIMOUSLY. IV. Action Items A. Minutes of the Human Resources Committee Meeting of April 19, 2013 Director Wiese, seconded by Acting Chairman Ramirez, moved to accept the minutes of the meeting of the Human Resources Committee of April 19, THE MOTION CARRIED UNANIMOUSLY. Page 1 of 24

2 Minutes of the Meeting of the Human Resources Committee Friday, May 24, 2013 Page 2 IV. Action Items (continued) B. **Proposed Collective Bargaining Agreement i. Illinois Licensed Practical Nurses Association Collective Bargaining Agreement (Attachment #2) Lisa Meador, Deputy Chief of Labor Relations of the Cook County Bureau of Human Resources, presented the proposed Collective Bargaining Agreement for the Committee s consideration. Director Wiese, seconded by Acting Chairman Ramirez, moved to approve the proposed Collective Bargaining Agreement. THE MOTION CARRIED UNANIMOUSLY. C. Any items listed under Sections IV and V V. Closed Session Items A. Discussion of personnel matters B. Update on labor negotiations C. Discussion of litigation matters D. **Report from Chief of Human Resources E. **Proposed Collective Bargaining Agreement (see Item IV(B)) The Committee did not recess the regular session and convene in closed session. VI. Adjourn As the agenda was exhausted, Acting Chairman Ramirez declared the meeting ADJOURNED. Respectfully submitted, Human Resources Committee of the Board of Directors of the Cook County Health and Hospitals System Attest: XXXXXXXXXXXXXXXXXXXXX Jorge Ramirez, Acting Chairman XXXXXXXXXXXXXXXXXXXXX Deborah Santana, Secretary Page 2 of 24

3 Cook County Health and Hospitals System Human Resources Committee Meeting Minutes May 24, 2013 ATTACHMENT #1 Page 3 of 24

4 Human Resources Committee Meeting May 24, 2013 CCHHS Strengthening Our Brand Cook County Health and Hospitals System December 21, 2010 Page 4 of 24

5 2013 Fiscal Year Vacancies Filled (breakdown by Hiring i Initiative) A total of 347 vacancies filled through May 20, Cermak 55 Joint Commission 42 Other (Includes 12 Direct Appointments) 56 PJC 97 Waiver For comparison purposes, we filled 346 vacancies in Calendar Year Page 5 of 24

6 Update on HR Vacancies Page 6 of 24 3

7 Cook County / CCHHS Major Projects Tl Taleo Optimization i Upgrade Project 11 Page 7 of 24

8 Background on Taleo / Challenges Taleo was initially implemented in 2010 Limited Collaboration Implemented in Silos Cumbersome to use for both internal Recruiters and Applicants Application Completion rate for Candidates 54% Industry average =75% Several users with System Administrator Privileges (approx. 8) Increased risk / system issues Limited Training provided to Key System Users Limited use of system capabilities to increase efficiencies / automation Approx. 50 open issues no resolution or plan to resolve No branding of Taleo Website very plain no logos Site not optimal for Candidates can be confusing 5 Page 8 of 24

9 Taleo Optimization Upgrade Project Goals Increase effectiveness and efficiencies. Allow for Automation of manual tasks. Reduce / eliminate paper. p Reduce Time to Hire. Allow recruiting and onboarding records to be tracked, shared, retrieved and maintained electronically. Promote Taleo internally to ensure it makes users jobs easier and helps users achieve department hiring goals etc. 6 Page 9 of 24

10 1 st Step Create Monthly User Group Meetings Work Together as a Team / Collaboration Share Ideas / Track Issues & Concerns Incorporate Best Practices Understand Impact of Decisions on other Areas Make Design / Configuration Decisions as Team Work Together to Improve System Enhance Functionality Provide Training i to internal users 7 Page 10 of 24

11 2 nd Step - Complete Optimization / Upgrade Project Optimization / Upgrade Project Goals / Objectives Roles - Depts. / Elected Offices Project Status Dashboard Release Schedule / Timeline 8 Page 11 of 24

12 Taleo Optimization / Upgrade Release Schedule Release Functionality % Complete Est. Completion Release 1.0 CSW Client Selection Workflow 100% Feb 28 th Rl Release Requisition iti Consolidation / Clean up 90% March h5th Configuration Profile Cleanup Data Cleanup Activities Release 3.0 Evergreen Requisition Job Fields Job Descriptions / Requisition Templates Initial Grouping (ACE?) Changes to Disqualifying / Prescreening Questions Library Data Cleanup Activities (Location Cleanup, Hiring Mgrs., old Job Codes / req templates Security Matrix Job Descriptions / Requisition Templates Initial Grouping (On going activity) 70% May 31 st Release 4.0 Candidate Application Cleanup / Consolidation Review 80% May 31 st External Application Flow (includes EEO, Veterans Preference) Data Cleanup Activities (In going) Job Descriptions / Requisition Templates Initial Grouping (On going activity) Job Posting Consolidation on Blog Site i.e. Cook County Jobs Candidate List Review Release Correspondence Review / Offer Letters 10% June 15 th Ongoing Launch ROD JTDC 0% June 15 th 0% June 30 th On Release 6.0 Reporting Analysis Design Job Tracker Review Analysis Scheduled to begin review May 15 th going Website Branding 12C Upgrade 9 Page 12 of 24

13 Impacts / Action Items Participate in Taleo Weekly Team Meetings Participate in Taleo User Group Monthly Session Provide feedback on recommended changes Centralize Taleo System Admn. Minimize risk Ensure all system changes are vetted by team to understand impacts Create Requisition Templates for Jobs Branding on Template / Job Description Build Reqs from Templates or Duplicate Existing Requisitions 10 Page 13 of 24

14 Cook County / CCHHS Major Projects JD Edwards d HR & Payroll llupgrade Project 11 Page 14 of 24

15 JD Edwards HR and Payroll Upgrade Project Business Goals & Objectives Reduce transaction processing time Reduce reliance on ancillary systems Eliminate redundant data entry Enable departments to create/meet reporting requirements Adopt best business process practices Improve application documentation ti and user knowledge Resolve tax issue and address identified current system issues 12 Page 15 of 24

16 JD Edwards HR and Payroll Upgrade Project Project Goals & Objectives Upgrade HR/Payroll/Benefits/Position Control applications to JD Edwards EnterpriseOne 9.1 Migrate application hardware to Denovo s Cloud based solution Interface with the County s JD Edwards OneWorld Financials Recreate legacy customizations only if required Recreate interfaces and custom reports as required. Fix Pain Points and add new functionality Implement new modules, workflow, and reporting solutions Provide training (initial and ongoing) Provide full technical and functional managed services Provide continuing system improvements Maintain to supported software releases 13 Page 16 of 24

17 JD Edwards HR and Payroll Upgrade Project New Features and Functionality 100% Web Based with Intuitive User Interface Employee/Manager Self-Service Check printing and advice distribution Termination reasons tracking Leave of absence tracking and workflow approval Streamlined W2 processing Enhanced audit functionality Embedded BI Publisher to replace Optio software Access to self paced training materials System-wide electronic Workflow User Friendly Reporting (including Dashboards) Integration with Taleo Talent Management (Future phase) 14 Page 17 of 24

18 JD Edwards HR and Payroll Upgrade Project Training Team Training: Hands on training on applications functionality and processes Technical Training: System administration and development tools End User Training: Curriculum driven training classes Online Training: On-demand self paced training materials 15 Page 18 of 24

19 Project Organization Chart 16 Page 19 of 24

20 Project Activity Timeline 17 Page 20 of 24

21 Planned High Level Project Timeline 18 Page 21 of 24

22 Closed Session May 24, Page 22 of 24

23 Cook County Health and Hospitals System Human Resources Committee Meeting Minutes May 24, 2013 ATTACHMENT #2 Page 23 of 24

24 Transmitting a Communication dated, May 24, 2013 from MAUREEN O DONNELL, Chief, Bureau of Human Resources Transmitting herewith a Collective Bargaining Agreement for your consideration and approval. Submitting a Proposed Resolution sponsored by: TONI PRECKWINKLE, President, Cook County Board of Commissioners Proposed Resolution Approving Collective Bargaining Agreement WHEREAS, the Illinois Public Employee Labor Relations Act (5 ILCS 315/1 et seq.) has established regulations regarding collective bargaining with a union; and WHEREAS, a Collective Bargaining for the period of December 1, 2008 through November 30, 2012 has been negotiated between the County of Cook and the Illinois Licensed Practical Nurses Association (ILPNA); and WHEREAS, the general increases and wage adjustments that have been negotiated are reflected in the Salary Schedule and are included in the Collective Bargaining Agreement negotiated between the County of Cook and Illinois Licensed Practical Nurses Association (ILPNA); and NOW THEREFORE BE IT RESOLVED, that the Cook County Board of Commissioners does hereby approve the Collective Bargaining Agreement between the County of Cook and the Illinois Licensed Practical Nurses Association (ILPNA) as provided by the Bureau of Human Resources. Page 24 of 24

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