FCM Faculty Meeting Tuesday, April 9th, 2019

Agenda

1. Welcome – Dr. William Huang

2. New Leadership Appointments & Thank-Yous – Dr. Huang

3. Mosaic Presentation – Sara B. Rahman

4. Medical Student Education Update – Dr. Huang

5. Residency Update – Dr. Eric Warwick

6. Faculty Senate Update – Dr. Kenneth Barning

New Leadership Appointments & Thank You’s

Dr. Kenneth BarningMedical DirectorSame-Day Clinics

Dr. Kenya SteeleMedical DirectorCasa de Amigos

Dr. Hammad MahmoodInterim Medical Director

Casa de Amigos

Mosaic HR ProjectBaylor College of MedicineSpring 2019

Agenda

• Introduction of Mosaic

• Mosaic HR

• SuccessFactors Video

• Key changes/timing

• Pathway and Possibilities project

• Communication

• Resources

• Questions

What is Mosaic?

What is the Mosaic HR project?

The current processes and systems that support our employees - from hire to retire - are cumbersome and inefficient and include:

• manual processes

• duplicate places to search employee data

• multiple learning tools

• outdated and/or unclear policies, and

• inconsistent job classifications with unclear career paths.

The Goal: The Mosaic HR project will simplify HR processes, improve HR systems and connect central HR functions with departments and missions by implementing SuccessFactors SAP's HR software.

SuccessFactors

Key Mosaic HR Changes

The Mosaic HR Project impacts the complete employee lifecycle of HR processes including position management, recruiting, onboarding, time and leave management, performance management, learning management and off boarding.

For the purposes of this discussion, the focus will be on those areas with the greatest impact on all employees.

• Time management – including time recording, approval and leave requests

• Learning management – central location to access and track learning

• Employee Self Service – provides access to all your employee actions

• Performance Management – new process for coming for 2019-20 evaluations

Key Changes – Timekeeping

Who will need to submit timesheets for hours worked? How often?

• BCM must capture time for all Non-Exempt Employees (hourly), and employees will enter their time on

a weekly basis rather than bi-weekly.

• BCM is not required to capture time for Exempt Employees since they are salaried; only time-off

requests will need to be entered.

• For the majority of employees, time submittals and approvals will process automatically if no exception

time (overtime, time off, etc.) has been entered.

Will employees still need to submit paper timesheets or use Replicon?

• No more Paper Timesheets! Non-Exempt employees (hourly) who currently clock in/out will continue to

use Replicon (hours clocked will feed into SuccessFactors for supervisors to approve).

• Non-Exempt employees without access to Replicon will enter time directly in SuccessFactors.

• Exempt Employees who use Replicon will now use SuccessFactors for time off recording.

Key Changes – Time Off & Leave Requests

Where Will Time Off Requests be Submitted?

• All requests will be initiated and approved through SuccessFactors; employees will have real time visibility of balances

for tracking available time (floating, vacation, sick, etc.).

• There will be functionality to capture typical time off requests (vacation, sick, floating holidays) as well as business

absences (CME, Conference/Travel, etc.).

• Time Off requests should be entered prior to taking time off, but can also be done retroactively within 90 days after

the time off.

Who Will Review and Approve Time Off Requests?

• Supervisors will review/approve time off and have access to a team calendar showing all time off.

How will employees request Leave of Absence?

• HR Leave Administration will handle requests directly to protect employees’ privacy and ensure processing in

accordance with policy; HR will handle communication with the employee.

• These requests will be entered the same way as a time off request; however, the employee will choose ”leave” as the

type of time off.

Key Changes – Learning Management System

What is the Learning Management System and what will it provide?

• Our BCM learning content, registration and tracking will be consolidated in one

centrally administered learning management system for faculty/staff (replacing

the need to access individual systems like AMP, NetLearn, CITI, and Lawroom).

• Learners can view available courses and self-register; Managers can assign

learning and track employee completion in one system.

• Employees, managers, administrators, and central learning coordinators will be

able to monitor training completion in real-time for mandatory courses.

• Access to the learning management system will be available for non-paid

employees/students/faculty who are required to take training courses.

Key Changes – Self Service

Employee Self Service (ESS)

• Employee Self Service (ESS) will be available via SuccessFactors and will enable employees to make updates to

personal information, federal withholding information (W-4), direct deposit information, timesheets and time off

requests, and training.

• The Employee Self Service will be Mobile-friendly allowing access from your smart devices.

• The current ESS will continue to be used for benefits enrollment/changes. This will transition in the future once

SuccessFactors offers the functionality needed for benefits.

• Multi-Factor Authentication will be required for ALL employees to be able to access SuccessFactors.

Manager Self Service (MSS)

• Manager Self Service will provide a consolidated place to quickly access team reports and employee data,

approve employee time and time off, view candidates and move them through the hiring process, view

organization charts, access compensation and performance information of their direct reports, and assign/track

learning for their direct reports.

Key Changes – Performance Management

We currently use SuccessFactors for Performance Management, what will be different?

• Enhancements will be made to the performance management forms for staff – goals will be

introduced for staff, as well as competencies and a common rating scale for faculty and staff across the

organization. These changes will take effect after performance evaluations for 2018-2019 are

completed in summer 2019.

• For Faculty, the College will automatically be populating some additional information related to tenure

and introducing improved workflow for primary and secondary evaluators.

• With HR’s introduction of common job definitions, job-specific competencies will be incorporated to

help employees better understand their performance and development relative to their career path

and job.

• Mobile access for forms will be available.

Pathways & Possibilities

A new project, Defining Pathways and Possibilities, driven by HR and part of Mosaic, has been launched to assess various administrative roles at Baylor. The project will work to:

• Develop better defined job titles/families, including career tracks

• Understand reporting relationships and level of responsibility

• Identify central functions performed by departmental administrative staff

• Understand SAP usage and level of access needed

• This does *not* include clinical, research or faculty roles.

Communications & Timing

Resources

Emails from Hilary with Information and links to website

Mosaic Project: https://www.bcm.edu/about-us/leadership/administrative-offices/the-mosaic-project

Mosaic HR Project: https://www.bcm.edu/about-us/leadership/administrative-offices/the-mosaic-project/human-resources

Pathways & Possibilities:

https://www.bcm.edu/about-us/leadership/administrative-offices/the-mosaic-project/human-resources/defining-pathways-and-possibilities

Take Home Message

1. This project is going on.

2. Sometime between now and Summer 2019 - Employee Central will be implemented – review hours, leave time balances, career ladders, trainings and professional development, etc.

3. Hilary Walker is a point of contact

4. Websites available for more information

Questions?

Medical Student Education UpdateWilliam Y. Huang, MD

Medical Student Education Update

• Agenda:

– Thank you!

– Family and Community Medicine Clerkship issues

• Involvement of fulltime faculty

• LCME issues: – Professionalism issues

• The opportunity to be involved

– General medical student education issues

• Thank you to all who participate in medical student education!

– Course directors and elective directors

– Medical student education site leaders

– Mentors

– PPS facilitators

– Preceptors for PPS, the Family and Community Medicine Clerkship and electives

Family and Community Medicine Clerkship issues

Involvement of fulltime faculty

Total # of students # of students precepted by FCM fulltime faculty (%)

# of students precepted by

others (%)

Family andCommunity Medicine Clerkship

• 2014-2015 177 42 (23.7%) 135 (76.3%)

• 2015-2016 201 63 (31.3%) 138 (68.7%)

• 2016-2017 171 67 (39.2%) 104 (60.8%)

• 2017-2018 173 55 (31.8%) 118 (68.2%)

Involvement of fulltime faculty

Total # of students # of students precepted by FCM fulltime faculty (%)

# of students precepted by

others (%)

Family andCommunity Medicine Clerkship

• 2014-2015 177 42 (23.7%) 135 (76.3%)

• 2015-2016 201 63 (31.3%) 138 (68.7%)

• 2016-2017 171 67 (39.2%) 104 (60.8%)

• 2017-2018 173 55 (31.8%) 118 (68.2%)

• 2018-2019 (YTD) 168 67 (39.9%) 101 (60.1%)

Involvement of fulltime faculty

Total # of students # of students precepted by FCM fulltime faculty (%)

# of students precepted by

others (%)

Family andCommunity Medicine Clerkship

• 2014-2015 177 42 (23.7%) 135 (76.3%)

• 2015-2016 201 63 (31.3%) 138 (68.7%)

• 2016-2017 171 67 (39.2%) 104 (60.8%)

• 2017-2018 173 55 (31.8%) 118 (68.2%)

• 2018-2019 (YTD) 168 67 (39.9%) 101 (60.1%)

Thank you, lead preceptors at each site and other precepting faculty!

Family and Community Medicine Clerkship

Site Lead preceptor

Baylor Family Medicine Angie Sung, MD

Casa de Amigos Laura Nietfeld, MD

Gulfgate Jonnae Atkinson, MD

Martin Luther King Jennifer Okoh, MD

Northwest Dana Clark, MD

Strawberry Rashmi Rode, MDKenneth Barning, MD

Vallbona Anjali Aggarwal, MD

Family and Community Medicine Clerkship

Site Lead preceptor

Baylor Family Medicine Angie Sung, MD

Casa de Amigos Laura Nietfeld, MD

Gulfgate Jonnae Atkinson, MD

Martin Luther King Jennifer Okoh, MD

Northwest Dana Clark, MD

Strawberry Rashmi Rode, MDKenneth Barning, MD

Vallbona Anjali Aggarwal, MD

Thank you to the lead preceptors for doing a great job in organizing student rotations at their sites!

Family and Community Medicine Clerkship

• Professionalism issues:

– Create a safe learning environment for students

Family and Community Medicine Clerkship

• The opportunity to be involved:

– From March – June 2020, we expect a larger than usual enrollment of students in our Family and Community Medicine Clerkship

– To become involved, please talk to me or the lead preceptor at your clinical site

Family and Community Medicine Clerkship

Site Lead preceptor

Baylor Family Medicine Angie Sung, MD

Casa de Amigos Laura Nietfeld, MD

Gulfgate Jonnae Atkinson, MD

Martin Luther King Jennifer Okoh, MD

Northwest Dana Clark, MD

Strawberry Rashmi Rode, MD

Vallbona Anjali Aggarwal, MD

General medical student education issues

• BCM students accepted for special electives

– Please inform Dr. Anjali Aggarwal and Bridget Angel of if you accept any BCM students for a special elective

• Requests from outside learners for a shadowing experience or precepting experience

– Please inform a member of the Department Educational committee so that the committee and may consider the request and decide whether to approve or not

Thank you!

Residency UpdateSpring 2019 – Dr. Eric Warwick

Match: Class of 2022

Chief Residents 2019-2020

Veenadhari Chavakula Arindam Sarkar

ACGME Q&A

What’s the accreditation/ citation status?• FM-RRC Meeting 1/30/2019: Continued Accreditation

Where are the program requirements?• E-value.net, Home Tab, Home Page

Where are the program’s Goals & Objectives?• E-value.net, Home Tab, Home Page

ACGME Q&A

How and when do evaluations occur?

– Rotation, Faculty, and Residents

• Via E-value, after each rotation

– Resident Milestones

• Twice yearly, via CCC and Semi-Annual reviews

– Program

• Once yearly, via PEC and Annual Program Evaluation

An evaluation incomplete,is an opportunity for

improvement,lost.

Please complete evaluations

as they are sent.

Thank you

CCC PEC: Members

• PD: Eric Warwick

• APD: Fareed Khan

• Core: Mohamad Sidani

• Core: Suvarna Mahadasyam

• Core: Crystal Nwagwu (Rebecca Berens)

• PC: Sharon Mitchell

• Chief: Veena Chavakula (Reggie Nguyen)

• Chief: Arindam Sarkar (Stephanie

Vachirasudelka)

CCC: Clinical Competency Committee

• PD, APD, Core Faculty

• Meets every 6 months

• Evaluate Resident Performance against published FM-RRC Milestones

• Use multiple sources of data

• Provide recommendations to PD

• PD presents this data and recommendations to resident via a Semi-Annual Review (TBA)

PEC: Program Evaluation Committee

• PD, APD, Core Faculty, Chief Residents, PC

• Completes an Annual Program Evaluation APE

• Reviews such items as

– Rotation rating, procedures, resident development, graduate/faculty/resident surveys

– Identifies areas of improvement

– Formulates action plans

• APE Minutes keeps on file with GME office

Annual Program Evaluation 2018Areas for Improvement (AFI)

• AFI#1: Revised Evaluation Tools

– MEDHUB Rollout June 2019

• AFI#2: QI Projects

– Resident time set aside for QI, developing connection to ABFM pts

• AFI#3: Improve faculty knowledge of performance / ratings

– E-value FAQ sent along with PDF copies of reports

ACGME Q&A

Where is the policy regarding resident supervision?– In the Program Requirements

Do residents practice independently?– No resident, regardless of level, functions "independently"

while on any service

– A licensed faculty member is always immediately available for our residents

Residents are granted graduated levels of responsibility

Graduation 2019

• Date: Friday, June 14, 2019

• Time: 6:30 pm

• Location: Maggiano’s Little Italy (Galleria)

Thank you!

Faculty Senate UpdateDr. Kenneth Barning

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Faculty Senate Updates

BCM Faculty Senate Election s

Senator Eligibility

Faculty member must:

Have a part- or full-time faculty appointment (instructor level or above)

Have held that faculty appointment since at least July 1, 2017

Not serve as a “senior administrator” (which includes chairs, center directors and deans)

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Faculty Senators

Dr. Kenya SteeleDr. Jonnae Atkinson Dr. Kenneth Barning

Dr. Nihita ShahDr. Irvin Sulapas

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Re-election and Open Senate Seats

Senator At-Large Position

Dr. Jonnae Atkinson

One(1) Open At-Large

Senate Seat

Chair – Senate Communication Committee

Open Unit Senate Seat

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2019 Faculty Senate Election Timetable

April 1st through May 1st , 2019 • Self-nomination period for electoral unit seats and at-large seats

May 13th to 20th , 2019 • Voting for Department (Unit) Senate Representative(s)

June 3rd to 10th, 2019• Voting for At Large Senate Representatives

• Voting will be done through online SharePoint ballots

• Term will be 3 years, starting July 1st , 2019 through June 30th, 2022

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Telemedicine / Grand Rounds Uniform Platform

Dr. Fordis (Senior Associate Dean, Continuing Medical Education)

• Overview of telemedicine initiatives at the College• Tele-consultation app for Surgery is complete and ready• An app for second opinion services with integrated reimbursement

is in development. • Psychiatry is piloting an app that will integrate with Epic. • Additional projects for remote tele-consultation are underway.

Genesis – An App• Media platform for grand rounds and other physician educational

resources• The app was developed in response to physician requests for

“resources in the palm of your hand” and will go live in a few weeks. • Access will be password protected.

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The Committee will be meeting with IT in May 2019 to discuss issues related to the BCM intranet site.

They are seeking feedback from constituents about challenges they have with using the BCM intranet site.

Please forward any suggestions or comments to Dr. JonnaeAtkinson.

E-mail: joatkins@bcm.edu

Communications and Public Affairs Committee

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FGP Compensation (Implementation Outcomes) The Faculty Senate recommends that the college conduct a detailed analysis of the impact of the new Faculty Group Practice compensation plan on FGP faculty member engagement across mission areas annually following the plan’s implementation. Such analysis should include the FGP faculty member’s understanding of their compensation and remuneration, and the impact of the compensation plan on faculty retention (within the College and the FGP) and their other prior academic activities (including, but not limited to, research, trainee education and academic leadership).

THANK YOU

Faculty Affairs & Benefits Committee