OPERATIONAL AUDITOPERATIONAL AUDITJanuary 23-26, 2012January 23-26, 2012

SR. JOYCE ANN SOUKUP, SSJ-SR. JOYCE ANN SOUKUP, SSJ-TOSFTOSF

NACPA

OBJECTIVES:OBJECTIVES:

1.1.To To REVIEWREVIEW and and EVALUATEEVALUATE ORGANIZATIONAL STRUCTURESORGANIZATIONAL STRUCTURES

STAFFING LEVELSSTAFFING LEVELS

OPERATING POLICIES AND OPERATING POLICIES AND PROCEDURESPROCEDURES

COMMUNICATION COMMUNICATION

REPORTING RELATIONSHIPS AT SHCREPORTING RELATIONSHIPS AT SHC

OPERATIONAL AUDITOPERATIONAL AUDIT

2.2. Offer Offer RECOMMENDATIONSRECOMMENDATIONS for for EFFECTIVE ORGANIZATIONAL STRUCTURESEFFECTIVE ORGANIZATIONAL STRUCTURES STAFFING LEVELSSTAFFING LEVELS IMPROVED OPERATING PROCEDURES IMPROVED OPERATING PROCEDURES

in order to in order to

REDUCE REDUNDANCYREDUCE REDUNDANCY ELIMINATE UNNECESSARY ACTIVITIESELIMINATE UNNECESSARY ACTIVITIES

OPERATIONAL AUDITOPERATIONAL AUDIT

3.3. To suggest steps for To suggest steps for IMPLEMENTATIONIMPLEMENTATION of of RECOMMENDATIONS developed RECOMMENDATIONS developed through the studythrough the study

OPERATIONAL AUDITOPERATIONAL AUDIT

PROCEDUREPROCEDURE

MET WITH MET WITH Leadership, Sr. Linda Hayes, Sr. Judith Leadership, Sr. Linda Hayes, Sr. Judith Anne, Katherine Elsner – together and Anne, Katherine Elsner – together and each individuallyeach individually

DEPARTMENT DIRECTORS – IndividuallyDEPARTMENT DIRECTORS – IndividuallyDEPARTMENT FOCUS GROUPS – DEPARTMENT FOCUS GROUPS – Finance, housekeeping, dietary, nursingFinance, housekeeping, dietary, nursingSISTER FOCUS GROUP - Volunteers SISTER FOCUS GROUP - Volunteers from among the SHC Sistersfrom among the SHC Sisters

PROCEDUREPROCEDURE

Reviewed tons printed material that Reviewed tons printed material that had been sent to her electronicallyhad been sent to her electronically

During her time here During her time here

she worked from she worked from

7:00 a.m. – 8:30 p.m.7:00 a.m. – 8:30 p.m.

FINAL REPORTFINAL REPORT

CommendationsCommendations RecommendationsRecommendations Steps for ImplementationSteps for Implementation 103 page report103 page report

COMMENDATIONSCOMMENDATIONS

Welcoming atmosphere and relational Welcoming atmosphere and relational focused culturefocused culture

Grounds and buildings well maintained; Grounds and buildings well maintained; good walking spaces; large courtyardsgood walking spaces; large courtyards

Many positive comments from Many positive comments from employeesemployees

Strong sense of “teamwork” and good Strong sense of “teamwork” and good communication within departmentscommunication within departments

Associate volunteer efforts at SHCAssociate volunteer efforts at SHC

COMMENDATIONSCOMMENDATIONS

Well developed transportation system Well developed transportation system for the Sistersfor the Sisters

Participation in Rolling Prairies library Participation in Rolling Prairies library systemsystem

Efforts by maintenance department to Efforts by maintenance department to do less outsourcing of jobsdo less outsourcing of jobs

Commitment to values of responsible Commitment to values of responsible care of the environment, eco-friendly care of the environment, eco-friendly products, recycling programproducts, recycling program

RECOMMENDATIONSRECOMMENDATIONS

Organizational Structure, Organizational Structure, Communications and RelationshipsCommunications and Relationships

Re-align reporting relationshipsRe-align reporting relationships Develop new organizational chartDevelop new organizational chart Consider forming a “Management Consider forming a “Management

Team”Team”

RECOMMENDATIONSRECOMMENDATIONS

Review role of Department DirectorsReview role of Department Directors Develop written communication plan Develop written communication plan

for employeesfor employees Consider developing position Consider developing position

descriptions for sisters in ministry at descriptions for sisters in ministry at SHCSHC

RECOMMENDATIONSRECOMMENDATIONS

Work and Ministry EnvironmentWork and Ministry Environment Develop Mission Integration program Develop Mission Integration program

for employeesfor employees On-going education for both On-going education for both

employees and sisters on employees and sisters on generational differencesgenerational differences

Address concerns regarding new Address concerns regarding new nurse call systemnurse call system

On-going education re: strategic On-going education re: strategic plan and results of NRRO studiesplan and results of NRRO studies

RECOMMENDATIONSRECOMMENDATIONS

Human Resource FunctionsHuman Resource Functions Develop comprehensive Human Develop comprehensive Human

Resource systemResource system Update personnel policies handbookUpdate personnel policies handbook

Other AreasOther Areas Consider impact of further use of Consider impact of further use of Siena Siena

HallHall as an income producing facility as an income producing facility HousekeepingHousekeeping: reduction in force, : reduction in force,

update procedures for efficiencyupdate procedures for efficiency

RECOMMENDATIONSRECOMMENDATIONS

Maint/GroundsMaint/Grounds: eliminate summer : eliminate summer grounds staff, develop accountability grounds staff, develop accountability planplan

NursingNursing: follow low census plan : follow low census plan when census in RC drops; consider when census in RC drops; consider needs of memory loss residents in needs of memory loss residents in the chapelthe chapel

ReceptionReception: appoint a Dept. Director; : appoint a Dept. Director; consider reducing hours of operation consider reducing hours of operation for cost savings for cost savings

And Now the And Now the

IMPLEMENTATIONIMPLEMENTATION Establish G-8 Task Force Establish G-8 Task Force Prioritize recommendations from Prioritize recommendations from

Eldercare Study and Organizational Eldercare Study and Organizational Audit Audit

Establish timeline for implementationEstablish timeline for implementation Assign responsibility for Assign responsibility for

implementation of each item implementation of each item

IMPLEMENTATIONIMPLEMENTATION

Several recommendations have Several recommendations have already been implementedalready been implemented

Reduction in housekeeping staff Reduction in housekeeping staff and summer grounds staffand summer grounds staff

Personnel Policy Issues written; Personnel Policy Issues written; implementation in processimplementation in process

We will continue to work We will continue to work

together to accomplish the together to accomplish the recommendationsrecommendations

Keep us in your Keep us in your prayersprayers