Hello,
November already. The time change will make our early mornings brighter, but darkness will set in much earlier. Some will be pleased and some not so much.
Please hang in there because the days will begin to lengthen just before Christmas! There are seven weeks to go before teh holiday period.
HUMAN RESOURCES (HR) DEPARTMENT REORGANIZATION:
I have not talked about the HR Department reorganization for a while due to COVID-19 and lack of manpower, both within the HR Department and the Wales at large. We finally began working on this process the last few weeks by reorganizing the workload with the concerned employees.
Reflecting on the reorganization, we wanted a structure that allows us to fulfill our mission properly and meet administrative expectations, including the ones added through the harmonization process. We reflected and decided to involve the Finance Department as well. Both departments' new organization is described below. As you can see, this structure will not be implemented immediately as some recruitment is necessary. Meanwhile, both departments are working short and must prioritize certain tasks.
Finance Department | |
Job Title and Description | Employee Name and Start Date |
Administrative Officer - Receptionist:
|
Kristie Wright - currently occupies this role |
Administrative Technician - Accounting and Finance:
|
Josée Bibeau - new employee starting on Monday, November 7th, 2022; for more information, please see the related memo published a few days ago |
Administrative Technician - Payroll and General Accounting: Prepare payroll for Wales employees:
Carry out certain accouting tasks |
Amanda Gunter - her start date is not yet determined. In the meantime, she will continue doing her current job |
HR Department | |
Job Title and Description | Employee Name and Start Date |
Administrative Assistant:
|
Eilleen Naredo - her start date is not yet determined. In the meantime, she will continue doing her current job. |
Administrative Technician - Generalist:
|
Sydney Grainger - her start date is not yet determined. In the meantime, she will continue doing her current job. |
Administrative Technician - Scheduling and Sub List:
|
Position to be posted |
Human Resources Agent: Design, analyze, evaluate, and provide professional techniques to assist Management with staff organization, including staffing, recruitment and hiring, conflict management and work climate, administrative and disciplinary measures, Employee Relations Committee, Occupational Health and Safety Committee, trainings, and policies and procedures |
Position to be posted |
AGENDRIX:
As planned, employees on the non-clinical schedule started using Agendrix on Sunday, October 16th, 2022. Introducing a new tool is a big change, however teh transition was smooth. I would like to thank you for your collaboration. The next step is to process a pay with information pulled from Agendrix. We will then confirm if we will continue using Agendrix and extend the software to other employees. We are quite confident that the program will be implemented for the rest of the employees soon; we will keep you informed.
NEW POSITIONS:
As mentioned last month, we stopped international recruitment and are waiting for the immigration process to proceed. Meanwhile, we consider and go through curriculum vitaes received on various platforms to select the best candidates, although there is not many coming in.
We continue to use agencies, especially on the clinical schedule. We stabilized agency employees, so the same people do the same shifts as much as possible. The significant lack of manpower on the non-clinical schedule led us to use agencies to cover shifts in Food Services beginning on Wednesday, October 26th, 2022. We should have two full-time employees, allowing us to cover more shifts on the schedule and ensure some stability until the foreign workers arrive. The use of our Contingency Plan for non-clinical employees presented a big challenge, so we thank them for their collaboration.
Recruitment for the Administrative Assistant Class Two and Administrative Technician - Accounting and Finance is complete. In memos sent a few days ago, we informed you that:
- Sonya Riel got the Administrative Assistant Class Two position. Considering our current staffing situation, she is not expected to assume her position before Tuesday, November 15th, 2022
- Josée Bibeau will start as Administrative Technician - Accounting and Finance on Monday, November 7th, 2022
We wish them the best in their new positions! The Nursing Director recruitment is still ongoing. No candidates have shown interest in this second recruitment round. The interview process for Unit Managers has not yet begun. Before continuing the recruitment process for these positions, we will wait for the official harmonization start date, as we feel the associated working condition will attract candidates.
HUMAN RESOURCES INDICATORS FROM SUNDAY, SEPTEMBER 11TH, 2022 TO SATURDAY, OCTOBER 8TH, 2022:
The following summarizes this period's highlights. For more details, please see the tables below:
- Globally, we hired three new employees and seven left; we have four fewer Food Services employees, one less caregiver, and one more LPN. Food Services is quite impacted by these departures; therefore, the Contingency Plan has been applied. As this use is insufficient, we started working with an agency on Wednesday, October 26th, 2022 to help cover shifts
- Compared with the last As the Wales Turns edition, shifts left uncovered increased, going from 2.7 percent, or seventy-six shifts, back to three percent, or ninety shifts. This rise is mainly due to the increased employees on preventive and COVID-19 leave
- We have 17.6 uncovered positions, including 5.6 in Administration. The below table shows these uncovered positions' impact:
Administration | Clinical and Non-Clinical Schedules | ||
Uncovered Positions | Uncovered Shifts Per Week | Uncovered Positions | Uncovered Shifts Per Week |
5.6 (↓0.4) | 28 (↓2) | 12 (↓4) | 45 (↓19) |
- During this period, ten employees tested positive for COVID-19, leading to thirty-three last-minute replacements
- Call-ins decreased thirteen percent with seven less for a total of forty-eight. The last period, we had fifty-five call-ins which was a ninety-six percent increase. These call-ins explain why you may have been called several times at the last minute and why there are so many changes on the schedules. Although the schedules are complete, solutions must unexpectedly be found when there are call-ins. The increased number of COVID-19 infections explains part of those call-ins. Here are the highlights:
- The day with the most call-ins was Saturday, September 24th, 2022 with four. The following dates had three call-ins:
- Wednesday, September 14th, 2022
- Monday, September 19th, 2022
- Wednesday, September 21st, 2022
- Sunday, September 25th, 2022
- Monday, September 26th, 2022
- Tuesday, September 27th, 2022
- Monday, October 3rd, 2022
- Last period, Norton 2 had the biggest increase in call-ins, which increased thirty percent this period. Norton 3 increased eighty-three percent this period compared to last period's stability. Call-ins also increased on Manning and Shaw 2, by fifty percent
- Call-ins decreased on da and evening shifts but increased on night shift
- The day with the most call-ins was Saturday, September 24th, 2022 with four. The following dates had three call-ins:
- Overall, overtime decreasedm however a major increase is noted for housekeepers which is related to lack of manpower and led to Contingency Plan application and agency collaboration
Staff Movement:
Employees Hired | Departures | Employees on Sick Leave | Employees on Maternity Leave | Employees on CNESST, including Reassigned Pregnant Employees |
1 clinical aide 1 caregiver 1 LPN |
2 caregivers 1 clinical aide 4 Food Services employees |
1 Food Services employee 7 caregivers 1 housekeeper |
1 Food Services employee 6 caregivers 1 LPN 2 nurses |
2 caregivers 6 employees on COVID-19 preventive leave/reassignment |
3 (stable) | 7 (↑2) | 9 (stable) | 10 (↓1) | 8 (↑3) |
To thse numbers, we need to add ten employees who had to be off because of COVID-19. A total of thirty-seven people, an increase of two, therefore, were absent during this period, spread across different job titles:
- Five Food Services employees (↓1)
- One housekeeper (stable)
- One clinical aide (↑1)
- Twenty-one caregivers (stable)
- Five LPNs (↑3)
- Two nurses (stable)
- Two others (↓1)
We are pleased to Welcome:
- Jerusa Ilumen and Annie Côté, caregivers
- Krystal Pronoost, LPN
- Carol Ann Perreault and Julie Gazaille, Food Services
- Josée Bibeau, Administrative Technician
Uncovered Positions:
We had the following uncovered positions:
- Five full-time Administration positions: Nursing Director, two Unit Managers, and two employees in Human Resources accoridng to our new organization - Human Resources Officer and Administrative Technician - Scheduling. Until we fill these HR positions, the part of the Administrative Technician - Payroll and General Accounting that is finance is uncovered. These uncovered positions represent twenty-eight shifts per week, a decrease of two
- Three Food Services positions for a total of fourteen shifts per week (stable)
- One clinical aide for a total of four shifts per week (stable)
- Five caregivers for a total of twenty-two shifts per week, a decrease of nine shifts per week
- No missing LPNs, a decrease of five shifts per week
- Three nurses for a total of five shiftrs per week, a decrease of five shifts per week
Uncovered Shifts Comparison:
Sunday, April 24th, 2022 to Saturday, May 21st, 2022 | Sunday, May 22nd, 2022 to Saturday, June 18th, 2022 | Sunday, June 19th, 2022 to Saturday, July 16th, 2022 | Sunday, July 17th, 2022 to Saturday, August 13th, 2022 | Sunday, August 14th, 2022 to Saturday, September 10th, 2022 | Sunday, September 11th, 2022 to Saturday, October 8th, 2022 | |
Missing shifts due to sick leave | 138 | 128 | 108 | 91 | 97 | 83 (↓14%) |
Missing shifts due to maternity leave | 172 | 169 | 144 | 151 | 184 | 161 (↓13%) |
Missing shifts due to preventive leave | 60 | 60 | 73 | 90 | 56 | 74 (↑32%) |
Missing shifts due to CNESST | 73 | 68 | 43 | 40 | 30 | 30 (stable) |
Missing shifts due to COVID-19 | 8 | 0 | 10 | 15 | 25 | 33 (↑32%) |
Total of missing shifts | 451 | 429 | 378 | 388 | 392 | 381 (↓2%) |
Total shifts left uncovered | 176 | 153 | 104 | 90 | 76 | 90 (↑18%) |
Total shifts per month at the Wales | 2,836* | 2,836 | 2,836 | 2,836 | 2,836 | 2,836 |
Percentage of shifts left uncovered | 176/2836 = 6%* | 153/2836 = 5% | 104/2836 = 4% | 90/2836 = 3% | 76/2836 = 2.7% | 90/2836 = 3% |
*Please note that the percentage of uncovered shifts is higher than in the previous months because we added a caregiver on Central and we also now have three clinical aides on day shift. Of course, we are not able to staff these new positions seven days per week, creating more uncovered shifts.
Call-ins:
There were forty-eight call-ins, a decrease of thirteen percent compared with the last period. Variations of more than fifty percent are highlighted below. We need to be very careful and look at the numbers and not just the percentages:
Job Title or Department | Number of Call-ins | Unit or Department | Number of Call-Ins | Shift | Number of Call-Ins | |||
Last period | This period | Last period | This period | Last period | This period | |||
Housekeepers | 2 | 4 (↑50%) | Norton 1 | 16 | 7 (↓56%) | Day | 40 | 36 (↓10%) |
Food Services | 12 | 6 (↓50%) | Norton 2 | 13 | 17 (↑30%) | Evening | 12 | 5 (↓58%) |
Clinical aides | 6 | 5 (↓17%) | Norton 3 | 6 | 11 (↑83%) | Night | 3 | 7 (↑133%) |
Caregivers | 25 | 23 (↓8%) | Central | 4 | 0 (↓400%) | |||
LPNs | 9 | 8 (↓11%) | Manning and Shaw 1 | 6 | 3 (↓50%) | |||
Nurses | 0 | 1 (↑100%) | Manning and Shaw 2 | 4 | 8 (↑50%) | |||
Other | 1 | 1 (stable) | Dining Room | 3 | 0 (↓300%) | |||
Kitchen | 2 | 0 (↓200%) | ||||||
Others, like Supervisors, Shaw 4, and Main Floor | 1 | 2 (↑100%) |
Overtime:
Overtime percentages must be interpreted cautiously. The greater the number of hours, the more the percentage is valid.
Department* | Sunday, April 24th, 2022 to Saturday, May 21st, 2022 | Sunday, May 22nd, 2022 to Saturday, June 18th, 2022 | Sunday, June 19th, 2022 to Saturday, July 16th, 2022 | Sunday, July 17th, 2022 to Saturday, August 13th, 2022 | Sunday, August 14th, 2022 to Saturday, September 10th, 2022 | Sunday, September 11th, 2022 to Saturday, October 8th, 2022 |
Caregivers | 575.75 | 629.75 | 378 | 473.25 | 565.5 | 416.5 (↓26%) |
LPNs | 140.25 | 199.25 | 153 | 112.5 | 165.5 | 151.25 (↓9%) |
Nurses | 66.75 | 65 | 44 | 21.25 | 39 | 55 (↑44%) |
Clinical aides | 17.75 | 16 | 13.25 | 21 | 10.75 | 15.25 (↑42%) |
Food Services | 47.5 | 45 | 32.75 | 44.25 | 84.75 | 89.25 (↑5%) |
Kitchen | 3 | 3 | 7 | 0 | 14 | 11.75 (↓16%) |
Housekeepers | 6.5 | 3 | 0 | 10 | 0.5 | 40.5 (↑8000%) |
Human Resources | 26.25 | 11 | 24.25 | 12 | 1.75 | 1 (↓43%) |
Therapy | 0 | 6.25 | 1.5 | 0 | 0 (stable) | 5.25 (↑525%) |
Activity | 3.5 | 3 | 27.5 | 0 | 4.5 | 0.5 (↓89%) |
Social Work | 1.5 | 0 | 0 | 0 | 0 | 0 (stable) |
*To respect confidentiality, overtime hours are not displayed for departments with a single employee, like the Purchaser or System Administrator.
Chantal Richer
Director of Quality and Administrative Services
819-826-3266 extension 274