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OPERATIONAL AUDIT January 23-26, 2012

OPERATIONAL AUDIT January 23-26, 2012. SR. JOYCE ANN SOUKUP, SSJ-TOSF. NACPA. OPERATIONAL AUDIT. OBJECTIVES: To REVIEW and EVALUATE ORGANIZATIONAL STRUCTURES STAFFING LEVELS OPERATING POLICIES AND PROCEDURES COMMUNICATION REPORTING RELATIONSHIPS AT SHC. OPERATIONAL AUDIT.

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OPERATIONAL AUDIT January 23-26, 2012

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  1. OPERATIONAL AUDITJanuary 23-26, 2012 SR. JOYCE ANN SOUKUP, SSJ-TOSF NACPA

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

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

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

  5. 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

  6. 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.

  7. FINAL REPORT Sacred Heart Convent Report January 2012 • Commendations • Recommendations • Steps for Implementation • 103 page report

  8. 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

  9. 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

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

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

  12. 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

  13. 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

  14. 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

  15. 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

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

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

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