Community Care Information Management CCIM Community Support Services

Community Care Information Management (CCIM) Community Support Services (CSS) Management Information Systems (MIS) Project Human Resources Information Systems (HRIS) Project November 6, 2009 1

Introductions • Herb Spence, Stakeholder Engagement/Business Relationship CSS & CMH&A Sectors, HRIS Project • Natasha Tehranian – Implementation Lead, CSS OHRS/MIS Project • Sajneet Sodhi – Project Lead, CSS HRIS Project 2

Community Care Information Management (CCIM) “CCIM strives to improve client outcomes by efficiently delivering the right community health service at the right time. ” • • Two major project streams designed to address sector priorities Aim to create universally acceptable clinical and business standards across the sector and have the potential for cross-sector application BUSINESS SYSTEMS COMMON ASSESSMENTS Standards, processes and tools to collect financial and statistical data, including human resources and payroll Used for evidence-based decision support for planning, integration and funding of community services 3 Tools to facilitate the collection and use of client information Create a sustainable approach to managing and measuring improvement in client outcomes over time

Community Care Information Management Program Business System Projects CCAC Management Information Systems Human Resources Information Systems In its initiation stage CMH&A Management Information Systems Human Resources Information Systems 4 Management Information Systems SCCH CHC Management Information Systems Human Resources Information Systems In its pilot stage/Phase 1 CCAC = Community Care Access Centres LTCH = Long-Term Care Homes LTCH Human Resources Information Systems Currently rolling out CSS = Community Support Services SCCH = Small & Complex Continuing Care Hospitals Completed and transitioned CMH&A = Community Mental Health and Addictions CHC = Community Health Centres

Roadmap • Based on the national MIS standards, the Ontario Healthcare Reporting Standards (OHRS) were created and implemented to reflect Ontario-specific needs • As a result of the sectors request for a MIS compliant financial / statistical reporting tool, Microsoft Dynamics GP was chosen through an RFP process • The sectors also requested a HR and Payroll tool and through an RFP process, Quadrant was selected • 5 Any additional tools that will be rolled out in the future will integrate with the tools that are currently being implemented MICROSOFT DYNAMICS GP (Financial & Statistical) QUADRANT CIHI/MIS Standards OHR S (HR & Payroll) Increased Business Process Scope Other

Business Systems Solutions Organizations who sign-up for the CCIM program’s MIS (Microsoft Dynamics GP) and/or HRIS (Quadrant) software solutions will receive: ü Ontario Healthcare Reporting Standards (OHRS) compliant software solutions ü Both projects provide a lifetime license ü A secure hosted environment and infrastructure services in line with current security and privacy requirements ü CCIM is responsible for back-up, maintenance, applying all patches and releases as well as disaster recovery Capability to interface Microsoft Dynamics GP with Quadrant has a specific file export feature for Microsoft Dynamics GP. This enables ease of import of HR and payroll data using the GP’s software’s import utility 6

ILSP Member Organizations Implementing GP & Quadrant ILSP Member Organization Name Microsoft Dynamics GP Quadrant Physically Handicapped Adults Rehabilitation Association Participation House Hamilton & District Participation House-Waterloo Wellington Simcoe County Association for Physically Disabled Nucleus Independent Living, Toronto Participation Project Support Services London and Area Participation Lodge & Community Services Cheshire Homes of London Inc. The Association for Persons with Physical Disabilities Of Windsor and Essex County Hutton House Conway Opportunity Homes Inc. Participation House- Brantford Guelph Independent Living Centre of Waterloo Region Independent Living Halton, Milton ICAN-Independence Centre and Network Ontario March of Dimes 7

ILSP Member Organizations Implementing GP & Quadrant (cont’d) ILSP Member Organization Name Microsoft Dynamics GP Quadrant Participation House-Waterloo Region, Kawartha Participation Projects Personal Attendant Care Inc. Personal Choice Independent Living/Choix personnel vie autonome Cheshire Homes (Hastings-Prince Edward) Inc. Arts Carousel, Don Mills North Yorkers for Disabled Persons Rotary Cheshire Homes Three Trilliums Community Place PACE Independent Living Access Apartments Cheshire Independent Living Services Clarendon Foundation (Cheshire Homes) Inc BALANCE Attendant Care Outreach Program - PCCC Canadian Paraplegic Association Ontario The Canadian National Institute for the Blind 8

Community Support Services (CSS) Management Information Systems Project Natasha Tehranian, Implementation Lead CSS MIS Projects 9

CSS MIS Project Phased Approach 1 The project began the rollout of the Ontario Healthcare Reporting Standards (OHRS) to Phase 1 organizations (2007/08) The project achieved early successes including reporting from over 200 Phase 1 CSS organizations. 10 2 The project continued to rollout OHRS and approximately 400 Phase 1 & 2 CSS organizations reported in OHRS in 2008/2009. To ensure accuracy and ease of reporting in OHRS, the project provided those CSS organizations reporting in OHRS with a tool – a software solution (Microsoft Dynamics GP). 75 organizations implemented this solution by March 31, 2009 3 The project is in its final phase of the OHRS rollout to Phase 3 organizations and is expecting approx. 671 CSS organizations to be reporting in OHRS for 2009/2010. The project introduced Microsoft Dynamics GP to all CSS organizations and to date approximately 200 CSS organizations have implemented or are in the process of implementing the solution

MIS CSS F 09/10 Achievements 11

Microsoft Dynamics GP 12

Solution Offering Financial & Statistical General Ledger Fixed Asset Management Secured Hosted Environment MIS Suite (OHRS Reporting) Implementation Support Integration Manager (Data Import Tool) Budgeting & Reporting (FRx Financial Report Writer) Initial Annual Maintenance & Support Accounts Payable 13 Application Support Accounts Receivable Electronic Funds Transfer (Receivables & Payables)

Microsoft Dynamics GP Offering In addition to the offerings that are common to both the MIS and HRIS projects, organizations who sign up for the software will receive the following: • Hands-on training and implementation support • Software configuration, including importing your Chart of Accounts, creating user accounts, customizing cheques, importing vendors and customers, etc. • Expert software support, available during regular business hours The software is being offered FREE OF CHARGE until March 31, 2010 14

Top 10 Benefits 15

Other Factors to Consider …. Other Business Considerations for Microsoft Dynamics GP 1 2 Compliance with MOHLTC desire for a common platform 3 Compliance with MOHLTC/LHIN MIS reporting standards 4 Compliance with the Auditor General Report on MIS Reporting 5 Enable Accrual Based Accounting & Reporting 6 Improved Business Processes 7 Organizational Reporting 8 IFRS Compliant 9 Lowering Total Cost of Ownership 10 16 Sector’s accountability to MOHLTC/LHINs for available funds Move towards a Software as a Service (Saa. S) model - Hosted

OHRS Submission (Before Dynamics GP) Download Excel Template from MOHLTC Website Create Trial Balance in existing system Map accounts to OHRS/MIS requirements Transfer Trial Balance data into Excel template Upload ASCII file to Web OHFS 17 Convert Excel template to ASCII format Compile Excel template and correct all errors

OHRS Submission (After Dynamics GP) Run process to automatically map accounts 18 Generate ASCII file automatically Upload ASCII file to Web OHFS

Recap of Benefits An Integrated Platform and Applications A Secure and Personalized User Experience REASONS WHY GP WILL ENABLE THE CMH&A and CSS STRATEGY A Comprehensive Cost-effective Solution 19 A Collaborative Environment

Seven Steps To Implement The Software 20

What people are saying… Microsoft Dynamics GP 21

Contact Information For more information on the software solution, contact: CSS MIS Project Support Centre: Phone: 416 -314 -7365 or toll-free at 866 -909 -5600 E-mail: OHRSCSS. moh@ontario. ca For specific questions about the project and implementation, contact: CSS MIS Project Natasha Tehranian, Implementation Lead, CSS MIS Project Phone: 416 -314 -7465 E-mail: Natasha. Tehranian@ontario. ca Idris Noorzad, Project Control Officer, CSS MIS Project Phone: 416 -314 -7469 E-mail: Idris. Noorzad@ontario. ca 22

Human Resources Information Systems Community Support Services (HRIS CSS) Project Sajneet Sodhi, Project Lead HRIS CSS Project Herb Spence, Stakeholder Engagement/Business Relationship HRIS CSS & HRIS CMH&A Projects 23

Overview of Project Status Issuing of Software Solution RFP Aug 2008 MOHLTC Project Announcement First CSS begin Implementing Sept 2008 Oct- Dec 2008 Contacted Interested CSS Organizations March 2009 Selected Training begins in “early adopting” organizations Aug 2009 1 st group of Organizations GO LIVE Sept 2009 New HRIS Support Centre Currently 86 CSS Organizations Implementing Quadrant 24

Participating Organizations • 86 CSS organizations are implementing Quadrant across the province and across all LHINs • Several of these organization have now “Gone Live” • Participating organizations range in size (small, medium and large), provide a variety of services and vary in degrees of complexity 25

A few of the Participating CSS Organizations • • • Hospice of Dufferin, Dufferin (L) Alzheimer's Society of Belleville, Belleville (L) Brain Injury Services of Northern Ontario, Thunder Bay Kawartha Participation Projects, Peterborough IOOF, Barrie; Marianhill, Pembrook (L) St. Joseph’s Villa, Dundas Muskoka Senior’s Home, Barrie Ontario March of Dimes Unionville Home Society, Unionville (L) Hospice of Quinte, Quinte (L) • • • • 26 Four Counties Brain Injury Association, Peterborough, (L) Niagara Ina Grafton, Niagara Nucleus Housing, Oakville Participation House, Brantford Cheshire Homes (Peel), Brampton Guelph Independent Living, Guelph Woodgreen Community Services, Toronto VHA, Toronto Huron Lodge, Elliot Lake Hutton House, London Tobias House, Toronto Alzheimer’s Society of Timmins, Timmins Town and Country Services, Wingham

HRIS Implementation Process Support Step 10 Go-Live! Participate in Parallel Testing Access application database Step 2 Step 9 Step 8 HRIS Project Life Cycle Enroll in HR & Payroll training sessions Step 3 Step 4 Step 7 Step 6 27 Step 1 E-mail confirmation of participation Step 5 Complete Implementation Project Plan Participate in Kick-Off Call Work together on Starter Kits 1, 2 and 3 Complete Connectivity Test

Implementation - Testimonials “The configuration and training have met our needs and will certainly cut down on the manual calculations that we presently do. The reports set up will increase the reporting we do and give our Board of Directors a more thorough picture of our staffing costs, hours, etc. The compatibility with Microsoft Dynamics GP will also greatly cut down on the time needed for the quarterly trial balances. ” – Sheryl Niemien, S. E. N. E. C. A “I have to say that for the first time, in 10 years, I finally feel in control of both the process and the data, a huge sigh of relief!!! Best implementation I’ve been through - Great Team!!!” - Terri Roy, Unionville Home Society “Our successes are reflected in organizations’ testimonials” 28

In Scope Quadrant Project Modules • Human Resources • Payroll • Scheduling • Self-Serve (QHR. net) An overview of the Quadrant Software Solution and these modules are contained in the “ 20 Minute” Quadrant Demo 29

Reporting • Quadrant HR includes a powerful reporting component and offers several options for reporting on the information stored in your organization’s database • Online Reports provide a quick, on-screen display of payroll transactions • Calendar reports give you a visual representation of transactions in calendar or graph format • The Report Tool provides the flexibility for ad-hoc reporting as well as a multitude of canned reports 30

Self-Serve Module - QHR. net • Allows employees to utilize a level of self service through a web -based interface • Consists of ‘basic’ and ‘advanced’ • ‘Basic’ expected to be operational by mid – Nov 2009 and ‘advanced’ by mid - Feb 2010 • Available features via QHR. net ‘basic’: – – Employee Pay statements (view) Employee Demographics (view & edit) Employee Benefit Banks (view) Employee Schedules (view – for those organizations where Quadrant scheduling is implemented) • Available features via QHR. net ‘advanced’: – – 31 Recruitment Leave Management

Training - High-Level Overview • HR and payroll training sessions began in mid. February and continue to-date • Training programs are customized to reflect the requirements of the sector and organizational needs • 215 organization resources have completed HR and/or Payroll Training as of September 2009 32 Organization Participants

Training Courses • Courses currently available as in class sessions: Human Resources (mandatory) 2 days Payroll (mandatory) 3 days Year End Payroll (highly recommended) 1 day Report Writing 1 (optional) 3 days HR Suites (optional) 2 days Scheduling (optional) On Demand • Future courses QHR. net (optional) To be determined • Training occurring across the Province – in all LHINs 33

HRIS Support Center Critical asset to the on-going success of the project and organizations success Technical support to assist organizations is absolutely necessary – real people helping organizations with real business critical problems To contact the HRIS CSS Support Centre: Contact CSS. HRIS. MOH@ontario. ca or Call 1 -877 -706 -8094 or 416 -246 -7062 • • • 34 Press 1 for Technical Support Press 2 for General Inquiries, Press 3 for Training

Communications and Stakeholder Engagement • Combination of general and focused communications to the CSS sector • Communications to a variety of Stakeholder Groups including Advisory Working Groups and Steering Committees – representing a cross-section of both sectors, LHINs and CCIM representatives • Respond where possible to what sectors are asking for in terms of information – e. g. “ 20 Minute Demo” Continue to change our communications as project evolves and organizations identify additional and other needs in relation to the HRIS Project and Quadrant software solution 35

Next Steps & Opportunities • Development and offering of more advanced Quadrant Training Courses • Continuous improvement such as applying lessons learned: with one year of implementation work completed there is a better understanding of how Quadrant and the HRIS team can work more efficiently and effectively with organizations • Encourage CSS organizations to talk with their peers about their experiences in implementing Quadrant • Continue to increase relationships with associations, LHINs and stakeholder interest groups 36

Contact Information For more information on the HR and payroll software solution, please contact: HRIS CSS Project Support Centre Phone: Local(416) 246 -7062 or Toll-free 1(877) 706 -8094 Email: CSS. HRIS. MOH@ontario. ca For more specific questions about the project and/or implementation, please contact: HRIS CSS Project Saj Sodhi, Project Lead, HRIS CSS Project Phone: (416) 314 -9200 Email: Sajneet. Sodhi@ontario. ca 37

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Thank You and Questions 39