Hiring a New Data Collector: Difference between revisions

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  This article needs to be updated in regards to using process related to [[Success Factors]] for WRHA employee's that are hired on or after Jan 2.18
A. creating a brand '''NEW position''' (not common) such as changing EFT:   
A. creating a '''NEW position''' (not common):   
*you need electronic budget approval forms first before you proceed and work with Finance person or CC or Med.  
*you need budget approval forms first before you proceed.
**Contact Tracy Simcoe for Critical Care, Tamara Cipriano for Internal Medicine.
**Contact Jodi Walker Tweed for Critical Care, Dale Gustafson for Internal Medicine.
*[[Success Factors]]
*[[Success Factors]]


B. filling '''vacant position (most common):'''
B. filling '''vacant position (most common):'''
* [[Manager]] calls HRSS to initiate process and date employee is leaving position &
* [[Manager]] calls HRSS to initiate process and date employee is leaving position &
* advise HRSS if to post the vacant position
* advise HRSS if to post the vacant position or not


*the Director is suppose to review and approve in SuccessFactors  
*the ICU Director is suppose to review and approve in SuccessFactors.  Would do it for both CC and Med
*please post with following pre screening questionaire:  (helps reduce inappropriate submissions)
*This is already included in screening for applicates.  Pre screening questionaire:  (helps reduce inappropriate submissions)
#Are you currently registered with the CRNM? If not, are you eligible for registration?
#Are you currently registered with the CRNM? If not, are you eligible for registration?
#Do you have two (2) year of current ADULT intensive care nursing experience?
#Do you have two (2) year of current ADULT intensive care nursing experience?
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*ensure proper payscale step  
*ensure proper payscale step  
*hourly rate
*hourly rate
*academic allowance
*academic allowance BN, or ICU course
*vacation accural rate
*vacation accural rate
*excess vacation (staff can see it on their pay stub)  
*excess vacation (staff can see it on their pay stub)  
*number of vacation days remaining that must be scheduled before end of fiscal year - March 31  
*number of vacation days remaining that must be scheduled before end of fiscal year - March 31  
* need to check if person will resign their current positions if outside an SAP site AND will be porting their benefits from local site in region to WRHA.
* need to check if person will resign their current positions if outside an SAP site AND will be porting or mobilizing their benefits from local site in region to WRHA.
* the manager from other position employee is coming from has to be told by employee of her plans, if mobilizing etc.
** CRNM Registration # so you can check if currently registered online
** CRNM Registration # so you can check if currently registered online
** emergency contact person and phone number
** emergency contact person and phone number,


NEW hires (not transfers within our program):
NEW hires:
* copy of interview and score card
* copy of interview and score  
* copy of Nursing education certificate or Degree
* copy of Nursing education certificate or Degree - Manager must review.  Employee or manager can upload into Success Factors under employee profile.
* copy of education certificates relevant to position (ICU course)
* copy of education certificates relevant to position (ICU course) - Employee or manager can upload into Success Factors. Manager must verify Education certificates before putting on pay scale.
*[https://www.crnm.mb.ca/services/nurse-check online Nurse Registration Check]
*[https://www.crnm.mb.ca/services/nurse-check online Nurse Registration Check]
* Resume
*Resume already in Success Factor when employee applies
* interview scores x2
* interview scores x2 - no need to upload to Success Factors.
* reference check - x2
* reference checks - x2 - Manager to upload into candidate profile in Success Factors.
* Oath for security check if doesn't have current one
* '''[[Criminal record check]] (CRC)'''   Employee when applies for this check can request to share with employer, so it will be sent electronically.  Manager has to check if received as sometimes HRSS does not note in Success Factor if received or not.
* '''[[Criminal record check]] (CRC)'''
* '''[[Adult abuse Reg check]] (AARC)''' - Employee or manager can upload into Success Factors.
* '''[[Adult abuse Reg check]] (AARC)'''  
* '''[[Child abuse Reg check]] (CARC)''' -  "  "
* '''[[Child abuse Reg check]] (CARC)'''  
**[policy http://home.wrha.mb.ca/corp/policy/files/20.30.120.pdf WRHA-record check policy]
**[policy http://home.wrha.mb.ca/corp/policy/files/20.30.120.pdf WRHA-record check policy]
**must be current within '''6 months''' if new employee  
**must be current within '''6 months''' if new employee  
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*[http://home.wrha.mb.ca/hr/forms-hiring.php WRHA Hiring Forms]
*[http://home.wrha.mb.ca/hr/forms-hiring.php WRHA Hiring Forms]
**[http://home.wrha.mb.ca/hr/forms.php WRHA_forms & Templates]
**[http://home.wrha.mb.ca/hr/forms.php WRHA_forms & Templates]
* [https://home.sharedhealthmb.ca/digital-health/services-catalogue/network/account-management/ ACTM] form to ServiceDesk - network access and [[Setting up Regional EPR Access for Data Collectors]] - set up as a WRHA Data Collector Role  
* [https://home.sharedhealthmb.ca/digital-health/services-catalogue/network/account-management/ ACTM] form to ServiceDesk - network access and [[Setting up Regional EPR Access for Data Collectors]] - set up as a '''WRHA Data Collector Role'''
**Check off the EPR box on the ACTM form.  In the EPR ROLE section put: see comment below/need access to Web Reports.     
**Check off the EPR box on the ACTM form.  In the EPR ROLE section put: see comment below/need access to Web Reports.     
**In the comment section at the bottom of the ACTM form: Set up as a '''WRHA Data Collectors Role''', as per accounts management instructions that is on file in Ehealth which also includes special instructions for EPR set up.  
**In the comment section at the bottom of the ACTM form: Set up as a '''WRHA Data Collectors Role''', as per accounts management instructions that is on file in Ehealth which also includes special instructions for EPR set up.  
**also include which global address group to add to.   
**also include which global address group to add to.   
*** Having [[Data collector xxdc account for EPR]] log in to EPR has some sot of bug that affects access to Reports.  The DB people in eHealth have to run some sort of query to fix this when they set up.  They have updating the setting up a WRHA Data collection role instructions on file to make sure this bit is not missed.[[User:TOstryzniuk|Trish Ostryzniuk]] 14:41, 2019 March 14 (CDT)
*** Having [[Data collector xxdc account for EPR]] log in to EPR has some sot of bug that affects access to Reports.  The DB people in eHealth have to run some sort of query to fix this when they set up.  They have updating the setting up a WRHA Data collection role instructions on file to make sure this bit is not missed.  
  LEGACY:  Used to be referred to as:  [[Sandy Kroeger]] instructions.  
  LEGACY:  Used to be referred to as:  [[Sandy Kroeger]] instructions.  
* get new employee to train for EPR on [[LMS]]
* get new employee to train for EPR on [[LMS]]
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===LMS===
===LMS===
online learning modules that are required to be completed.
Make sure they have LMS account.
*For more information, see [[LMS]]
*online learning modules that are '''required''' to be completed.   For more information, go to: [[LMS]] article.
**Sent link to LMS article on Wiki after employee hired and Manager has Registered employee on both Public and Private Wiki. 


===New employee Handbook===
===New employee Handbook===

Revision as of 12:06, 2021 March 22

A. creating a brand NEW position (not common) such as changing EFT:

  • you need electronic budget approval forms first before you proceed and work with Finance person or CC or Med.
    • Contact Tracy Simcoe for Critical Care, Tamara Cipriano for Internal Medicine.
  • Success Factors

B. filling vacant position (most common):

  • Manager calls HRSS to initiate process and date employee is leaving position &
  • advise HRSS if to post the vacant position or not
  • the ICU Director is suppose to review and approve in SuccessFactors. Would do it for both CC and Med
  • This is already included in screening for applicates. Pre screening questionaire: (helps reduce inappropriate submissions)
  1. Are you currently registered with the CRNM? If not, are you eligible for registration?
  2. Do you have two (2) year of current ADULT intensive care nursing experience?

WRHA stuff

  • Obtain Employee ID
  • ensure proper payscale step
  • hourly rate
  • academic allowance BN, or ICU course
  • vacation accural rate
  • excess vacation (staff can see it on their pay stub)
  • number of vacation days remaining that must be scheduled before end of fiscal year - March 31
  • need to check if person will resign their current positions if outside an SAP site AND will be porting or mobilizing their benefits from local site in region to WRHA.
  • the manager from other position employee is coming from has to be told by employee of her plans, if mobilizing etc.
    • CRNM Registration # so you can check if currently registered online
    • emergency contact person and phone number,

NEW hires:

  • copy of interview and score
  • copy of Nursing education certificate or Degree - Manager must review. Employee or manager can upload into Success Factors under employee profile.
  • copy of education certificates relevant to position (ICU course) - Employee or manager can upload into Success Factors. Manager must verify Education certificates before putting on pay scale.
  • online Nurse Registration Check
  • Resume already in Success Factor when employee applies
  • interview scores x2 - no need to upload to Success Factors.
  • reference checks - x2 - Manager to upload into candidate profile in Success Factors.
  • Criminal record check (CRC) Employee when applies for this check can request to share with employer, so it will be sent electronically. Manager has to check if received as sometimes HRSS does not note in Success Factor if received or not.
  • Adult abuse Reg check (AARC) - Employee or manager can upload into Success Factors.
  • Child abuse Reg check (CARC) - " "

Other forms and things

  • WRHA Hiring Forms
  • ACTM form to ServiceDesk - network access and Setting up Regional EPR Access for Data Collectors - set up as a WRHA Data Collector Role
    • Check off the EPR box on the ACTM form. In the EPR ROLE section put: see comment below/need access to Web Reports.
    • In the comment section at the bottom of the ACTM form: Set up as a WRHA Data Collectors Role, as per accounts management instructions that is on file in Ehealth which also includes special instructions for EPR set up.
    • also include which global address group to add to.
      • Having Data collector xxdc account for EPR log in to EPR has some sot of bug that affects access to Reports. The DB people in eHealth have to run some sort of query to fix this when they set up. They have updating the setting up a WRHA Data collection role instructions on file to make sure this bit is not missed.
LEGACY:  Used to be referred to as:   Sandy Kroeger instructions. 
  • get new employee to train for EPR on LMS
  • WRHA ID card - go to: WRHA photo ID information WRHA website
  • fill out site specific FORM site swipe card for site ID where applicable
  • fill out site specific FORM for office key
  • notify site manager where individual will be assigned
  • check with employee if parking required
    • staff to arrange parking on their own with the site assigned to. Site data collectors can help with contacts for parking and site keys and security forms.
      • STB: Phone: call 237-2319 and be placed on a waiting list
  • organize orientation training with main office and then partnering scheduling.
  • Employee must: set up epost account for pay statement if they don't have. Will need an WRHA employee ID.
    • Instruction how to set up and register: go here
  • WIKI set up: afterSetting up a new wiki user - a password is sent to person's work email (must check work email and enter correctly when registering new user on Wiki).
    • Need to send them instruction on how to log in and change password. This is to both our Public and Private Wiki.

LMS

Make sure they have LMS account.

  • online learning modules that are required to be completed. For more information, go to: LMS article.
    • Sent link to LMS article on Wiki after employee hired and Manager has Registered employee on both Public and Private Wiki.

New employee Handbook

New employee Handbook

IT Support

See also: Active Directory and Group Policy Details

Email Contact Group

Mailing list manager: p:Trish Ostryzniuk

NOTE: Adding to distribution list is apparently included in the Data Collector Role instruction for accounts management team, for setting up new user but it does not always get setup.

To Add new hire to Global address Group mailing list:

  • DC CC (Data Collection Critical Care)
  • DC Med (Data Collector Medicine).
  • Also subgroup mailing list for each Site.

Staff Resignation/Retirement

see Processes required when a data collector leaves/retires