Hiring a New Data Collector

A. creating a NEW position (not common):

you need budget approval forms first before you proceed.
- Contact Jodi Walker Tweed/Randy Martens for Critical Care
- Contact Dan Roberts/Dale Gustafson for Medicine.
Specific Finance contact if needed or help with new positions: Kim Kummen

B. filling vacant position (most common):

In SAP, complete an ESF for employee that is leaving position
- send ESF by email to: WRHApositionsbudget (see global address book) - new process Dec 19.14
In SAP, complete another ESF for posting:
- in a separate email sent to: WRHApositionsbudget
- Finance will review and forward ESF via email, to Director for signature. This is new as of Jan 2015.
  - Jodi Walker-Tweed for Critical Care
  - Dale Gustafson for Medicine
    - the Director is suppose to review and then forward the email back to WRHApositionsbudget.
  - WRHApositionsbudget will forward to EmployementServices and hopefully CC the manager.
- any job posting going to WRHApositionbugets the manager should include the following in the email with the ESF:
please post with following pre screening questionaire: (helps reduce inappropriate submissions)

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?

the position is posted for competition by HRSharedService (HRSS) department and they should let manager know when posting goes up.

Prior to sending a hiring ESF to WRHApositionbugets services compile package of complete forms to send in one email:

SAP ESF - Employee Status Form:
- check if candidate is a NEW hire (from nonSAP site) or a Transfer (SAP site). If not sure, call HRSS and press 5 then 1, and they will help you fill out ESF.
- Note: This info can be found on WRHA web site. I found that it is not always up to date there either, so contact HR REP if need assistance - Denise Langedorfer (HR Consultant - 2015) or email WRHAemploymentservices.
Obtain Employee ID if hire is from and SAP site.
ensure proper payscale step
hourly rate
academic allowance
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 their benefits from local site in region to WRHA.
- SIN #
- DOB
- CRNM Registration # so you can check if currently registered online
- emergency contact person and phone number

Also must be submitted along with ESF for NEW hires (not transfers within our program):

copy of interview and score card
copy of Nursing education certificate or Degree
copy of education certificates relevant to position (ICU course)
Resume
interview scores x2
competition screening list filled in
List of names and address of those interview and not successful - for letter of regrets
reference check - two
Oath for security check if doesn't have current one
Criminal record check (CRC)
Adult abuse Reg check (AARC)
Child abuse Reg check (CARC)
- [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
- state in email and in the comment section on ESF (employee status form) - PENDING if person is in the process of applying for record checks.

ACTM form to ServiceDesk - network access and Regional EPR Access - set up as a WRHA Regional Data Collector and include in comments on this form: as per Sandy Kroeger Instructions on file in Ehealath.
- 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.

IT Support

computer accounts eHealth ServiceDesk - Go to ehealth service catalogue and fill out a eHealth service request FORMS. (if using firefox, have click at message at top of screen to open using another brower and select ADOBE PDF).
- Send to electronic form by email to: Manager for signature.
  - refer them to Sandy Kroeger's instructions for NEW hires or for staff transferring into our WRHA program from another WRHA program
  - wording suggested by Sandy: "Set up with Data Collector Role as per Sandy Kroeger"
  - IMPORTANT: CC Sandy Kroeger and Wayne Hamilton, and make sure the email clearly states that this is for a Critical Care and Medicine data collector.
- network login access
- access to file share on Regional Server
- add RIS/PACS account
- EPR: Regional_EPR_Access#Setting up a new collector
  - direct collectors to EPR LMS training if needed.
if the collector will collect data in a location new to our program, see Setting up a new location
set up wiki account Setting up a new wiki user
For info on setting up a new laptop for a collector, see Laptop Setup

Mailing list manager: p:Trish Ostryzniuk

NOTE: Adding to distribution list is apparently included in the Sandy Kroeger instructions for setting up new user but it does not always get setup.

To Add new hire to Global address Group mailing list: