LifeBridge Health Case Study

Berkshire Associates Inc. Develops an Innovative Solution to LifeBridge's Performance Management System Needs

Industry: Health Care/Wellness

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Overview

"What started as a temporary utility to collect information for a one-time project turned into a permanent solution and system that has streamlined an otherwise cumbersome process," states Guy Van Tiggelen, Director of Compensation at LifeBridge Health, when referring to Berkshire Associates' Job Description Project.

LifeBridge is one of the largest, most comprehensive, and highly respected providers of health-related services to the people of the Northwest Baltimore region. LifeBridge advocates preventive services, wellness and fitness services, and programs to educate and support the communities it serves. LifeBridge consists of Sinai Hospital of Baltimore, Northwest Hospital Center, Levindale Hebrew Geriatric Center and Hospital, Jewish Convalescent & Nursing Home and their subsidiaries.

With their new management system regulations in place, LifeBridge needed help with their adherence plan. In order to do this, LifeBridge asked Human Resources and Affirmative Action expert, Berkshire Associates Inc., for assistance. Berkshire utilized its software development background to create a productive solution to LifeBridge's request.

Facing the challenges

LifeBridge needed to adhere to their new Performance Management System requirements as quickly and efficiently as possible. To reach this goal, LifeBridge requested that Berkshire rewrite over 1,000 of its job descriptions to match the new system regulations. In order to rewrite the job descriptions, Berkshire would need to collect job data via analysis of each individual job. This effort would undoubtedly consume time and money at a very fast rate. With such a large volume, the process to gather this information had to be strategic and reliable.

With LifeBridge's needs understood, Berkshire began analyzing the best route to a solution. Because of Berkshire's extensive history in software development, it suggested developing a web-based solution that would effectively meet all of LifeBridge's requests while avoiding the revision process.

Innovative Solution

After collaborating with LifeBridge's technical staff on new system requirements, Berkshire developed a web-based application known as the Job Description Project that would enable managers to complete job analysis questionnaires online. Managers would be able to access the system using their e-mail address and password, and upon login could access a list of all the positions reporting to them while having the capability to add additional jobs. Each position would have a link to an analysis questionnaire designed to capture specific job information such as: essential job functions, qualifications, and requirements. These characteristics would be used later to generate a comprehensive job description.

Implementation

Berkshire's consultants began collecting and editing data to create a final job analysis for each position. Queries were provided enabling LifeBridge to interface with Berkshire's application. LifeBridge began daily extractions of data to be formatted into hard copy job descriptions for integration with their Performance Management System.

System enhancements were made throughout the duration of the Job Description Project to allow additional functionality and flexibility, such as copying and editing already approved job descriptions similar to other positions still needing to be completed.

Above and Beyond

To accommodate LifeBridge's needs beyond the terms of its contract with Berkshire's HR consulting division, further system enhancements were made allowing LifeBridge to manage and administer the web-based application on their own. Berkshire's product development team and the LifeBridge IT and Compensation teams went back to the table to discuss additional features that would ultimately allow for a more robust, structured system. A major enhancement added to the project was a built-in approval process allowing managers to submit a completed questionnaire to be approved by upper management. The system would then automatically convert the questionnaire into a completed job description.

Berkshire also developed a report interface so that LifeBridge employees could view job descriptions without having to login to the system. Furthermore, Berkshire was able to target the application to LifeBridge's industry by including functionality specific to the medical field. Guy states, "Berkshire's database structure gives LifeBridge a solid foundation from which to build and maintain our Performance Management System that formats evaluations with the functions from the job descriptions.

The Transformation

In order to implement the software as a resource within the company, LifeBridge conducted several review sessions to familiarize its staff with the system's functions. The Job Description Project training was integrated in the Performance Management System training, and the rollout was staggered across the entities at a pace that was tailored to the needs of the staff. In addition, screen shots were provided to help managers with little exposure to job descriptions understand the overall process.

Beyond Benefits

LifeBridge's successful collaboration with Berkshire not only eased a once overwhelming procedure, but also accommodated existing business processes. According to Guy, the productivity and hard-cost savings that have occurred at LifeBridge since the implementation are:

• Cost-Savings - the cost to construct this system by Berkshire was much less expensive than other systems that were investigated
• Time-Savings - the process to allow managers to directly access job descriptions and update them is a time-savings advantage. Although the HR staff is approving the changes, they do not need to initiate the process
• Convenience - the ability to access and update job descriptions that are linked to performance evaluations has considerably improved the convenience of managers
• Well-Defined Process/Efficiency - the Berkshire system established the consistent LifeBridge process for job description creation and revisions on an automated, easily maintained basis

The Final Bridge

The Job Description application that Berkshire created standardizes LifeBridge's process and provides consistency across departments. According to Guy, "The system is now used to house all of LifeBridge's job descriptions, and all descriptions must be submitted and approved through this system."

LifeBridge's employees and managers now easily access thousands of job descriptions from across the system. These descriptions are more up-to-date and consistent between departments and entities. Now job requirements are accurately reflected, and employees and managers can use them as the basis for performance management discussions.

Client Satisfaction

Guy Van Tiggelen states, "The Berkshire team was very responsive to our many changing requests and delivered an excellent product vital to the retention of key talent at LifeBridge Health."