E-Governance: The Paperless Board May 29, 2015 Meet Our Panel

5/26/2015
E-Governance: The Paperless Board
May 29, 2015
Meet Our Panel
 Donna Lazartic, COO, Francis E. Parker Memorial
Home
 Rick Mallia, Senior Director of Support Services,
Francis E. Parker Memorial Home
 Doug Struyk, CEO, Christian Health Care Center
 Facilitator: Dottie Schindlinger, Governance
Technology Evangelist, BoardEffect
(dottie@boardeffect.com)
2
Session Agenda
Topic Overview
Panelist Context
Talk-Show
3
1
5/26/2015
What is
E-governance?
Use of online platforms
designed to enhance
and streamline the
management of board
information and
the effectiveness of
board operations.
4
Genesis of Board Technology
Increased
Scrutiny
More
Regulations
Need to Stay
on Track
5
What’s At Stake
 Good governance
matters
 Resources are scarcer
 Boards and staff are
seeking ways build
effectiveness
6
2
5/26/2015
20+
# HRS / MONTH
FOR CEOs ON
BOARD WORK
BoardSoure “Leading with Intent,” 2015
36%
7
CEOs BELIEVE
BOARD IS WELLPREPARED
BoardSoure “Leading with Intent,” 2015
30%
BoardSoure “Leading with Intent,” 2015
8
NONPROFIT
BOARDS USE
TECHNOLOGY
9
3
5/26/2015
Managing Board Work: 4 Key Perspectives
Eleanor:
Board Liaison
Juan:
IT/Security
Judy:
CEO/ED
Bruce:
Board Chair
10
“
I want to get
it all done—
stress-free.”
The Executive
Assistant
11
“
I want to be
able to
sleep well
at night.”
The IT
Professional
12
4
5/26/2015
“
We want the
board to serve
as a strategic
partner.”
Executive
Team
13
“
I just want to
focus on
really making
things
happen.”
Board Member
14
“Governance As Leadership”
HIGH
PERFORMING
BOARDS
15
5
5/26/2015
“
In addition to oversight,
boards need to provide
insight, and, if possible,
foresight.”
NANCY AXELROD,
Governing for Growth
16
Board Management Software Alignment
Fiduciary Mode: online board books, policy
manuals, real-time dashboards, archive
Strategic Mode: repository for plan docs,
surveys, discussion forums, polls
Generative Mode: ad hoc groups, fluid
agendas, on-boarding, collaboration
17
Personalized Dashboard
18
6
5/26/2015
Calendar & Attendance Tracking
19
Management of Board Meetings Materials
20
Board Profiles
21
7
5/26/2015
Engagement & Feedback
22
Board Education & Knowledge Management
23
Success Strategies
Clarity on Needs
Board Buy-in
Reinforcement & Evaluation
24
8
5/26/2015
Board Tech. Implementation Cycle
Access
Knowledge
Execution
Quick Start
Admin Coaching
Board Training
Goals & Timeline
Configuration/Set-up
Board Meeting Support
Roll-out Plan
Launch Prep
Ongoing Evaluation
25
Where Are We?
Topic Overview
Panelist Context
Talk-Show
26
E-Governance:
The Paperless Board
LeadingAge NJ
May 29, 2015
Donna Lazartic, Chief Operating Officer
Rick Mallia, Sr. Director, Support Services
The Francis E. Parker Memorial Home
9
5/26/2015
Parker’s History & Mission
A Not-For-Profit Long -Term Care Community
Over 100 Years of Providing
Transformative & Charitable
Long-Term Care Services in
Home-like Settings.
Founded in 1907 by Henrietta Parker
in honor of her husband, Francis.
Supported during the early years
with help from the local community
and volunteer nurses.
Later supported with gifts from
General Robert Wood Johnson.
The Parkers
General Robert Wood Johnson
Tradition of Advancing Learning
Opportunities for Nurses, other
Health Care Professionals and
Caregivers.
Copyright 2015 The Francis E Parker Memorial Home, Inc. All Rights Reserved
Parker at Monroe
“Community Center”
Opened
December
2014
Opened
December
2014
“Small Home”
Long-Term Living Community (96)
Monroe Township, NJ
29
Parker’s Governance Structure
(1) Board
(17) Board Members
(10) Committees
(9) Senior management liaisons with board
Copyright 2015 The Francis E Parker Memorial Home, Inc. All Rights Reserved
30
10
5/26/2015
Parker’s E-Governance Journey
Paper-based Board and Committee books (pre-2010)
Massive administrative task
Initial Board Portal Solution (2011-2012)
Custom designed in a website environment
Resided on a secured area of Parker’s public website.
Limited features and functionality.
Accessing and navigating the site was inefficient
Cumbersome and time consuming to administer (8 hrs.
prepping/posting materials)
Required significant IT support (4 hours preparing/testing)
Current Board Portal Solution (2013 – Today)
Evaluated vendors and board portal solutions
Detailed due diligence on two vendors
Business Case – cost/benefit analysis – Board alignment
Decision Made to Transition to Outsourced Solution
More efficient and cost-effective
Copyright 2015 The Francis E Parker Memorial Home, Inc. All Rights Reserved
31
Board Portal Implementation Process
Developed implementation plan with vendor
Configured the board portal system
Parker portal administrators trained and begin using the portal to
populate content in preparation for August/September 2013 Board
Meetings
“Soft introduction” for these meetings with both the current system
and the new system populated with the content
Board members advised prior to the meetings that iPads are the ideal
devices to access board portal although any browser-based device
(PC, laptop, tablet) couldbe utilized
Training made available to the board during these meetings
New board portal would be used exclusively starting with the
November/December 2013 board meetings
Copyright 2015 The Francis E Parker Memorial Home, Inc. All Rights Reserved
32
Parker’s Board Portal Benefits
Board Member Efficiencies
User friendly interface through iPad or computer to a secure
portal
Streamlined and time savings for access to critical board
information.
Administration Efficiencies
Coordinating and posting materials reduced by 50%
IT Department Efficiencies
Preparing and testing the board portal reduced time to near zero
Senior Management Efficiencies
Happy Board = Happy Management
In addition, can be used to manage and centralize internal
committees and task forces.
Copyright 2015 The Francis E Parker Memorial Home, Inc. All Rights Reserved
33
11
5/26/2015
Board Portal – User Feedback Survey
Administered in 3Q14 – four quarters after portal implemented
88% feel the use of the portal is not difficult
35% felt initial training was not adequate
77% are moderately to extremely familiar with technology, 24% are
slightly to somewhat familiar
The majority of users find the portal easy to use and are pleased with
the portal
Overall consensus that the portal is valuable
Coincides with users who consider themselves to be familiar with
technology and are likely to use the portal during board meetings
Overall increase in Parker management and administrative staff
efficiency
Saving countless administrative hours per quarter
IT is rarely engaged to support portal issues.
34
Copyright 2015 The Francis E Parker Memorial Home, Inc. All Rights Reserved
Title
. . . fosters health,
healing, and wellness
for people of all ages
in a compassionate
and loving
environment
consistent with the
Christian principles on
which we were
founded.
301 Sicomac Avenue, Wyckoff, NJ 07481
(201) 848-5200
ChristianHealthCare.org
Scope of Services
• Senior Life
• Short-Term Rehab
• Mental Health Services
• Continuing Care Retirement Community
ChristianHealthCare.org
12
5/26/2015
Senior Life
• Independent living at Evergreen Court
(40 apartments)
ChristianHealthCare.org
Senior Life
• Independent living at Hillcrest Residence
(39 apartments)
ChristianHealthCare.org
Senior Life
• Longview Assisted Living
with memory support (95 units)
ChristianHealthCare.org
13
5/26/2015
Senior Life
• Christian Health Care Adult Day Services
in two locations (serving up to 96 clients)
ChristianHealthCare.org
Senior Life
• Skilled-nursing care at Heritage Manor Nursing Home
(178 beds)
ChristianHealthCare.org
Senior Life
• Special-care nursing facility (SCNF) Behavior
Management at Southgate (44 beds)
ChristianHealthCare.org
14
5/26/2015
Short-term rehab
• David F. Bolger Post-acute Care Unit
providing short-term rehab (76 beds)
ChristianHealthCare.org
Mental Health
• Ramapo Ridge Psychiatric Hospital (58 beds)
ChristianHealthCare.org
Mental Health
• Ramapo Ridge Partial-hospital Program
day treatment
ChristianHealthCare.org
15
5/26/2015
Mental Health
• Pathways specialized mental-health services for
intellectually/developmentally disabled adults (11 clients)
ChristianHealthCare.org
Mental Health
• Christian Health Care Counseling Center
outpatient services
ChristianHealthCare.org
The Vista
• The Vista, a Continuing Care Retirement Community
(199 apartments) projected to open in 2018
ChristianHealthCare.org
16
5/26/2015
Organizational structure
• Operational Board (15 members) providing oversight
and governance over all locations and programs
• Foundation Board (10 members) providing oversight
over philanthrophy and volunteer services
• Executive staff (6 members) invited to all Operational
and Foundation Board meetings and many committee
meetings
• 12 Board sub-committees
• Medical Staff (11 members)
ChristianHealthCare.org
BoardEffect impact
• Streamlines the process of creating board and committee
meeting packets
• More efficient and cost-effective means of
communication
• Security of board materials
• Timely access to information as it becomes available
• Many board members are frequently traveling;
BoardEffect allows them to have board information for
review at their fingertips wherever they are located.
ChristianHealthCare.org
Who’s Who Again?
 Donna Lazartic, COO, Francis E. Parker Memorial
Home
 Rick Mallia, Senior Director of Support Services,
Francis E. Parker Memorial Home
 Doug Struyk, CEO, Christian Health Care Center
 Facilitator: Dottie Schindlinger, Governance
Technology Evangelist, BoardEffect
(dottie@boardeffect.com)
51
17
5/26/2015
E-Governance: The Paperless Board
May 29, 2015
18