How the MUHC transformed Risk Management with BlueKanGo

Achievement – Modernising the onboarding and integration process:

To modernise the onboarding and integration of new managers and formalise its digital transformation, the HR module of the BlueKanGo application was customised for the MUHC. Prior to this complete process overhaul, Version 1.0 consisted of a paper-based checklist of 28 activities provided to immediate supervisors welcoming new managers. Probation forms were also paper based; they had to be downloaded and subsequently emailed to Management Services. Version 2.0 represents a shift into the digital age, offering supervisors and new managers a new checklist of 125 dynamic online activities with email notifications for key milestones. Probation forms have also gone digital; they are now completed dynamically online and automatically routed directly to Management Services.

Versatility of the BlueKanGo “HR Process” module:

The versatility of the BlueKanGo "HR Process" module has improved the onboarding and integration of new managers through real-time data accessibility, allowing for more agile management. The application triggers automated email alerts and reminders for:

• The completion of key activities (assisting in the scheduling of important meetings);

• The completion of documentation (preventing files from being overlooked);

• The automated delivery of probation and follow-up forms to Management Services for archiving in manager personnel files (eliminating the need for manual downloading, printing, and sending).

Leveraging BlueKanGo for sustainability and innovation:

By utilising BlueKanGo for Version 2.0 of the onboarding process, the goal was to enable more agile HR practices, particularly regarding the tracking of probation and interim periods. Being able to see, in real time, exactly where supervisors and their new managers stand in the integration process allows for practice adjustments whenever necessary. Ensuring supervisors are notified of key milestones in a timely manner allows them to act proactively rather than reactively. For example, missing the probation end date for a manager who does not meet requirements carries significant consequences if no action is taken in time. When statistics show that some supervisors have had to onboard up to four new managers simultaneously, it becomes imperative to provide tools that support their oversight.

Data on BlueKanGo usage in Version 2.0:

Since the implementation of Version 2.0 in October 2022, 144 new managers on probation and 58 in interim positions have completed the digital onboarding process via BlueKanGo. 47% of managers on probation and 57% of those in interim roles belong to non-clinical departments (e.g., Technical Services, Human Resources, Information Technology, etc.). In total, 71% of managers on probation and 78% of those in interim roles had less than five years of management experience, and 27% held the dual status of both "new manager" and "immediate supervisor."

Regarding management performance reviews:

Regarding management performance reviews (and probation evaluations, if still ongoing), data shows that 61% of managers have no recent performance review or probation evaluation in their file. It is clear that tools to facilitate the completion of these reviews must be established, as these non-completion rates are consistent with previous years. The more BlueKanGo serves multiple purposes, the more it will be adopted and become a permanent fixture. As a 100% online application, this achievement stands out for its agility and aligns with a sustainable development perspective (paperless). It fulfills the commitment to providing an environment with better tools to support our managers' workloads through accessible new technologies. Finally, this project was made possible by the mobilisation of all collaborators and partners within the HR department (e.g., Management Services) and beyond (Information Technology).