This is to advise staff on the parameters and process to track expenses related to Operational Readiness (also referred to as Capital Operating) projects occurring in Bethesda, Boundary & Portage. Strong effort to track direct expenses for these projects is required as supporting documentation must be available at the request of Manitoba Health, Seniors and Long-Term Care (MHSLTC) for financial forecasting and other purposes. Southern Health-Santé Sud Finance Leadership will be working closely with Senior Leaders & Regional Leaders to appropriately report Operational Readiness expenditures in the suitable manner requested by MHSLTC.

If you have any questions on this and for specific Payroll or General Ledger Codes for tracking Operational Readiness costs, please use contacts listed below.

Payroll and Scheduling

New rotations developed solely for Capital Operating and Operational Readiness positions will be set up with a Position Control Number (PCN) that is coded directly to Operational Readiness General Ledger Codes. Managers can work directly with their Business & Financial Analyst to secure appropriate PCN’s.

There will be many staff supporting Capital Operating and Operational Readiness work, including staff that do not have an Operational Readiness PCN, so pay codes have been developed to track expenses for these staff.

• Please use discretion to determine whether costs are material enough to be monitored.
• Expenses will initially be recorded in the original department of the staff member
• By using specific pay codes, we are able to isolate the expenses & will be able to make appropriate decisions on the data being reported.

Pay codes created to track staffing hours/shifts related to Operational Readiness work:

Relief:
ACOP0 – Rlf Capital Operating 1.0
ACOP4 – OTPd 2.0 Capital Operating Rlf
ACOP5 – OTPd 2.5 Capital Operating Rlf
ACOPW – Rlf Worked Stat Capital Operating 1.5
BCOP4 – OTBk 2.0 Capital Operating Rlf
BCOP5 – OTBk 2.5 Capital Operating Rlf

Please follow the normal procedure for reporting absences to Payroll (notification on Daily Flow Sheet and/or Request for Leave form).

Pay codes created for Training & Orientation scheduled due to Operational Readiness resourcing needs:

ALCOP – Pd Training Capital Operating
ALCOO – Pd Orientation Capital Operating

When staff who own a Capital Operating position are working shifts that are considered to be part of “Regular Operations” (Ex. Picking up shifts assigned to Non-Capital operating PCN’s or rotations). The expectation is the regular payroll pay codes be used as these costs are to be reflected in our regular operations.

Finance

We are asking that Finance Leadership help coordinate the use of Operational Readiness cost centers, PCN’s & GL codes. At this point, we are not widely distributing the codes for general use, but will coordinate their use with Finance Leadership, Senior Leaders & Directors, as appropriate.

As items are purchased or extra compensation expenses are approved, Finance Leadership will apply the Operational Readiness cost centers & GL codes. Please connect with your Business & Financial Analyst as items are being planned for purchase for the Operational Readiness effort & we will provide the appropriate GL codes to process the transactions.

Business & Financial Analysts & Regional Leaders will need to use their discretion at the use of Operational Readiness GL codes, as we have to ensure the expenses meet the definition of Operational Readiness expenses. Again, please connect with your Business & Financial Analyst and/or Senior Leader to discuss any questions or planned purchases.

For more information, please contact:
Finance – Denise Hoeppner 204-905-1214 or Bryce Lamb 204-424-6047
Payroll – Jen Normandeau 204-424-6020
Scheduling – Frieda Penner 204-903-0791

Submitted by: Finance & Planning