Optimisation - Healthcare
Optimising Process, Data & Integrations
Getting streamlining, right
The Challenge
Declining Legacy System: All Contingent Workers were being managed from an outdated Access database. The system was not integrated to Workday and could not be relied up on as a single source of truth, with unclean data, creating process errors and the organisation incurred regulatory fines.
Redesign Scope: Discovery had taken place prior to our arrival and we were provided with a large amount of whiteboards with post-it note ideas and pain points. Our job was to translate that into a consistent and deliverable design in Workday that overcame all of those existing issues and was sustainable.
Stakeholders: The impacted workers generated 60% of the revenue for the organisation and therefore had a large voice, with little knowledge of what was possible in Workday. Navigating overlapping layers of influence from HR and IT required at times quite extreme levels of calm and confidence to drive the required outcomes.
Our Impact
Re-engineered JML Processes
We started by taking those Discovery session post-it notes and creating entirely new Joiner, Mover, Leaver (and Conversion) Processes for the entire Contingent Workforce (around 4.5k). Agreeing those processes, ensuring they collected the correct data, and achieving global sign-off was a major win.
Data Conversion & Data Migration
We reviewed all Contingent Worker Data stored in legacy systems. We cleansed that data to refine a record scope of 7.5k down to 4.5k workers confirmed active workers with Managers. We mapped the data points to their new counterparts in Workday. Then we migrated the clean data over.
Integrations & Cutover
We reintegrated the Contingent Workers within Workday. Rebuilding 12 Integrations. Including: SalesForce, Service Now, SailPoint, Saba, Randstad Time Tracking and multiple compliance systems. We executed detailed ‘syncing’ of those systems through Cutover, delivering Change Management initiatives.
The Result
Streamlined Joiner, Mover, Leaver and Conversion Processes for all Contingent Workers, on a sustainable technology platform.
Clean Net New Data, consistent management of the data for the largest revenue generating population of the organisation in their core HR system.
Integrations with Compliance & Training systems that meant an end to Regulatory Fines, creating ‘peace of mind’ for senior management and certainty for shareholders.
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