With approx 10,000 employees across 120 locations - ranging from small residential units to secure wards with 500 beds - there were many issues to consider.
The organisation employs a broad range of healthcare professionals who are categorised within 23 different paid groups of employees working various shift patterns. People management was carried out using three different HR systems with varying degrees of digital capability.
With an urgent need to have real-time insight into staffing expenditure, cloud based CoreHR’s people management module, which had been pre-selected prior to Silver Cloud HR’s involvement in the project, needed to be implemented, and fast.
The first stage of the project was a challenge. Silver Cloud HR were tasked with introducing the single HR system complete with employee self-service, within three months.
The landscape was typical of a company that had grown through acquisition. Each of the 120 locations had their own way of using the existing HR systems.
Data migration had already taken place from the legacy systems to CoreHR. Silver Cloud HR’s role was to work closely with CoreHR and the client to implement and test the new HR system against ambitious delivery timescales.
This involved quickly getting to know the complex structure of the organisation so that key test scenarios could be defined to ensure the system would be fit for purpose.
During the test phase, Silver Cloud HR developed and delivered training to 120 site administrators across the UK. The three-hour training sessions walked attendees through the key scenarios in the system and allowed them to access and practice using the system. To complement the training, Silver Cloud HR also created a user guide and training videos and supported a shared mailbox so that administrator queries were easily resolved.
In January 2019, the company went live with CorePersonnel. The new functionality means that all HR processes are online, reducing the cost and environmental impact of paper-based processes. It is putting more power in employees’ hands, streamlining HR tasks and improving engagement.
The biggest advantage to the workforce is the ability to book annual leave remotely. This shifts the responsibility away from the managers and saves administrators a considerable amount of time each month.
Better still, it has provided a platform forongoing digital transformation.
The Next Steps
Impressed with Silver Cloud HR’s expertise and support, the team was asked to assist with the next stage of the programme; rostering, time management and payroll.
To drive business efficiencies, the organisation needs greater control over its staffing expenditure; both internal and agency. With CorePersonnel now live, Silver Cloud HR is supporting CoreHR and the client with the implementation of CoreTime and CoreRoster.
A biometric clocking-in system is being introduced across all locations that will link to the CoreTime module. To enable this, Silver Cloud HR is working diligently, alongside CoreHR, to establish rules that account for the specific work and shift patterns at each locality.
Currently, this includes close consultation with business managers to identify shift types to create a series of work buttons within CoreTime.