Healthcare Facility IT Transformation

Modernizing Healthcare Operations Through IT Transformation

Overview

A major healthcare facility in Canada embarked on a project to modernize its staff scheduling system. The initiative aimed to enhance operational efficiency by customizing a Commercial Off-The-Shelf (COTS) human resource information system to meet specific organizational needs. The project was integral to aligning staff scheduling with payroll integration and improving overall resource utilization.
Challenges
The healthcare facility faced several challenges as it sought to improve its staff scheduling system:

Legacy System Limitations

The existing COTS system lacked customization options to address the unique scheduling needs of a diverse workforce.

Complex Workforce Requirements

The organization had to account for full-time, part-time, contract, unionized, and non-unionized employees, as well as volunteers.

Integration with Payroll

The scheduling system needed seamless integration with the payroll module to automate and streamline operations.

Change Management

The shift from manual processes to a digital solution required comprehensive change management to address employee and stakeholder concerns.

Solution
To address these challenges, a structured approach was undertaken focusing on five core components:

Enhanced Connectivity: Delivered high-speed internet across 13 regions, meeting customer demands.

Improved Market Position: Strengthened the organization's competitive edge in the telecommunications sector.

Customer Satisfaction: Provided secure, reliable, and high-performance broadband services.

Scalability: Established a future-ready infrastructure capable of supporting advanced applications.

Operational Efficiency: Streamlined service delivery and reduced operational costs.

Implementation

Initiation and Planning

  • Project Management Plan: Developed a comprehensive plan covering cost, scope, timeline, risk, and stakeholder management.
  • Stakeholder Engagement: Engaged stakeholders through workshops and meetings to define the project scope and objectives.
  • Design and Analysis

  • Variance and Social Analysis: Conducted Variance Analysis, GAIL Social System Analysis, and Grid Analysis to align technical and social aspects.
  • GAP Analysis: Performed GAP Analysis to compare existing and preferred scheduling tools, including master rotation and availability sheets.
  • Execution and Customization

  • Requirement Workshops: Facilitated workshops and interviews to gather insights into employee scheduling needs.
  • Functional Specifications: Delivered complete functional and business requirement specifications for application customization.
  • Testing and Validation

  • Manual Process Analysis: Analyzed manual processes and departmental timesheets to validate new system requirements.
  • Iterative Reviews: Conducted iterative reviews with stakeholders to refine customization efforts.
  • Support and Communication

  • Stakeholder Updates: Provided regular updates to stakeholders, including unions and management.
  • Transparency: Scheduled frequent meetings to ensure transparency and address concerns.
  • Deployment and Recommendations

  • System Enhancement Recommendations: Delivered recommendations for system enhancement and change management strategies.
  • Integration Workflows: Proposed workflows for seamless connection between scheduling and payroll systems.
  • Optimized Scheduling Process: Streamlined staff scheduling across all employee categories.

    Seamless Integration: Improved alignment between scheduling and payroll functions.

    Enhanced Operational Efficiency: Reduced manual effort and improved resource utilization.

    Stakeholder Alignment: Effective communication ensured stakeholder buy-in and minimized resistance.

    Scalable Solution: The customized COTS system supports future operational and organizational changes.

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