1218 Global Helped Streamline Platforms Across HR, Payroll, Marketing, Sales, Program and Client Relationship Management

Client Overview

At its inception, Ingenovis Healthcare recognized the need to determine if the current staffing technology that was in place at its two original business entities HSS (with the brands Fastaff/USN) and Trustaff (with the brands Trustaff and CardioSolution) was sufficient to grow the company and to enable cross-brand opportunities. These systems spanned various functions such as HR, payroll, marketing, sales, program and client relationship management (CRM) and more. Their implementation and usage also varied across all four lines of business. The multiplicity of platforms created data silos, support inconsistencies, and significant manual work for employees. In March 2021, 1218 Global was engaged to conduct an evaluation of technology and business processes across all brands, to develop (and ultimately implement) a recommended platform that would be common to all lines of business with the intention of creating a better working space, deliver improved efficiencies, and facilitate growth and cross-LOB collaboration.

Assessment Phase:

The assessment phase was comprised of the following key steps:

1. A Comprehensive Audit: 1218 Global conducted a thorough audit of all existing systems and workflows. This included interviews with key stakeholders, mapping out data flows, and identifying critical integration points.
2. Requirements Gathering: Detailed requirements were gathered from various departments to ensure that the consolidated systems would meet all business needs.
3. Roadmap Development: A clear implementation roadmap was developed, outlining the phases of migration, integration, and training.

Issues Identified:

After the initial planning phase, 1218 Global conducted 30 interviews with 88 participants amongst 4 brands, and covered 24 functional areas and 95 processes. The following issues were identified:

• Data Silos: Different systems housed different data sets, leading to inconsistent, inaccessible information and multiple “versions of the truth”.
• Operational Inefficiencies: Employees had to manually transfer data between systems, increasing the risk of errors and time spent on non-productive tasks.
• High Costs: Maintaining multiple systems was expensive in terms of licensing, integration, and IT support.
• User Dissatisfaction: The complexity and inefficiency of using multiple systems led to frustration among employees.
• Outdated technology: Systems and processes (like timekeeping) are not automated.
• Systems not working together: System implementations were not complete and still left key tasks unsupported.
• Compliance and security: Key data and documents with confidential data were regularly emailed or stored unprotected in network drives. Users frequently had multiple logins to production systems due to inadequate security design, and several generic accounts were in-place to support external or offshore processes.

Roadmap Development

1218 Global was brought on board in March 2021 to streamline and integrate the lines of business and their technology systems. The goal was to enhance operational efficiency, reduce costs, and improve overall employee satisfaction by consolidating systems onto two primary platforms: Bullhorn and Workday.

1218 Global worked with the business leadership to develop a series of guiding principles to ensure that the platform would:

• Minimize the number of external vendors
• Improve data integrity
• Document metrics and cycle time
• Improve enterprise visibility
• Enable business process standardization
• Allow greater business agility and scalability
• Eliminate reliance on desktop tools like MS Excel
• Eliminate manual reporting with real-time dashboards
• Provide an excellent user experience
• Be accessible anywhere

1218 Global also ensured that the platform would:

• Guide users to do the right thing through an effective implementation
• Capture communication from all channels between all parties in the system
• Improve delivery time
• Improve quality and visibility for clients
• Reduce/eliminate compliance risks

1218 Global worked with Ingenovis Health leadership to develop a platform proposal, map all business functions to that platform, and determine what legacy systems would be removed or retained. Once the platform was validated with stakeholders, a robust program management plan was developed to support the implementation.

Implementation

Across the lines of business (Trustaff, Fastaff/USN, and CardioSolution), the team worked on a similar formula which they then actioned. This entailed:

1. Gathering Deep Requirements:

• Additional process and technology deep-dives were conducted using “reverse demos” and data review
• Existing business processes were mapped to Bullhorn requirements
• Business leads were given multiple trainings to allow them to participate in the design process
• A series of design sessions were conducted to ensure that the business processes were streamlined. This contained the best of all brands and industry best-practices.

2. System Consolidation:

• Bullhorn Implementation:
  • CRM and Recruitment: Bullhorn was chosen for its robust CRM and recruitment capabilities. It allowed for the consolidation of client data, recruitment processes, and communication histories into a single system.
  • Provider Payroll: ADP was selected for Provider (Candidate) Payroll.
  • Integration with Existing Tools: Integration connectors were developed to ensure seamless data flow between Bullhorn and other critical tools still in use.
  • Customizations: These were critical to maintain business process. Improved data integrity customizations were developed to validate and flow data where it was needed.

• Workday Implementation:
  • HR and Payroll: Workday was selected for managing HR, and internal payroll.
  • Financial Management: Workday’s financial management module was implemented to handle accounting, budgeting, and financial reporting.

3. Data Migration:

• Data Cleaning: Prior to migration, data from the old systems were cleaned and standardized to ensure accuracy.
• Data Enrichment: Data enrichment for customer and contact records were conducted through use of Definitive Healthcare to provide robust facility and demographic information. It was also used to create robust healthcare system hierarchies within the Bullhorn Applicant Tracking System (ATS).
• Phased Migration: Data migration was conducted in phases to minimize disruption to ongoing operations. Critical data were prioritized for the initial phases.

4. Integration

• Payroll: Integrations with ADP and PlanSource were developed to maintain integrity through the pay and benefits processes
• Workday: A series of integrations with Workday were developed to ensure syncing of customer and placement data needed to support AR activities. It was also used to send the invoices themselves that were generated from Bullhorn to Workday.
• VMS Systems: Integrations were configured to support the transfer of jobs to Bullhorn from customer VMS systems via a touchless process. Similarly, timesheets created in these external systems were fed into Bullhorn to remove touches and reduce errors.

5. Training and Change Management:

• Employee Training: Comprehensive training took place to ensure employees were proficient in using the systems implemented. 1218 Global continues to conduct optimization projects with the teams to ensure they are up-to-date and know how to work on the latest versions of the systems.
• Change Management: Regular communication and support were provided to help employees adapt to the new systems and processes.

Outcomes and Benefits

• Improved Efficiency: The integration of Bullhorn and Workday significantly reduced manual data entry and transfer tasks, freeing up employee time for more strategic activities.
• Cost Savings: Consolidating systems led to a reduction in licensing fees and IT support costs.
• Enhanced Data Accessibility: Centralized data repositories improved the accuracy and accessibility of information across the organization.
• Increased Employee Satisfaction: Simplified processes and user-friendly systems led to higher levels of employee satisfaction and engagement.

Conclusion

The strategic consolidation of the client’s technology systems onto Bullhorn and Workday, facilitated by 1218 Global, transformed their operational efficiency and set the foundation for scalable growth as proven by the acquisition and integration of additional brands into the platform. The successful implementation highlights the importance of a thorough assessment, strategic planning, and effective implementation and change management in technology integration projects.