Case study
Care and Customer Service transforms HR, Time and Attendance, Payroll using Oracle HCM cloud
Oracle HCM Cloud and Payroll solutions brought automation and integration into the client’s HR and Payroll processes. Efficiency and productivity improved, while errors and mismanagement in all processes dropped significantly. Complexities and compliances involved in Scheduling, staff planning, and Payroll were also mitigated.
Harsh
5 min read
1000+
Employee
50+
Office Branch
250+
Official Partner
10+
Years of experience
About the client
People with mental health difficulties
The client offers a full range of services for people experiencing mental health difficulties, from 24 hours supported accommodation to support promoting recovery in the community
The Client’s mental health pathway of services includes:
1. Recovery accommodation services to prevent hospital admissions during a mental health crisis.
2. Step-down accommodation services for customers leaving specialist inpatient services.
3. 24-hour care services for customers with moderate care and support needs.
4. Community-based floating support for people in their own homes who are on the way to recovery and who now only need low-level support to maintain independence.
Community care
Their mental health community care support services enable customers to live independently in their accommodation but with minimal formal support. The level of care and support gradually decreases as customers ‘find their feet.’
The client offers a full range of services for people experiencing mental health difficulties, from 24 hours supported accommodation to support promoting recovery in the community
The Client’s mental health pathway of services includes:
1. Recovery accommodation services to prevent hospital admissions during a mental health crisis.
2. Step-down accommodation services for customers leaving specialist inpatient services.
3. 24-hour care services for customers with moderate care and support needs.
4. Community-based floating support for people in their own homes who are on the way to recovery and who now only need low-level support to maintain independence.
Community care
Their mental health community care support services enable customers to live independently in their accommodation but with minimal formal support. The level of care and support gradually decreases as customers ‘find their feet.’
Key Challenges
The client was looking for a robust cloud solution for the complete transformation of HR, Time and Attendance and Payroll.
Client’s challenges and pain areas with the current environment included:
3500+ employees with varied pay and HR policies (pension schemes, student loans, salary sacrifices, etc.), various spreadsheets that weren’t on the cloud or had tracking history.
The legacy systems were also deeply hindered by their limited functionalities. For example, the Payroll Manager would refer to 100+ spreadsheets over 12 days to get a payroll sign-off after checking for redundant work schedules and other complex operational processes across the well-spread organisation.
Making data entries in attendance timesheets wastes a lot of time, employees may have to wait in line to enter or leave, and HR professionals must cope with time ticket concerns.
Minimal integration between HR and Payroll led to heavy admin work, manual errors, and compliance risks.
Client’s challenges and pain areas with the current environment included:
3500+ employees with varied pay and HR policies (pension schemes, student loans, salary sacrifices, etc.), various spreadsheets that weren’t on the cloud or had tracking history.
The legacy systems were also deeply hindered by their limited functionalities. For example, the Payroll Manager would refer to 100+ spreadsheets over 12 days to get a payroll sign-off after checking for redundant work schedules and other complex operational processes across the well-spread organisation.
Making data entries in attendance timesheets wastes a lot of time, employees may have to wait in line to enter or leave, and HR professionals must cope with time ticket concerns.
Minimal integration between HR and Payroll led to heavy admin work, manual errors, and compliance risks.
End-to-end Integrated Recruit to HR, Time and Attendance to Payroll Solutions
Modern self-service and integrated HR to Payroll systems to handle the HR and Payroll processes
Scheduling, staff planning, and overtime recording because of multiple employee types like volunteers, relief workers, support & care staff.
Multiple assignments to the same resource
UK legislation and local compliances.
Scheduling, staff planning, and overtime recording because of multiple employee types like volunteers, relief workers, support & care staff.
Multiple assignments to the same resource
UK legislation and local compliances.
Modules Implemented
1. Oracle Cloud HCM Core HR
2. Recruitment and On-Boarding
3. Talent & Workforce Management
4. Learning & Development
5. Time and Attendance
6. Performance Management
7. Personnel Administration & Case Management
8. Payroll & Benefits Administration
9. Document Management & Knowledge Management
2. Recruitment and On-Boarding
3. Talent & Workforce Management
4. Learning & Development
5. Time and Attendance
6. Performance Management
7. Personnel Administration & Case Management
8. Payroll & Benefits Administration
9. Document Management & Knowledge Management
Solution Implemented
After a detailed analysis of the client’s requirements and expectations, PCL planned to configure and deploy the following Oracle Cloud modules.
1. HCM Core HR
2. Recruitment and On-Boarding
3. Talent & Workforce Management
4. Time & Labor and Absence Management
5. Learning & Development
6. Performance Management
7. Personnel Administration & Case Management
8. Payroll & Benefits Administration
9. Document Management & Knowledge Management.
PCL also had to migrate data from the disparate, multiple legacy systems to Oracle Cloud HCM and Payroll System.
1. HCM Core HR
2. Recruitment and On-Boarding
3. Talent & Workforce Management
4. Time & Labor and Absence Management
5. Learning & Development
6. Performance Management
7. Personnel Administration & Case Management
8. Payroll & Benefits Administration
9. Document Management & Knowledge Management.
PCL also had to migrate data from the disparate, multiple legacy systems to Oracle Cloud HCM and Payroll System.
Automation and integration into the client’s HR and Payroll processes
Oracle HCM Cloud and Payroll solutions brought automation and integration into the client’s HR and Payroll processes. Efficiency and productivity improved, while errors and mismanagement in all processes dropped significantly. Complexities and compliances involved in Scheduling, staff planning, and Payroll were also mitigated.
Self Service enablement to thousands of employees, including Relief Workers, Volunteers, Care & Support Staff
Integrated System was implemented to handle the HR and Payroll processes, reducing manual intervention and effort, which led to multiple errors.
Streamlined Scheduling, staff planning, and overtime recording for multiple employee types like volunteers, relief workers, support & care staff.
Payroll management is an essential part of the business, Payroll management for people having multiple roles was implemented by Automating and streamlining the process.
Payroll compliance eliminates risks involving legality and penalties protecting reputation, hence are Compliance with UK legislation, Scottish and Welsh Local compliances: in shift scheduling, staff planning and Payroll processes.
Automation improved the efficiency and productivity of employees, especially the HR team. The system provides us with easy calculations, making the entire pay mechanism very lucid. On the other hand, multiple manual works are time-consuming and prone to human errors.
The customer had a clear vision of business growth; to achieve it, they had to be future-ready by leaving behind the legacy system.
Streamlined Scheduling, staff planning, and overtime recording for multiple employee types like volunteers, relief workers, support & care staff.
Payroll management is an essential part of the business, Payroll management for people having multiple roles was implemented by Automating and streamlining the process.
Payroll compliance eliminates risks involving legality and penalties protecting reputation, hence are Compliance with UK legislation, Scottish and Welsh Local compliances: in shift scheduling, staff planning and Payroll processes.
Automation improved the efficiency and productivity of employees, especially the HR team. The system provides us with easy calculations, making the entire pay mechanism very lucid. On the other hand, multiple manual works are time-consuming and prone to human errors.
The customer had a clear vision of business growth; to achieve it, they had to be future-ready by leaving behind the legacy system.
Shield Strategy Implementation Approach to maximise ROI
PCL overcame several challenges by creating and executing a detailed phase-wise implementation plan using Shield Strategy.
The plan divided all the deliverables into multiple phases. Each phase was configured and implemented, and the next was started only after that.
This gave enough time for HR to discuss and test each module, for the employees to get used to the new system, and for PCL could include the local requirements in the configuration.
The business resource requirement was also minimised, and the implementation process became more efficient and easier to manage.
Change Management
PCL collaborated to develop a change management and business readiness strategy and helped implement the same.
The Payroll Parallel Reconciliation tool helped with testing, validation and reconciliation of the migrated data. In addition, it helped reduce the validation time of the Payroll Parallel testing process by over 80% while improving its accuracy. This was especially important because the parallel testing was conducted for three months as per Payroll implementation best practices.
The plan divided all the deliverables into multiple phases. Each phase was configured and implemented, and the next was started only after that.
This gave enough time for HR to discuss and test each module, for the employees to get used to the new system, and for PCL could include the local requirements in the configuration.
The business resource requirement was also minimised, and the implementation process became more efficient and easier to manage.
Change Management
PCL collaborated to develop a change management and business readiness strategy and helped implement the same.
The Payroll Parallel Reconciliation tool helped with testing, validation and reconciliation of the migrated data. In addition, it helped reduce the validation time of the Payroll Parallel testing process by over 80% while improving its accuracy. This was especially important because the parallel testing was conducted for three months as per Payroll implementation best practices.
Business Benefits Delivered
Oracle HCM Cloud and Payroll solutions brought the following benefits to the client:
Automation and integration into the HR and Payroll processes, eliminating manual work and saving time.
Improved efficiency and productivity in all HR and Payroll processes.
Scheduling and staff planning became easy to manage, and the employees had quick and early access to their shifts.
All compliances and regulations were handled in Payroll, Scheduling, and staff planning.
Improved employee engagement and morale and allowed them to focus on value-adding activities.
Enhanced the accuracy of timekeeping and attendance and kept track of the employee’s absence, ensuring that attendance policies were in line with the company’s guidelines.
Automation and integration into the HR and Payroll processes, eliminating manual work and saving time.
Improved efficiency and productivity in all HR and Payroll processes.
Scheduling and staff planning became easy to manage, and the employees had quick and early access to their shifts.
All compliances and regulations were handled in Payroll, Scheduling, and staff planning.
Improved employee engagement and morale and allowed them to focus on value-adding activities.
Enhanced the accuracy of timekeeping and attendance and kept track of the employee’s absence, ensuring that attendance policies were in line with the company’s guidelines.
Our ultimate goal has been achieved. That was to streamline systems and get them talking together. Tying our HR, Time and Attendance and Payroll made our system run much smoother. It connects three triangles. We love it. We love the time that we’re gaining. We look forward to looking at other opportunities and processes within Oracle.
– Zoe Hammond
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