Introduction

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Client Background

‍Pinnacle Healthcare is a regional healthcare provider with 1,000 employees across multiple clinics and hospitals. They are known for their high-quality patient care but faced significant challenges in managing their workforce efficiently.

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Project Overview

‍Pinnacle Healthcare sought an advanced HR and workforce management solution to address issues with scheduling, time tracking, and compliance. They selected Dayforce by Ceridian for its robust features and comprehensive capabilities.

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Objectives

• Optimize Scheduling: Improve staff scheduling to reduce overtime and ensure adequate coverage.
• Enhance Time Tracking: Implement accurate time tracking to manage hours worked and reduce payroll discrepancies.
• Ensure Compliance: Adhere to healthcare labor laws and union agreements.

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Challenges

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Initial Situation

‍Pinnacle Healthcare faced difficulties with manual scheduling, time tracking inaccuracies, and compliance risks:

• Manual Scheduling: Scheduling was done manually, leading to frequent errors and inefficient use of staff.
• Time Tracking Issues: Inaccurate time tracking resulted in payroll errors and disputes.
• Compliance Risks: Struggled to stay compliant with complex healthcare labor laws and union rules.

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Specific Challenges

• Complex Scheduling Needs: Managing schedules across different departments and facilities.
• Union Agreements: Ensuring compliance with various union agreements.
• Data Accuracy: Ensuring accurate data migration and time tracking.

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Solution

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Strategy and Planning

‍A strategic plan was developed to address the unique challenges of Pinnacle Healthcare:

• Needs Assessment: Conducted detailed workshops to understand specific needs and compliance requirements.
• Project Plan: Created a phased implementation plan with clear timelines and milestones.
• Stakeholder Engagement: Engaged key stakeholders, including department heads and union representatives.

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Implementation

‍The implementation phase focused on configuring Dayforce for Pinnacle Healthcare's requirements:

• Configuration: Customized Dayforce to meet complex scheduling and compliance needs.
• Data Migration: Ensured accurate migration of employee data and historical records.
• Integration: Integrated Dayforce with existing payroll and HR systems.
• Training: Provided extensive training for staff and managers on the new system.

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Customization and AdaptationSpecific customizations were made to address Pinnacle Healthcare's needs:

• Custom Scheduling Rules: Developed scheduling rules to ensure compliance with labor laws and union agreements.
• Automated Alerts: Implemented alerts for overtime and compliance issues.
• Reporting Tools: Created custom reports for workforce analytics and compliance tracking.

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Execution

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Project Timeline

‍The project was executed over a six-month period with key milestones:

• Month 1-2: Detailed needs assessment and project planning.
• Month 3-4: System configuration, data migration, and integration.
• Month 5: Training and user acceptance testing.
• Month 6: Go-live and post-implementation support.

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Project Management

‍A proactive project management approach was adopted:

• Regular Updates: Weekly status meetings with stakeholders to track progress.
• Agile Sprints: Implemented bi-weekly sprints to ensure continuous progress.
• Risk Management: Identified potential risks and developed mitigation strategies.

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Challenges and Resolutions

• Data Migration Issues: Ensured data accuracy through rigorous testing and validation.
• User Resistance: Addressed user resistance through additional training and support.
• Integration Challenges: Worked closely with IT to resolve integration issues promptly.

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Results

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Outcomes

‍The Dayforce implementation delivered significant improvements:

• Optimized Scheduling: Reduced overtime by 25% and ensured adequate staffing.
• Enhanced Time Tracking: Improved accuracy of time tracking, reducing payroll errors by 90%.
• Compliance Assurance: Automated compliance checks ensured adherence to labor laws and union agreements.

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KPIs and Metrics

‍Key performance indicators and metrics highlighted the success:

• Overtime Reduction: Reduced overtime by 25%.
• Payroll Accuracy: Reduced payroll errors by 90%.
• Employee Satisfaction: Improved by 20%, as indicated by post-implementation surveys.

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Client Feedback

• Testimonial: "Dayforce has transformed our workforce management. Scheduling is now efficient and accurate, and compliance is no longer a concern. Our staff and management are very pleased with the results." – HR Director, Pinnacle Healthcare.

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Conclusion

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Lessons Learned

• Engage Stakeholders Early: Involving stakeholders early in the process is crucial for a smooth implementation.
• Detailed Training: Comprehensive training is essential for user adoption and system success.
• Continuous Support: Ongoing support is necessary to address any post-implementation issues.

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Future Steps

• System Enhancements: Regular updates to ensure the system continues to meet evolving needs.
• Ongoing Training: Continuous training sessions to keep staff updated on new features and functionalities.

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Impact on Client's Business

‍The Dayforce implementation has had a profound impact on Pinnacle Healthcare's operations, leading to optimized scheduling, improved payroll accuracy, and enhanced compliance. The firm is now better equipped to manage its workforce efficiently, ensuring high-quality patient care.