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REGINA MARIA HEALTHCARE NETWORK CASE STUDY

How Regina Maria manages HR analysis and budgeting processes with Senior Software’s solution

Implementation of the HR Analysis and Budgeting solution within the private healthcare network “Regina Maria”

About REGINA MARIA:

Industry: private medical services
Business activity: services
Employees and collaborators: over 7,500
Turnover: EUR 237 million / 2020
Market presence: over 200 locations in Romania

Project overview:

Division: CPM
Implemented solution: HR performance management system
Company: REGINA MARIA Private Healthcare Network
Solution components: HR Budgeting, HR Performance, and HR Analytics
Replaced solution: Excel
Project objective: Automation of budgeting processes, optimal analysis of HR indicators, and integrated management of human resource performance.

before implementation

HR department challenges

  • Increased effort for amount verification and validation
  • Non-automated, time-consuming processes
  • Difficulties in generating KPI analyses and budget versions
  • Too many resources involved in data aggregation
  • Errors in salary budget preparation
  • Difficulties in internal collaboration and access to centralized information
  • Lack of real-time access to costs and human resource performance
  • Increased effort to ensure data accuracy and budget control

After system implementation

The company’s objectives

  • Achieving efficient HR performance management
  • Simplifying HR analysis and budgeting operations
  • Optimizing working time in HR budgeting and analysis processes
  • Ensuring a higher level of data accuracy
  • Improving internal communication and collaboration
  • Easy access from anywhere to data relevant to the HR department
  • Control and visibility over costs and budgeting processes related to human resources
  • Situation before implementation
  • Benefits after implementation
Situation before implementation
The HR budget was initiated by the Human Resources Department in the last month of the year through the export of the salary cost situation available up to that point, involving a labor-intensive process of allocating costs at employee and location level. After initialization, each location and division manager worked on the salary cost budget using an Excel file template. Once budget editing was completed, one file was saved for each budget version, validated following the revisions carried out within the budgeting workflow. Budget data aggregation was a very time-consuming process, as final data checks and validations were carried out by phone or email. At the same time, managerial KPI analyses were performed in Excel by processing each file individually and each key performance indicator separately. Monthly amount checks and validations required considerable time and increased attention. Go Live: October 2018
The implemented budgeting process is customized and tailored to our business needs, and the interface is intuitive. The software allows us to budget positions within the organizational structure and the related salary expenses, giving us the possibility to view all information in a structured manner, by position, division, department, cost center, month / year, or expense type. Costs are calculated automatically based on formulas entered into the application, which makes the work easier for all users. Irina Somanescu, HR Director – REGINA MARIA Healthcare Network
Benefits after implementation
The system gives managers greater control over budgets and allows them to closely track the proposed objectives, as a result of which the organization’s turnover has grown significantly over the past 3 years. Excel files have been replaced, and the HR budget now starts from an existing situation already available in the database of the Analysis and Budgeting system. At present, each manager handles the budget individually, while data aggregation at department, division, and company level is carried out natively. Access to budget information is very fast, and budget versions are very easy to manage and track. Personnel costs are integrated very quickly into the P&L financial report (Profit & Loss) of each location, by cost category, depending on the employee’s position (doctor, nurse, collaborator, non-medical staff). To support collaboration, employees have access to chat and can use report sharing functions and automatic email notifications. At the same time, the platform can be accessed from anywhere, enabling remote work.
Moving to software that allows us to automate these steps involved in the budgeting processes represented a major leap for us. The CPM solution contributed significantly to streamlining the process by eliminating calculation errors and reducing the working time previously allocated to consolidating data at Group level, performing analyses, and completing all the stages required to obtain the final budget version. Irina Somanescu, HR Director – REGINA MARIA Healthcare Network
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The most important changes recorded after implementation:

  • Easy management of changes related to human resources and personnel costs
  • Elimination of human errors
  • Timely delivery of managerial reports in the HR analysis area
  • Full control over personnel expenses for each polyclinic, hospital, laboratory, and imaging manager
  • Real-time tracking of fixed and variable costs at employee position level
  • Automatic calculations and centralized tracking of personnel costs by division and location
  • Estimation of cost types for future positions needed in the company’s organizational structure
  • Strict adherence to the budgeting process calendar by users with a mobile workplace
  • Easy compliance with legislative changes
  • Centralized calculation and tracking of net and gross costs by company, division, and location
  • More accurate forecasting in a much shorter time
  • Rapid identification of the best courses of action and their inclusion in the next budget
As far as data accuracy is concerned, operational errors have decreased considerably, and this was made possible by the option to implement conditions and restrictions at operational level, which led to better process control.
In addition, the fact that the platform can be accessed from anywhere, as long as there is an internet connection, is an advantage especially for those who have a mobile workplace and who must follow a specific schedule in the budgeting process.

Irina Somanescu, HR Director – REGINA MARIA Healthcare Network

Analize KPI si Dashboarduri interactive pentru regina maria

KPI analyses & interactive dashboards:

With the HR performance management system, managerial analyses are available in a suite of intuitive dashboards where the values, trends, or variations of key performance indicators (KPIs) are tracked. With the help of the system, the operator performs analyses across two categories of indicators, namely qualitative KPIs and quantitative KPIs:

  • Quantitative KPI managerial analysis

    HC (Headcount) level, FTE (Full-Time Employee), salary level and tenure in position, provision balance for annual leave, financial impact of contractual changes, length of service within the group. Qualitative KPI managerial analysis

  • Qualitative KPI managerial analysis

    categories of contractual changes, recruitment process analysis, employee satisfaction level, annual evaluation response rate, induction course participation, performance management workflow stages.

Time savings:

The private medical services provider has recorded major time savings across all operations since using Senior Software’s solution. More specifically, platform users currently spend up to 50% less time on processes related to:

  • Maintaining data accuracy
  • Data import
  • Analysis across multiple budget versions
  • Analysis of budgeted vs. actual costs
  • Transfer of budgeted positions

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How Regina Maria manages HR analysis and budgeting processes with Senior Software’s solution