Let's connect

Harbin Clinic Improves Employee Efficiency by Upgrading to Oracle Cloud Applications

About Harbin Clinic

Harbin Clinic is globally acclaimed for providing care through highly qualified and dedicated doctors, medical professionals, and staff. They use advanced clinical technology and provide the highest standards of patient care and service to over 600,000 people.

As one of the largest privately-owned multi-specialty medical clinics in Georgia, United States, Harbin Clinic has more than 240 healthcare providers specializing in 40 different medical specialties. Spread across 21 practice locations throughout Rome, Cartersville, Calhoun, Cedartown, Acworth, Adairsville, Armuchee and Summerville, this clinic is a product of five generations of medical history that began 150 years ago.

Products: Oracle ERP Cloud, Oracle HCM Cloud, Oracle SCM Cloud, Oracle EPM Cloud

Services: Oracle implementation

Industry: Healthcare

Challenges

With over 1350 employees, the key challenge Harbin Clinic faced was managing complex data flow between the systems, due to the absence of ERP processes. Manual intervention was needed to keep all systems in sync with each other. They needed a simpler expense allocation process as the existing process was complex and the payroll process was not compliant.  

Harbin Clinic partnered with Mastek to address these business needs along with creating an electronic flow to handle the compensation and performance.  

During the project span of 9 months, the challenges that we overcame using Oracle Cloud Applications and by establishing and streamlining technology processes included:

  • Remote training was given to the users because of COVID-19 restrictions in place.  

  • The complex integration with Kronos for Time and Attendance was done remotely. 

  • The payroll distribution costing had to be simplified while restructuring the business processes for payroll and benefits to reduce exceptions.  

  • Our team set up ERP processes in place for budget maintenance and allocation so that even the Harbin Payroll team could operate without having to hire expert technical staff.

Solutions

Mastek meticulously addressed each pain point presented by Harbin Clinic. We proposed and implemented digital transformation to get their processes cloud enabled. The solutions included handholding and providing refresher training to the Harbin team. Going a step ahead, Mastek ensured that even the customer challenge of resourcing did not derail the project.

  • The Mastek team helped the Harbin team validate and arrange the Kronos data while providing solutions for payroll costing and tax reporting that could be customized for certain employees. 

  • Furthermore, the complex integration of Kronos Time and Attendance was successfully completed.  

  • The benefits enrollment process was streamlined and brought on a single platform with vendor integration in the ERP.  

  • Lastly, the Oracle Planning and Budgeting Cloud Services (PBCS) and Oracle Profitability & Cost Management Cloud Service (PCMCS) modules resolved complex requirements for budget maintenance and expense allocation for such a large organization.

Benefits

We implemented key modules from the Oracle Cloud suite in the form of ERP processes. The business benefits include:  

  • An overall reduction in the operation time and a high ROI.  

  • Because all the key modules are housed in the same suite of Oracle Cloud applications, including payroll, benefits and HR, they did not have to be integrated individually. It allowed Harbin Clinic to witness a significant reduction in the interface implementation time.  

  • The key challenge of managing multiple systems was replaced by a single system of Oracle Cloud. Our Oracle Learning Cloud implementation provided a platform that managed all their courses and certifications centrally. The data flow was streamlined to reduce the manual intervention of users. The Oracle implementation ensured that employees could do their enrollment without contacting multiple vendors.  

  • We created an electronic process for compensation and performance in Oracle to reduce the unnecessary efforts of users and increase transparency for all stakeholders. Moreover, Oracle Recruiting Cloud automated data flow and created a simpler recruiting process.  

  • Our team created host-to-host integration for BAI to bring efficiency into the payment system.

Our Implementation Methodology

Mastek follows a robust and result-driven implementation methodology for an accelerated, agile transformation of the business processes. There were key milestones added at each step to provide an accelerated implementation to Harbin:

Project Readiness 

  • Readiness checklist and assessment 

  • Agree on project goals 

  • Project Work Plan Initiation 

  • Review work already done by previous SI 

Configure and Learn 

  • Configure the final solution and build high-priority custom objects 

  • Conduct iterative solution demonstration workshops 

  • End to end system integrated testing 

  • Prepare for training and testing 

Transition and evolution 

  • Configure production application and migrate data 

  • End user training assessment 

  • Go live and hyper care 

Design 

  • Conduct best practice solution, demos and fit-gap workshops 

  • Solution design document 

  • Finalize reports, integrations and other custom object required 

  • Review data templates, prepare data strategy and sample data 

Training and validation 

  • Conduct key-user training and user acceptance testing workshops 

  • Review go-live readiness and confidence 

  • Agree on support framework and organization 

  • Being end user training (client activity) 

Value Addition by Mastek

The value addition brought by the Mastek team for the end-to-end Oracle ERP Cloud execution included the implementation of the FLSA rule as per the US compliance standards. Oracle Fusion Payroll is more aligned with the US laws. Mastek also automated the data flow between Oracle and Kronos, the payroll processes as well as post-payroll processing. Finally, after the Oracle Cloud implementation, all Harbin employees could avail the benefits through their Employee Self-Service platform in a single system.

 

Why Harbin Clinic chose Mastek for their End-to-End Oracle ERP Cloud Implementation?

Even during COVID-19, the Mastek team provided offshore services as per the client’s time zone. Critical sessions such as KUT/UAT were managed efficiently to ensure that the Oracle Cloud implementation stayed on track, as per the proposed timelines. The project was completed on time and within the stipulated budget while following Oracle’s best practices. As Mastek assisted Harbin Clinic to upgrade the legacy system to Oracle Cloud applications, the team provided consultancy services throughout the implementation

 

 

Milestones: HLA, CRP, Gap Analysis, KUT, UAT, Parallel Runs, Mock Payroll, Payroll Parallel Runs with the Legacy System, Go-Live, Post-Production Support.