Opportunity

The organization was required to upgrade their timekeeping system in order to remain within required parameters for vendor support and to prepare for an eventual move to the cloud. Efficient Project Management was needed to monitor internal and external resources over multiple workstreams, provide status updates to leadership, coordinate all work with the application and change management teams, and facilitate all design sessions for new functionality.

 

Risk

A lack of coordinated work from both business, Information Systems, and the external vendor would jeopardize the ability of the payroll and timekeeping department to pay 13,000 employees in a timely and accurate manner. Any expected downtime or inaccuracy in the calculation of payroll would have resulted in major disruption to the business and detracted from the quality of patient care and overall employee satisfaction.

 

Our Role

Stache & Associates provided full lifecycle Project Management for the timekeeping system upgrade, including strategy development and operations execution.

 

Action

The Project Management team developed and maintained all project files (kick off presentation, team org chart, communication plan, etc.) and were responsible for providing status updates for project core team, project steering team, and executive steering team. Responsible for holding the external vendor accountable for all timelines and escalating any significant issues to executives as needed. Accountable for validating that all projected changes were documented by the application teams and accounted for by the training teams. As the project continued, the Project Management team was responsible for providing a methodology for testing and tracking the various stages of testing. This included the facilitation of daily testing reporting while ensuring test cases were documented, user acceptance testing was monitored, defects were documented, and defects being resolved in a timely manner.

 

Benefit

Complex project which included the coordination of multiple work streams consisting of internal and external resources, issue and timeline management, reporting to multiple levels of leadership, facilitation of design and testing; all of which led to a highly successful implementation for a $4 billion organization with over 13,000 employees.

 

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