Fidelis Care Turns To Inergex To Develop A Time Tracking And Processing System Using Lotus Notes

Client: Fidelis Care
Client Location: United States
Client Industry: Healthcare

Client Profile
Fidelis Care, a managed care company available in 36 counties in New York State, was founded by eight Bishops of the Roman Catholic Dioceses in New York State. The organization is based on a ministry of selfless caring, especially for those who lack adequate healthcare. Fidelis Care’s goal is to provide the finest quality healthcare to everyone in New York State who does not have access to health insurance.

Business Situation & Challenge
Each of the 650+ employees of Fidelis Care submits a bi-weekly timesheet in order to receive pay for the associated period. The previous process consisted of a manual, paper-based process that was time consuming, resource intensive, and prone to error. Furthermore, it gave supervisors and management little visibility into the leave time their team had accrued or used. Fidelis Care recognized the shortcomings associated with their current time tracking process and decided to leverage existing technology investments to automate and improve this process.

Solution
To automate the Time Tracking and Processing System, Fidelis Care looked to Inergex to lead and develop a custom Lotus Notes application. The application had to meet specific goals and objectives outlined both by the business users and IT team. The system had to:

• Facilitate the electronic routing and approval associated with employee timesheets including issuing notices to those involved based on specific business rules.
• Give employees, supervisors, and management visibility into the amount of leave accrued, taken, and remaining for individuals and subordinates—thereby replacing the existing Access database used to generate these reports.
• Accurately track and report on employee unscheduled leave.
• Facilitate any workflow and formal notices associated with unscheduled leave.
• Directly transfer approved time to ADP for payroll processing.

Fidelis Care expected to realize the following benefits as the direct result of this initiative:

• Reduce the amount of time required by those involved with the process so they may become more efficient at their primary job functions.
• Improve employee job satisfaction by increasing the accuracy by which they are paid, and providing visibility into their accrued and taken leave time.
• Eliminate costs associated with errors caused by the current process (i.e. payroll corrections, manual checks, etc.).
• Reduce the overhead associated with collating, filing, and storing paper timesheets for the amount of time required.
• Eliminate costs associated with supporting two Access databases used to track unscheduled leave and accrued leave time.

Project Results & Benefits
The Time Tracking and Processing System has been adopted by each of the 650+ employees within Fidelis Care—to be used for submitting time and leave. Two hundred (200) new users are in the process of being added from a company that was recently acquired.

The following impacts have been identified by Fidelis Care employees:

• Time savings and increased productivity (specific results are based on functional area and process involvement).
• Supervisors, managers, and directors have benefited greatly because of the approval process. It is currently estimated that 30%-50% less time is needed per pay period.
• The human resources leadership saved about 50% of their time each pay period on timesheet and leave issues.
• Over 5 hours per pay period have been reduced in the overhead associated with collating, filing, and storing paper timesheets. This is administrative and clerical functionality that is no longer needed.
• In general, the review and approval process is less hectic each pay period.
• Records retention has been simplified and is now easily storable and can be accessed when needed.
• Employees have direct visibility into their leave availability because the information is on all their paychecks. This helps employees know exactly how much leave they have accrued, reducing the number of calls and e-mails into HR regarding these questions. As a result HR has more time to focus on other strategic projects at hand.

Additional results are still being tracked and measured. For more information about this project and/or how Inergex can help you with your specific business/IT objectives, please contact us at projectinfo@inergex.com.

For more information about Fidelis Care, please visit www.fideliscare.org

CS_Fidelis_TimeTracking.pdf