HRIS 6 case studies - CCIM

HRIS Case Study: Brain Injury Services of Simcoe County
“It is a multi‐layered system and we won’t use all the layers, but for our needs, it absolutely serves us and then
some!”
Lisa Hodges, Program Assistant
Brain Injury Services of Simcoe
County
Sector: CSS
Location: Barrie
Employees: 13
Software Solution(s):
Microsoft Dynamics GP and Quadrant
HR and Payroll
Goals:
Organization is in growthmode
Will continue to learn
reporting capabilities
Benefits (according to Brain
Injury Services of Simcoe
County):
Flexibility in creating reports
Reports created free of
charge
Control over payroll
production
Ease of costing of split
positions
Background Information:
This community-based program provides rehabilitative assessment,
treatment, support and training services to people living with the
effects of a brain injury.
Business Challenges:
Brain Injury Services of Simcoe County was using a payroll system
that required a great deal of manual labour. The organization decided
it was time to implement a payroll system with greater functionality
and increased automation.
With its previous system, most of the organization’s reports were
prepared manually in-house to avoid outsourcing costs. Brain Injury
Services was also manually dividing its payroll into each program area
for costing purposes. As each employee’s pay is split into at least two
different accounts, it took extra effort to calculate the splits in order to
create journal entries.
Brain Injury Services was in the process of implementing Microsoft
Dynamics GP when other agencies in the area encouraged the
organization’s staff to attend a training session for Quadrant
Workforce.
The Solution:
Even though the prospect of managing the implementation of two systems at the same time seemed
daunting, staff realized the benefits to the organization after attending the CCIM-led Quadrant Workforce
training course and moved quickly to implement the Quadrant HRIS solution.
The organization is now using both Quadrant Workforce and Microsoft Dynamics GP. Account splits are
automatically allocated to the correct General Ledger (GL) account and costing for each division is
accomplished effortlessly.
Quadrant’s automatic time card generation feature is extremely useful to the organization, as is the
control over when payroll is processed. In addition, reports can be run in any number of ways at any time
and, best of all, at no additional cost.
“Right from the minute we started, it rolled out wonderfully. I can’t say enough about the implementation team!”
Lisa Hodges, Program Assistant

HRIS Case Study: Unionville Home Society
“The help‐desk staff are knowledgeable and a pleasure to deal with. I don’t call very often anymore, but I am
never disappointed when I do.”
Terri Roy, Manager IT and Payroll
Unionville Home Society
Sector: CSS
Location: Unionville
Employees: 245
Software Solution(s):
Background Information:
Established in 1967, Unionville Home Society provides a
comprehensive range of care and services, including housing and
long-term care, to older adults and their families.
Quadrant HR and Payroll
Goals:
Consider using QHRnet to
deliver pay statements
Scheduling module for
salaried employees
Benefits (according to Unionville
Home Society):
Substantial savings over
payroll service provider fees
Improved data integrity and
accuracy
Time savings creating reports
and General Ledger (GL)
uploads
Automatic accruals at month
end
Ability to post‐date entries
Business Challenges:
Before implementing Quadrant Workforce, it took Unionville Home
Society two to three full days of collecting information from three
separate systems to complete its Trial Balance. Simply updating the
General Ledger was a full-day process. The organization’s
outsourced payroll provider was also expensive and could not
accommodate OHRS/MIS reporting requirements. As a result,
Unionville Home Society began investigating options to reduce
costs, streamline its reporting process and bring its payroll
processing in-house.
The Solution:
Unionville Home Society heard about the CCIM HRIS CSS project
and quickly signed up, a move that has resulted in significant time
savings. Updating the General Ledger now takes 15 minutes;
generating the Trial Balance takes roughly a third of the time it once
required. Many of the organization’s old, manual processes have
been automated, enabling the generation of reports, including
staffing reports to the Ministry of Health and Long-Term Care, at the
push of a button. Likewise, manually adjusting financial transactions has, for the most part, become a
thing of the past. Now, changes to employee financial data can be post-dated and made effective the
day they are due rather than the pay period ending date and month-end accruals are calculated
automatically. In addition, the organization now has more control over – and confidence in – the
integrity of its data.
“Quadrant Workforce is a very strong program. I get a bit excited when I realize I have a few hours to play around and
implement the tracking of a new slice of data pie.”
Terri Roy, Manager IT and Payroll

HRIS Case Study: WoodGreen Community Services
“Our environment is complex and translating this complex environment to the new application was a big
challenge. However, with the knowledge and dedication of our HR team and the CCIM implementation team,
most of these issues have been resolved in a timely way.”
Mehran Mehrdadi, Director of Information Systems
WoodGreen Community Services
Sector: CSS
Location: Toronto
Employees: 600
Software Solution(s):
Microsoft Dynamics GP, Quadrant HR,
Payroll, Scheduling and QHRnet
Goals:
Additional training
Explore software features ‐
Performance Management
Benefits (according to WoodGreen
Community Services):
Eliminated paper statements
and reduced cost
Eliminated triple entry of
time cards
Managers can view employee
information in real time
Background Information:
WoodGreen Community Services offers opportunities for a better
life to over 37,000 people every year through close to 80 programs,
such as assisting adults living with a range of mental health
challenges who face significant barriers including poverty,
inadequate housing and social isolation.
Business Challenges:
WoodGreen wanted to replace its previous, centrally operated
HR/payroll software to provide access to front-end users, including
managers. It also wanted to eliminate many of the manual, paperbased
processes the system required, particularly those associated
with scheduling. In the past, staff completed timesheets on paper.
Once completed, one staff member had to enter the time card data
manually into the system; a three day process.
WoodGreen was also looking to eliminate the printing of employee
pay statements. With 600 employees, this process was extremely
labour-intensive, a waste of paper and expensive.
The Solution:
WoodGreen had implemented Microsoft Dynamics GP before getting involved with the HRIS project.
Now that the organization has implemented Quadrant HR, Payroll, Scheduling and QHRnet, all
systems interface with each other. The workload of the HR team is significantly reduced because some
of the tasks have been delegated to the front line users. Managers now create employee schedules
through the system and the timecards are electronically uploaded to payroll, eliminating the three-day
entry process. Managers also have access to view employee information in real time, providing better
planning capabilities. Employees can check their own schedules online, which further reduces the
demands on HR.
With the implementation of QHRnet in January 2011, WoodGreen successfully eliminated paper pay
statements, a tremendous time saving for the HR team as they no longer have to print, fill envelopes
and distribute the statements. WoodGreen has also provided kiosk-style Internet and printing access at
all 24 WoodGreen locations so employees can view their current and historical statements online and
print them when necessary.
“Plan for change management. A big part of the plan should include training – for admin, payroll and HR staff, as well as for
managers/supervisors (schedulers) and front‐line users for QHRnet.”
Mehran Mehrdadi, Director of Information Systems

HRIS Case Study: Frontenac Community Mental Health Services
“It’s so easy. I don’t have to spend hours to re‐key information. It’s literally a click of a button.”
Glenda Robinson, Finance Manager
Frontenac Community Mental Health
Services
Sector: CMH&A
Location: Kingston
Employees: 188
Software Solution(s):
Quadrant HR, Quadrant Payroll,
QHRnet, Microsoft Dynamics GP
Goals:
Implement Quadrant
Scheduling module
Benefits (according to Frontenac
Community Mental Health Services):
One point of entry for
employee data
Time saved creating financial
reports
Reduced costs in hardware
and software updates
Able to re‐allocate resources
Improved data quality
Background Information:
Frontenac Community Mental Health Services, a non-profit private
corporation, offers a continuum of mental health and addictions
services. Established in 1976, primarily as an affordable housing
program, the organization is now a full-service agency that
emphasizes psychosocial rehabilitation principles and practices.
Business Challenges:
Frontenac Community Mental Health Services was using two noninterfacing
systems for financials, payroll and HR. As a result,
employee demographic data required duplicate data entry into two
different systems. Entering MIS statistical data required for the
Ontario Healthcare Reporting Standards (OHRS) Trial Balance
submissions was a manual process. It involved taking data from
paper reports from one system and entering it into spreadsheets for
conversion into OHRS format, a process that could take up to two
weeks.
It was also important for the organization to have improved data
quality and a system designed for the sector that is maintained to
ensure compliance with legislative and reporting requirements.
The Solution:
Frontenac Community Mental Health Services has been using both Microsoft Dynamics GP, a financial
and statistical management solution, since April 2009, and Quadrant Workforce, since March 2010.
Creating the OHRS Trial Balance is now just a push of a button. Additionally, the organization is able to
effortlessly produce numerous reports to meet external and internal reporting requirements.
Frontenac’s data is also housed in a secure environment maintained by CCIM which is another benefit
for the organization.
“It’s a well thought‐out solution to meet our industry’s needs.”
Glenda Robinson, Finance Manager

HRIS Case Study: Minto Counselling Centre
“You need a system that will deliver what you need according to what is requested by your funder.”
Marlène Brazeau, Manager of Administrative Services
Minto Counselling Centre
Sector: CMH&A
Location: Cochrane
Employees: 17
Software Solution(s):
Microsoft Dynamics GP
Quadrant HR
Quadrant Payroll
Benefits (according to Minto
Counselling Centre):
Expenses split appropriately
Eliminated overtime required
to create Trial Balance
Eliminated spreadsheets
Banks are up‐to‐date
Confidence in data reported
on Trial Balance
Back up of data done by
CCIM
Background Information:
Minto Counselling Centre is a bilingual community mental health
agency that provides mental health services to adults.
Business Challenges:
Three weeks prior to every quarterly submission of its Ontario
Healthcare Reporting Standards (OHRS) Trial Balance, Minto
Counselling Centre used to spend many overtime hours manually
compiling the information. Completing the report required so much
time that there was room for potential errors, so the organization
had little confidence in the data reported.
Minto also faced other challenges. The organization wanted to
automate the tracking of bank balances and provide accurate, upto-date
information to employees, something that was not possible
with its previous system. To make the organization’s old systems
OHRS-compliant, Minto would have had to incur the cost of hiring a
consultant to do the programming.
The Solution:
Quadrant Workforce allows the organization to compile the information for the Trial Balance without
incurring any overtime hours – and trust that the information reported is correct. Even with numerous
split positions within the organization, expenses are accurately and efficiently allocated to the correct
functional centre.
With each pay processed, bank balances are automatically calculated and the most current, updated
balances are displayed on employees’ pay statements.
The organization is confident it is ready for future growth and capable of meeting future Ministry of
Health and Long-Term Care reporting requirements.
“They [the Support Centre] are excellent people to work with – polite, patient and understanding. They are there when
you need them.”
Marlène Brazeau, Manager of Administrative Services

HRIS Case Study: Supported Training & Rehabilitation in Diverse Environments
(STRIDE)
“I like the information that is provided to the staff. It shows them a lot more of what we’re keeping track of and
what we’re accountable for.”
Julie Lange, Manager of Finance and Administration
STRIDE
Sector: CMH&A
Location: Milton, Acton and Oakville
Employees/Clients: 256
Software Solution(s):
Quadrant HR, Quadrant Payroll,
Microsoft Dynamics GP
Benefits (according to STRIDE):
Accurate reporting
Automatic monthly accruals
Electronic submission of
Records of Employment
Automatic generation of T4
and T4A statements
Background Information:
STRIDE is a non-profit, charitable, community-based vocational
rehabilitation program. Founded in 1983, it serves the employment
needs of Halton-area individuals with mental health issues.
Business Challenges:
workers, deducting a nominal fee from their pay.
STRIDE was looking for ways to reduce manual entries and
improve the accuracy of its reporting when the organization heard
about the CCIM HRIS CM&HA project.
The organization also needed to accommodate more complex
requirements in its payroll system: it provides about 100 people with
a training allowance and pays them on a piece-work basis for their
time at the organization’s two rehabilitation work sites. Additionally,
the organization offers transportation services to some of those
Reporting the financials was also a challenge for STRIDE. The organization was using an older version
of Microsoft Dynamics GP that would no longer be supported by its vendor.
The Solution:
Since implementing the HRIS Solution, Quadrant Workforce, the process of managing payments and
deductions is far less complicated than it was with the previous system of timesheets and Excel
spreadsheets.
Now that STRIDE is also using the online version of Microsoft Dynamics GP (the MIS Solution that
CCIM offered), information from Quadrant Workforce is automatically updated, resulting in more
accurate reporting.
Manual processes have been significantly reduced. Last year, for example, STRIDE manually issued
210 T4As. Now, the software creates a payroll accrual monthly and automatically generates year-end
T4 and T4A statements. Another key benefit realized with the implementation of Quadrant Workforce is
that time banks, such as vacation, sick and lieu time, are displayed on employees’ pay statements.
“Record of Employment information is just uploaded (to Service Canada) and it’s quick and easy now that we have so many
payrolls behind us.”
Julie Lange, Manager of Finance and Administration