Care UK wins national award for its pioneering payroll and HR initiative

4 July 2016

Care UK’s Health Care team has won the Midland HR Impact Award for best HR and Payroll Project Team for its work delivering a robust new system that’ll not only help the organisation grow but will also make life easier for colleagues.

Thanks to a growth in the number of services it is now providing for the NHS across the country, Care UK needed to integrate its diverse and dispersed payroll systems, many of which had been handled on individual software sites, in order to support more than 6,500 people.Confetti

The People and Pay programme begun in early 2015. Barry Nee, Care UK’s chief information officer, said: “The premise of the process changes was that line managers and employees across the business would take more responsibility for their own and their teams’ data. This meant introducing Employee Self-Service (ESS) and Manager Self-Service (MSS) to the entire workforce.”

The new system was designed to work with several separate historical payroll providers to migrate all existing payrolls into one newly-defined and streamlined iTrent payroll system, connected via MSS and ESS to the new HR processes.

Because of the diversity of services and sites run by Care UK, the decision was made to stagger implementation, starting with the smaller and more contained business units. This allowed the programme team to learn lessons in more controlled environments before progressing to Care UK’s larger and more complex units towards the later stages of the implementation.

Barry said: “Engaging our front line clinical colleagues in a back office programme became one of the key challenges for the programme and meant that training was of critical importance.”

To tackle this challenge of colleague engagement, comprehensive training activity was implemented in order to deliver some form of training to all employees – face-to-face sessions for some and webinars for others, as well as FAQs, self-teach presentations and training videos – all of which were made available on the Care UK intranet.

Mid-way through this unprecedented change programme, NHS commissioners selected Care UK to deliver healthcare services at a number of new sites which meant the programme team also had to mobilise over 450 new employees across 19 new sites onto the iTrent HR and payroll system, in conjunction with going live with a new payroll for everyone else.

Barry added: “The team made exceptional efforts to include new colleagues by the go-live date of 1 April 2016. I believe it was their determination, dedication and creativity that led to the successful implementation and our victory in this national award.

“We now have all our employee HR and pay data in one place, which allows us to have accurate information such as the number of people we employ at any moment in time, full transparency of our monthly and fortnightly payrolls, control over our HR variations and checks to ensure data quality remains high.

“We’ve gone from having fragmented, paper-based processes to joined-up, transparent and mobile and online HR and pay processes across our employees. I’m delighted that the project, HR and payroll team’s significant achievements have been recognised by their peers in the industry with this award and would like to offer them my heartfelt thanks for their hard work.”

The award was presented at a ceremony in Stratford-upon-Avon by stand-up comedian and actor Romesh Ranganathan.