A medical care center (MVZ) for radiology with several locations in northern Germany and around 700 employees was planning to modernize its HR work. The company therefore commissioned the interim manager with the digitalization of central processes. This included the introduction of an HR information system, an applicant management system and a solution for digital duty scheduling.
Old processes and unsuitable digital solutions were tying up too many resources
When the interim manager took on the mandate, the HR department was struggling with a fragmented IT landscape consisting of individual solutions that were sometimes not very suitable. Duty scheduling in particular was very time-consuming, frequently caused errors and impaired employee satisfaction. The recruiting processes were also anything but well organized. And this while the HR department was under considerable pressure to fill more than 30 vacancies.
Recruiting professionalized through digital applicant tracking system
In order to simplify recruitment, the interim manager first initiated the implementation of a digital applicant tracking system (ATS). The system was up and running within three months. It enables applications to be managed efficiently, candidate profiles to be saved and application progress to be tracked. The automation significantly accelerated the selection process so that qualified candidates could be hired more quickly. The interim manager used the resulting time saved in the HR team to push ahead with the installation of further digital systems.
Introduction of a human resources information system
Another weakness in HR work was inefficient processes that were generally not mapped digitally and tied up resources on a large scale. The interim manager convinced the client that a Human Resources Information System (HRIS) would make a significant contribution to introducing standardized processes and freeing up the previously unnecessarily tied-up resources of the HR team for more productive activities. Together with the HR team, the interim manager defined detailed workflows that were mapped in the HRIS. The HRIS now integrates central functions such as personnel files, performance management, training administration and employee development. The entire employee lifecycle - from recruitment to departure - is mapped digitally. Interfaces to the existing DATEV payroll system and a digital EAU process (electronic certificate of incapacity for work) ensure seamless transitions in data processing.
Introduction of a modern time recording and rostering system
After the most pressing problems in recruiting had been solved and a reliable data basis had been created with the successful implementation of the HRIS, the interim manager set about introducing a modern rostering system. Previously, the company was using a less user-friendly time recording solution that was prone to errors and did not provide reliable planning data. There were no employee-friendly tools or mobile applications for duty scheduling.
Based on his good knowledge of the market, the interim manager was quickly able to identify an up-to-date tool that met all requirements and could also be integrated smoothly into the HRIS. With a user-friendly interface and functions such as automatic shift planning, vacation and absence management and resource planning down to device level, the planners can create duty rosters much more efficiently - with greatly reduced errors.
Digitalization speeds up processes and significantly reduces error rates
After eleven months, the interim manager was able to successfully complete the mandate. The new automated processes have significantly reduced the number of errors and reliably ensure compliance with legal requirements (such as the Working Hours Ordinance). Individual process steps have been accelerated by a factor of ten. The digitalization of duty scheduling makes a significant contribution to ensuring that the expensive examination equipment such as computer or magnetic resonance tomographs can be optimally utilized.
Digital duty scheduling increases employee satisfaction
A mobile app and the clear displays of duty scheduling increased the acceptance of the digital solutions among the workforce and improved employee satisfaction. This was also helped by the fact that the digital systems accelerated the accurate recording of working time data and at the same time reduced errors in payroll accounting.
