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How a Top Physician Group Migrated to the Cloud with PBCS


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Harvard Medical Faculty Physicians at Beth Israel Deaconess Medical Center, Inc., a legacy Oracle Hyperion Planning customer, needed to refine its finance and labor planning models, as well as provide end users a platform that was simpler and more intuitive to use, and that provided a real-time look into their budgeted bottom line throughout the budget cycle. They decided to migrate to the cloud with Oracle Planning and Budgeting Cloud Service (PBCS) and partnered with Perficient to help.

Director of Finance, Thomas Kelly, discussed their migration to PBCS including lessons learned and how PBCS could benefit your organization.

Discussion included:

-Challenges with the legacy environment
-On-premises to cloud migration approach
-Benefits realized with PBCS implementation

Published in: Technology
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How a Top Physician Group Migrated to the Cloud with PBCS

  2. 2. 2 ABOUT PERFICIENT Perficient is the leading digital transformation consulting firm serving Global 2000 and enterprise customers throughout North America. With unparalleled information technology, management consulting, and creative capabilities, Perficient and its Perficient Digital agency deliver vision, execution, and value with outstanding digital experience, business optimization, and industry solutions.
  3. 3. 3 PERFICIENT PROFILE Founded in 1997 Public, NASDAQ: PRFT 2015 revenue $473.6 million Major market locations: Allentown, Atlanta, Ann Arbor, Boston, Charlotte, Chattanooga, Chicago, Cincinnati, Columbus, Dallas, Denver, Detroit, Fairfax, Houston, Indianapolis, Lafayette, Milwaukee, Minneapolis, New York City, Northern California, Oxford (UK), Southern California, St. Louis, Toronto Global delivery centers in China and India >2,800 colleagues Dedicated solution practices ~90% repeat business rate Alliance partnerships with major technology vendors Multiple vendor/industry technology and growth awards
  4. 4. 4 PRESENTERS Thomas Kelly Director of Finance Harvard Medical Faculty Physicians at Beth Israel Deaconess Medical Center, Inc. Don Ford Director, Oracle EPM Practice Perficient, Inc.
  5. 5. 5 AGENDA • Introductions • Oracle Cloud Landscape • Current States / On-Premises Challenges • Project Scope and Timeline • Perficient SupportNet • Outcomes / Success Metrics • What’s Next / Look into the Future
  6. 6. 6 HARVARD MEDICAL FACULTY PHYSICIANS at Beth Israel Deaconess Medical Center Inc. • Formed in 1998 in support of merger of Beth Israel Hospital and New England Deaconess Hospital (now BIDMC) • Employs approximately 1,200 Harvard Medical School faculty members • Exclusive agreement with BIDMC for patient care, research, and teaching services • Comprised of 13 clinical departments • Corporate provides comprehensive management services, such as compliance, legal, finance, and human resources to its faculty members • Originally implemented Hyperion Planning in 2012
  7. 7. 7 PERFICIENT’S HYPERION PRACTICE Fast Facts • Practice Started: 2002 • Projects Completed: 1000+ • Management Team: 14 years • Oracle authorized education center • Hyperion Education • SupportNet Managed Services • Support Services Solutions Expertise • EPM strategy and assessments • Financial close & consolidations • Cloud & on-premises solutions • Reporting & analytics • Data relationship management • Account reconciliations • Profitability & cost management • Infrastructure & high availability Oracle Specializations
  8. 8. 8 A COMPLETE EPM CLOUD SOLUTION Account Reconciliations Consolidations Budgeting & Forecasting Integration Secure Single Vendor Platform  COMPREHENSIVE - The most complete cloud-based Enterprise Performance Management solution available  EASY TO ADOPT – Modular productswith Configurable capabilities, leveraging a Common Platform, Flexible Deployment  FIRST-IN-CLASS FUNCTIONALITY – Embedded Best Practices, Tailored Role- based Interfaces, Pre-Built Content, Extensive Leverage of Oracle R&D Copyright © 2016 Oracle and/or its affiliates. All rights reserved.  COMPREHENSIVE – The most complete cloud-based enterprise performance management solution available  EASY TO ADOPT – Modular products with configurable capabilities, leveraging a common platform, flexible deployment  FIRST-IN-CLASS FUNCTIONALITY – Embedded best practices, tailored role-based interfaces, pre-built content, extensive leverage of Oracle R&D
  9. 9. 9 ORACLE’S EPM CLOUD LEADERSHIP Built on over 15 years of product innovation Clients across industries Financial Services, Higher Ed, Consumer Goods, Retail, Services, High Tech, Public Sector 1,637 Customers to date 93,000 End users and growing! Available and supported globally 24 X 7 X 365 ⁺ As of 20 June 2016 First service launched: February 2014 (5 services to date) Copyright © 2016 Oracle and/or its affiliates. All rights reserved.
  10. 10. 10 PLANNING AND BUDGETING CLOUD SERVICE • SaaS-based enterprise planning solution • Powerful workflow and task management • Driver-based and predictive planning • Seamless Microsoft Office Integration • Powerful reporting and analysis • Robust data integration • Cloud-based ‘Software-as-a-Service’ delivery advantages: • No capital infrastructure investments • Minimal IT resource requirements • Owned by line of business
  11. 11. 11 COMPANY BACKGROUND • Originally implemented Hyperion Planning in 2012 • Experienced significant growth since then • Growing need to provide executive office with greater insight into financial performance and more flexibility in budgeting Growing Book of Business with Stagnant Application Financial Planning & Analysis Team • 13 clinical departments, each with multiple entities and varying degrees of complexity • Corporate: Two analysts, one director • New team, fresh perspective • Completed one full budget cycle • Experienced pain points first hand • Evaluated system, gathered end-user feedback Processing Data Analyzing Data
  12. 12. 12 ON-PREMISES CHALLENGES • Corporate generated and distributed various spreadsheets outside of the system • Caused bottlenecks getting data into Hyperion • Time was spent processing data, rather than analyzing it • Lack of “real-time” budgeted bottom line • Business rules were bundled into one all-inclusive ruleset which was only run twice a day during the budget cycle as it took 2-3 hours to complete • Complicated matrix of forms for user input • System was cluttered with old cost centers, inconsistent naming conventions, unused forms and business rules • Half of the workforce planning budget was developed outside of the system • Lack of IT support for on-premises application maintenance
  13. 13. 13 Early 2015: Shared pain points/challenges with Oracle. Helped identify partners. Late 2015: New team completed 1st budget cycle Obtained feedback Developed plan with Perficient January 2016: Commenced Phase I of project with Perficient April 2016: Went live with new PBCS application FY17 budgeting process began August 2016: Finalize FY17 budget PBCS INTEGRATION TIMELINE
  14. 14. 14 Optimization Workforce Planning On-premises to Cloud • Real-time calculations in all areas • Improve budget creation workflow and usability • Inclusion of all legal entities • Provide more robust labor model • Plan replacements vs. net new headcount • Inclusion of PeopleSoft FTEs to PBCS • Receive latest enhancements first • Improved system efficiency and updated user interface • Do not need to maintain servers • Implement SSO PBCS SCOPE AREAS
  15. 15. 15 • Leaned on SupportNet for post go-live support • Functional application support • Planning • Data integration • Financial reporting • Recovery and maintenance • Virtual team of experienced consultants who were both knowledgeable and efficient PERFICIENT’S HYPERION SUPPORTNET SupportNet provided a valuable “lifeline” at critical moments
  16. 16. 16 Admin Feedback User Feedback Project Success • Less data to process offline, put more in end-users’ hands • Able to quickly calculate impact of potential budget changes for CFO • Easier data import process • No more servers or patches! • Happy to run business rules and “refresh” budgets immediately • Felt the system was much quicker, cleaner and had a more pleasant U/X • Excited to be able to update entire workforce planning throughout the budget process • On time and on budget! • Estimated 30% time savings around planning op. expenses and workforce planning • “Real-time” numbers enabled end users to complete their budgets earlier and spend time planning for the upcoming fiscal year PROJECT OUTCOMES
  17. 17. 17 WHAT’S NEXT? PHASE II UPGRADE Provide users the ability to develop and calculate Net Patient Service Revenue within PBCS Develop “Funds Flow Tracker” within application to track and update budgets based on approval/denial of new budget requests submitted to the hospital Develop year-end / quarterly forecasting within PBCS Utilize as financial reporting system: develop cross-company consolidated P&Ls
  18. 18. 18 VISIT US AT ORACLE OPENWORLD Session Title: • Harvard Medical Faculty Physicians at Beth Israel Deaconess Medical Center Inc. Migrates to Oracle Planning and Budgeting Cloud Service • Session ID: CON5684 Date and Time: • 9/22/16, 12:00 - 12:45PM | Moscone West - 3024
  19. 19. 19 QUESTIONS Type your question into the chat box
  20. 20. 20 FOLLOW US ONLINE • • • • Next up: Stop by our booth at Oracle OpenWorld September 18-22 in San Francisco!
  21. 21. 21 THANK YOU