Medstrom streamlines HR admin with Cezanne OnDemand


Medstrom supplies and manages niche medical equipment, ranging from mattresses and specialist cots to bariatric beds and medical furniture, to 28 hospital sites around the UK.  It provides a customised service to its hospital clients, which includes everything from rental and decontamination services to full maintenance and management of hospital bed fleets.
 
The business has a 20-strong head office team as well as 17 service locations around the UK, employing over 70 staff.  Between them, the service team carry out over 130,000 jobs a year, including over 1,000 installations and removals of specialist support surfaces for dependent patients.
 
Until recently, Medstrom had been managing key HR processes such as holiday and sickness absence across a series of spreadsheets.  The variety of shift patterns at different regional locations meant that the process for booking and recording annual leave was not only complex but also extremely time-consuming.  “The spreadsheets we were using were very basic and managing holidays had become a very labour intensive task,” said Admin Manager Sharon Capewell.  “It had reached the point where it was just taking up too much of my time and we needed to find an HR software system that would help us streamline the process.”
 
After seeing a number of product demos, Medstrom opted for Cezanne OnDemand because of its ease of use and range of features.  The solution allows companies to hold all their HR information in one central place and streamline day-to-day processes including absence management.  It also offers a self service element, which allows employees to log holiday requests and get an up-to-date picture of their annual leave entitlement.
 
“I could see that it was very straightforward and easy to use and it was exactly what I was looking for,” says Sharon.  The fact that Cezanne OnDemand is delivered on a Software-as-a-Service (SaaS) basis also appealed to Medstrom, whose workforce is geographically dispersed and often on the move.  It is hosted ‘in the Cloud’, which means there is no need for companies to invest in and continually update their own hardware or software.  Users simply log into the system via a secure service and can access the information at any time from wherever they may be.
 
Sharon was able to get the HR system up and running very quickly with the help of Cezanne OnDemand’s easy to follow user guide.  A Cezanne trainer then spent a day at Medstrom’s premises training the company’s eight area supervisors on how to input their shift rotas onto the system so that holiday entitlement could be calculated and recorded accurately.  “Shift patterns vary hugely from one part of the business to another depending on the clients regional teams are servicing and having a system that can help us manage complex rotas has been really useful,” said Sharon.
 
Sharon then ran a series of short training sessions herself for small groups of head office staff and also produced a series of  ‘how to ...’ guides to help people understand how the various features of the HR software would be applied to internal processes and to give them information to refer back to if needed.  The transition to the new system has been swift and painless.  “People have found it very easy to use and I have had very few queries,” said Sharon.
 
 Looking ahead, the business plans to expand the self service element so that staff can  update their own personal details direct onto the HR system – and at a later date, it may also introduce the performance management module.
 
For now, however, Sharon is delighted at the immediate reduction in admin time associated with holiday requests:  “It has already made a massive difference to my workload and has freed up a huge amount of time,” she says.