Simplyhealth cures employee data headaches with Zellis

"We’re giving managers the information they need to do their job.”

Lisa Collins, Account Manager

Jan 11th 2019

  • Industry: Healthcare
  • Employees: 1,500
  • Customer since 2010

Simplyhealth cures employee data headaches with Zellis

Simplyhealth has been helping people to stay healthy for almost 150 years. Originally founded to help people afford hospital care, the organisation today offers health plans to over three million people across the UK, covering everything from dental and medical treatment to opticians and osteopaths. Simplyhealth still has a strong sense of social purpose, giving 10% of its pre-tax profits to health charities every year and encouraging a culture of volunteering within its team.

Simplyhealth’s challenge

Simplyhealth grew through a number of mergers and acquisitions between 1999 and 2012, joining forces with brands including Healthsure, Totally Active and Denplan. As a result it found itself with 1,500 employees based in Bristol, Manchester and Leeds, but with only a basic time and attendance system, supported by spreadsheets, to manage their records. A centralised, automated payroll and HR system was desperately needed.

Linn Smith, HR Systems Manager at Simplyhealth, describes the process. “We went to a lot of trade shows and spoke to lots of companies. We knew that we wanted a hosted system and a really good reporting tool. In the end, we narrowed it down to three options but Zellis was the best fit and the product had the best footprint – basically, it works the way we work.”

The ResourceLink solution

The ResourceLink Payroll and HR system has a strong self-service element, which gives teams the freedom to manage things themselves. It holds everything from payroll details and job grades to timesheets and absence schedules in a highly secure environment, controlling access to records at an individual level. This takes the pressure off the HR department, gives managers all the information they need to plan workloads and means team members can have more autonomy over their own records.

“A manager can see everything they need for a whole team in one click,” explains Linn Smith. “Salaries, hours, holiday, unpaid leave – it’s all in there. We do a lot of work for charity here, and it can handle charitable leave too. There’s no question of managers having to ask the HR or accounts team when they need information about their team – it’s all at their fingertips. To put it simply, we’re giving managers the information they need to do their job.”

The results

Employees benefit too. ResourceLink from Zellis links to Simplyhealth’s applicant management system, E-Ploy, so new recruits are provided automatically with a welcome pack and induction documents when they start. As they progress through the organisation, not only can they track their progress through job titles and pay grades, but they can request holidays online, log their unpaid leave and apply for training courses.

Crucially, ResourceLink also integrates fully with Darwin, the employee benefits package from Thomsons, which is also used by Simplyhealth. The two systems share details including salary, holiday, working hours and job title, so that employees can review the benefits that are open to them. For example, someone might want to to look into the impact of buying or selling annual leave days or taking up childcare vouchers. The integration between the two systems means they have a complete view of their compensation package in one place.

For Linn Smith, another big advantage of the system is that it makes GDPR compliance completely straightforward. “When someone leaves, I can delete their record at the touch of a button. This means that every piece of personal information will be removed. Under our old system, that would have meant hours of trawling through paper-based records to find all the relevant documents.” This simple and unexpected benefit alone has saved huge amounts of time for the organisation.

Want to learn more?

If you’d like to discover more about ResourceLink or how our people can help you transform your payroll and HR operations, we’d love to talk.

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