Presbyterian Homes: Enhanced Planning for Senior Care Facilities
Leveraging planning to provide better care
With communities throughout the Chicagoland region, Presbyterian Homes is dedicated to providing seniors with the home and care required to help them live their best lives possible.
Because each of its communities handles a wide variety of resident needs, Presbyterian Homes found that its manual spreadsheet-driven planning process could no longer keep pace with its operations. Each department had separate Excel spreadsheets, which finance would then have to spend hours consolidating into one packet to present to the board.
“We have multiple departments across each campus, and multiple campus locations. It was very hard to manage with Excel. There’s always different links that take forever to load, and we have a lot of charts of accounts that people have to budget from,” said Daisy Jiang, Manager of Budgeting and Financial Reporting at Presbyterian Homes.
“It’s been a high priority item to streamline by moving to a cloud-based environment that would help reduce all the manual labor from budgeting,” Jiang said.
Simplifying planning with Workday Adaptive Planning
After comparing its options for a new tool, Presbyterian Homes selected Workday Adaptive Planning based on the user experience it could deliver.
“It’s somewhat similar to Excel, but it’s not Excel,” Jiang said. “Our users were able to quickly make the switch without feeling like it was too big of a change, which helped us get more value out of the tool faster.”
In addition, Presbyterian Homes felt that Workday Adaptive Planning delivered just the right level of advanced capabilities without feeling too overwhelming.
“We looked at other products, and some were just too simple and basic. Other products were too flexible, which meant our users wouldn’t be able to focus on what they were supposed to do. Workday Adaptive Planning falls right in between being customizable to our needs but easy to use,” Jiang said.
Workday Adaptive Planning was also affordable compared to other enterprise solutions, which is key for a not-for-profit organization that must make the most out of every dollar.
“It fit our budget while meeting all our budgeting software needs, so it was an easy choice,” Jiang said.
Achieving Results with Kainos
Presbyterian Homes selected Kainos to help ensure Workday Adaptive Planning was implemented in time for its upcoming budgeting cycle.
“We’ve done a lot of implementations in nearly ten years here, and Kainos has been the best partner we’ve worked with,” said Lindsey Aumick, Director of Finance at Presbyterian Homes. “The whole implementation process was so smooth. Our lead consultant was able to take ownership of everything and understand the complexities of our business.”
“Once we had it all set up, we were able to go back to her with any questions, and she would know exactly what we were talking about and be able to help,” said Jiang. “She was there throughout the whole process to ensure we achieved the goal we set out to achieve.”
Empowering the deployment Journey
Thanks to Kainos, Presbyterian Homes was able to leverage Workday Adaptive Planning to more easily manage its complicated allocations. In addition to allocating its costs by different departments and locations, it also has to allocate costs by sub-components based on the different resident types it serves.
“Because of how complicated it gets, that allocation requirement isn’t very common in other industries, or even always in our industry,” Jiang said. “It’s a lot of effort, but critical for our business. It would have been a dealbreaker for us if the software couldn’t do that easily, but we’re very happy with the way Workday Adaptive Planning is able to handle it.”
In addition, Presbyterian Homes was able to add new dimensions to its model that allows it to more easily track non-traditional revenue sources such as donations, while also making it easier to track the impact of potential executive incentive plans on the budget.
“The whole process was smooth. By having Kainos focus on the implementation, we were able to focus on the next item to submit while still keeping up with our regular work,” Jiang said. “It’s nice to have the flexibility and project management expertise that Kainos offered.”
Ensuring flexibility
Thanks to Kainos and Adaptive Workday, Presbyterian Homes’ users can stay focused on caregiving instead of budgeting complexities.
“It definitely makes the whole budgeting process much easier for the end-user,” Jiang said. “It also gives us more flexibility; if the CFO approaches us for changes before the budget packet is due, we can easily refresh the statements and provide an updated budget.”
The Presbyterian Homes finance team continues to rely on Workday Adaptive Planning to make planning and reporting easier for business users across the organization.
As they roll the solution out to more and more end-users, department heads and community managers across the organization are empowered to use real-time finance data as part of their everyday work.