A healthcare organization with approximately 6,000 users was paying a nationally recognized survey company over $200,000 per annum for evaluations and reports from employees and contractors within their health system. Results of these surveys were required annually for compliance and comparative purposes; and having just spent millions of dollars on the construction of a new state-of-the-art hospital, money was tight and they were looking for ways to greatly reduce expenditures.
As an existing LMS client, most of their user information was already in the learning management system that Centerline had implemented two years prior. Upon learning of their predicament, we talked with our client’s learning team, and submitted a proposal to customize our LMS in two ways –
- Modify the Centerline Evaluations and Surveys module to be able to accommodate the required additional information.
- Design custom reports that closely resembled the reports that were being produced by their current survey tool.
Our client accepted the proposal, which initially was budgeted to save them approximately $100,000 per year – a 50% savings on their current expenditure for this project.
Centerline met with their compliance team, as well as their IT personnel to better understand their needs. We were also provided sample reports.
We assigned a project manager and began working on customizing the Centerline Evaluations and Surveys module. We had estimated the time frame to be approximately four weeks to make the necessary modifications, but because of the open framework of the Centerline LMS, this stage was completed in just two weeks.
Next, we began working on creating four brand new reports that matched the requirements for the compliance surveys. Working in conjunction with the learning team, we completed the initial reports in just ten days. Sample data was loaded, and the sample reports were then shown to management, who made some minor changes to the format of the reports.
A representative sampling of 300 users was then selected, and the pilot survey process commenced.
Using the Centerline Assignment Scheduler module to target the required users (with e-mails and instructions on how to compete the surveys), we had all the sample data back within one week. The reports then followed, and within hours of completing the pilot survey, management was presented with the reports that we had specifically created for this purpose.
The results were such a resounding success that the system went live just two weeks thereafter to all 6,000 users.
Not only did the four reports contain more information than the health system was previously receiving from its original system, but the turnaround time for the survey process had been cut by 75%.
We were then asked if it would be possible to add five additional reports – each report would contain information for which their previous survey vendor had quoted an additional $60,000 per annum.
With the Centerline custom Report Builder module, this was a three-day exercise – and we were able to provide a far more comprehensive reporting system encompassing nine reports.
The client had been paying approximately $210,000 for this service from their previous survey vendor – and it would have been an additional $60,000 for the extra reports, making a grand total of $270,000 per annum.
The Centerline charge to the client was just $9,000 for all the programming, customization and testing of the evaluations and surveys, including the reports.
Moreover, they were able to reduce their cost to just $30,000 per annum, a saving of approximately $180,000 per annum – not just the $100,000 (50%) that they had initially forecast.