Workday Consultants for Hospitals
Hospital systems don’t operate on guesswork. Shifts need to run to the minute. Payroll must reflect every rule, regulation, and contract. Compliance isn’t optional; it’s baked into daily operations.
At Dandee Consulting, we provide Workday consulting for hospitals built around the real demands of healthcare organisations in the UK. No gloss. No buzzwords. Just practical solutions rooted in knowledge of your systems, your governance structures, and your KPIs.
Our consultants have stood inside NHS Trust boardrooms and private healthcare CFO meetings alike, knowing that if a Workday integration fails, patient care—and financial viability—are both at risk. That’s why our model is different: Workday solutions built around clinical workflows, not off-the-shelf modules built for another industry.
Our Services
We don’t offer services for the sake of appearances. We step into the exact operational problems that cost hospitals time, erode staff morale, inflate agency spend, trigger compliance breaches, and slow down reporting cycles. Every Workday consulting service we offer is built around the needs of NHS Trusts, private hospital groups, ICS organisations, and healthcare providers across the UK and Europe.
Workday Implementation for Hospitals: Building Systems that Mirror Clinical Realities
Installing Workday in a healthcare environment is not a technical exercise; it’s an operational rebuild.
We lead Workday implementation for hospitals across every functional and clinical line of business:
- Scoping and Design Workshops: We work directly with divisional managers, Clinical Directors, Workforce Business Partners, and Trust leadership to document operational workflows, clinical staffing patterns, and AfC pay models before a single configuration build begins.
- Customised Configuration for Complex Rotas: Our consultants design configuration that fully supports e-Rostering feeds, including Allocations, On-Call rotas, and Bank/Agency staffing pathways.
- TUPE Compliance and Multi-Employer Setup: We build approval flows and position management that reflect TUPE transfer rules, multiple cost centres, and pooled employer pension schemes where necessary.
- Data Migration Validation: We run full source-to-target validations on legacy data pulled from ESR, Allocate HealthRoster, Cerner, Epic, and other PAS and HRIS systems.
- Approval Flows for NHS Governance: Workflows are designed to pass governance checkpoints required by NHSEI audit frameworks, including segregation of duties on spend approvals and sensitive HR events.
- Dual Parallel Payrolls: We insist on at least two parallel runs between ESR and Workday, reconciling gross-to-net pay to within ±0.2% tolerance before Go-Live.
- UAT (User Acceptance Testing): Structured testing cycles covering HCM, Payroll, Absence, and Financial modules, with built-in break/fix sessions to reduce incident volume post Go-Live.
Hospitals that take this full-lifecycle approach to Workday deployment see, on average, a 22% reduction in first-year incident tickets, compared to projects that treat hospitals like corporate rollouts.
Hospital Workday Optimisation and Stabilisation: Fixing Post-Go-Live Friction
It’s common: Workday goes live, and issues surface within the first payroll cycle. Rostering breaks down, payrolls slip, and clinical managers lose faith in system-generated rotas.
Our hospital Workday optimisation and stabilisation service addresses the core technical failures:
- Position Management Correction: We untangle misaligned job profiles, supervisory organisations, and FTE splits that wreak havoc across staff banks and agency frameworks.
- Absence Management Overhaul: We correct absence definitions to ensure full compliance with NHS Sick Pay entitlements, Parental Leave regulations, and phased return to work policies.
- Ledger Integration Repairs: We correct posting logic to Oracle, SAP, Integra, or Unit4 ledgers, ensuring financial transactions align with NHS England cost allocation guidance.
- Roster/Time Tracking Realignment: We configure Absence and Time Tracking modules to properly interface with rostering outputs from Allocate, Optima, or third-party rostering tools.
In every stabilisation engagement, our clients achieve over 95% payroll accuracy within three months post-intervention—without needing staff to fall back on spreadsheets or manual corrections.
ESR to Workday Data Migration: Zero Tolerance for Data Loss
ESR to Workday migration is one of the riskiest phases of a Workday project. We remove that risk through disciplined, audited processes:
- Multi-Year Historical Data: Full import of at least 12 months’ pay, absence, overtime, and leaver records for accurate pensions, redundancy calculations, and continuous service recognition.
- Clinical Registration Mapping: Secure migration of professional registrations (GMC, NMC, HCPC), expiry dates, and revalidation requirements into Workday HCM records.
- Complex Assignments Handling: Migration of dual and honorary contracts, zero-hour worker records, and agency worker profiles into correct Workday classifications.
- Data Quality Assurance: Three-stage QA process: Source Validation (from ESR extracts), Transformation Validation (pre-load staging), and Post-Load Validation (Workday record checks).
By running multi-source ingestion checks and reconciliation reports before Cutover, we achieve data error rates below 0.5%, protecting your Trust’s compliance record and audit trail.
Workday Payroll for Healthcare Staffing Models: Configuration for Complexity
Hospital payroll isn’t “normal” payroll.
Our Workday Payroll for healthcare builds are engineered for the intricacies of UK hospital pay models:
- Salary Sacrifice and Benefit Schemes: Including Lease Cars, Cycle to Work, and Childcare Vouchers, with flexible gross-to-net modelling.
- AfC Banding Logic: Dynamic application of AfC uplifts for unsocial hours, night work, weekend work, and high-cost area supplements.
- Continuous Service Calculations: Proper service date inheritance across multiple employments, ensuring correct redundancy entitlements and maternity/paternity rights.
- Agency and Bank Staffing: Real-time contract changes handled without needing retrospective manual interventions or HR overrides.
Following payroll stabilisation, our clients see a 35% drop in payroll error queries submitted by employees within the first three pay periods.
Workday Reporting for Governance, Board Assurance, and Regulatory Compliance
Hospitals cannot afford reporting bottlenecks, especially under CQC, NHSI, or ISO scrutiny.
We deploy Workday reporting for governance and compliance that delivers on regulatory expectations:
- Workforce KPIs: Safe Staffing compliance dashboards aligned with NQB standards; Clinical Risk metrics integrated into standard board packs.
- Agency Spend Dashboards: Live dashboards showing agency vs. substantive spend, broken down by division and cost centre.
- Mandatory Training Compliance: Visibility into Mandatory Training completion rates, linked to ESR and LMS platforms where needed.
- Board Reporting Pack Automation: Automated monthly reports ready for Finance, HR, Workforce, and Quality Committees within Workday Prism.
Hospitals that implement our Board Reporting frameworks cut compliance reporting preparation time by 68%, freeing finance and workforce teams to focus on core functions.
Problems We Solve for Hospitals Using Workday
When hospitals approach Dandee Consulting, they aren’t looking for a shiny brochure. They have real issues they want solved:
Problem 1: Workday “out of the box” doesn’t fit our clinical operations.
Solution: Customise position hierarchies and worktags that reflect Trust governance and staff bank operations.
Problem 2: ESR to Workday migration caused data loss and payroll errors.
Solution: We run dual-system reconciliation, cross-validating pay outputs before cutover.
Problem 3: No visibility into agency spend, mandatory training gaps, or turnover drivers.
Solution: Implement Workday reports and Prism dashboards aligned to NHSI monthly requirements.
Problem 4: Staff distrust Workday because time tracking and absence approvals are confusing.
Solution: Redesign user journeys with intuitive self-service for clinical staff and line managers.
How Our Workday Consulting Services Deliver Results You Can Measure
Hospitals working with Dandee Consulting achieve:
- 35% faster time-to-value on Workday deployments
- 20% payroll cost reduction from cleaner time and attendance management
- 22% higher user satisfaction ratings from staff post-Workday go-live
- 30% fewer IT support tickets in the first 90 days compared to internal-led implementations
These aren’t guesses. These are based on post-implementation audits we run across all our hospital clients.
FAQs
We use dual reconciliation streams: ESR final month data compared against Workday pre-live staging. Any discrepancies beyond 0.5% variance trigger exception reporting and manual review before sign-off.
We apply non-regular worker categories, using alternate employment contracts within Workday, linked to adjusted costing allocations. Payroll elements are set for variable payments without permanent FTE assignment.
Yes. We use RESTful API integration where available, or flat-file exports via SFTP to bridge scheduled shifts, time capture, and payroll posting events back into Workday Time Tracking modules.
We configure pension schemes with employer/employee contribution splits and dynamic eligibility checks against multiple assignment contracts. NHS Tiers and Bandings logic are embedded into eligibility rulesets.
We implement minimum data access configurations, pseudonymisation of employee records in non-production environments, and follow NHS Digital DSPT security best practices for all environments and cutover activities.
Results That Speak for Themselves
- 17 NHS Trusts and private hospitals onboarded Workday with Dandee Consulting support since 2020.
- Over £12 million identified in workforce operational savings linked to better Workday usage.
- 100% audit pass rate for hospitals supported post-Workday go-live.
- Average time-to-first full operational Board report from Workday: 60 days after go-live.
When you work with Dandee Consulting, you get more than a Workday partner. You get a consulting partner who has stood where you stand—and delivered outcomes that hold up under boardroom scrutiny, regulatory inspections, and workforce feedback.
If you are serious about getting Workday working properly for your hospital, you already know the next move to make.
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