Operational Efficiencies and Waste Reduction Success Stories
Challenge
Client faced high employee labor costs, with unexplainable and extremely high spikes during holidays and at the end of the year.
Solution
To evaluate the high labor cost concerns, JASC Associates quickly assessed the current state and identified multiple root causes of the fluctuations. We transitioned the client to utilize an existing licensed software used for multiple other HR functions, eliminating the need for the duplicate time tracking application, reducing errors in data exchanged, and streamlining the manual processes. By fully utilizing an existing application license, we automated numerous processes, resulting in significant cost savings. Through our guided review, the client revised pay codes incorporated into a system that used checks and balances to ensure accurate compensation. Additionally, we eliminated the practice of stacking PTO and holiday pay, which significantly reduced labor costs.
Benefit
By modernizing HR and payroll systems and collaborating with leadership to address outdated reimbursement practices, we helped the client reduce labor costs, optimize reimbursements, and streamline payroll. Automation led to significant cost savings and improved efficiency.
Challenge
The client faced significant financial and operational risks due to terminated employees continuing to receive payroll, resulting in financial losses and administrative burdens. The root cause was identified as highly manual offboarding processes, leading to lost emails, human errors, and delays in payroll system updates. A lack of automation and standardized workflows further exacerbated inefficiencies, increasing compliance risks and unnecessary costs.
Solution
To resolve these challenges, JASC Associates implemented a comprehensive HR and payroll offboarding automation strategy, including:
• Process Automation and Standardization;
• Systems Integration and Payroll Controls; and
• Governance & Compliance Enhancements.
Benefit
Optimized Financial Integrity: Implemented robust controls to eliminate financial leakage by preventing unauthorized payments to terminated employees, delivering substantial cost savings.
Streamlined Process Efficiency: Automated complex workflows to minimize manual errors, significantly enhancing payroll processing accuracy and speed.
Unified System Architecture: Integrated payroll, HR, and IT systems into a cohesive platform, establishing a single source of truth for employee data and status.
Scalable & Future-Proof Solutions: Designed a resilient framework that supports long-term growth while reducing administrative burden and ensuring adaptability.
Significant Waste Reduction in Costs and Labor: Leveraged data-driven insights and process optimization techniques to substantially reduce waste, minimizing both operational costs and labor requirements. Implemented industry best practices to ensure sustainable efficiency gains across the organization.
Challenge
The client relied on a manual process to manage Personnel Action Forms (PAFs), involving mutliple email exchanges, folder-based file sharing, and multiple document transfers requiring manual data entry. Multiple teams had to review and validate information manually, leading to inefficiencies, delays, and risks of document mismanagement.
Solution
A rapid assessment identified that an existing application had the necessary capabilities to automate the process. By leveraging this application, we streamlined the workflow, eliminating manual steps and enabling automated processing, validation, and tracking.
Benefit
The automation reduced processing and review time by 60%, ensuring timely and accurate completion of PAFs. Documents were no longer lost, and managers gained real-time visibility into the process, receiving notifications as actions were completed.
Challenge
Inadequate Provider Networks to meet demand of members in all geographic areas.
Solution
Developed and implemented initiatives included but not limited to, internalizing care delivery from external provider groups, expanding care at home services including home infusions and home monitoring, implementing telehealth, and creating end to end member experiences across the care continuum.
Benefit
Program value creation initiatives exceeding savings of $180M in first year through Network Services changes.
Challenge
Our client faced significant challenges in managing and prioritizing incoming requests for decision support and reporting across multiple regions. Email requests would go directly to specific team members instead of a centralized intake so leaders did not have a means to review and prioritize the incoming requests leading to delayed and lost report requests.
Solution
We developed a centralized demand management framework to systematically capture, assess, prioritize and execute incoming requests across regions. This included:
• Establishing a Demand Intake and Prioritization Process;
• Implementing JIRA for capturing and tracking incoming requests in an Agile process: and
• Enhancing Collaboration Across Decision Support Teams.
Benefit
• Improved transparency in demand management, leading to better prioritization and resource allocation.
• Increased operational efficiency by reducing bottlenecks and improving turnaround times for report development.
• Enhanced collaboration and agility, enabling data-driven decision-making at scale.
Challenge
The organization faced a significant gap in leadership surrounding its Business Process Optimization (BPO) Improvement team. This absence of clear direction and strategic oversight was impeding the company's ability to streamline operations, improve efficiency, and drive continuous improvement initiatives.
Solution
We provided an Interim Leadership role to fill the leadership void and drive the BPO improvement agenda forward. This involved restructuring the organization to ensure clarity in roles and responsibilities, as well as aligning the team around consistent processes. We implemented frameworks for measuring success through the development of Key Performance Indicators (KPIs) to track progress and ensure accountability. This strategic leadership approach fostered alignment across the team and ensured the efficient execution of process improvement initiatives.
Benefit
The introduction of interim leadership resulted in a more cohesive and focused Business Process Optimization team. Clear role definitions, a structured organizational design, and established KPIs significantly enhanced operational efficiency. The team was able to execute improvements more effectively, leading to optimized processes, better performance tracking, and ultimately a more agile and aligned organization. This approach not only drove immediate performance gains but also established a sustainable framework for ongoing process optimization.
Challenge
A pharmaceutical company faced inefficiencies in its Electronic Data Interchange (EDI) processes, hindering the company’s ability to onboard new customers at the expected rate. The company had set a goal to expand its customer base within six months but lacked an optimized system to support such growth.
Solution
A comprehensive EDI process improvement initiative was enacted, focusing on streamlining the onboarding procedures, reducing manual interventions, and enhancing system integrations. The initiative included the implementation of advanced EDI tools and technologies to automate data exchanges and improve overall efficiency in customer onboarding. By leveraging best practices, training, and process reengineering, the company optimized its systems for scalability and speed.
Benefit
The implementation of the EDI process improvement exceeded expectations, with the company converting more than five times the anticipated number of new customers within six months. This surge in customer acquisition not only surpassed the original goal but also significantly boosted operational efficiency, resulting in enhanced customer satisfaction and improved market positioning.
Solution
JASC Associates conducted a comprehensive application rationalization process, starting with a complete inventory of existing applications and their primary uses. Analysis identified duplicative license used to accomplish the same activity across various solutions and departments. Selected the best-in-class solution to meet the organization’s needs. After careful operational readiness planning, we transitioned all lines of business to the chosen solution and discontinued redundant licenses, eliminating waste, resulting in significant cost savings.
Challenge
Client faced high software licensing costs due to multiple software licenses being used and deployed for the same purposes across different lines of business. This redundancy led to unnecessary expenses and inefficient resource utilization.
Benefit
This strategic approach led to a 40% reduction in licensing and maintenance costs for HR applications, optimizing software utilization and delivering significant cost savings. Client now operates with a more streamlined and efficient software portfolio.