Operational planning and analysis at Södersjukhuset

Södersjukhuset uses Mercur for forecasting and  monitoring of finance, personnel and production. Through the introduction of Mercur, they have received a total solution for operational planning and analysis.

Mercur Business Control was purchased to meet the business requirements of a system for planning and follow-up, including budgeting and forecasting of of finance, personnel and production. The contract was made by SCC IT (Stockholm County Council) jointly for Södersjukhuset (SöS) and Danderyds Sjukhus (DS) in 2010.

 
SöS and DS use Mercur Business Control 7 with integration to SCC's data warehouse. To meet the needs of all users of SöS and DS (over 450 users) the solution offers over 70 ready reports and graphs for follow-up. The system is also used to create the annual budget and 12 monthly forecasts.

 
Södersjukhuset is a hospital that provides care to all 2 million people who lives in the Stockholm area and to patients from other counties and from abroad. Södersjukhuset receives approximately 100,000 patients each year in order to get emergency help with everything from broken bones to heart attacks. In addition the Sachsska Child and Youth Hospital's emergency department receives about 25,000 visitors per year. On Södersjukhuset 7,000 children are born each year and approximately 60,000 patients are admitted every year at one of the hospital's departments.

Background 

Mercur Business Control was procured to meet the company's requirements for a system for planning and monitoring in order to be able to budget and forecast within the framework of finance, personnel and production. The procurement was made by SLL IT (Stockholm County Council) jointly for Södersjukhuset (SöS) and Danderyds hospital in the spring of 2010.

The background to the procurement was that the hospitals lacked integrated systems to be able to report, compile, consolidate and analyze important operational data for management. The work on planning, monitoring and reporting was a comprehensive, often manual and person-dependent work, which was largely carried out with the support of Excel.

Local project manager at SöS on the introduction of Mercur was Kerstin Rosberg, who is a controller with a focus on project management, process development and system development. Tor Simonsson, who works with management of the financial function's system at SöS, was responsible for the upgrade to Mercur Business Control version 7 in 2013.

- Most of all we appreciate the overall solution we have created with outcomes, budget and forecast as well as production, financial and personnel data in an integrated solution, and that Mercur is user-friendly and easily accessible to non-users.

Kerstin Rosberg, Controller and local project manager at Södersjukhuset.

How do you use Mercur at SöS?  

Mercur is used as a tool at SöS for “real-time” being able to do outcome reporting and outcome analysis at all levels of the organization. Users are present at all levels of the organization, both centrally and in the business, with everything from controllers to staff specialists and managers in various departments.

Mercur is internally called the "Support" and has helped Södersjukhuset so that they can now easily present data from multiple sources (financial personnel and production systems) to their managers, controllers and personnel specialists. As Tor Simonsson expressed, "Finally we talk about the same numbers."

Report packages for different roles  

Mercur has a number of pre-defined standard reports and graphs to present data retrieved from SLL's data warehouse. Different user roles in the system have access to different combinations of reports in the form of report packages.

For example, Economy has access to a performance report, project report and project list, while Personnel has access to attendance/absence, number of employees, salary development, staff turnover, health and illness, etc.

Finally, there are the production reports that focus on volumes, care points and revenue broken down, for example, in outpatient and outpatient care or used to measure average time.

Forms for budget and forecasting with built-in logic 

The system also contains the budget and forecast forms that the users use in the planning processes. As an example, the revenue budget contains functions for calculating revenue based on volumes and price appendix based on the healthcare reimbursement system. In addition, there are functions to manage the hospital's extensive internal trade between different clinics.

The upgrade to version 7 - "The most simple BI system I have seen" 

During fall in 2012 SöS decided to upgrade to Mercur BC7 and the upgrade was done jointly with Danderyd's hospital in 2013.

The reason why SöS chose to upgrade from Mercur Business Control 6 to version 7 was a series of new features, a faster and more flexible system as well as a nicer design and a system that was perceived to be "in step with the times".

- The most simpel BI system I've ever seen!

One of the managers at Södersjukhuset

With faster systems, SöS is primarily concerned with data loading and more efficient at drill-down. The features that SöS appreciates most with BC7 are "save and share mode" where you can easily create customized reports and share with colleagues internally in the system. Simplicity and user-friendliness have also been mentioned as an important factor, or as one of the managers expressed "The most simpel BI system I have seen".

Tor Simonsson summarizes that the new system is easy to use and that the training needs are insignificant, but as in all projects it is important with clear division of labor, careful tests and a timetable adapted to the customer's employees, in this case controllers with cyclically varying workload.

Mercurs solution

System: Mercur Business Control
Processes: Budgeting, Forecasting, Analysis, Finance, Personnel, Production

Other: SöS and DS use Mercur Business Control 7 with connection to SLL's data warehouse. In order to meet the needs of all users at SöS and Danderyds hospitals (a total of over 450), the solution contains over 70 ready-made reports and graphs for monitoring financial, production and personnel data. The system is also used to create budgets and 12 month forecasts.

About the hospital: Södersjukhuset offers care to all 2 million people who lives in the Stockholm area as well as patients from both other counties and from abroad. Approximately 100,000 patients come to Södersjukhuset each year to receive urgent help from leg fractures to heart attacks. The Saxon Children's and Youth Hospital's emergency room receives approximately 25,000 visits per year. At Södersjukhuset, more than 7,000 children are born annually and about 60,000 patients are admitted each year to one of the hospital's departments.

Revenue: 401 MEUR 
Employees: ca 4 486

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