Guy’s and St Thomas’ Charity are an independent, urban health foundation.  take a whole-systems approach, working with partners across sectors to test and scale different projects, ideas and approaches.

Their long-term view helps to make sure ideas get the space and resource to create a real impact. Guy’s and St Thomas’ co-produce projects bring in experts, and provide financial, strategic and practical support to learn what works, test solutions, and share knowledge.

Guy’s and St Thomas’ fund ideas ranging from tens of thousands of pounds all the way to multi-million pound initiatives; and back quick projects as well as multi-year initiatives.

The Challenge

Guy’s and St Thomas’ were using an array of tools to capture their data including outlook and excel spreadsheets, which created data silos, they needed a system which would give them a central point for recording all the information, files etc.

The Solution

We carried out an initial DEFINE phase to carry out requirements scoping workshops – this allowed us to scope the bigger picture to provide an indication of budget required. Management of the project was delegated to project board of senior people who meet every 2 weeks

Each area of functionality to be configured and rolled out was prioritised, somewhat based on readiness of teams and somewhat based on the key operational processes that would add most value quickly

It was agreed that rather than a ‘big bang’ approach where all functionality would be completed before go live, a phased approach would be better to:

  1. Demonstrate some quick wins such as the immediate reduction of data silos
  2. Give all teams the opportunity to start using out of the box CRM features
  3. To get users accustomed to the navigation to prepare them for the roll-out of new processes

There was a focus on the optimisation of internal self-sufficiency to avoid reliance on external parties.  The solution was configured using declarative processes that can be maintained internally.  Training sessions were scheduled throughout the project using a ‘train the trainer‘ approach

Each of the new areas of functionality introduced go through a continuous development cycle to review reflect on what could be improved in the next phase of development

The introduction of Salesforce has allowed Guy’s & St Thomas’s to improve collaboration and increase the ability to deliver new programme initiatives.  Managers able instantly and at any time to see the current position of their business units, rather than having to rely on static monthly reports produced days or weeks after the month end.  All teams can easily and quickly analyse complex data and draw meaningful insights.  The new online automated processes have greatly improved the experience for funding applicants and external fundholders.

Positive feedback was received from a variety of teams, Instant availability of information via dashboards (e.g. pipeline, fund balances, transactions) that would previously have had to be requested from the finance team with a turnaround of 1-2 days. Estimated time saving for finance team of around 30 person days per year

  • Preparation for monthly business unit meetings reduced from half a day to around 30 minutes
  • Preparation for fundholder meetings (previously around half a day) totally eliminated and replaced with a live view of data in Salesforce
  • Meeting follow-up requests for additional information almost completely eliminated, saving approximately 30 minutes to 1 hour per meeting
  • Life forecasting via dashboards and reports replaces manually produced monthly forecasts saving approximately 3 hours per month
  • Reduction of 1 to 2 days in annual and mid-year budget setting process, with the added benefit of better quality data leading to more robust predictions

Online expense claim process has eliminated manual processing of paper forms.  Estimated time saving for operations team of around 3 days per month