Scalable HCM transformation driving accuracy and growth
Overview
A comprehensive HCM transformation streamlined HR operations, payroll, and compliance by unifying data, automating time and leave processes, and instituting audit-ready controls on a modern platform. System-driven validations and trackers addressed complex regulatory scenarios and workforce movements with rigorous accuracy and governance. The engagement delivered on-time payroll, complete compliance, high accuracy, faster reimbursements, and SLA-based query resolution while elevating self-service and scalability.
Our Client
One of India’s largest and most respected multi-specialty healthcare providers, this healthcare group employs over 25,000 people and operates 30+ hospitals across India and abroad. With advanced clinical services and a growing footprint, the organization required agile, scalable HR and payroll solutions to support its operational complexity and rapid expansion.
A strategic partnership with AscentHR has been in place since July 2021, covering both HCM transformation and end-to-end Payroll Management and Compliance services.
“Partnering on a unified HCM and payroll platform transformed our operations – attendance, leave, payroll, and compliance now run seamlessly with audit-ready visibility, faster reimbursements, and consistently on-time, highly accurate payouts, giving our teams the confidence and bandwidth to focus on care and growth”
Challenges
As the healthcare group scaled operations across geographies, it faced several critical HR and payroll challenges:
• Complex Shift and Attendance Management: Varied shift patterns across departments (ICU, Emergency, OPD) and the need for real-time attendance capture created operational difficulties.
• Leave Management Gaps: Inconsistent policies and manual leave processing led to payroll errors.
• Compliance Risk Exposure: Decentralized HR functions increased exposure to statutory non-compliance.
• Payroll Timeliness & Accuracy: Timely disbursement of salaries covering all pay components was a recurring issue.
• Audit Preparedness: Manual collation of data for internal and external audits consumed significant time.
• Manual Transactions & Delays: Reliance on physical approvals hindered efficiency in HR and payroll processes.
• PAN Inoperative & Inter-Entity Employee Movement:
- Managing PAN inoperative cases for both active and resigned employees required rigorous monthly/quarterly checks, recovery tracking as per IT slabs, and exclusion tracking for quarterly filings based on client instructions.
- Maintaining periodic registers, reconciliations, and filings aligned with IT department deadlines was both critical and complex.
- Dynamic inter-entity transfers added additional layers of validation across TANs and salary components, necessitating robust tracking mechanisms and internal system checkers.
- Backend portal (StoHRM) needed monthly alignment of employee transfer cases across entities to ensure compliance and payroll accuracy.
Solution
AscentHR collaborated with the healthcare provider to digitize and streamline HCM, Payroll, and Compliance functions using automation and domain-led expertise.
1. Centralized HR Operations via StoHRM
• Unified employee data across all hospitals.
• Integrated biometric and geo-fenced attendance systems.
2. End-to-End Payroll Management
• Monthly payroll processing and finalization managed by AscentHR.
• Timely delivery of salary registers and FBP reimbursement data.
• Employee portal access for tax declarations and reimbursements.
3. Compliance and Statutory Reporting
• Managed returns and filings for PF, ESI, PT, LWF, and IT.
• Regional filings and remittance-ready reports for non-covered areas.
• Handled audit reports, bonus/gratuity provisioning, and full & final settlements.
4. PAN Inoperative Case Management
• Periodic system-driven checks and validations.
• Tracking tax recoveries per applicable slabs.
• Maintenance of registers and filing exclusions as per client mandate.
• Reconciliation and department-aligned submission schedules.
5. Dynamic Inter-Entity Transfer Handling
• Tracker for cross-entity employee movement.
• Automated checkers to validate TAN applicability and component mapping.
• Backend monthly updates through StoHRM to ensure accurate payroll execution and compliance mapping.
6, Automated Shift & Leave Management
• Department-aligned roster creation.
• Centralized leave policies and mobile-based approval workflows.
7. Employee Self-Service & Query Resolution
• Online access to payslips, Form 16, tax tools, and real-time queries.
• SLAs: 2 days for employee queries, 4 days for statutory queries.
8. Labour Law Compliance Coverage
• Coverage included registrations, renewals, amendments, inspections.
• Integrated compliance tool for proof uploads and tracking.
9. Smart Reports & Financial Outputs
• Reports included salary register, bank advice, YTD summaries, JV statements.
• Bonus provisioning, headcount, and cost center-level reports.
10. Vendor Audit Framework
• Quarterly audits using AscentHR CMS tool.
• Location-wise audit reports and structured closure discussions with HR and Legal teams.
Outcomes
• Optimized Workforce Management with real-time shift visibility and scheduling – reducing absenteeism.
• Faster Reimbursement Processing with streamlined validations and self-service – processed within 3-5 working days.
• 100% Statutory Compliance across all locations – mitigating audit and regulatory risks.
• On-Time Salary Disbursement with automated checks and validations.
• >99.5% Accuracy in payroll and attendance – reducing manual corrections.
• Audit-Ready at All Times – standardized reporting and centralized documentation cut prep time by 70%.
• >95% SLA-Based Query Resolution – improving employee satisfaction and HR team efficiency.
• Seamless Handling of PAN and Inter-Entity Complexities – reducing compliance risk and administrative burden.
• Enhanced Employee Experience with 24/7 access to personal and payroll data via digital platforms.
Conclusion
The long-standing collaboration between this leading healthcare provider and AscentHR highlights how organizations can drive operational excellence by deploying robust, digital HCM and Payroll systems.
The co-created solutions address complex workforce and compliance needs – including PAN inoperative cases and dynamic employee transfers – while laying the foundation for a scalable, audit-ready, and future-proof HR ecosystem. As the healthcare group continues its mission to deliver top-tier care, AscentHR remains a trusted partner in driving agility, compliance, and governance.