Case Study: Apptio Streamlines Financial Processes Marshfield Clinic Health System

mashfield clinic - healthcare case study

The Organization – Enterprise Nonprofit Healthcare

Marshfield Clinic Health System (MCHS) is a nonprofit, integrated healthcare organization founded in 1916 in Marshfield, Wisconsin. MCHS operates more than 60 clinics, 10 hospitals, a children’s hospital, and an extensive provider network of over 1,600 physicians across 170 specialties. MCHS also runs residency and fellowship programs, emphasizing research, education, and rural health equity.

The Challenge – Streamline Complex Financial Data

Operating within the highly regulated and cost‐pressured U.S. healthcare industry, particularly in rural markets, MCHS faces challenges common to the sector: rising labor and supply costs, evolving reimbursement models, and the growing demand for accessible, value‐based care.

And, like many large healthcare systems, MCHS faced challenges managing complex financial data.

  • They were inundated with financial month end close activities and did not have the labor resources to utilize Apptio to its fullest capabilities on their own.
  • They used manual spreadsheets to conduct variance analysis, and as a result, experienced limited visibility, slowed decision-making, and increased the risk of error. Their budgeting and forecasting processes were insufficient.
  • Further complicating matters, MCHS utilized multiple financial systems that did not integrate with each other, thus making it impossible to determine the proper total of a month of spend for the business.

MCHS approached Rego in need of extra resourcing to help maintain and improve their Apptio product suite.

The Solution – Apptio’s Robust Reporting

Rego’s team stepped in to simplify the process.

  • The first goal? Get MCHS out of spreadsheets and into Apptio’s robust reporting tools.

    • Rego validated the data sources to ensure accurate metrics.
    • Rego and MCHS created an automated standardized reporting process that delivered meaningful and timely insights directly to key stakeholders, including variance reporting.
  • Next, Rego helped MCHS shift ownership of IT planning, budgeting, and forecasting to the correct teams.

The Results – Streamlined and Accessible Data

Rego’s expert Apptio guidance provided MCHS the structure and efficiency they needed to optimize IT financial management and move from reactive reporting to proactive planning.

  • MCHS teams were able to significantly reduce their manual effort.

    • 100% of stakeholders no longer use spreadsheets, but use Apptio for monthly variance analysis / budget creation.
    • 50% reduction in admin tasks.
    • Standardized reports were delivered straight to key stakeholders’ inboxes.
  • With data flowing cleanly through Apptio, users saw their spending come to life.
  • Increased confidence in data accuracy enabled department owners to manage their own budgets within Apptio.
  • All users were empowered to make faster and smarter decisions, freeing up valuable time for strategic work.

  • IT Financial Management (ITFM) Team / TBM Analysts gained visibility into labor resourcing and strategic initiatives like Value Capture and Application Rationalization.

  • IT and finance teams gained a unified, consolidated view of all contract data across systems — improving vendor oversight, cost forecasting, and renewal planning.
  • 75% increase in Apptio user adoption.

The Road Ahead – Strategic Horizons

MCHS was recently acquired by another healthcare system. Rego continues to support the integration of financial systems and Apptio environments across both organizations. Apptio’s powerful platform and Rego’s expertise enables the combined system to maintain continuity in financial reporting while moving toward a unified, enterprise-wide financial management strategy.