Breaking Down Data Silos for EPOCH Senior Living

challenge

Lack of Data Ownership, Silos, and No Feedback Loops

EPOCH Senior Living, based in Waltham, Massachusetts, operates 16 senior living communities across New England and Westchester, NY. As the company grew, they realized their tech stack was slowing them down and not providing the data they needed to make business decisions in a timely manner.

Michael Gordon, Chief Investment Officer, set out to transform the EPOCH tech stack with best-in-class vendors to break down stubborn data silos and ensure the company could accurately track several critical KPIs such as staffing goals, sales and occupancy rates, and demand generation metrics.

Their main challenges included:

EPOCH’s legacy data aggregator tool did not allow the company to actually own its data, so while they received KPI reporting, they lacked the ability to move and transform it, leading to fragmented data silos. This was creating inefficiencies and delays in accessing and analyzing crucial data, further hindering any plans to build advanced analytics with large language models (LLMs).
Data reporting was a very manual process, with reports taking up to a month to process, hampering timely decision-making and operational efficiency.
The need for real-time tracking of staffing metrics: In a labor-intensive industry efficient monitoring of open positions, hiring processes, and labor distribution is crucial.
Challenges in attributing and gleaning insights from sales and marketing activities: The teams had no meaningful way to track important data points such as marketing attribution and feedback for digital campaigns, and speed to move-in metrics.

Key Outcomes

16

senior living communities consolidated to provide a single source of truth

>7

disparate systems connected creating insights for reporting, tracking and resource allocation

0

data silos and near real-time access to insights

solution

Custom Connectors Allowing Insights to Flow from Multiple Disparate Sources

Our team built multiple data pipelines using Snowflake as the cloud data warehouse, Matillion’s Data Productivity Cloud for the ELT solution and PowerBI for visual reporting.

In most cases, the team is using the APIs to connect but in some cases use a custom CSV. The data sources in the current solution include:

ADP – for timesheets and payroll tracking
Hireology – for filling positions/job postings/etc.
OnShift – workforce management for senior care
Resedix – resident and incident tracking
Sharepoint – for the CVS files they can’t get through the API
WelcomeHome – Sales and Marketing CRM
Yardi – financial reporting and metrics

All data is being moved either with a custom connector or Matillion’s data transfer component. For the data sources which are niche and specific to the senior living industry, they were given a location in Microsoft Sharepoint and use Matillion’s Sharepoint connector.

All the data transformation takes place within the Data Productivity Cloud where custom connectors are created based on the 10 API endpoints. By dragging the icon onto the orchestration job, each category is set up as its own job across incidents, residents, and communities. A master job calls all of them at once when needed.

The data is then pulled into a PowerBI reporting dashboard with some reports running nightly and others weekly. If there is ever a need to switch how often reports are run, this only takes a minute or two within the Data Productivity Cloud.

results

A Single Source of Truth for Tracking, Allocating, and Reporting

Our work addressed EPOCH’s specific goals around increasing occupancy rates and reducing operational costs by:

Eliminated data silos: Matillion provides visual dashboards and reporting tools that consolidate data from various sources allowing for real-time data access and democratization across 16 business centers.
Integrating CRM and resident experience software: Matillion enabled seamless data integration between siloed systems for more comprehensive insights into resident experience and operational performance.
Real-time reporting: Automation in Matillion ensured data from various departments was available in real-time or within a week for better decision-making and operational agility.
Enhanced staffing efficiency: With real-time labor tracking, EPOCH can monitor open positions, hiring speed, and labor distribution for better resource allocation and cost savings.
Improved marketing attribution: Matillion’s capabilities allowed for better feedback on digital marketing campaigns, helping EPOCH identify which campaigns drove leads and conversions.

tech used

Matillion, Snowflake, PowerBI

We’re breaking down data silos between 16 separate business centers, allowing deeper insights across resident experience, sales, marketing and team operations.

— Michael Gordon, Chief Investment Officer

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Breaking Down Data Silos for EPOCH Senior Living

Lack of Data Ownership, Silos, and No Feedback Loops

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