Today’s case study explains how Workforce Management Suite cleaned up an employee scheduling mess at an 18-bed group home for adults with chronic mental illness. The long-term care facility needed relief from continual employee scheduling confusion that had decreased staff morale considerably and was making it difficult to keep the calm, therapeutic atmosphere needed by the residents.
Facility Expansion Intensified Scheduling Problems
The manager (and head therapist) at our example company was not quite sure how scheduling had become such a disaster. It seemed like Excel spreadsheets had been sufficient just a few years before. She pointed out that the owners of the group home had built a large addition the previous year and, as a result, tripled the number of beds. She hadn’t anticipated that the expansion would complicate things tenfold, however.
Confusion Was Taking a Toll
Schedule changes generated a time-consuming process of sending texts to all qualified team members to find a replacement. The manager was often required to synchronize fractional shift changes to accommodate overlapping availabilities. The result was a domino effect that often caused unanticipated consequences including costly overtime and coverage gaps. A couple of dedicated staff members would come in on short notice in “emergencies” that started happening frequently. The added confusion and personal disruption was reaching a breaking point.
Shorthanded shifts are an issue for any company, but in a group home where some patients need constant supervision, coverage gaps can put their safety at risk (as well as the license to operate).
Solution — Workforce Management Suite
The manager turned to Workforce Management Suite. Workforce Management Suite offers simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile capability for 24/7 anywhere access.
- TimeSimplicity for streamlined group home employee scheduling.
- TimeWorksPlus for integrated time and attendance tracking for salaried, hourly, and contract workers.
- Job codes ensure that team members with the necessary certifications are scheduled appropriately.
- Mobile companion provides anytime, anywhere access for associates and managers.
- Payroll Based Journal tools streamline compliance and reporting.
The Power of Automation, Centralization, and Mobile Access
When the manager started using Workforce Management Suite for scheduling and became familiar with all the functions, she had an “aha” moment. “So this is how intelligent automation transforms employee scheduling!” She realized just how weak Excel spreadsheets had been.
In the months that followed Workforce Management Suite implementation, she continued to notice unforeseen benefits such as how much time she was saving on PBJ reporting and how the therapists appreciated 24/7 time card, schedule, and PTO visibility and self-management.
Now that scheduling is solved, the employees can better concentrate on the facility patients.
To find out more about how Workforce Management Suite can be customized to solve your individual organizational challenges, call Express Data Systems at (610) 495-7166 today.
Express Data Systems offers Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and organization.
Workforce Management Suite includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. Workforce Management Suite is created for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and decrease labor costs.
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