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 substantially and was making it hard to keep the tranquil, therapeutic atmosphere needed by the residents.
Facility Expansion Increased Scheduling Problems
The manager (and head therapist) at our example company was not quite sure how scheduling had become so unworkable. 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 triggered a time-consuming process of sending texts to all qualified employees to find a replacement. The manager was often required to manage fractional shift changes to adapt to overlapping availabilities. The result was a domino effect that frequently caused unanticipated consequences including pricey overtime and coverage gaps. A couple of dedicated employees would come in on short notice in “emergencies” that started happening routinely. The added confusion and personal disruption was reaching a breaking point.
Shorthanded shifts are an issue for any organization, but in a group home where some patients need 24/7 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 delivers 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 simplified 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 required certifications are scheduled appropriately.
- Mobile companion offers anytime, anywhere access for staff members 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 tools, she had an “aha” moment. “So this is how intelligent automation revolutionizes employee scheduling!” She realized just how impotent Excel spreadsheets had been.
In the months that followed Workforce Management Suite implementation, she continued to observe unforeseen benefits such as how much time she was saving on PBJ reporting and how the counselors appreciated 24/7 time card, schedule, and PTO visibility and self-management.
Now that scheduling is solved, the team members 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 Payroll Solutions at 608-837-2590 today.
Payroll Solutions offers WorkforceHUBÂ, the unified Human Resources portal that makes it easy to optimize the performance of your supervisors, employees, and company.
WorkforceHUBÂ includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUBÂ is designed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.
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