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 constant employee scheduling confusion that had diminished staff morale significantly and was making it challenging to maintain the peaceful, 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 such a mess. It seemed like Excel spreadsheets had been adequate 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 staff members to find a replacement. The manager was often required to manage fractional shift changes to accommodate overlapping availabilities. The result was a domino effect that frequently caused unforeseen consequences including expensive overtime and coverage gaps. A couple of dedicated staff members 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 a hassle for any business, 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 performs simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile functionality 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 employees with the required certifications are scheduled appropriately.
- Mobile companion provides 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 features, she had an “aha” moment. “So this is how intelligent automation completely modernizes employee scheduling!” She realized just how impotent Excel spreadsheets had been.
In the months that followed Workforce Management Suite implementation, she continued to see unexpected benefits such as how much time she was saving on PBJ reporting and how the caregivers appreciated 24/7 time card, schedule, and PTO visibility and self-management.
Now that scheduling is solved, the staff members can better concentrate on the facility patients.
To find out more about how Workforce Management Suite can be customized to solve your distinct organizational challenges, call MegaPay USA at 855-634-2729 today.
MegaPay USA offers WorkforceHUB, the Human Resources Management System (HRMS) that makes it easy to optimize the performance of your managers, employees, and company workflows.
WorkforceHUB includes TimeWorksPlus, TimeSimplicity, TimeWorks Mobile, and ApplicantStack. We’ve just added applicant tracking, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB was created for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and lower labor costs.
How much can you save? Check our MegaPay USA ROI Calculator.
We can get you up and running with WorkforceHUB immediately. Contact us today to set up a demo.