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 nonstop employee scheduling confusion that had decreased staff morale considerably and was making it hard to keep the calm, therapeutic atmosphere needed by the residents.
Facility Expansion Exacerbated 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 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 launched a time-consuming process of sending texts to all qualified employees to find a replacement. The manager was often required to synchronize fractional shift changes to adjust to overlapping availabilities. The result was a domino effect that frequently caused unexpected consequences including pricey overtime and coverage gaps. A couple of dedicated associates would come in on short notice in “emergencies” that started happening weekly. The added confusion and personal disruption was reaching a breaking point.
Shorthanded shifts are a headache for any organization, but in a group home where some patients need round-the-clock 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 provides 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 employees 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 features, she had an “aha” moment. “So this is how intelligent automation completely transforms 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 counselors appreciated 24/7 time card, schedule, and PTO visibility and self-management.
Now that scheduling is solved, the employees can better focus on the group home patients.
To find out more about how Workforce Management Suite can be customized to solve your distinct organizational challenges, call SwipeClock at 888-223-3450 today.
SwipeClock 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 created for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and lessen labor costs.
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