Altus Dynamics Blog

Buyer Beware: 5 Ways Your Scheduling Tool May Actually Be Making You Do More Work

Posted by Andrew Cheung on Sep 27, 2016 9:03:00 AM

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As you may know, the world of employee scheduling is currently going through a digital revolution, which has brought with it a plethora of scheduling software solutions. While there are many stand-alone scheduling software solutions that claim to make scheduling easier, they may actually increase your workload instead of reduce it since these solutions are not connected to a comprehensive, integrated solution. 

There are many variables that come into play when scheduling employees - training, certifications, and overtime hours, for example -  and in order to schedule workers effectively, your system requires information from outside the scheduling tool. This is why using a comprehensive, integrated solution along with your scheduling tool will maximize scheduling efficiency and allow you to spend more time and effort making an impact for your clients.

Here are 5 ways your scheduling tool may actually be making you do more work, and how a comprehensive solution can reduce that workload:

  1. All Employee Data in One Place

Having a single source of truth for your data and preserving data integrity is very important to most organizations. Having your scheduling tool be part of an entire integrated solution allows you and your staff to obtain all of their information—including scheduling, timesheets, payroll, employee profile, expenses, time off requests, etc—from a single place. If employee data is in separate systems, information will not be up to date and confidence in the data is reduced because of uncertainty as to which system has the correct data. Finally, having all of your data in a single place increases user adoption and speed of learning the system.

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  1. Smart Scheduling with Business Rules

Integrated solutions typically have business rules that standalone scheduling tools would not have, as these business rules help with intelligent staffing by taking qualified resources into account. Use business rules to help your organization schedule employees based on certain skills or certifications that are required to comply with certain regulatory rules, such as scheduling a social worker who must be male or a social worker who must be trained specifically in autism.

There are other value-added benefits to business rules. To fill contingency and relief staff quicker, you can pull qualified staff from other programs or locations as long as they are available and have all the mandatory pre-requisites. Integrated solutions automatically use smart data to make suggestions to control and minimize overtime costs by prioritizing staff who will not be put into an overtime situation.

  1. Automated Timesheets and Payroll

You can process payroll with the click of a button with an integrated solution that connects your scheduling tool to your time tracking solution. This eliminates manual steps from time entry capture to processing payroll, as approved hours are automatically integrated from the scheduling tool into your timesheets and payroll. These integrations foster reliable data so that payroll is devoid of human error and eliminates over or underpaying staff.

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  1. Finding Available Employees Efficiently

Investing in an integrated solution allows you to track who you can schedule based on availability in order to avoid double booking employees. The scheduling tool takes information from other systems to determine the available pool of candidates. It removes employees from the schedule if they are scheduled for training, are on vacation time, or have declared sick leave. This is all done automatically by the solution and does not require any manual effort, which reduces the administrative burden for your staff.

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  1. Streamlined GL and Expenses

Make life easier for the Finance team to manage GL and employee expenses by integrating your scheduling tool to your Finance solution. You shouldn’t have to spend endless hours printing reports or sifting through excel spreadsheets to find information, but should rather be able to drill down from the GL into payroll transactions without leaving your GL. Investing in an all-in-one solution allows your finance team to see payroll transactions in summary or in detail, and enables you to process employee expenses online with the click of a button.

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To summarize, having a scheduling tool is great for your company’s productivity. However, the scheduling tool must be part of a greater set of Finance and Workforce Management capabilities in order to form an integrated solution that will help your human services organization make the greatest impact on those you serve.

Interested in learning more? Download our whitepaper on Integrated Employee Scheduling for more information on how our scheduling tool will simplify your scheduling processes.

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