Altus Dynamics Blog

Use Technology to Create a Positive Scheduling Experience at Your Community Living Organization

Posted by Stefanie Gause on Dec 14, 2015 9:43:00 AM


As a community living organization, your top priority is to provide excellent, around-the-clock care to your many clients. But do you find that the growing administrative burden of employee scheduling is affecting your organization’s ability to complete this mission? If this sounds like you, it may be time to consider implementing modern scheduling and time-entry technologies at your organization.

To help you understand the various benefits of technology for community living orgs, we’ll look at the current problems administrators are facing, their solutions, and what a modern, streamlined scheduling process looks like.

The Challenges: Manual processes are burdensome on your administrative staff - do any of the below sound like your organization?

Time Consuming Time Sheet Approval: The existing manual process is time consuming for staff; it can take nearly 5 hours to go through time sheets to confirm the accuracy of hours for payroll.
Limited Access to Published Schedules: Although schedules are printed and posted for manager and employee viewing, they lack accessibility for your staff while they’re out in the field which can lead to schedule conflicts and confusion.
Manual Absence Management and HR Requests: Your HR staff is constantly carrying the burden of a manual staff management system; manual call downs to fill open shifts, no automatic calculation of remaining entitlements for employees (i.e. number of sick/vacation days remaining), all of which continue to take their time away from focusing on your key operational activities.
Struggle to Meet Regulatory Compliance: As an employer, you must ensure that your staff scheduling is meeting all regulatory requirements regarding breaks, hours, etc. Though ESA compliance is in no way a burden on employers, manually managing the amount of time between shifts to meet these requirements can be a heavy weight on your HR staff.

The Solutions: With technology, you can use automated systems to save time and empower your staff - are you taking advantage of these tools?

Integrated Time Sheets: Time sheets will integrate with biometric timeclocks, and accurate info will automatically push across to payroll. What does this mean for your staff? They get their 5 hours spent on time sheets back to focus on other key tasks!
Schedules Togo: In the modern world, everything has become mobile. Your schedules can be too! By using a system that allows for mobile access of schedules, you can keep your staff in the loop and mitigate the risk of scheduling conflicts.
Smart HR Management: Using a modern system, you can send open shift notifications to appropriate employees and have employee entitlements calculated automatically. Your smart system will pay back your staff’s lost time in perpetuity!
Auto-ESA Compliance: You respect and want to comply with the employment standards act, and with new technology you can automatically! A state-of-the-art of system will automatically account for regulations e.g. the necessary time between shifts.

Understanding the modernized scheduling process

Now that we’ve looked at the benefits of a smart scheduling system, let’s see what a streamlined and efficient process looks like.

1) Assemble: As usual, the process starts with the employee who does the following: submits availability, requests open shifts, views their schedule, and enters attendance requests.
2) Create: Following the employees’ assembly of their schedules, your staff scheduler maintains your scheduling templates and creates the actual schedule within your new system. They also fill open shifts using smart seniority/availability lists and replace shifts for employees that are not available to work. Once they have complete these tasks, they can now publish the schedule online for easy mobile viewing by your staff.
3) Edit: Once the schedule has been created, the supervisor can easily update the schedule to reflect actual hours worked during the payroll period. They can also review any shift requests and select the best candidates, while also being able to make any necessary schedule changes proposed by employees.
4) Confirm: Now that the payroll period is complete, your employees confirm their final schedule as a timesheet, the supervisor can approve the final schedule for each location, and payroll retrieves all timesheet for processing.

That’s it. All done online in an open, accessible, and efficient way. With a process like this, your organization can streamline its scheduling to maximize operational efficiencies while meeting all regulatory requirements.

The backbone of every great community living organization is a dedicated scheduling staff who ensures that all clients are given the best care possible by rigorously working to ensure that the right staff are there for them at the right time. Using technology, you can empower your staff with a positive scheduling experience that will assist you in the completion of your mission to continue providing exceptional client care for years to come.

Want more ideas on how to make employee management easier? Download the Guide to Effortless Employee Management


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This Post Was Written By Stefanie Gause
Stefanie has always had a passion for the non-profit and public sectors with several years of experience in the education, assisted living, and social services industries.
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