Unit managers see huge benefits in forward planning of rosters, and know who is in their unit at any given time.
Sunbeam House Service, Wicklow.
24/7 Rostering Challenge
Sunbeam House Services is a voluntary charitable organisation that provides training, employment and care services for adults with an intellectual disability. The organisation has 30 units throughout Co Wicklow and South Co Dublin. The organisation has been in operation for over 25 years and employs over 300 people. It is a 24-hour, 7-days-a-week operation, with many shift patterns including split shifts, and nursing staff who operate a “Rota of 3” by 8-hour shifts. Sunbeam House Services caters for 300 clients, two–thirds of whom attend day care services while the remaining clients are residential who also attend day care services.
Abundance of Paperwork
“The operation and the running of this organisation is very demanding,” explained Mr Hoey, IT Manager. “Before the introduction of the time managment system, rosters were manually entered with the aid sometimes of spread sheets and there was an abundance of paperwork. We knew a more labour-saving and efficient system had to be implemented.”
“We looked at five other systems, before choosing Advance Systems. At the end of this evaluation process, we concluded that the professionalism and technical know-how of Advance Systems’ staff gave us the confidence that the system was for us. It sat well with our existing IT infrastructure and had a user-friendly appeal”, said Mr Hoey.
Reduction in Administration Time
“The system was first launched in April 2004. It was decided to roll out the first phase over three different areas within the organisation. Then shift efficiencies were highlighted and altered to streamline the operation. Employees will be able to access their work history, holiday entitlements, days in lieu, days off and sick leave from any terminal. All employee worked hours are automatically transferred to payroll, further reducing administration”, added Mr Hoey. “TMS has reduced the paperwork considerably and unit managers are anxious to be set up as they see the benefits their colleagues have with regard to forward planning of rosters etc.”
ID Swipe Cards Invaluable for Security
“As security is a major concern within the organisation, the ID Swipe cards have proven to be invaluable – now each unit manager knows exactly who is in their unit at any given time. It is also of significant advantage that anyone can clock-in at any terminal within the organisation at any location and their times are recorded, this is very helpful especially for physiotherapists as they operate their own shifts. Managing their hours is less work for them now.”
Excellent Ongoing Support
“The ongoing support being given by Advance Systems is excellent and the set–up was managed easily and professionally”, concluded Mr Hoey.