Workforce Management: Data points + decision making

August 4, 2019 | News

Like us, you already know that your workforce is your most important tangible asset. Around the globe, Directors, CEOs, HR, training and quality management teams state that workforce planning and real-time data-driven decision-making are priorities to support business goals. However, many organisations in aged care still find it difficult to plan, measure and optimise their workforce to full capability.

The top workforce management challenge:

Disparate systems across an organisation that provide data ‘after-the-fact’, are often one of the key issues facing effective workforce management. Lag time reporting and analysis may result in over-spending against budget or forecast and when it’s too late to rectify.

Aged care organisations must know in real-time, the funding they have or will receive when providing care for their residents, the occupancy of the facilities they manage, that staff contracted hours are fulfilled, that their staff have the required up-to-date skills to care for residents and the forecasted cost of rostering to a shift, so that they can make informed decisions, and quickly.

In our experience, administration staff are often managing rosters based on the information they have at hand. For example, the management of a Master Roster, the leave plan and learned knowledge from conversations in the corridor! Without the knowledge of the organisations employee award rules, the changing care needs of residents, occupancy fluctuations, up-to-date skills compliance data and how much a staff member will cost when rostered to a particular shift. Unfortunately, decisions are made that are inefficient and ultimately very costly to an organisation. And organisation often don’t know about the impact to cash flow until they receive the financial data following payment to employees.

With the current downturn in operating results across the sector including amendments to the ACFI scoring matrix, ACFI downgrades and increased costs, it’s crucial that workforce management decisions are not costing more than is necessary.

How can data points help optimise your workforce more effectively?

Trends in workforce management data can reveal meaningful insights into what action to take next. For example, analysing overtime costs, utilisation of employee contracted hours, leave usage or up and coming training needs. Trends help organisations to plan for improved future outcomes. However real-time data points can help achieve efficiencies whilst a roster fortnight is still being worked. For example, knowing you’ve overspent on day one of a roster fortnight means organisations can consider alternatives for the remainder of the fortnight to manage costs. Visibility of 50 employees all requiring CPR refresher training ensures you plan training and the costs based on the organisational needs and at the right time.

Visibility, analysis and understanding of key workforce management data supports organisations to make smarter, more informed decisions resulting not only in cost efficiencies but also a better utilised and ultimately a more engaged workforce

For more information about workforce management including Mirus Works! and please connect with Sara Golding, Workforce Manager.