Like many business processes, employee scheduling is going through a digital revolution, which has brought with it a wide range 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 reducing it since these solutions are not connected to your other finance or human resources/payroll software.
Variables such as training, certifications, and overtime hours can all contribute to scheduling complexity. In order to schedule workers effectively, you need information from outside the scheduling tool. This is why using a comprehensive, integrated solution will improve scheduling efficiency and allow you to spend more time and effort making an impact for your clients.
Here are five ways your scheduling tool may actually be making you do more work, and how a comprehensive solution can reduce that workload:
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.
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.
Imagine processing 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.
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.
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.
Having a scheduling tool that’s part of a greater set of Finance and Workforce Management capabilities in order to form an integrated solution will save time, effort, and reduce errors, thereby helping your human services organization make the greatest impact on those you serve.
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