Workforce Management Tips for. Minnesota Agencies

Transcription

1 Workforce Management Tips for. Minnesota Agencies

2 Today s Presenter John Graham CEO & Software Architect After working with agencies for over 20 years, John has designed solutions made to meet the unique and complex needs of agencies. John has partnered with agencies throughout the United States to deliver the only complete solution that meets all the needs of an agency Time and Attendance, Scheduling, Billing, Payroll and Documentation. John truly understands the needs of agencies and what is involved in helping agencies get the most of their workforce management solutions.

3 Agenda 1. Introduction to MITC 2. What New Challenges are Faced by Agencies Today? 3. Workforce Management Tips Help Address These Challenges

4 MITC AGENCY-READY WORKFORCE MANAGEMENT

5 MITC Works With Many Agencies In Minnesota with Group Home, Day/Vocational, and In-Home Programs

6 Get It All in One Solution Capture it all with MITC time and attendance, billing, and documentation in one solution.

7 A Brief History of MITC MITC is used by hundreds of thousands of staff and clients daily. 25 years continuous service MITC shipped its first timekeeping system Today over 1,500 customers in every state in the USA, Canada, New Zealand, Ireland, United Kingdom, Africa & Australia use MITC Simple to use - smaller customers require no onsite services, while larger customers benefit from onsite service and project coordination

8 Workforce Management Has Many Components Time and Attendance Client Timesheets Service Documentation PTO Requests Payroll Integration Billing Integration Service Contract Management Workforce analytics Scheduling Human Resources Different components for different agencies with different programs and priorities.

9 MITC Can Be Used in All Programs MITC delivers the most cost-effective solutions by taking responsibility for all agency programs, eliminating the costs of duplicate software and reducing the cost of ownership for agencies. Supported Living Clients in the Community In-Home Service Group Homes Respite Community Living Residential Homes Day Services CDS Supported Employment Assisted Employment Vocational Janitorial Contracts SourceAmerica Unlike general purpose systems, MITC provides a complete solution and services to support all the needs of an agency.

10 Hardware and Software Options Choose from multiple hardware and software options, depending on: Type of location o Residential, Group Home or Community Living Arrangement o Workshop, Enclave, Janitorial Contract o Consumer/Client Home o Administration, Day Services o Retail Store Mix of Programs and Size of Agency o Supported Living o Assisted Employment o Group Homes o Day Services o Respite

11 Installation & Payment Options CUSTOMER HOSTED Installed on customers server with MITC remote support or delivered to customer on server configured by MITC Monthly full-service rental or purchase with extended terms CLOUD Hosted by MITC or by third-party of your choice Monthly full-service rental or purchase with extended terms

12 MITC Guarantee to All Agencies 1. While MITC has many larger competitors, your agency will always be important to MITC. As an MITC customer, your agency will be one of hundreds of other agencies using the same workforce management software. 2. Unlike generic time and attendance vendors, MITC will offer your agency continuous stream of software updates and services designed for agencies. 3. All the MITC staff your agency works with in Sales, Marketing, Customer Service & Implementation will be experts in helping agencies successfully implement workforce management solutions. 4. MITC Implementation plans have been proven to be successful at hundreds of agencies like yours. 5. MITC s unique free post implementation audit process ensures all agencies are effectively using Workforce Management. 6. We understand agency budgets are limited. The MITC best price guarantee ensures that your agency will pay less for a customerhosted or Cloud solution.

13 AGENCIES FACE NEW CHALLENGES TODAY

14 Agencies are a People Business, But Paper-Based or Ineffective Systems Are Costly and Risky Payroll Costs and Lost Revenue Higher than needed payroll related costs, especially in Residential and Supported Living, and lost billing drain resources Accountability Ensure clients receive service Productivity Inefficient time sheet, payroll, billing, documentation and PTO procedures waste the time of key staff Compliance Audit risk and in extreme cases loss of revenue due to inaccurate records

15 Many States are Increasing Use of Managed Care and Fee-for-Service Reimbursement Electronic documentation will become more important Withstanding audits may be more challenging Accurate attendance records for clients as well as staff will also be more important Streamlined billing procedures will become required Reimbursement rates are not keeping up with costs

16 Some States Are Mandating EVV In Certain Programs Missouri Louisiana Kansas Texas Ohio

17 Turnover is Increasing Turnover in homecare rose 9% in 2014 with the improving economy. Increased turnover can have consequences on overtime, as well as training and management costs. But surprisingly, pay is not the only issue. Many lower paid workers site schedules and communication as a major reason why they move to other jobs. On-call scheduling practices are being investigated by The Department of Justice in New York. Effective scheduling and proactive HR are required.

18 Olmstead is Changing the Way Agencies Operate 1. In 2009, the Civil Rights Division launched an effort to enforce the Supreme Court's decision in Olmstead vs. L.C. (Requires states to eliminate unnecessary segregation of persons with disabilities and to ensure that persons with disabilities receive services in the most integrated setting appropriate to their needs.) 2. The Division has worked with state and local governments officials, disability rights groups and attorneys around the country, and with representatives of the Department of Health and Human Services to fashion an effective, nationwide program to enforce the integration mandate of the Department's regulation implementing title II of the ADA.

19 Star Tribune Recent articles, unfairly to providers, pointed out that Minnesota has further to go than most states in moving to more community-based services and employment outside of vocational settings. In other states, these changes have created new challenges in tracking staff and clients who are now no longer in a facility.

20 Community-Based Services The Preferred Option 2014 Workforce Innovation Act came into effect in July Each state s public Vocational Rehabilitation (VR) program will have an expanded role in providing services related to the transition of youth with disabilities from school to adult life. The Act requires that 15% of Vocational Rehabilitation Funds must be used for transition services. Community-based programs present new challenges with more and more staff working with clients outside of facility-based service environments.

21 Affordable Care Act January 1, Employer mandate comes into effect. The employer mandate requires coverage or pay a penalty if an employer has an average of at least 50 full-time employees, including full-time equivalent employees (FTEs) during the preceding calendar year. Status is determined by adding the total number of fulltime employees and FTEs for each calendar month in the prior calendar year and dividing that number by 12. If the result is above the 50 full-time employee threshold, then an employer is mandated for the entire following calendar year, even if the number of full-time employees and FTEs falls below 50 during the year C for every employee required this year.

22 New Overtime Regulations 1. Overtime is now mandatory for home care providers. 2. DOL is considering requiring any employee earning under $52,000 per annum to get overtime if they work more than 40 hours a week. Many administration and mid level managers may be effected. Requires agencies to track time and attendance for salaried as well as hourly employees.

23 Agency Workforce Management Can Help Agencies Survive Agencies may have to reduce costs, but their workforces may already be lean, and their budgets for productivityimproving IT investments may be shrinking. However, significant cost reductions and productivity gains can be achieved by deploying workforce management solutions that focus on labor costs, typically an agency s largest expense.

24 WORKFORCE MANAGEMENT TIPS TO HELP ADDRESS THESE CHALLENGES

25 WHAT ARE AGENCIES BUYING TODAY? 7 TIPS

26 1. Group Homes & Day Program Biometrics are now very affordable ($584.00) Eliminates buddy punching More effective than using PC in group home Proven to reduce payroll costs by 1-2% per year

27 2. Scheduling Integrated With Time and Attendance Reduces overtime in Group Home programs Helps with Employee Retention Automatically reports Weak Links no shows, early departures, late arrivals Reduces absenteeism with schedule prompting

28 3. In-Home Programs Use landline phone or smartphones Capture payroll, billing and documentation in real time Expedites billing Reduces audit risk Streamlines procedures

29 4. Day and Vocational Programs Use tablets to capture attendance, piece and hourly work, services provided and documentation Expedites billing Streamlines procedures

30 5. Employee Self-Service Helps with employee retention Streamlines procedures Estimated to save $ per year per employee Gives employees access to: PTO requests Mileage & expense forms Training class enrollment Time and Attendance Schedules

31 6. HR Solutions ACA Management PTO Accruals Training & Licenses Training Class Enrollment Mileage & Expenses

32 7. Cloud or Customer Hosted? CLOUD Minimizes IT issues Can reduce IT costs Minimizes commitment (month-to-month contract) CUSTOMER HOSTED Cheaper in the long run if agency has internal IT 60% of MITC new customer sales are still customer hosted Only a handful of customers have switched

33 Thank You! MITC is Here to Help Use MITC s expertise, developed from working with hundreds of agencies, to help select a solution that works for your agency! Schedule an in-depth presentation at your office or remotely to address your agencies individual needs and select the best agency workforce management solution for your agency info@mitcsoftware.com