SMART RosterPro Central. The power of Next Generation erostering

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1 SMART RosterPro Central The power of Next Generation erostering

2 SMART RosterPro Central (RPC) provides a simple web based solution for creating and managing Trust-wide staff rosters and time attendance related activity. With unique functionality and real time operation it allows you to take effective control over your rostering requirements. Advanced erostering Create efficient rosters in minutes reducing management time Enhanced Flexible Working Flexible rostering for nursing and non-nursing staff Ease of Working As intuitive as Microsoft Office Speed of Implementation Fast rollout and rapid realisation of benefits Real Time Roster Management Real time cost management Fair Self-rostering Generate even-handed shift allocations Perfect Roster Generation Develop the best possible rosters Complete Staff Visibility Improve efficiency and reduce costs with shared resources Management Dashboards Data presentation in easy to follow formats for fast intervention Real Time Attendance Track availability, reduce costs, eliminate paper processes NHS Initiatives Supported by SMART RPC: n Spending Review Cost Reduction n Fraud Elimination n Reduced Absenteeism n Productive Ward Initiatives n Improving Working Lives n Work Life Balance n Improved Patient Care n Reduced Clinical Risk n Improved Staff Morale n QUIPP

3 Leading the way in advanced erostering As the most advanced erostering systems on the market today, SMART RosterPro Central (RPC) automatically builds your staffing rosters in minutes. Developed over 10 years, specifically for the NHS, SMART RPC uses powerful algorithms to define safe and efficient rosters that maximise staff contract time whilst complying with local rostering policies and EWTD regulations. Unlike other solutions, which rely upon pre-defined templates, the flexibility these algorithms provide allows SMART RPC to enforce roster policies whilst finding the most efficient combinations that meet both the staffing preferences and the skill mix requirements of your organisation. SMART RPC can be configured with the unit and staff based information needed to generate rosters and takes into account patient dependency levels, skill mix, grades and staff numbers, together with individual contractual obligations, skill sets and, through a unique fair play scoring system, staff shift preferences. Immediate visibility of the precise cost of a roster, gives managers the opportunity to make informed decisions on shift allocation and cost efficiency and at the same time enables them to easily and quickly re-roster as needed. In addition, the system automatically provides on-screen colour coded alerts for rule breaks or unsafe/unfair working practices during the maintenance of a roster. Enhanced Flexible Working n All staff group environments supported n Allows multiple roster definition n Improved efficiency n Enhanced workforce satisfaction and improved staff retention Historically eroster systems focus primarily on the nursing community. With SMART RPC you can also support variations and shift patterns associated with other staff areas where rostering is appropriate, such as finance, HR, admin and junior doctors. This improves the effectiveness of your rosters and achieves greater efficiency savings. In addition, with SMART RPC, Trusts are not restricted to single shift rosters. Managers can easily define multiple rosters for any shift to satisfy all potential staffing preferences and optimise the roster to meet patient dependency. Each shift can be assigned a Start and End time, which removes the need for coded shift definitions found on other systems. This enhanced flexibility provides a wider range of shift patterns to staff, which in turn improves staff retention and workforce satisfaction. Its easy to use interface means even the most complex rosters take less than 30 minutes to create and as the next generation in erostering you can be sure SMART RPC delivers greater efficiency, faster, fairer rosters whilst driving down costs. n Next Generation solution based on over 10 years experience n Creates cost effective and efficient rosters n Guarantees fair rostering n Fast complex rosters completed in under 30 minutes

4 Ease of Working Harnassing over 10 years experience in supporting the NHS, whilst combining feedback from NHS staff, SMART RPC provides the instant accessibility critical to any erostering solution. SMART RPC is also the only NHS rostering solution that has a Microsoft Office User Interface. This interface makes it simple for managers to multi-task across current and future planned rosters, make changes and efficiently manage shortages through redeployment, even for temporary staff. User learning curves are reduced and system acceptance times shortened. In addition, one-screen functionality removes the need to navigate through multiple menus because information is clearly presented to managers in real time from a rostering dashboard. This simple, holistic approach, which can be configured further to suit user preferences, gently guides the manager throughout the rostering process from Staff Shift Request through to Payroll. n Microsoft Office User Interface n Easy to learn n Real time functionality including KPI and dashboard analytics n Step-by-step guide Speed of Implementation Our approach to erostering implementation is based upon a Skills Transfer approach that considers the skill sets available within a Trust, the level of support required and staff capability. By embedding SMART technical resources within a project we transfer our knowledge to managers quickly, enabling Trusts to quickly roll out their SMART RPC solution while at the same time developing a skill base that ensures the future expansion of the system beyond the initial phases. We also provide an accelerated implementation option where multiple pilot wards can be rolled out in parallel rather than sequentially. This delivers considerably shorter rollout timetables, leading to the faster realisation of efficiency and cost savings. n Skill transfer approach n Embedded SMART technical resource n Fast or accelerated rollout n Rapid realisation of efficiency and cost savings Real Time Roster Management All data within SMART RPC is updated in real time. This removes the need for managers to run additional reports after the event and shows the cost impact of roster changes immediately. The effectiveness of any roster can be monitored on-screen and assessed while it is being maintained with system alerts flagging any breaches in roster policy. With SMART RPC managers receive real time alerts of Head Room (annual leave, study leave, sickness and special leave), Cost Analysis (planned vs target, planned vs actual and actual vs target) and Roster Analysis (establishment balances and cost of outstanding requirements) as well as roster issues such as mandatory warnings and roster statistics including fill rates and overriding issues. Armed with all this up-to-the-minute information managers can confidently make staffing decisions immediately without the need to run additional reports. n Real time data reporting n Real time alerts n On-screen cost analysis n Enables immediate intervention

5 n Fairer shift planning n Reduced hiring costs n Improved patient care through workforce satisfaction n Reduced roster management time Fair Self-rostering It is widely acknowledged that self-rostering within an eroster solution can be problematic. With SMART RPC staff morale is more easily managed and staff turnover levels reduced through a unique scoring method for shift preference and time off requests that can be varied from week to week. This in turn reduces hiring costs because staff turnover levels are lower. The number of requests that can be made is set via parameters within the ward settings and SMART RPC uses a Trust defined points system of Would Like or Must Have to determine shift patterns. Staff members are assigned points within each rostering period, where Must Have scores more highly than Would Like. This is then exploited by the Auto Rostering process which checks the assigned points for each staff member and prioritises Must Have requests whilst ensuring roster policy conformance and staff skill mix. This creates transparency within the roster as each employee is treated fairly and allows managers to support Work Life Balance initiatives. Perfect Roster Generation SMART RPC offers users a unique facility that adopts a phased approach to both rostering and temporary staff management. Using workflow tasks, users are guided through each step of the process to ensure that the most efficient rosters are created, not only during implementation but also throughout the lifecycle of the product. These workflow tools record current progress whilst minimising the time taken for staff to adopt the system and also help to ensure the development of the best possible roster solutions. Complete Staff Visibility SMART RPC clearly highlights Ward, Bank and Agency staff within a roster providing complete transparency to managers of all staff working in their department. By using an easy to follow colour coding process outstanding Bank requests can be dealt with efficiently and managers will always know where Bank and Agency staff are being used. For vacant shift management, managers are presented with a logical approach to finding suitable cover and are initially prompted to look at available Ward staff lists. Beyond this they can search for staff availability within Trust defined pools created from wards that share resources. Not only will SMART RPC provide staffing options but will also indicate the most appropriate staff member to use. Should this not resolve the problem, SMART RPC prompts the manager to raise a Bank request. n Simplified roster management n Reduced costs through efficient use of shared and local resources n Trust defined pools of shared staff n Reduced clinical risk through transparent staff rostering n Rostering and temporary staff management n Step-by-step roster generation and progress logging n Consistent results across the whole lifecycle n Optimal roster creation

6 Management Dashboards SMART RPC presents data using two types of dashboard. The Manager s Dashboard shows in real time, a high level view of all active rosters providing both standard and user defined views of the data as they are being maintained. The Smart HealthSense Dashboard offers graphical views of data merged from multiple sources within the Trust and the roster to enhance decision making and data analysis for managers. In addition, the Manager s Dashboard provides high level views of staffing across wards and departments enabling accurate decision making regarding staff redeployment. Over and understaffing levels are highlighted allowing the manager to simply drill down to redeploy. This significantly reduces reliance on Bank and Agency staff as the manager is able to use existing resources. n Real time data analysis n Data merging from multiple sources n Enables effective decision making n Reduced reliance on temporary staff Real Time Attendance Recording SMART RPC is able to communicate with a wide range of electronic time recording systems and as a result can remove paper based time accounting and attendance from your workflow. Not only does this reduce administration costs but also eliminates timesheet fraud, and helps to improve staff morale by ensuring complete payroll accuracy. By enabling the accurate recording of sickness and absence you can eliminate overpayment errors while conforming to AFC and local rules, record and manage TOIL and, with a totally paperless environment from Staff Requests through to Payroll, improve accuracy and reduce management costs right through the process. n Eliminate fraud n Reduced absenteeism n Compliment Productive Ward initiatives n Improve staff morale For further information on how SMART RPC can help you take control of your workforce management, call +44 (0) or visit

7 SMART is a leading provider of web-based solutions for workforce management. For over two decades, we have been helping our customers to achieve agility and cost efficiency from their greatest asset their people. SMART s integrated solutions for workforce management provide efficient people management anywhere in the world. Developed using Microsoft.NET technology, our zero-footprint web solutions are flexible, reliable, scalable and easy to implement. From time and attendance through to workforce planning, scheduling, absence management and comprehensive automated reporting, the SMART solution suite offers a wide breadth and depth of functionality. Whether fully installed on site, delivered as a managed or hosted service, the architecture enables organisations to focus on specific areas of priority, and reconfigure the system to meet new challenges. The core systems are of leading-edge design, enabling planning, data capture, alerts and authorisation to take place anywhere and everywhere you need it. Web-based advanced self-service, touchscreen kiosks and mobile activation via telephony and PDA, ensure that employees can interact with the system wherever they may be. SMART t: +44 (0) f: +44 (0) e: info@smart-workforce.com w: smart-rostering.co.uk Making People Count.