HOW AGENCIES USE WORKFORCE MANAGEMENT ACROSS DIFFERENT PROGRAMS i $
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FROM A LEADER IN AGENCY WORKFORCE MANAGEMENT SOLUTIONS www.mitcsoftware.com
HOW AGENCIES USE WORKFORCE MANAGEMENT ACROSS DIFFERENT PROGRAMS
INTRODUCTION Every agency is different, manages a different mix of programs and is regulated by different entities. However, all human service agencies share similar missions: to provide effective services to the vulnerable populations in their care. Agencies strive to help the individuals they serve achieve their goals, expand their horizons, and maximize their opportunities. Among the many obstacles holding agencies back are ineffective workforce management systems for time and attendance,
“Among the many obstacles holding agencies back are ineffective workforce management systems for time and attendance, documentation, scheduling, HR, billing, and payroll.“
documentation, scheduling, HR, billing ,and payroll. Other MITC publications explore ways in which Agency-Ready Workforce Management can help agencies achieve their financial goals, avoid deficits and liberate time and resources for client services. This publication explores the many ways an effective workforce management solution can be implemented by agencies’ different programs. The publication focuses on six main program areas:
1. INDEPENDENT LIVING 2. GROUP HOMES 3. DAY SERVICES 4. VOCATIONAL 5. SUPPORTED EMPLOYMENT 6. SOURCEAMERICA Email info@mitcsoftware.com for more ideas or with additional questions.
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HOW AGENCIES USE WORKFORCE MANAGEMENT ACROSS DIFFERENT PROGRAMS
1. INDEPENDENT LIVING Independent Living includes Consumer Directed and Family Directed Services, Supported Living, CLSA, Community Habilitation, Respite, and other one-on-one services delivered at the individual’s home or in the community. Agencies managing one-on-one services or small group services in the community face unique challenges. Ensuring services are provided as required and within authorization while minimizing the opportunities for under, over, or delayed billing can often be difficult. Additional staff who are unsupervised and work remotely present added challenges. Agency-Ready Workforce Management eliminates the costs and risks of paper or other ineffective systems that lack visibility into service delivery and prevent agencies from effectively managing the delivery of services to the vulnerable individuals in their care.
“Agencies managing one-on-one services or small group services in the community face unique challenges.�
These technologies are widely used by agencies managing Independent Living Programs:
5 Telephone timekeeping and internet-enabled attendance help agencies monitor the delivery of services in real time and capture service documentation at the end of the visit 5 Track services against schedule, budget, and authorization, measure utilization, and even track travel time and mileage 5 Caller-ID, GPS, and Voice Identification provide security 5 Voice messaging can be used to deliver information about changes in client care and prompt staff with HR Alerts 5 Payroll, billing, and documentation are all captured in one transaction, providing faster billing turn around, more accurate payroll, and audit-ready reports 5 Alerts go to managers in the event of missed visits, under/over servicing, and missed documentation 5 Schedule prompting automatically reminds staff where they need to be, who they are working with, date and time, and can include helpful work instructions 5 Compliance with audits is greatly enhanced as payroll, billing, and documentation records are linked and tied together
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2. GROUP HOMES Groups homes and other programs where multiple staff care for multiple individuals face different challenges. Group homes often have the highest levels of overtime in the agency. Sometimes, higher levels of overtime are a result of timesheet fraud, unauthorized attendance, overlapping shifts, and/or ineffective scheduling. Agency-Ready Workforce Management is proven to reduce overtime by more than 20% in residential settings. In addition, open positions at Group Homes must be filled with appropriately trained staff. Last minute call offs, paid time off and sick days all cause managers in Group Home programs to spend more time scheduling staff than in other programs. Sleep and awake shifts also create special requirements.
STAFF 5 Cost-effective biometric technology provides 100% verification of attendance and eliminates buddy punching. Biometric fingerprint readers are reliable, always accessible, and easy and quick for staff to use 5 Payroll savings and productivity gains will pay for a biometric device if 5+ staff share the same device during a week 5 Other options are Telephone and PC/Internet Device. These options eliminate the costs and risks of paper timesheets and provide security that someone is present through Caller-ID or IP Address verification, but cannot completely eliminate the opportunity for buddy punching
5 Advanced Employee Scheduling helps busy managers quickly fill open positions using powerful availability searches from any internet-enabled device 5 Schedules can be published by employee and by group home 5 Tasks can be assigned to individual employees during their shifts with a check list for the staff to confirm that the tasks were carried out 5 Schedule prompting automatically reminds employees of their next shift, can contain helpful work instructions, and discourages absenteeism 5 Check Awake Calls and Missed Check Call Alerts discourage staff from sleeping on overnight shifts or, even worse, leaving the location 5 For larger group homes such as ICFs and ICUs, Agency-Ready Workforce Management Advanced Employee Scheduler helps ensure the right mix of nursing and care staff are scheduled for every shift
CLIENTS 5 Client attendance is tracked by using Client Scheduling to mark clients absent in the event of hospitalization or trips with family members 5 Group documentation and billing solutions provide a complete solution for staff and clients
“Group homes often have the highest levels of overtime in the agency.�
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HOW AGENCIES USE WORKFORCE MANAGEMENT ACROSS DIFFERENT PROGRAMS
3. DAY SERVICES Facility-based services require agencies to track both staff and client attendance. Often, attendance for clients has to be tracked for multiple programs, and staff may also work in different programs during the day. Agency-Ready Workforce Management allows staff and client attendance to be tracked across multiple programs to streamline both payroll and billing. This can be done using any internet-enabled device, such as a tablet.
CLIENTS 5 Door Clock and Client Timesheets allow staff to use any internet-enabled device to organize clients into groups 5 Documentation can be captured on the same devices 5 For children’s programs, PC Clock allows parents to clock-in their children using a user-friendly screen that includes a picture of their child and messages from agency staff
5 Unit, budget, authorization & utilization calculations, and reports automate with billing rules incorporated 5 Group documentation and billing solutions provide a complete solution for staff and clients
STAFF 5 Staff use biometrics or PCs to clock in and out of facilities and between programs 5 Web Employee Timesheets allows any approved employee to complete a timesheet on the web while still tracking the multiple clients served and programs for billing (used for Case Managers and Therapists who work with too many individuals in one day to clock-in and out in real time). 5 Schedules can be published by employee or client and by location or department to track variances for payroll and billing
5 Attendance for clients and staff are compared to the schedule
“Agency-Ready Workforce Management allows staff and client attendance to be tracked across multiple programs to streamline both payroll and billing.”
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4. VOCATIONAL
5 Ensure compliance with DOL sub-minimum wage payroll rounding rules
In vocational programs, agency program directors are focused
5 Pay correct commensurate hourly or piece rate
on compliance and productivity. Agency-Ready Workforce Management ensures compliance and eliminates duplicate data entry with Client Timesheets for Tablets and Piece and Production.
5 Report by client, job, activity, and program 5 Track client productivity 5 Calculate average pay and update usual pay rate
CLIENT TIMESHEETS FOR TABLETS
5 Calculate guaranteed pay
5 Capture piece or hourly work on any internet-enabled device
5 Calculate disability ratios
5 High speed data entry screen designed for use in a production environment
5 Unlimited history
5 Timesheet entry and edit capability for supervisor by job 5 Track client, activity (step), start/end time, units and productivity
5 Create job orders for manufacturing 5 Track job costs 5 Enter sick, vacation, and personal time
5 Supervisor review reports
5 Automatic review reminders
PIECE AND PRODUCTION
5 Track billing
5 Use with paper timesheets or Client Timesheets for Tablets 5 Calculate client payroll based on piece or hourly work
5 Schedules can be published by employee or client and by location or department
“In vocational programs, agency program directors are focused on compliance and productivity.�
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HOW AGENCIES USE WORKFORCE MANAGEMENT ACROSS DIFFERENT PROGRAMS
5. SUPPORTED EMPLOYMENT
6. SOURCE AMERICA Agencies managing SourceAmerica or similar state contracts have additional compliance and reporting requirements
As with day services, supported employment programs require agencies to track attendance for staff and clients for payroll and billing. Supported employment sites vary from a cleaning contract with a single client to larger locations where janitorial, food service, restocking, and other services are provided. Agency-Ready
Workforce
Management
provides
5 Telephone Timekeeping integrates with schedules, payroll, and billing for janitorial and smaller locations 5 Group clock-in from a supervisor’s cell phone, smartphone, or tablet for landscaping 5 Cost-effective biometrics for large locations, such as military bases
integrated Agency-Ready Workforce Management solution, agencies minimize compliance risk and improve productivity by eliminating separate spreadsheets and other systems In addition to the Agency-Ready Workforce Management
a
comprehensive variety of solutions that can be used by staff or clients.
to manage. By building the reporting requirements into an
solutions used in Supported Employment programs, MITC SourceAmerica Solutions are designed for agencies to:
5 Calculate health and welfare benefits automatically for service contracts 5 Support ERS, disabled/non-disabled ratio, and QDL reporting 5 Calculate client vacation accruals based on hours worked 5 Track revenue, payroll, purchases, and profit by contract
5 Manage service contracts using web-enabled software for work orders and tracking equipment
“Agencies managing SourceAmerica or similar state contracts have additional compliance and reporting requirements to manage.”
ABOUT MITC MITC provides modular workforce management solutions and services to support all the needs of agencies — time and attendance, advanced employee scheduling, service documentation, payroll rules and reporting engine, workforce analytics, payroll and billing integration, and more. For 25 years, MITC has grown to serve over 1,500 organizations (with anywhere form 5 to 10,000 employees) in the USA, the UK , Africa, Australia, Canada, Ireland and New Zealand. They have selected MITC to help control costs, save time, improve productivity and ensure compliance.
Visit www.mitcsoftware.com to learn more.
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