Improved Workforce Management Supports Program Goals

IMPROVED WORKFORCE MANAGEMENT SUPPORTS PROGRAM GOALS

FROM A LEADER IN AGENCY WORKFORCE MANAGEMENT SOLUTIONS www.mitcsoftware.com

IMPROVED WORKFORCE MANAGEMENT SUPPORTS PROGRAM GOALS

INTRODUCTION It’s a common misconception all human service agencies face: The myth that human service agencies don’t need to operate as effectively as “for profits” by improving productivity, controlling labor costs, and eliminating waste. Nothing could be further from the truth. In fact, while human service agencies face many of the same challenges as those in the private sector, human service agencies face many more that are unique to them.

These include reduced funding, fee-for-service, managed care, a higher demand for services, difficulty attracting and retaining quality employees, and a dynamic dispersed workforce.

UNIQUE CAUSES — UNIQUE CHALLENGES Human service agencies face many unique challenges when it comes to managing their single largest controllable expense — labor. Employees may work multiple jobs across various departments which require allocating those costs to different programs, grants, or assets. Employees may be paid different rates for working in different programs. Employee and client time and attendance is often needed to capture billing and to

“Human service agencies face many unique challenges when it comes to managing their single largest controllable expense — labor.”

withstand audits. Services provided by these same employees to individuals in their care need to be documented.

Human service agency employees may be required to provide up to three sets of records for any given work:

for inaccuracies that could lead to payroll cost inflation and/or billing errors. Participants depend on human service agency employees for care and assistance. Unplanned absences or late arrivals that go unnoticed and unrecorded can impact not only

Time and attendance for payroll

human service agency costs, but also the well-being of clients.

Hours devoted to working with client(s) and the services

Being able to manage mobile employees effectively and

provided Documentation of goals and outcomes It’s difficult to understand exactly where budget dollars are

reliably can go a long way towards ensuring that services are delivered at the highest-quality and in the most cost-effective way.

being spent, or services are being provided, if human service

In addition, human service agencies are required to maintain

agencies don’t have a central system for tracking and managing

accurate records of service delivery for billing and audits.

time, attendance, and services.

Inaccurate records can lead to audit failures or worse.

Some programs and services may require employees to work at

When a mission is as important as that of a human service

multiple small locations such as group homes or employment

agency, it’s critical to find ways to manage challenges, control

enclaves, in the community, or at clients’ residences. Managing

costs, track billing, and deliver quality services. Attempting this

employees’ time remotely is highly challenging, with potential

mission with resources that are already strained can be difficult,

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IMPROVED WORKFORCE MANAGEMENT SUPPORTS PROGRAM GOALS especially if human service agencies rely on manual processes or disparate generic systems to manage their workforce. Not only are these systems prone to errors, but they waste time, effort, and resources in the process. They simply can’t provide the realtime insight managers need to take action on workforce-related challenges and to influence results immediately —or at least before they impact the quality of service, revenues, or budget at the agency.

Without a consistent and reliable way to manage unique workforce needs, agencies are hard-pressed to control labor costs, improve productivity, track billing accurately, and expand their mission and the services that are so important to so many people.

WORKFORCE MANAGEMENT THAT WORKS FOR HUMAN SERVICE AGENCIES

“MITC helps human service agencies solve these challenges with comprehensive workforce management solutions.”

MITC helps human service agencies solve these challenges with comprehensive workforce management solutions. By automating key processes such as time and attendance, billing and service documentation, agencies can improve control of labor costs, reduce cost inflation, streamline billing processes, and reallocate savings to existing or new services.

arrivals that go unnoticed and unrecorded can impact not only human service agency costs, but also the well-being of clients.

Being able to manage mobile employees effectively and reliably can go a long way towards ensuring that services are delivered at the highest-quality and in the most cost-effective

Scheduling and absence management solutions provide

way.

increased visibility of staff levels, minimize absenteeism,

In addition, human service agencies are required to maintain

arrange for replacement staff quickly, and ensure the right employees are in the right place at the right time. With a central repository and insightful reports, agencies minimize

accurate records of service delivery for billing and audits.

Inaccurate records can lead to audit failures or worse.

compliance efforts related to the Affordable Care Act, FLSA,

When a mission is as important as that of a human service

FMLA, and other regulations.

agency, it’s critical to find ways to manage challenges, control

Agencies can achieve many significant benefits with a comprehensive workforce management solution from MITC. Some programs and services may require employees to work at multiple small locations such as group homes or employment enclaves, in the community, or at clients’ residences. Managing employees’ time remotely is highly challenging, with potential for inaccuracies that could lead to payroll cost inflation and/or billing errors. Participants depend on human service agency employees for care and assistance. Unplanned absences or late

costs, track billing, and deliver quality services. Attempting this mission with resources that are already strained can be difficult, especially if human service agencies rely on manual processes or disparate generic systems to manage their workforce. Not only are these systems prone to errors, but they waste time, effort, and resources in the process. They simply can’t provide the realtime insight managers need to take action on workforce-related challenges and to influence results immediately —or at least before they impact the quality of service, revenues, or budget at the agency.

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IMPROVED WORKFORCE MANAGEMENT SUPPORTS PROGRAM GOALS

BENEFITS Track employees’ time centrally and accurately to reduce labor costs and speed up billing

Improve morale and align employee performance with agency objectives. These steps go a long way toward reducing turnover and helping to ensure a safe and fair environment for members, program participants, and staff

Ensure services provided are authorized and within budget

Schedule employees to meet demand and ensure the right coverage

Enforce pay and work rules consistently across the organization

Create more effective schedules to help ensure that qualified/certified employees are utilized, positions are staffed properly, staff-to-participant ratios are compliant, and licenses and certifications are up to date

Allocate and track labor costs and service hours to programs, projects, grants, and assets

Minimize the impact of excessive absences. Take advantage of advanced absence management to minimize the direct and indirect costs of unplanned absences, such as lost productivity and the cost of replacement workers

Gain control of HR and payroll. Control the collection of HR and payroll data, and maintain a central repository of employee information, performance records, training, and certifications

Transform workforce data into actionable information. Help senior management understand trends in the workforce such as costs, absenteeism, tardiness, employee productivity, turnover, overtime, and more…

Without a consistent and reliable way to manage unique workforce needs, agencies are hard-pressed to control labor costs, improve productivity, track billing accurately, and expand their mission and the services that are so important to so many people.

MITC has helped human service agencies of all sizes improve the way they manage their workforce to ensure that cost-effective quality services are delivered to support their cause or mission. MITC solutions help improve workforce productivity, control labor costs, capture biling and documentation, and minimize compliance risks. Human service agencies can manage their workforce confidently and focus more of their time, energy, and limited resources on having quality interactions with clients and the public.

No matter what your mission or where you are, MITC solutions are helping human service agencies discover that workforce management doesn’t have to be so hard.

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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