Case Studies Golden Acres Improves Scheduling Efficiencies 60% Ensign Facility Services Selects OnShift as Premier Partner for Staff Scheduling Software

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	Golden Acres Improves Scheduling Efficiencies 60% Ensign Facility Services Selects OnShift as Premier Partner for Staff Scheduling Software

Golden Acres Improves Scheduling Efficiencies 60% Ensign Facility Services Selects OnShift as Premier Partner for Staff Scheduling Software

Technology Category	Analytics & Modeling - Predictive Analytics Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP) Functional Applications - Remote Monitoring & Control Systems
Applicable Industries	Healthcare & Hospitals Professional Service
Applicable Functions	Business Operation Human Resources
Use Cases	Predictive Maintenance Process Control & Optimization Remote Asset Management
Services	Software Design & Engineering Services System Integration Training
Challenge	Golden Acres, a 264-bed skilled nursing facility in Dallas, Texas, faced growing overtime costs and complexities in their manual scheduling processes. The facility relied on separate applications to manage various aspects of their staffing processes, including ADP Enterprise eTime, PointClickCare, and ADP Enterprise HR. This siloed approach complicated staffing compliance and labor cost management. The Scheduler at Golden Acres was tasked with creating and managing schedules for over 220 nurses across nine nursing stations using handwritten paper schedules. This cumbersome, error-prone process took countless hours across multiple days. Overtime averaged up to 9% of Golden Acres’ total labor budget due to a lack of up-to-date information on employees approaching and incurring overtime. The facility reviewed reports at the end of pay periods to analyze overtime, after it had already occurred. Additionally, when open shifts needed to be filled, the Scheduler spent hours calling employees in search of a replacement, often awarding the shift to the first employee who agreed to work without considering potential overtime. Management also lacked key information to evaluate employee performance, such as the number of times an employee called off or their willingness to work additional shifts, due to the facility’s inability to document staffing activity since schedules were managed by pen and paper. Read More
About Customer	Ensign Facility Services (EFSI) is a leader in supporting long-term care and short-stay healthcare facilities and rehabilitative services. These facilities provide skilled nursing and assisted living services, home health and hospice services, physical, occupational, and speech therapies, and other services for its residents. Facilities serviced by EFSI are located in seven states across the United States. These facilities had a combined revenue of $649.5 million and are projected to experience substantial growth in 2011. Golden Acres, a 264-bed skilled nursing facility in Dallas, Texas, is one of EFSI's client facilities. The facility faced significant challenges in managing its staffing processes, including growing overtime costs and complexities in manual scheduling. Golden Acres relied on separate applications to manage various aspects of their staffing processes, which led to siloed information and complicated staffing compliance and labor cost management. The facility's Scheduler was responsible for creating and managing schedules for over 220 nurses across nine nursing stations using handwritten paper schedules, a cumbersome and error-prone process. Read More
Solution	Golden Acres adopted OnShift software for staff scheduling and shift management across its facility to address these challenges. In under two weeks, Golden Acres was up and running with OnShift. Because OnShift is delivered as a Software-as-a-Service (SaaS) application, deployment cost and effort were minimal. OnShift became a critical part of Golden Acres’ staffing and labor management strategy, providing a single view into staffing information stored in multiple systems. OnShift integrates with Golden Acres’ time & attendance, HR, and clinical application systems to provide a complete, centralized view into staffing. With OnShift’s easy-to-use, template-based system, the right employees are automatically assigned to the right shifts. The Scheduler depends on OnShift’s dynamic interface to quickly and easily modify schedules as needs change. Because OnShift is a web-based application, staff can easily access and manage schedules from anywhere, including their home computers. OnShift’s predictive analytics red-flag employees who are at risk of incurring overtime, allowing overtime risks to be considered and prevented when assigning staff. The Scheduler relies on OnShift’s intelligent communications platform to fill open shifts. With just a few clicks, open shift messages are distributed to qualified and available staff via text, email, or automated phone call. OnShift also automatically documents staffing activity and updates by employee, providing a broader view into staff performance. Read More Log in to view content
Contents

Technology Category

Analytics & Modeling - Predictive Analytics

Application Infrastructure & Middleware - Data Exchange & Integration

Functional Applications - Enterprise Resource Planning Systems (ERP)

Functional Applications - Remote Monitoring & Control Systems

Applicable Industries

Healthcare & Hospitals

Professional Service

Applicable Functions

Business Operation

Human Resources

Use Cases

Predictive Maintenance

Process Control & Optimization

Remote Asset Management

Services

Software Design & Engineering Services

System Integration

Training

Challenge

Golden Acres, a 264-bed skilled nursing facility in Dallas, Texas, faced growing overtime costs and complexities in their manual scheduling processes. The facility relied on separate applications to manage various aspects of their staffing processes, including ADP Enterprise eTime, PointClickCare, and ADP Enterprise HR. This siloed approach complicated staffing compliance and labor cost management. The Scheduler at Golden Acres was tasked with creating and managing schedules for over 220 nurses across nine nursing stations using handwritten paper schedules. This cumbersome, error-prone process took countless hours across multiple days. Overtime averaged up to 9% of Golden Acres’ total labor budget due to a lack of up-to-date information on employees approaching and incurring overtime. The facility reviewed reports at the end of pay periods to analyze overtime, after it had already occurred. Additionally, when open shifts needed to be filled, the Scheduler spent hours calling employees in search of a replacement, often awarding the shift to the first employee who agreed to work without considering potential overtime. Management also lacked key information to evaluate employee performance, such as the number of times an employee called off or their willingness to work additional shifts, due to the facility’s inability to document staffing activity since schedules were managed by pen and paper.

About Customer

Ensign Facility Services (EFSI) is a leader in supporting long-term care and short-stay healthcare facilities and rehabilitative services. These facilities provide skilled nursing and assisted living services, home health and hospice services, physical, occupational, and speech therapies, and other services for its residents. Facilities serviced by EFSI are located in seven states across the United States. These facilities had a combined revenue of $649.5 million and are projected to experience substantial growth in 2011. Golden Acres, a 264-bed skilled nursing facility in Dallas, Texas, is one of EFSI's client facilities. The facility faced significant challenges in managing its staffing processes, including growing overtime costs and complexities in manual scheduling. Golden Acres relied on separate applications to manage various aspects of their staffing processes, which led to siloed information and complicated staffing compliance and labor cost management. The facility's Scheduler was responsible for creating and managing schedules for over 220 nurses across nine nursing stations using handwritten paper schedules, a cumbersome and error-prone process.

Solution

Golden Acres adopted OnShift software for staff scheduling and shift management across its facility to address these challenges. In under two weeks, Golden Acres was up and running with OnShift. Because OnShift is delivered as a Software-as-a-Service (SaaS) application, deployment cost and effort were minimal. OnShift became a critical part of Golden Acres’ staffing and labor management strategy, providing a single view into staffing information stored in multiple systems. OnShift integrates with Golden Acres’ time & attendance, HR, and clinical application systems to provide a complete, centralized view into staffing. With OnShift’s easy-to-use, template-based system, the right employees are automatically assigned to the right shifts. The Scheduler depends on OnShift’s dynamic interface to quickly and easily modify schedules as needs change. Because OnShift is a web-based application, staff can easily access and manage schedules from anywhere, including their home computers. OnShift’s predictive analytics red-flag employees who are at risk of incurring overtime, allowing overtime risks to be considered and prevented when assigning staff. The Scheduler relies on OnShift’s intelligent communications platform to fill open shifts. With just a few clicks, open shift messages are distributed to qualified and available staff via text, email, or automated phone call. OnShift also automatically documents staffing activity and updates by employee, providing a broader view into staff performance.

Impact #1	Golden Acres quickly experienced significant success with OnShift. The software provided a unified view into all critical staffing information by integrating scheduling information with data from ADP Enterprise eTime, PointClickCare, and ADP Enterprise HR. This integration allowed for real-time labor budget and compliance analysis, including predictive analysis to prevent overtime and non-compliance issues before they occur.
Impact #2	Golden Acres dramatically reduced the time it takes to create and manage schedules, experiencing a 60% improvement in scheduling efficiencies. The ability to quickly communicate open shifts greatly reduced the time it takes to resolve call-offs and other openings. Prior to OnShift, it commonly took more than two hours to fill an open shift. Now it takes just minutes, and employees at Golden Acres are happier because shifts are distributed equally.
Impact #3	Golden Acres significantly reduced overtime with OnShift’s ability to predict, prevent, and report on overtime. This led to a reduction in overtime expenses by more than 50%.

Impact #1

Golden Acres quickly experienced significant success with OnShift. The software provided a unified view into all critical staffing information by integrating scheduling information with data from ADP Enterprise eTime, PointClickCare, and ADP Enterprise HR. This integration allowed for real-time labor budget and compliance analysis, including predictive analysis to prevent overtime and non-compliance issues before they occur.

Impact #2

Golden Acres dramatically reduced the time it takes to create and manage schedules, experiencing a 60% improvement in scheduling efficiencies. The ability to quickly communicate open shifts greatly reduced the time it takes to resolve call-offs and other openings. Prior to OnShift, it commonly took more than two hours to fill an open shift. Now it takes just minutes, and employees at Golden Acres are happier because shifts are distributed equally.

Impact #3

Golden Acres significantly reduced overtime with OnShift’s ability to predict, prevent, and report on overtime. This led to a reduction in overtime expenses by more than 50%.

Benefit #1	Golden Acres experienced a 60% improvement in scheduling efficiencies.
Benefit #2	The facility reduced overtime expenses by more than 50%.
Benefit #3	Automated scheduling for 220+ staff members.

Benefit #1

Golden Acres experienced a 60% improvement in scheduling efficiencies.

Benefit #2

The facility reduced overtime expenses by more than 50%.

Benefit #3

Automated scheduling for 220+ staff members.

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Overview

Golden Acres Improves Scheduling Efficiencies 60% Ensign Facility Services Selects OnShift as Premier Partner for Staff Scheduling Software

Operational Impact

Quantitative Benefit