Scheduling
This module provides a variety of ways to create schedules for departments whose needs range from simple to highly complex schedules, with context-sensitive online help.
  • Accommodates any conceivable shift length and starting time.
  • Supports patterns such as terms for interns and residents, cyclical schedules, templates, on-call and optimized schedules.
  • Provides flexible, configurable rollups of multiple groups, units and departments to give managers and executives a helicopter view of planned and actual schedules.
  • Checks totals for a range of factors, such as numbers, position/classification, skill mix, coverage of special capabilities, gender, etc.
  • Allows configurable schedule rules and checks for violation of those rules and award conditions.
  • Calculates costs before the schedule is posted and as it is worked and adjusted.
Staffing & Pool Management
The staffing module provides:
  • A global view of actual staffing by unit, position/classification and skill.
  • With instant synchronization to the master schedule.
  • And distinction between planned and unplanned leave and overtime.
  • Staffing gaps (open shifts) that adjust real-time with sick calls, shift swaps, staff movements, etc.
  • Flexible filters to identify staff who can fill the gaps.
  • Tracking of relief pools, available part-timers, agency and locum staff.
  • Capture of the reasons that events occurred for analysis and trending by day of week.
  • Online communication with staff by text messaging, email, and employee self-service.
Self-Service
Our self-service tool helps you manage your casual pool, engage your workforce and volunteers as partners in the scheduling process, and eliminate labour and paper intensive, manual processes. It can be accessed at home or work via smart phones, tablets, laptops or workstations. You can give employees and volunteers the rights to any or all of the following, without the need to download or update apps:
  • View and edit contact details or link to your HR self-service.
  • Enter requests for shifts and shift swaps.
  • Self-schedule while viewing the requests of team members.
  • Check their accrual balances before requesting leave.
  • View staffing gaps (open shifts).
  • Update availability for extra shifts to fill the gaps.
  • View and confirm their timesheets and record changes such as overtime and call-backs.
Time Capture
Adjustments to the planned schedule can be captured in a variety of ways:
  • Biometrics with user-definable warnings for differences between clocked and scheduled times.
  • Web check in and out via smart phones, when biometric devices are not available (or prove too costly).
  • Drag and drop staff to record movements between units/departments.
  • Electronic sign-off of employee requests for shift swaps and extra shifts.
  • Employee entry via smart phones for overtime and call-backs for on-call staff.
  • Manager/staffer adjustments to schedules, with the ability to copy adjustments to multiple days.
Payroll & Award Interpretation
Our solution includes a sophisticated, reliable and flexible award interpreter to send detailed and/or consolidated data to payroll, or raw schedule data when your payroll system performs its own award interpretation. Our interface engine can accommodate, and often overcome, limitations in payroll systems.
Data Analytics and Dashboards
Analytics
Retrospective, real-time and prospective reporting includes online drill-downs to investigate the source and reason for problems. We hold a treasure chest of data and reports that can be configured, memorised and batched for managers to check factors such as:
  • Schedule balance, skill coverage, equity and cost.
  • Identification and analysis of risky staffing practices, such as fatigue risk, unhealthy shift rotations.
  • Absenteeism by unit and person, associated with days off, overtime, denied requests, and other worrisome attendance patterns.
  • Trending of agency/registry/locum use and costs, along with reconciliation of their invoices.
  • Financial analysis of labour costs.
Dashboards
  • Are configurable in the system, which allows you to define and adjust your Key Performance Indicators over time without requiring vendor intervention or technical knowledge.
  • Compare budget targets and actual performance in dollars, hours, FTEs, and hours per workload indicator (e.g. HPPD).
  • Display staffing data trended by day, week or month.
  • Allow user-definable stoplights to warn of departments that fall outside desired parameters.
Data Exchange
Integrating with Existing Information Systems
  • Import data from your HR and/or recruiting system including staff establishments, accrual balances, mandatory requirements, etc.
  • Send data on scheduling practices to data warehouses in a variety of formats.
  • Import workload statistics from clinical systems to calculate labour costs per unit of service.
  • Exchange data with financial systems.
Workforce Data Management
If you have a sophisticated HR system, our solution can import data for use in scheduling and reporting. If your HR system is limited in the data it tracks, we can overcome these limitations by storing and tracking additional data from a variety of sources or imported from spreadsheets and other file formats.

Our highly flexible, staff database can capture and report data on employees and volunteers such as:
  • Demographics, skills and capabilities.
  • Schedule preferences and patterns, to assist in the planning and creation of schedules.
  • Records of mandatory requirements and compliance by individual and department.
  • Data not included in other systems, such as attendance at unit-based training and staff meetings.
Consulting Services
Business Process Reengineering
PolyOptimum has a wealth of experience in scheduling and staffing practices. We can analyse your current practices and recommend ways to incorporate available technology to streamline your scheduling process. After our assessment, we recommend a setup and configuration to capture your current state and desired future state. You learn to maintain and change the setup so you are never stuck with a configuration that no longer meets your needs as service deliveryand information needs change in the years ahead. We provide search and replace features to allow you to easily change most code and reference tables and implement those changes throughout the database.
Reducing Costs
One of our greatest strengths is our ability to identify business practices that impact cost and the source and reason for excess costs. Your setup can be configured to:
  • Track costs that are most problematic so you know prospectively when costs fall outside your desired performance.
  • Retrospectively track the reasons that high cost practices occurred.
  • Trend costly practices by shift and day of week, to highlight where changes would be most beneficial.
  • Monitor use of casual, agency and locum staff, and the reasons for their use.
  • Alert you to patterns of absenteeism by individual and unit, in conjunction with days off, overtime, and call-backs.
  • Trend units/departments to highlight whether interventions are having the desired outcomes.
  • Compare units/departments in order to alert you to those that need your attention.
Training
PolyOptimum provides a variety of training options to work with your available resources.
Training is planned and delivered to staff based on their level of computer awareness, planned use of the system, and time available for training. We work with you to develop a training package as part of project deliverables.
Cloud Solutions
PolyOptimum can provide a secure hosting service using the Microsoft Azure platform located within North American or Australian regions. We know maintaining an on-premise IT infrastructure can be challenging and costly, with system and hardware upgrades.
PolyOptimum can manage the infrastructure, upgrades, maintenance of databases, and scaling for system performance needs. We know our products and system requirements, understand your need for responsive systems and can provide a fitting solution using Microsoft’s secure, accredited, scalable Azure platform.

If desired, we can manage the system for you, including administration of the system, reporting and the management of interfacing between systems, including Payroll. Let us be your business partner, to expand your capability and full utilisation of the software tools.