From cumbersome manual rotas to an all-encompassing workforce management system

The challenge

When Nouvita first approached us, they had a cumbersome manual rota management system in place, which was not only time-consuming but also lead to difficulties in getting the right skills mix at each of their Mental Health and Learning Disability Care locations.

Staff lateness was becoming an increasing problem and although they did have biometric clock in/clock out machines, these weren’t linked to a system that gave them a real-time view of staffing, and they did not link to payroll. Processing timesheets was painstaking, involving manual entry and calculations. Nouvita wanted to be 100% confident that they were paying staff correctly based on what they had worked.

They began looking for a system to resolve these problems and help them streamline their processes, which was particularly crucial given that the company and workforce were growing.

The results

The benefits of using the system are plentiful.

• Time-saving as there is much less manual intervention
• Greater accuracy – no more missed shifts off the payroll
• Fewer payroll queries from the staff
• Bespoke reports to give real-time updates on attendance and lateness
• And perhaps most importantly the staff are happier!

Trudi, the rota administrator says “I have a crystal clear overview of everything that is going on. Being able to keep track of absences and leave is a huge time saver. Everything is clear and all in one place – keeping track of these accurately is vital.”

Following a successful period of embedding the system at Nouvita, they decided to explore the wider HR functionality to improve general filing and automation of certain HR processes.
The People + module fits their needs really well, given that the company had grown its number of sites and the HR team is based at head office. Its main advantage is taking away the risk of duplicate and incomplete or out of date records.

It also allows the team to better manage the training requirements, disciplinary and grievance procedures and appraisals.

Ruth Mabika, Chief of Staff says ‘with People+, both HR and service managers can have access to the same contemporaneous records which supports us in meeting requirements from our regulators, and managing our CQC inspections better. Furthermore, the inbuilt compliance monitoring will remove our reliance on spreadsheets and will simplify reporting to senior management.’

We couldn’t be more delighted with the improvements the staff at Nouvita have seen in running their business. We will continue to work with them providing them with any further tools they need to effectively manage their staff.