Optimising Workforce Strategy with Trace Consultants’ Service & Delivery Planning (SDP) Framework

In the fast-evolving landscape of health and aged care, managing demand and supply within the workforce is a critical challenge. Organisations are constantly seeking ways to enhance service delivery while maintaining cost efficiency. Trace Consultants’ Service & Delivery Planning (SDP) framework offers a solution tailored specifically to the needs of the service industry. Adapted from the principles of Sales and Operations Planning (S&OP), SDP is designed to help health and aged care organisations effectively balance workforce demand and supply, optimise workforce strategy, and improve service delivery.

This article explores the intricacies of the SDP framework and how it can transform workforce planning and scheduling in health and aged care organisations.

Understanding the Service & Delivery Planning (SDP) Framework

The SDP framework is a comprehensive approach that focuses on aligning workforce capacity with service demand. It encompasses several key components:

1. Demand and Capacity Review
2. Workforce Strategy Optimisation
3. Workforce Composition
4. Rostering and Scheduling Processes and Technology
5. Accountability in Workforce Planning and Scheduling

By addressing these areas, SDP ensures that organisations can meet service demands efficiently and cost-effectively.

Demand and Capacity Review

At the heart of the SDP framework is the demand and capacity review, a critical process for understanding the current and future needs of the organisation. This involves:

Demand Forecasting

Accurate demand forecasting is essential for aligning workforce capacity with service requirements. In the health and aged care sectors, this means predicting patient or client needs based on historical data, seasonal trends, and other relevant factors. SDP utilises advanced forecasting techniques and tools to provide reliable demand projections.

Capacity Assessment

Once demand is forecasted, it is crucial to assess the existing workforce capacity. This involves evaluating the number of available staff, their skills, and their availability. SDP includes a detailed capacity assessment to identify gaps between current resources and projected demand.

Workforce Strategy Optimisation

Optimising workforce strategy is a key aspect of SDP. This involves developing a comprehensive plan to ensure that the right number of staff with the right skills are available at the right time. Key elements include:

Workforce Planning

Effective workforce planning involves creating a strategic roadmap that aligns workforce capabilities with organisational goals. SDP assists organisations in developing a workforce plan that addresses current and future needs, taking into account factors such as skill requirements, employee turnover, and anticipated growth.

Skills Development

Investing in skills development is essential for maintaining a competent and adaptable workforce. SDP includes strategies for identifying skill gaps and implementing training programs to address them. This ensures that staff are equipped to meet evolving service demands.

Workforce Composition

Balancing the workforce composition is crucial for maintaining flexibility and cost efficiency. SDP focuses on optimising the mix of full-time, part-time, casual, and contingent labour to meet service needs effectively.

Full-Time and Part-Time Staff

Full-time and part-time staff form the core of the workforce. SDP helps organisations determine the optimal ratio of full-time to part-time employees based on service demands and operational requirements. This balance ensures that the organisation can respond flexibly to changes in demand while controlling labour costs.

Casual and Contingent Labour

Casual and contingent labour provides additional flexibility to manage fluctuations in demand. SDP includes strategies for effectively integrating casual and contingent workers into the workforce, ensuring they are utilised efficiently and cost-effectively.

Rostering and Scheduling Processes and Technology

Efficient rostering and scheduling are critical for ensuring that the right staff are available at the right time. SDP leverages advanced processes and technology to optimise these functions.

Advanced Rostering Techniques

SDP incorporates advanced rostering techniques that take into account factors such as staff availability, skill sets, and regulatory requirements. These techniques help create balanced rosters that meet service demands while minimising labour costs.

Scheduling Technology

Leveraging technology is essential for efficient scheduling. SDP includes the implementation of scheduling software that automates the scheduling process, reduces administrative burden, and improves accuracy. These tools provide real-time visibility into workforce availability and enable dynamic adjustments to rosters as needed.

Accountability in Workforce Planning and Scheduling

One of the key benefits of the SDP framework is the increased accountability it brings to workforce planning and scheduling. By implementing SDP, organisations can ensure that decisions are based on accurate data and aligned with strategic goals.

Decision-Making Framework

SDP establishes a clear decision-making framework for workforce planning and scheduling. This framework defines roles and responsibilities, ensures transparency, and provides a basis for evaluating the impact of decisions on service delivery and costs.

Performance Metrics

To ensure accountability, SDP includes the development of performance metrics that track key aspects of workforce planning and scheduling. These metrics provide insights into the effectiveness of workforce strategies, enabling continuous improvement.

Implementing the SDP Framework in Health and Aged Care Organisations

Implementing the SDP framework requires a structured approach that involves several key steps:

1. Assessment and Analysis
2. Strategy Development
3. Implementation and Training
4. Monitoring and Continuous Improvement

Assessment and Analysis

The first step in implementing SDP is a comprehensive assessment and analysis of the organisation’s current workforce planning and scheduling practices. This involves:

• Data Collection: Gathering data on current workforce composition, demand patterns, and capacity.
• Gap Analysis: Identifying gaps between current practices and the desired state.
• Stakeholder Engagement: Involving key stakeholders to understand their perspectives and gain buy-in for the SDP framework.

Strategy Development

Based on the assessment, the next step is to develop a customised SDP strategy that aligns with the organisation’s goals. This involves:

• Defining Objectives: Setting clear objectives for workforce planning and scheduling.
• Developing Plans: Creating detailed plans for demand forecasting, capacity assessment, workforce composition, and rostering.
• Selecting Technology: Identifying and selecting the appropriate scheduling technology to support the SDP framework.

Implementation and Training

Implementing SDP requires careful execution and comprehensive training to ensure that staff are equipped to utilise the new processes and tools. This involves:

• Pilot Programs: Running pilot programs to test and refine the SDP framework.
• Training Programs: Providing training for staff on new processes and technology.
• Change Management: Implementing change management strategies to ensure smooth adoption of SDP practices.

Monitoring and Continuous Improvement

The final step in implementing SDP is ongoing monitoring and continuous improvement. This involves:

• Performance Tracking: Regularly tracking performance metrics to assess the effectiveness of the SDP framework.
• Feedback Mechanisms: Establishing feedback mechanisms to gather input from staff and stakeholders.
• Continuous Improvement: Using insights from performance tracking and feedback to continuously refine and improve the SDP framework.

Case Study: Implementing SDP in a Health Care Organisation

To illustrate the impact of the SDP framework, consider a case study of a health care organisation that successfully implemented SDP to optimise its workforce planning and scheduling.

Background

The health care organisation was facing challenges in managing its workforce due to fluctuating demand, inefficient rostering practices, and high labour costs. The organisation decided to implement the SDP framework to address these issues.

Assessment and Analysis

The first step involved a comprehensive assessment of the organisation’s workforce planning and scheduling practices. This included data collection on workforce composition, demand patterns, and current rostering practices. The assessment revealed significant gaps in demand forecasting accuracy and inefficiencies in rostering processes.

Strategy Development

Based on the assessment, the organisation developed a customised SDP strategy. This included:

• Demand Forecasting: Implementing advanced demand forecasting techniques to improve accuracy.
• Workforce Composition: Optimising the mix of full-time, part-time, casual, and contingent labour to meet service needs.
• Rostering Practices: Introducing advanced rostering techniques to create balanced and cost-effective rosters.
• Scheduling Technology: Implementing a scheduling software solution to automate and streamline the scheduling process.

Implementation and Training

The organisation ran a pilot program to test the new SDP framework. Following the successful pilot, comprehensive training was provided to staff on the new processes and technology. Change management strategies were also implemented to ensure smooth adoption.

Monitoring and Continuous Improvement

After full implementation, the organisation regularly tracked performance metrics to assess the effectiveness of the SDP framework. Feedback mechanisms were established to gather input from staff and stakeholders. Continuous improvement efforts were made based on insights from performance tracking and feedback.

Results

The implementation of the SDP framework led to significant improvements in workforce planning and scheduling. Key outcomes included:

• Improved Demand Forecasting: The accuracy of demand forecasts improved by 20%, enabling better alignment of workforce capacity with service needs.
• Optimised Workforce Composition: The organisation achieved a more balanced workforce composition, reducing reliance on casual and contingent labour and lowering labour costs by 15%.
• Enhanced Rostering Efficiency: Advanced rostering techniques led to more efficient use of staff, reducing overtime and improving staff satisfaction.
• Streamlined Scheduling: The implementation of scheduling technology automated the scheduling process, reducing administrative burden and improving accuracy.

Overall, the SDP framework helped the organisation enhance service delivery, reduce costs, and improve workforce satisfaction.

In the dynamic environment of health and aged care, effective workforce planning and scheduling are crucial for delivering high-quality services while controlling costs. Trace Consultants’ Service & Delivery Planning (SDP) framework offers a comprehensive solution tailored to the unique needs of these sectors. By focusing on demand and capacity review, workforce strategy optimisation, workforce composition, rostering and scheduling processes and technology, and accountability, SDP helps organisations achieve a balanced and efficient workforce.

Implementing the SDP framework involves a structured approach that includes assessment and analysis, strategy development, implementation and training, and ongoing monitoring and continuous improvement. The benefits of SDP are evident in improved demand forecasting, optimised workforce composition, enhanced rostering efficiency, and streamlined scheduling.

For health and aged care organisations looking to enhance their workforce planning and scheduling practices, the SDP framework provides a proven path to success. By partnering with Trace Consultants, these organisations can leverage the expertise and tools needed to achieve superior service delivery and cost efficiency.

‍

Enhancing Service Availability and Reducing Costs in New Zealand Aged Care through Workforce Planning

The aged care sector in New Zealand is facing unprecedented challenges. With an ageing population and increasing demand for quality care, providers must find innovative ways to enhance service availability while controlling costs. One of the most effective strategies to achieve this balance is through robust workforce planning, scheduling, and rostering. By investing in these areas, aged care providers can ensure they have the right staff, in the right place, at the right time. This article explores how these strategies can revolutionise aged care delivery in New Zealand and how Trace Consultants can assist in this critical transformation.

The Importance of Workforce Planning in Aged Care

Workforce planning is the foundation of a well-functioning aged care service. It involves forecasting the number and types of staff needed to meet current and future service demands. Effective workforce planning ensures that aged care providers can maintain optimal staffing levels, reducing the risk of understaffing or overstaffing, which can both be costly and detrimental to service quality.

In New Zealand, the aged care sector is grappling with a shortage of skilled workers. This shortage can lead to increased workloads for existing staff, higher turnover rates, and ultimately, a decline in the quality of care provided to residents. By investing in workforce planning, aged care providers can:

• Identify Staffing Needs: Accurately predict staffing requirements based on patient acuity levels and service demand.
• Improve Recruitment and Retention: Develop strategies to attract and retain skilled workers.
• Enhance Training and Development: Ensure staff are equipped with the necessary skills and knowledge to provide high-quality care.

Trace Consultants can help aged care providers in New Zealand develop comprehensive workforce plans that align with their organisational goals and the needs of their residents.

Optimising Scheduling and Rostering

Scheduling and rostering are critical components of workforce management. Effective scheduling ensures that the right number of staff with the appropriate skills are available at all times. This not only improves service availability but also enhances staff satisfaction by providing predictable and fair work patterns.

Key Benefits of Effective Scheduling and Rostering:

1. Improved Service Availability: By aligning staff schedules with peak service times, aged care providers can ensure that residents receive timely and attentive care.
2. Cost Reduction: Efficient scheduling minimises the need for overtime and agency staff, leading to significant cost savings.
3. Enhanced Staff Well-being: Fair and transparent rostering practices reduce burnout and improve job satisfaction, leading to lower turnover rates.
4. Compliance with Regulations: Proper scheduling ensures compliance with labour laws and industry regulations, reducing the risk of legal issues.

Strategies for Effective Scheduling and Rostering:

• Utilise Technology: Implement advanced scheduling software that can handle complex rostering requirements, optimise shift patterns, and facilitate easy adjustments.
• Engage Staff in the Process: Involve staff in rostering decisions to accommodate their preferences and improve morale.
• Regularly Review and Adjust Schedules: Continuously monitor service demand and adjust schedules as needed to maintain optimal staffing levels.

Trace Consultants can provide aged care providers with the tools and expertise needed to develop and implement effective scheduling and rostering systems. Their tailored solutions ensure that providers can meet their staffing needs while maintaining high standards of care and controlling costs.

Case Study: Success through Strategic Workforce Management

To illustrate the impact of strategic workforce management, consider the following case study of an aged care provider in New Zealand that partnered with Trace Consultants.

Background:A mid-sized aged care facility was experiencing high staff turnover and frequent use of costly agency workers to fill gaps in the roster. Service quality was inconsistent, and staff morale was low due to unpredictable work schedules.

Solution:Trace Consultants conducted a comprehensive workforce analysis, identifying key areas for improvement. They implemented a tailored workforce planning strategy, introduced advanced scheduling software, and provided training for management on best practices in rostering.

Results:

• Reduced Costs: The facility saw a 20% reduction in labour costs by minimising overtime and agency staff usage.
• Improved Service Availability: With optimised staffing levels, residents received more consistent and attentive care.
• Enhanced Staff Satisfaction: Predictable and fair scheduling improved staff morale and reduced turnover rates by 15%.
• Compliance and Efficiency: The new system ensured compliance with labour laws and streamlined administrative processes.

This case study highlights the tangible benefits of investing in workforce planning, scheduling, and rostering. Trace Consultants played a pivotal role in transforming the facility's workforce management practices, leading to improved service delivery and cost efficiency.

The Role of Technology in Workforce Management

The integration of technology in workforce management has revolutionised how aged care providers plan, schedule, and roster their staff. Advanced software solutions can handle complex scheduling needs, provide real-time data for decision-making, and enhance communication between staff and management.

Benefits of Technology in Workforce Management:

1. Efficiency and Accuracy: Automated scheduling reduces the risk of human error and saves time in creating and adjusting rosters.
2. Data-Driven Decisions: Access to real-time data allows managers to make informed decisions about staffing needs and resource allocation.
3. Enhanced Communication: Digital platforms facilitate better communication between staff and management, improving coordination and responsiveness.
4. Flexibility and Scalability: Technology solutions can be scaled to meet the needs of facilities of all sizes, ensuring they can grow and adapt as demand changes.

Trace Consultants can assist aged care providers in selecting and implementing the right technology solutions to enhance their workforce management practices. Their expertise ensures that providers can leverage the full potential of these tools to improve service delivery and operational efficiency.

Future Trends in Workforce Management for Aged Care

The aged care sector is continuously evolving, and workforce management practices must adapt to meet new challenges and opportunities. Some future trends that aged care providers in New Zealand should consider include:

• Predictive Analytics: Utilising data analytics to predict staffing needs and optimise workforce planning.
• Flexible Working Arrangements: Offering flexible work options to attract and retain a diverse and skilled workforce.
• Continuous Learning and Development: Investing in ongoing training and professional development to keep staff skills current and improve job satisfaction.
• Integrated Care Models: Adopting integrated care models that require collaboration between different healthcare providers, necessitating coordinated workforce planning.

By staying ahead of these trends, aged care providers can ensure they are well-positioned to meet future demand and deliver high-quality care to their residents.

How Trace Consultants Can Help

Trace Consultants is a leading supply chain consulting firm specialising in workforce management solutions for the aged care sector. With extensive experience and a deep understanding of the unique challenges faced by aged care providers in New Zealand, Trace Consultants offers tailored solutions that drive efficiency, improve service delivery, and reduce costs.

Services Offered by Trace Consultants:

• Workforce Planning: Comprehensive analysis and forecasting to ensure optimal staffing levels.
• Scheduling and Rostering Solutions: Implementation of advanced software and best practices to optimise staff schedules.
• Technology Integration: Assistance with selecting and implementing the right technology solutions for workforce management.
• Training and Development: Providing training for management and staff on effective workforce management practices.
• Ongoing Support: Continuous support and consultation to ensure long-term success.

By partnering with Trace Consultants, aged care providers in New Zealand can transform their workforce management practices, leading to improved service availability, enhanced staff satisfaction, and significant cost savings.

Investing in workforce planning, scheduling, and rostering is crucial for aged care providers in New Zealand looking to improve service availability and reduce operational costs. By adopting these strategies, providers can ensure they have the right staff in the right place at the right time, leading to better care for residents and a more efficient operation. Trace Consultants offers the expertise and tailored solutions needed to achieve these goals, making them an invaluable partner in the journey towards excellence in aged care.

For more information on how Trace Consultants can help your organisation, visit www.traceconsultants.com.au.

‍

Workforce Optimisation in Aged Care: Rostering and Scheduling Tools

The Workforce Challenge in Aged Care

Australia and New Zealand’s aged care sector is under immense pressure—rising demand, staff shortages, and regulatory scrutiny are stretching resources thin. For ANZ CEOs and CFOs, workforce optimisation is no longer optional; it’s a strategic necessity. At Trace Consultants, we view workforce management as a supply chain of human resources, where rostering and scheduling tools are the linchpin to delivering quality care efficiently. This article explores how these tools can transform aged care operations, with a special focus on the distinct rostering and scheduling needs for assessments versus care.

From ensuring compliance with funding models to meeting resident needs, effective workforce planning drives both operational success and financial health. Let’s dive into why optimisation matters, how rostering tools fit into the aged care supply chain, and the steps to implement them effectively.

Why Workforce Optimisation Matters in Aged Care

Aged care is a labour-intensive industry. Staff costs can account for up to 70% of operational budgets in ANZ facilities, making workforce efficiency a top priority. Rostering and scheduling tools optimise this human supply chain by aligning staff availability with resident demand, much like inventory aligns with sales in retail. The stakes are high:

• Quality Care: Understaffing risks resident wellbeing; overstaffing erodes margins.
• Compliance: Strict regulations, like Australia’s Aged Care Quality Standards, demand precise staffing levels.
• Staff Retention: Poor schedules lead to burnout, exacerbating shortages.

Tools designed for aged care rostering and scheduling address these challenges, offering data-driven precision to a sector where every shift counts.

The ANZ Aged Care Landscape: Workforce Supply Chain Dynamics

Aged care workforce management mirrors a supply chain—staff are the resources, schedules are the logistics, and care delivery is the end product. ANZ facilities face unique dynamics:

• Geographic Spread: Urban centres like Melbourne and rural regions like Tasmania need tailored staffing.
• Ageing Population: Demand for care is surging, with over 1.2 million Australians in aged care services by 2030 projected.
• Staff Shortages: A shrinking pool of nurses and carers strains capacity.
• Funding Constraints: Government models like AN-ACC (Australian National Aged Care Classification) tie revenue to documented care hours.

Optimising this workforce supply chain ensures resources flow where they’re needed most, balancing cost, compliance, and care quality.

The Strategic Role of CEOs and CFOs in Workforce Optimisation

For ANZ CEOs and CFOs, rostering and scheduling tools are strategic levers. CEOs set the vision—ensuring staffing supports resident outcomes and organisational growth. CFOs focus on financial viability, aligning labour costs with funding and revenue. Together, you turn workforce management into a competitive strength.

Your leadership drives adoption. A CEO’s push for real-time scheduling can prevent gaps, while a CFO’s cost analysis can justify tech investments. At Trace Consultants, we’ve crafted solutions to empower executives, blending operational efficiency with fiscal discipline.

Key Features of Rostering and Scheduling Tools

Effective tools streamline the aged care workforce supply chain. Here’s how they work:

1. Demand Forecasting

Predict staffing needs based on resident acuity, care plans, and seasonal trends—like flu season surges. Tools use data to match staff to workload.

2. Automated Rostering

Generate schedules that balance skills, availability, and compliance. Automation reduces manual errors and ensures fair shift distribution.

3. Real-Time Adjustments

Handle last-minute changes—sick leave or sudden resident needs—with dynamic rescheduling, keeping care uninterrupted.

4. Compliance Tracking

Log hours and qualifications against regulatory requirements, simplifying audits and funding claims.

5. Staff Communication

Integrate mobile apps for shift updates, reducing no-shows and boosting engagement.

6. Analytics and Reporting

Provide insights on labour costs, overtime, and staffing gaps—critical for CFO oversight.

Rostering and Scheduling: Assessments vs Care

Aged care involves two distinct workforce streams—assessments and care—each with unique rostering and scheduling needs. Here’s how they differ:

Assessments

• Purpose: Evaluate resident needs (e.g., AN-ACC assessments) to determine care levels and funding.
• Staffing: Requires specialised roles like registered nurses (RNs) or assessors with specific training.
• Scheduling Needs:
  • Short, Focused Sessions: Assessments are time-bound (e.g., 1-2 hours per resident), needing precise slots.
  • Flexibility: Often scheduled around resident availability or external deadlines (e.g., funding reviews).
  • Low Volume, High Skill: Fewer staff, but with advanced expertise, making availability critical.
• Rostering Priority: Assign RNs strategically, avoiding overlap with care duties.

Care

• Purpose: Deliver ongoing support—personal care, medication, mobility assistance.
• Staffing: Involves a broader mix—personal carers, enrolled nurses, and aides—often in higher numbers.
• Scheduling Needs:
  • Continuous Coverage: 24/7 shifts, with peak loads at mornings and evenings (e.g., meal times).
  • Consistency: Residents benefit from familiar carers, requiring stable rotations.
  • High Volume, Varied Skill: More staff, with roles tiered by task complexity.
• Rostering Priority: Ensure adequate headcount and skill mix across all shifts.

Key Differences

• Duration: Assessments are episodic; care is ongoing.
• Skill Level: Assessments demand higher qualifications; care needs a broader team.
• Frequency: Assessments occur periodically; care is daily.
• Tool Requirements: Assessments need precise allocation; care needs shift-pattern automation.

Rostering tools must differentiate these streams, allocating resources efficiently without compromising either function.

Benefits of Workforce Optimisation Tools in Aged Care

Optimising with rostering and scheduling tools delivers:

• Improved Care Quality: Right staff at the right time enhances resident outcomes.
• Cost Savings: Reduce overtime and agency staffing reliance.
• Compliance Assurance: Meet regulatory and funding standards effortlessly.
• Staff Satisfaction: Fair, predictable schedules lower turnover.
• Operational Agility: Adapt to unexpected demand spikes or absences.

These gains strengthen both resident experience and financial performance—priorities for ANZ leaders.

Common Workforce Challenges and Solutions

Aged care workforce optimisation faces hurdles. Here’s how tools address them:

• Staff Shortages: Gaps disrupt care. Solution: Predictive tools prioritise critical shifts.
• Manual Rostering Errors: Missteps cause over- or understaffing. Solution: Automation ensures accuracy.
• Compliance Risks: Missed standards threaten funding. Solution: Built-in tracking aligns with regulations.
• Burnout: Poor schedules exhaust staff. Solution: Balanced rostering reduces strain.
• Visibility Gaps: Lack of data hinders planning. Solution: Analytics provide actionable insights.

Trace Consultants designs tools to tackle these issues, tailored to ANZ aged care realities.

Steps to Implement Rostering and Scheduling Tools

Ready to optimise? Here’s a roadmap for ANZ CEOs and CFOs:

1. Assess Current Practices: Review existing rostering—where are the inefficiencies?
2. Set Goals: Aim for outcomes like 10% cost reduction or 100% compliance.
3. Select a Tool: Choose software with aged care-specific features, like assessment vs care differentiation.
4. Engage Teams: Train managers and staff on the system’s benefits.
5. Pilot the Solution: Test in one facility, refining for assessments and care.
6. Scale and Monitor: Roll out broadly, tracking KPIs like staff utilisation.

Trace Consultants guides you through implementation, ensuring seamless adoption.

The Future of Workforce Optimisation in Aged Care

Technology is reshaping aged care workforce management. AI will refine demand forecasts, wearable tech could track staff efficiency, and integration with resident care systems will tighten scheduling precision. ANZ facilities adopting these tools now will lead in efficiency and care quality.

Optimise Your Aged Care Workforce

Workforce optimisation in aged care—powered by rostering and scheduling tools—is a game-changer for ANZ CEOs and CFOs. By addressing the unique needs of assessments versus care, these tools align your human supply chain with resident and financial goals. At Trace Consultants, we’re here to help. Visit www.traceconsultants.com.au to explore how we can elevate your aged care operations.

‍