Community Living ditch old paper timesheets in favour of Time Target’s solution....

Community Living have replaced their old paper based systems by installing the latest staff management technology provided by TimeTarget. The new system is available via their intranet portal and the internet and allows Community Living’s staff to check rosters and clock on and off from anywhere, via computers at over 80 locations in homes or offices or via mobile devices while out in the field.

Based in Hamilton, Community Living is an inspiring organisation working alongside people with intellectual disabilities to ensure employees are available for clients around the clock. Staff accompany clients on various outings, like shopping or bank meetings, the park or events like concerts etc, and even sleep over if needed. Their complex support systems with 400 staff spread across 80+ sites was very difficult and time consuming to administer.

As do many businesses, Community Living were using Microsoft Word and Excel and it was time consuming and tedious using their paper and manual systems to cope with rosters, time sheets, leave forms, qualifications and data collection, authorisation and then typing into payroll, for so many employees and locations. In looking for a new more efficient process and enabling system, affordability was a major factor with a tight budget (as they are a Not for Profit organisation with limited funds) this combined with ease of use, meant TimeTarget’s solution was ideal.

Community Living were seeking a solution that would:
ü Roster smartly in a complex environment, ensuring the most appropriately qualified staff are placed
ü Track staff costs against budgets while building rosters
ü Enable staff to clock in/out from anywhere
ü Be easy for staff to use
ü Automate leave applications and replies
ü Eliminate paper timesheets and tedious data entry of manual systems
ü Calculate all pay rates and allowances and auto upload to payroll
ü Create better visibility and efficiencies across the entire organisation
ü Be SQL based and a Microsoft partner product

Implementing the TimeTarget system has achieved all of these outcomes for Community Living and it will grow with them into the future. The system is very flexible, allowing for rosters to crossover (for two employees to work with the one client during staff shift changes) and staff to work in multiple locations with more than one client, during one shift, if required. Managers can see staff costs as they’re building rosters, rather than recognising blowouts after the fact and the new system also makes it easy to ensure that the skill level of the staff member is well matched to each client’s individual needs. Now the organisation has improved visibility every hour, at a glance Managers can see if staff have turned up at each of their sites through GPS enabled Smartphones, ensuring that their clients have the best support possible.

A sincere thank-you to the team at Community Living for their extensive feedback and on-going support, especially Andrew Thakurdas – Manager Business Support Services and Papitha Cader, Project Analyst. To find out more about Community Living visit their website at: www.communityliving.org.nz.

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