Staff Scheduling Application
Client: CareFirst
10 hours saved per manager per week
The Challenge
CareFirst's 40 residential care homes each ran their own Excel-based scheduling system. Managers were spending over 10 hours per week building rosters, coordinating shift swaps, and chasing up availability. Compliance reporting for staff-to-resident ratios was done manually from spreadsheets and was a persistent audit risk.
Our Approach
We ran a discovery sprint across three care homes with different roster sizes to map the common scheduling patterns. We identified that 70% of the manual effort came from just four repeated tasks — all automatable. Compliance reporting requirements were extracted from the regulator's guidelines and built in as hard constraints.
The Solution
A web-based scheduling tool with role-based access for managers and staff. Drag-and-drop roster building, automatic conflict detection, shift swap requests via mobile, and a compliance dashboard that auto-generates the required staff ratio reports.
The Results
- Saved per manager per week
- 10hrs
- User adoption within 2 weeks
- 90%
- Compliance breaches post-launch
- Zero
- Homes on a single platform
- 40
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