Business objectives and challenges

At NDGAI we understand that different organisations have different business objectives and challenges which will result in workers being scheduled in different ways.

That’s why, working in partnership with industry-leading experts, our partners and our users, we have created seven preconfigured scheduling templates to focus on the different challenges organisations face.

Each template matches mandatory visit requirements as a priority and then uses a preconfigured set of criteria to meet business objectives.

Cost reduction and profitability

Generally, reducing costs or increasing profits is considered to be a primary objective of most organisations, whether it is a business aiming to make a return for its investors or a public sector service provider hoping to reduce operational costs to enable them to provide more service within their budget.

The ‘Profit’ scheduling template focuses on reducing operational costs and maximising profits.

This scheduling template reduces operational costs by fulfilling requirements with the workers that cost the least, and by reducing travel time and expenses. It also attempts to reduce the total number of workers used, offering better utilisation of workers, freeing up labour resources for new business.

Travel distances are also kept to a minimum to reduce mileage costs and worker time spent travelling.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


Not only has OptifAI streamlined my scheduling process, saving time in the office, but it has made my schedules more efficient, resulting in me freeing up carer time too. This has enabled me to take on more business, without the expense of additional staff.

Emma Culley – Managing Director

Rest Assured Homecare Limited UK

Maximise worker utilisation

We know that one of the challenges faced by businesses is staff recruitment and that many organisations often struggle to recruit staff to fulfil the work they have taken on. But, sometimes the issue isn’t a lack of human resources, but inefficient worker utilisation. Alternatively, organisations may want to take on new business without increasing their current workforce overheads. Or, they may simply wish to keep their human resources costs down to increase their profit margins.

Whatever the reason organisations want to utilise their workers better, the ‘Worker Utilisation and Operational Costs’ scheduling template creates schedule solutions using the least number of workers possible by maximising the utilisation of workers. This, in turn, keeps labour costs as low as possible and solves the issue of worker shortages or highlights the possibility of overstaffing, freeing up labour resources.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


The scheduling solutions produced by OptifAI have allowed us to effectively and efficiently utilise staff within our newly agreed shorter working day, meaning we can provide more care in fewer hours.

Paula Snow – Senior Manager of Adult Services

Cheshire West and Chester Council

Improve service quality

We understand that ‘quality of service’ means different things to different people. That’s why, working with our users, we created three different scheduling templates to empower organisations to determine and deliver the highest standard of field services to their clients.

These scheduling templates are designed to de-risk organisations’ service offering, ensuring they provide their clients with exceptional service, keeping their clients happy and ensuring they continue to do business with them.

1. Continuity of Service – Establish great relationships with clients

This scheduling template is designed for organisations whose priority is to establish a good and consistent relationship with their clients by minimising the number of different workers assigned to the client, while still offering the best level of service. It focuses on continuity of service first and then prioritises matching as many preferred requests as possible.

Providing consistent service and better experiences enable personal relationships to be built between workers and clients, which in turn builds trust between organisations and their clients.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


OptifAI has enabled us to offer greater continuity of care. This has helped us develop an excellent reputation as a leading home care provider in our area, which has resulted in business benefits.

Emma Culley – Managing Director

Rest Assured Homecare Limited UK

2. Preferred Requests – Accommodate as many requests as possible

This scheduling template is designed for organisations whose priority is to accommodate as many of the clients and the service provider’s requests as possible. It focuses on matching preferred requests first and then prioritises maximising continuity of service. It also considers workers’ preferences for areas of work.

Providing a service that ticks all the boxes creates a better experience for clients.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


We use OptifAI to best match our carers to our service-users. This doesn’t just mean ensuring our service-users have the right carers but making sure we protect our carers too. For example, OptifAI won’t send a carer with asthma to a smoker’s house.

Connie Lally – KITE Manager, Department of Adult Social Services and Public Health

Richmond and Wandsworth Councils

3. Quality of service – Accommodate as many requests as possible using the same workers

Working with our users, we have defined ‘quality of service’ as accommodating as many of the preferred requests as possible with the same workers.

This scheduling template offers a more balanced approach to accommodating as many of the clients and the service provider’s requests as possible while using the same workers.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


OptifAI has reduced our time spent rostering by half, freeing up the coordinator’s time to complete other tasks, making us more efficient on the administration side too.

Paula Snow – Senior Manager Adult Services

Cheshire West and Chester Council

Guarantee compliance

The regulatory landscape is ever-changing. OptifAI helps service providers stay on top of their regulatory requirements whatever the industry and wherever they operate to enable them to gain a competitive edge as a leader in compliance.

OptifAI can be set up to ensure scheduling solutions comply with whatever rules are required, be it; the European Working Time Directive, the UK Working Time Regulations or organisation’s own corporate policies such as minimum profit margins, maximum travel limits and visit start times. 

Prior to running scheduling solutions, these ‘rules’ can be set up to ensure the OptifAI solution complies.

As well as these tolerance settings there is a scheduling template that prioritises worker satisfaction for organisation’s whose priority is to improve working conditions and create loyal workers.

The ‘Worker Satisfaction’ scheduling template is designed for organisations who are worker focused. It concentrates on worker satisfaction over the quality of service provided and schedules based on the workers’ preferences, scheduling workers to work during their available times and in their preferred, as well as available, geographic areas. Where possible it also minimises travel distances to avoid long journeys.

Happy workers are more loyal workers, which means organisations spend less time worrying about recruitment.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


OptifAI contributed to enhanced employee benefits and an improved work-life balance for my staff as they are now paid for more of their working day. Morale is certainly up since we implemented OptifAI and we have a reputation as a great place to work.

Emma Culley – Managing Director

Rest Assured Homecare Limited UK

A balanced approach

OptifAI also offers a ‘Balanced’ scheduling template which produces schedules with an even mix of delivering service quality and worker satisfaction, with a slightly stronger focus on the client’s requests. It also attempts to keep operational costs as low as possible.


Continuity of Service


Non-Mandatory Requests


Reduce Cost


Travel


Worker Quantity


Preferred Working Areas


Area Availability


Time Availability


OptifAI has been an excellent tool during the Covid-19 pandemic. It made scheduling rotas quick and simple and was easy to manage remotely by our homeworkers.

Connie Lally – KITE Manager, Department of Adult Social Services and Public Health

Richmond and Wandsworth Councils