The goal of a care home’s work shift planning is to ensure good care and support employee well-being. Work shift planning is a time-consuming and tedious process that the business unit supervisors have handled alongside their other tasks.
When planning work shifts, consideration must be given to the legislation and collective agreements, the wishes of the employees, agreed staff allocation, the special characteristics of the residents as well as the carers’ competence and wishes as to work shifts. Additionally, the new act on staffing will enter into force gradually, complicating the situation multiple times along the way. The equation is a difficult one to realise, and it has not been possible to always avoid human errors in the design stage.
Esperi chose twoday as the supplier of the system. The system based on optimisation algorithms, which was developed in cooperation with twoday, is something the like of which has never been seen before in the Finnish care sector.
New system improves the reliability of shift planning
Through optimisation, work shift planning can in a short time come up with solutions that meet the quality criteria and also support the needs of the residents and the wishes of the employees. The system considerably improves the reliability of work shift planning. It takes into account the needs of both indirect and direct work, removes the possibility for errors and leaves more time to the supervisors for management and working with the residents. At the same time, the system works as an integration platform for necessary information, collecting all the information needed for data-driven leadership from multiple systems under one view.
“Having the correct number of carers with the correct competence is a constant topic of discussion in elderly care. We wanted to find a solution that would allow us to minimise human errors in the design stages and ensure that just the right number of the appropriate personnel is allocated to make sure that the residents get good care,” says Stefan Wentjärvi, CEO of Esperi.
“The developed service is unique and makes use of highly sophisticated analytics. With the new system, Esperi can ensure that the quality requirements of the homes are met. These requirements include, for example, having the correct number of employees with medical licences working during a shift or ensuring that an intern does not work alone at the unit. The system doesn’t allow the planning of deficient or erroneous work schedules,” says Joonas Ollila from twoday.
In 2020, Esperi invested over EUR 2 million into research and development activities. A large part of the investments went into the new work shift planning system. The new work shift planning system is already in use at over 170 Esperi homes. The development of the new software was carried out using agile software development methods. For the software to be smooth and effortless to use, ease of use was a key area in the design stages.
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