Oorama

Frustrations

• Creating rosters that take into account child-to-carer ratios and staff availability was time-consuming and frustrating.
• Difficulties keeping staff informed of rostered shifts, working hours, shift swaps and roster changes.
• Inability to accurately track staff working hours, resulting in known and unknown time creep across shifts and leave.
• Inability to report on staff attendance for performance reviews and pay negotiations.
• Inability to consistently ensure appropriate staff-to-child ratios across each site at any given time.
• Payroll processing took more than two days per pay run, with payroll errors creating additional administrative overheads.
• Limited visibility of labour costs and budget requirements across the group.
• Loss of internal knowledge and expertise when administration or payroll staff left the organisation.
• High levels of stress and frustration for head office managing a geographically dispersed business during a period of growth.
• No streamlined procedures or centralised systems in place to support the group’s planned growth.

Solutions

• Staff availability and leave management with an approval system for centre directors and head office.
• Streamlined rostering solution for centre directors using base roster templates.
• Automatic communication of shifts, swaps and roster changes to staff via email and SMS.
• Biometric self-service kiosks at each site for accurate staff clocking, shift information and company notices.
• Customised business rules to enforce budgets throughout the system.
• Accurate labour cost and attendance reporting for centre directors and head office.
• Real-time access to clocked hours and attendance records from any device with an internet connection.
• Award management system for the Children’s Services Award and Educational Services (Teachers) Award.
• Timesheet processing that automatically applies relevant awards to weekly timesheets and generates payroll totals for all staff.
• Automated web-based payroll solution (payslips, tax, PAYG and super) with seamless integration between Easy Employer and MYOB, further reducing payroll administration time.
• Centralised multi-site management system providing access to all sites through a single online interface with one user account, accessible from anywhere with an internet connection.

Time savings:

• Considerable time savings (up to six hours per week) for centre directors when managing staff availability and leave, creating and maintaining rosters, and authorising and approving timesheets and leave requests.
• Significant time savings in payroll processing, currently estimated at around 75% of the total time previously spent processing payroll.

Cost savings:

• Considerable cost savings achieved by eliminating time creep and applying business rules to enforce budgets, currently estimated at around 4% of total annual labour costs.
• Return on investment (ROI) achieved within six months.

Eliminating errors:

• Eliminated the potential for human error associated with manual processes and data entry into MYOB, including timesheets, new employee records and pay rates.

Gaining visibility & control:

• Detailed labour cost and attendance reporting across the group.
• Increased control over business processes, providing peace of mind that everything is being done accurately and consistently.