How Pennwood Aged Care reduced payroll admin by over 65%

Jana Dee Reserva

26 August 2020    |   

“Quality care with European flair,” sets Pennwood Aged Care apart from the rest of the South Australian Aged Care Industry. They provide personalised multilingual care services for a variety of Eastern European backgrounds.  The backbone of any successful operation is effective workforce management, and for processes to be efficient, you need to find the right solution. That’s where Pennwood Aged Care needed help.  Pennwood’s fortnightly pay run would take three full-time finance staff two working days plus overtime to complete. “We were still using paper-based timesheets, which was a real problem,” shared Myriam Freer,  the lead finance officer at Pennwood Aged Care.  Manually administering rosters, timesheets, and payroll processing is not just time-consuming but is also prone to error. With a staff of approximately 100 individuals and being in an industry that is heavily regulated, accuracy, compliance, and efficiency are their priorities. After partnering with Tanda, Pennwood Aged Care increased their finance team’s efficiency by 300% and is now equipped to accurately comply with labour laws given the complexity of awards in their industry.  With Tanda’s scheduling and timesheet solution, Pennwood Aged Care reduced the number of employees working on administrative tasks and hired additional physical therapists for the facility, improving residents’ living conditions. Furthermore, Tanda’s award interpretation accurately calculated complex EBAs and the qualification module ensured the right employee had the right qualifications at the right time.  Take a look at how they managed to create streamlined and more cost-effective processes using Tanda.  Finding the Right Solution Pennwood Aged Care knows exactly the issues they need to address. From the get-go, they needed a system that could: Automatically create a large volume of timesheets each pay run Calculate and apply the relevant award rates and allowances Automatically export the data to their payroll system each pay period Keep track of staff attendance to ensure correct pay While being clear on their goals, Myriam still experienced a setback with another software vendor who could not correctly interpret their complex industrial rewards. She continued to search for more efficient solutions and eventually reached out to Tanda for a more streamlined solution.  Increasing Efficiency and Ensuring Compliance After partnering with Tanda, Pennwood Aged Care massively improved staffing schedule and efficiency through cost-effective and automated processes.  “Honestly, I think it’s about efficiency and effectiveness. We were doing a lot of double handling, now it’s just streamlined. We are pumping as much into Tanda as we can,” remarked Myriam.  Take a look at how Tanda helped Myriam and her team address concerns in their day to day operations. Rostering Software  Pennwood Aged Care used Tanda’s rostering features to create more efficient schedules for their staff. Cognitive rostering ensured that they kept unnecessary overtime to a minimum to reduce wage spend. Rostering to demand ensured that they always rostered the required number of qualified staff per resident. Modern Shift Swapping enabled employees to be utilised across the varying business units and reduce agency costs. Digital timesheeting Timesheets are now automatically generated, which means that they could create and approve accurately costed timesheets in bulk each pay period. The timesheet software automatically flagged any variance in wage spend, aiding them in adhering to their budgeting KPI’s. Tanda’s timesheet software synced to their payroll system, allowing them to export the data without any manual entry each pay period, significantly reducing the required labour hours. Compliance Tanda’s award engine applies the correct base rates, overtime, and allowances to completed shifts, reducing the need to manually calculate pay rates and amend timesheets.  Tanda’s qualification management module helps Pennwood Aged Care stay compliant with Aged Care Quality Standards. Because time spent on administrative tasks is reduced, Pennwood Aged Care can focus more on other valuable tasks such as improving the quality of care and living conditions of their residents.  If you want to improve your team’s efficiency and simplify complex administrative tasks like Pennwood Aged Care, try Tanda for free today. 

“Quality care with European flair,” sets Pennwood Aged Care apart from the rest of the South Australian Aged Care Industry. They provide personalised multilingual care services for a variety of Eastern European backgrounds. 

The backbone of any successful operation is effective workforce management, and for processes to be efficient, you need to find the right solution. That’s where Pennwood Aged Care needed help. 

Pennwood’s fortnightly pay run would take three full-time finance staff two working days plus overtime to complete. “We were still using paper-based timesheets, which was a real problem,” shared Myriam Freer,  the lead finance officer at Pennwood Aged Care. 

Manually administering rosters, timesheets, and payroll processing is not just time-consuming but is also prone to error. With a staff of approximately 100 individuals and being in an industry that is heavily regulated, accuracy, compliance, and efficiency are their priorities.

After partnering with Tanda, Pennwood Aged Care increased their finance team’s efficiency by 300% and is now equipped to accurately comply with labour laws given the complexity of awards in their industry. 

With Tanda’s scheduling and timesheet solution, Pennwood Aged Care reduced the number of employees working on administrative tasks and hired additional physical therapists for the facility, improving residents’ living conditions. Furthermore, Tanda’s award interpretation accurately calculated complex EBAs and the qualification module ensured the right employee had the right qualifications at the right time. 

Take a look at how they managed to create streamlined and more cost-effective processes using Tanda. 

Finding the Right Solution

Pennwood Aged Care knows exactly the issues they need to address. From the get-go, they needed a system that could:

  • Automatically create a large volume of timesheets each pay run
  • Calculate and apply the relevant award rates and allowances
  • Automatically export the data to their payroll system each pay period
  • Keep track of staff attendance to ensure correct pay

While being clear on their goals, Myriam still experienced a setback with another software vendor who could not correctly interpret their complex industrial rewards. She continued to search for more efficient solutions and eventually reached out to Tanda for a more streamlined solution. 

Increasing Efficiency and Ensuring Compliance

After partnering with Tanda, Pennwood Aged Care massively improved staffing schedule and efficiency through cost-effective and automated processes. 

“Honestly, I think it’s about efficiency and effectiveness. We were doing a lot of double handling, now it’s just streamlined. We are pumping as much into Tanda as we can,” remarked Myriam. 

Take a look at how Tanda helped Myriam and her team address concerns in their day to day operations.

Rostering Software 

  • Pennwood Aged Care used Tanda’s rostering features to create more efficient schedules for their staff.
  • Cognitive rostering ensured that they kept unnecessary overtime to a minimum to reduce wage spend.
  • Rostering to demand ensured that they always rostered the required number of qualified staff per resident.
  • Modern Shift Swapping enabled employees to be utilised across the varying business units and reduce agency costs.

Digital timesheeting

  • Timesheets are now automatically generated, which means that they could create and approve accurately costed timesheets in bulk each pay period.
  • The timesheet software automatically flagged any variance in wage spend, aiding them in adhering to their budgeting KPI’s.
  • Tanda’s timesheet software synced to their payroll system, allowing them to export the data without any manual entry each pay period, significantly reducing the required labour hours.

Compliance

  • Tanda’s award engine applies the correct base rates, overtime, and allowances to completed shifts, reducing the need to manually calculate pay rates and amend timesheets. 
  • Tanda’s qualification management module helps Pennwood Aged Care stay compliant with Aged Care Quality Standards.

Because time spent on administrative tasks is reduced, Pennwood Aged Care can focus more on other valuable tasks such as improving the quality of care and living conditions of their residents. 

If you want to improve your team’s efficiency and simplify complex administrative tasks like Pennwood Aged Care, try Tanda for free today

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Easter Penalty Rates 2015 — What you need to know about paying staff

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Giving Employee Feedback: 7 Ways to Constructively Deliver Bad News

Wouldn’t management be so much easier if everyone just did their job? You might feel sometimes like your job description would better match that of a babysitter than a business manager. But the sad fact is, unless you provide your staff with proper leadership; productivity, efficiency, morale, and overall quality of work will suffer. Part of effective management is providing your personnel with feedback when they’ve done something incorrectly, or perhaps just less correctly than you would prefer. Ideally, you want to train your workforce to act as you would in a given situation. This takes time, patience, and consistent positive reinforcement. So how can you communicate to your beautiful and unique snowflakes that they’re not meeting your standards without alienating, offending, or irritating them? Here is a list of best practices that can help you deliver a difficult message in ways that will improve employee attitude, engagement, and performance. 1.      Focus on Positives Even if you’ve been stuck with the worst employee in the world, even if they come into work smelling like a Cypress Hill concert in un-ironed slacks made of organic hemp, you’ve got to find a silver lining. To be clear, this doesn’t mean sugar-coating the negatives. It just means balancing criticism with praise. Build employee confidence first, then present avenues for improvement. The thing to remember about creating a harmonious work environment is it begins and ends with being nice. The simplest gestures can prevent resentment, discontentment, and hurt feelings. Keep your employees happy, and you’ll be a much happier manager. 2.      Objectivity This can be tough. It’s important not to let your emotions get in the way of effective management. Subjectivity can get you into all sorts of trouble: favouritism, nepotism, and a plethora of other –isms worth avoiding. A cool head is needed for command decisions, plus your employees will reflect the attitudes you present to them. Come to work angry, and you’re likely to look out and see an office rife with cantankerousness. 3.      Always Deliver Negative Feedback in Person It’s a busy day, you hear a bad report, and you want to get it handled quickly. So you just shoot of an email with a textual reprimand. A very tempting scenario, but not the best idea. People can read into messages more or less than you intend. If there’s a problem with an employee important enough for you to respond personally, then it’s important enough to respond to it in person. 4.      Time your Feedback Correctly Timing is everything. You have to take the opportune moment. For minor infractions, or something of a sensitive nature (a conflict between employees for example), allow a bit of time to pass so that tempers might cool before addressing the situation. Similarly, don’t call an employee out in front of their peers. Wait for the right moment, when they’re not under scrutiny, to approach. You don’t want to embarrass an employee, and you never know what can get the blood running to someone’s cheeks. 5.      Location, Location, Location Along the same lines as timing, the location of a performance review can have a great impact on how receptive an employee might be to your suggestions. Go to an empty conference room, any neutral ground will do. 6.      Pay Attention to How You’re Being Perceived This means watching your phrasing and body language. Present problems in a sympathetic light, and avoid negative syntax: “I don’t think… You shouldn’t… This isn’t…” Maintain eye contact, without being creepy. Keep gesticulations, mannerisms, and movements calm and casual. Aggression is an animal instinct, don’t release the beast during a performance review. 7.      Be Clear With Your Criticisms, Leave No Room for Interpretation Convey your meaning quickly, clearly, and without ambiguity. Be direct with your employees, let them know exactly what you disapprove of, how they can improve, and if there’s a need for it: a warning as to what continued instances of the undesired behavior will result in. Alternatively, reinforce desired actions. If they’ve done anything right at all, mention it, and offer praise. Building an effective team is a complicated process, but armed with common sense and a healthy dose of positivity, you can put together an office environment that runs like a well-oiled machine.

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About the author

Jana Dee Reserva

Jana Dee is a content and digital marketing professional who's advocating for cultural breakthroughs in organisations through technology and good employee engagement practices.

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