All-In-One Public Sector Staff Software. Includes Time & Attendance, Absence Management, Clocking, Flexible Working, HR and Skills Management and much more.
Public Sector Scheduling Software
- · Optimise Workforce Scheduling
- · Automate Flexible Working
- · Improve Productivity
- · Motivate Employees
- · Increase Payroll Accuracy
- · Formalise Workflow Authorisation
With current pressures on the public sector to operate within reduced budgets while continuing to deliver a high level of service, there is a need to find new ways to reduce expenditure. As the largest controllable expense, the workforce provides a great opportunity for the public sector to reduce costs. This is where Softworks Public Sector Staff Software can help.
Softworks Time and Attendance Software, computerised Honour Based Timesheets and Employee Self Service Software provide the tools and processes needed to increase efficiencies, accommodate variable staffing needs, reduce costs and comply with complex labour laws and union agreements. It is an All-In-One solution for Public Sector workforce management.
Benefits of Workforce Management Systems
- Manage staff Time and Attendance.
- Install Clocking Systems like Face or Fingerprint recognition terminals.
- Easily create and optimise Rosters and send them to staff.
- Securely store and manage employee information.
- Manage and track Holidays and Absences of any type.
- Use Employee Self-Service App – Available on Desktop and Mobile.
- Track Projects and account for all staff expenses.
- Manage staff Skills, Training and certification.
- Implement building Access Control.
- Eliminate time theft with biometric or proximity clocking.
- Eliminate errors associated with paper-based scheduling and timesheets.
- Ensure compliance with the latest employment legislation.
- Integrate with all leading ERP and Payroll Systems.
- Reduce overall operating costs.
Areas We Help
Available Clocking Systems
Leading Public Sector organisations use Softworks Solutions
The Oberstown Children Detention Campus is delighted with its Softworks system…
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Softworks is always working to enable public sector organisations to convert their difficult operational challenges into practical and strategic benefits. In the current fast-changing environment, it has never been more important to have solid and integrated systems—such as workforce scheduling software, staff roasting software, and time and attendance software—in order to manage your most valuable asset. Softworks’ advanced Public Sector Scheduling Software, which acts as a comprehensive workforce management software platform, achieves this.
Softworks’ Business Legacy
Softworks has continually improved its business solutions over a period of more than 35 years. We realise that creating an efficient and flexible workplace involves:
- Supporting employee well-being and Employee Morale
- Boosting engagement and establishing an effective Retention Strategy
- Maintaining compliance with Civil Service Rules, Fair Workweek Legislation, and the Working Time Directive
- Improving performance and sustaining high Citizen Service Levels
- Providing actionable insights through Workforce analytics to make informed decisions
- Reaching the organisational objectives within Local Government Services and the public agencies.
Streamlining Processes and Creating Efficiencies for Over 35 Years
Softworks has enjoyed the status of a trusted partner for more than 35 years, helping organisations all over the world to streamline their processes, boost productivity and cut costs by means of effective management, workforce planning, labour forecasting, and the optimal use of their workforce resources. This is achieved through providing flexible and intuitive solutions that include:
- Time & Attendance and Time and Attendance Tracking
- Scheduling/eRostering, Shift scheduling, and Staff Rota Management
- Flexible & Remote Working, supporting Flexible Work Arrangements and Remote Workforce Management
- HR and Civil Service Rules administration
- Absence Management
- Project Tracking and Cost-Per-Service Metrics
We should aim to improve efficiency, make sure that we comply with the relevant statutes, reduce errors, and enhance reporting, all at the same time as creating a safe and positive working environment for all employees. Our firm commitment is to enable you to achieve a competitive advantage both today and in the future.
Softworks’ Workforce Management (WFM) Software
Our WFM software takes your organisation’s current work rules and pay policies and automates them, getting rid of the time-consuming manual tasks associated with employee Time and Attendance, Absence, Flexitime, Certifications Tracking, Training Compliance, and Overtime Authorisation. It is vital that employee Time and Attendance, Leave, Rostering/Scheduling, and HR processes are properly managed if your organisation is to succeed and if employee satisfaction is to be maintained. A thorough approach like ours is necessary if you are to achieve the best possible operational efficiency and have a genuinely engaged workforce, in particular in the demanding and often 24/7 operational environment typical of the public sector. It should transform complex Resource Allocation (and general Resource allocation) and scheduling/rostering into a strategic function that supports important public service delivery.
Key Features of our Police and Corrections Scheduling/Rostering Software
The police and corrections services work under a great deal of pressure, needing accurate staffing, strict compliance with regulations, and the capacity to react to changing situations at any time. The complexity involved in Public Safety Scheduling and Police Scheduling extends well beyond that of ordinary business operations, since it includes 24/7/365 coverage, staffing of Critical Infrastructure, the need for specialised skills, union rules, and Collective Bargaining Agreements (CBAs). It is not only inefficient to use manual spreadsheets and obsolete methods when arranging the shifts of police officers, correctional officers or administrative staff in such settings but can also affect security, compliance, business continuity planning, and the well-being of the officers.
Public Sector Scheduling Software for Law Enforcement
Softworks’ Public Sector Scheduling/Rostering Software is meticulously engineered to address law enforcement’s unique demands, providing robust features that empower police and corrections agencies to optimize their workforce, enhance Emergency Response Planning, and ensure unwavering compliance:
Automated, Rule-Based Schedule Creation (Demand-Driven Scheduling)
At the core of our solution is an intelligent eRostering/Scheduling Wizard which automatically produces optimal, fair, and rule-based schedules. In the case of police and corrections, the system makes use of Demand-Driven Scheduling and Shift Optimisation, so that officer deployment is strategically matched to forecasted operational requirements, crime patterns, or the mandatory coverage of facilities. The system takes into account critical factors such as:
- 24/7 operations: The system automatically produces shift schedules to guarantee coverage for all shifts, including those during the night, on weekends, and on public holidays and vacations, since such coverage is essential for law enforcement and correctional facilities.
- The system for specialised skills and certifications (matching skills and qualifications) ensures that only qualified officers are assigned to certain duties or areas by using the Certifications Tracking tool to record specific tactical skills, canine units, particular language proficiencies, and crisis intervention certifications.
- When an employee’s skills or certifications are about to expire, you will receive alerts in order to ensure that operational readiness and training compliance are maintained continuously.
- The rules of the union and the laws relating to the workforce (including collective bargaining agreements and statutory requirements) are enforced, with a focus on working hours, rest periods, and overtime, in order to avoid violations and reduce disagreements.
- Compliance with statutes and adherence to Collective Bargaining Agreements (CBAs).
- The shift distribution is made fair by ensuring that officers are equally given less desirable shifts, On-Call Management duties, and assignments during public holidays, which in turn helps to maintain morale and decreases resentment among them.
- The plan includes arrangements for ‘on-call’ tasks, disaster recovery planning, and emergency response planning in relation to major incidents, thus ensuring that rapid deployment and resilience can be maintained when faced with unexpected events.
Real-time Visibility and Gap Management (Real-time Adherence)
In situations where critical public safety decisions are being made, last-minute changes or sudden absences can have serious repercussions. The software we offer includes:
- Real-time Gaps Screen: Instant visibility into staffing gaps across all units, departments, and shifts, grouped by severity, allowing for rapid prioritisation and response. This data also helps track Real-time Adherence to the published schedule.
- The Softworks Vacancy Alerter allows you to send targeted alerts by email and text to officers or personnel who are available and qualified and who meet the specific criteria in order to fill open shifts, which is essential for keeping up critical coverage even in emergency situations.
- The Daily Planner Screen shows live information about who is expected to be working throughout the day, giving commanders and supervisors a clear and up-to-date overview of the situation.
Skills & Training Management Integration (Skill and Qualification Matching)
In addition to possessing basic skills, appointments with the police and in the field of corrections usually involve the need for ongoing training and re-certification. The system is designed to incorporate skills and training modules to:
- We must keep accurate records of the skills, qualifications, and completion of all officers’ and employees’ mandatory training in order to achieve full Training Compliance.
- Assign officers to duties automatically by using Skill and Qualification Matching according to their individual certifications, thus ensuring that both compliance and operational effectiveness are maintained.
- Alerts for the expiry of qualifications: The system sends automated alerts when qualifications are about to expire, allowing for timely retraining and avoiding non-compliance.
- Public sector organisations are subject to severe compliance inspections. Our software guarantees that Legislative compliance (statutory compliance) incorporates all pertinent working time legislation, the Fair Workweek Legislation, and the internal policies, automatically detecting any breaches and providing a verifiable audit trail to regulatory authorities. This in turn reduces legal risks and safeguards the organisation, ensuring that statutory compliance is maintaining Statutory Compliance.
- All information regarding working time, attendance, absences, and scheduling or rostering is kept in a single central and secure system through the use of Centralised Data Management, which makes it easier to produce reports for audits and investigations. This information thus creates complete Audit Trails.
Employee Self-Service (ESS) and Mobile App
Giving officers transparency regarding their schedules and giving them control can both boost morale and lessen the administrative burden. The Employee Self-Service (ESS) system includes employee self-service functionality:
- Officers have the ability to see their work schedules and rosters in advance at any time and from anywhere by using theMobile Rota Access feature on their smartphones or other devices, which in turn enables them to plan their work and personal lives more effectively.
- Employees can make digital leave requests or, if this is permitted by company policy and with the approval of management, carry out peer-to-peer shift swaps with other eligible colleagues, thus reducing the amount of administrative work for supervisors.
What is meant by public sector workforce management software for the public sector is a strategic technological solution which helps government and public organisations to achieve high levels of citizen service while working with tight budgets and limited resources. At Softworks we realise that in the public sector your workforce is not only your most valuable asset but also your biggest cost. The software offers the means to manage this asset efficiently by means of workflow automation and customisable workflows, going beyond manual administration to create a completely automated environment that fulfils the requirement of “doing more with less”.
What is the function of public sector workforce management software?
Our software offers centralised and automated handling of the various complex processes involved in Time & Attendance, Flexitime, Rostering, Call Centre Scheduling, and Absence Management. Different from ordinary solutions, Softworks has been designed to deal with the particular complexities found in the public sector, for example Legacy System Integration, managing a number of union agreements, 24/7 Operations, and strict adherence to legislative requirements. The main features are:
- When it comes to optimisation and efficiency, match your labour resources with demand so that you have the right skills in the right place to achieve the required standards of public service and at the same time reduce the administrative load associated with manual scheduling.
- Support for flexible working: this includes managing a variety of arrangements such as flexible work arrangements, remote workforce management and compressed hours, and it ensures accurate tracking of hours no matter where the work is being carried out.
- Empowerment: The Employee Self-Service tools available to employees give them more control over their schedules and time off, which in turn increases morale and retention and at the same time reduces the number of administrative enquiries made to HR.
By providing real-time visibility into workforce data, Softworks empowers public sector leaders to make informed decisions. What is the reason for selecting Fire and Emergency Care Scheduling Software?ose Fire and Emergency Care Scheduling Software?
Fire and Emergency Medical Services play a central role in ensuring public safety and therefore demand a continuous emphasis on being ready, responding quickly, and providing the highest standards of care. When preparing the rota for members of a fire department, paramedics, EMTs and support staff, it is necessary to coordinate a highly trained workforce in order to save lives and protect property. It is inefficient to depend on manual scheduling or rota preparation in high-pressure situations and this can have a negative effect on public safety. Softworks’ Public Sector Scheduling/Rostering Software provides a specialised solution for rota arrangements in emergency services and for scheduling staff in the healthcare sector, one that has been designed to address these particular challenges:
Critical Staffing & Demand-Driven Scheduling
Fire operations are by their nature demand-driven and need strict staffing levels in order to ensure an effective response. Our software is particularly good at Demand-Driven Scheduling because:
- Optimising staffing levels (resource allocation) involves noticing any gaps in a shift and then identifying the most suitable personnel—taking into account the skills required and their availability—in order to carry out those shifts through strategic resource allocation and resource allocation.
- To anticipate demand, use both real-time and historical data when forecasting labour requirements and labour costs in order to predict fluctuations in demand. Make proactive adjustments to shifts so as to respond to expected increases in emergency calls, critical incidents, or seasonal changes, thus reducing the risks of having insufficient staff.
Skills, Certifications & Training Management for Emergency Response (Skill and Qualification Matching)
The fact that the jobs in the field of Fire and Emergency Care are dynamic and require specialisation means that there is a need for careful records to be kept of a wide variety of skills and of any ongoing certifications. The software we offer includes:
- Comprehensive Skills Tracking: Maintain a precise record of every firefighter’s or paramedic’s skills, qualifications (e.g., hazmat, rescue diver, advanced lifeIn the case of skill-based deployment, only those personnel who have the necessary and up-to-date skills should be assigned to particular roles in order to ensure that there is a match between skills and qualifications and that the effectiveness of the emergency response is secured. The system sends automatic alerts to managers when an employee’s skills or certifications are about to expire, ensuring that operational readiness, legal compliance, and training compliance are maintained, legal compliance, and Training Compliance.
Real-time Gap Filling and Rapid Deployment (Real-time Adherence)
In the field of emergency services, response time is a matter of great importance. Our software is designed to optimise both the real-time operational adjustments and the tracking of real-time adherence:
- Real-time Gaps Screen: This provides at once a view of the staffing gaps at all stations or units, with the gaps grouped according to their severity, which enables quick prioritisation and action to be taken.
- The Softworks Vacancy Alerter sends out email and text alerts to available and qualified staff who satisfy certain criteria in order to fill in open shifts and make sure that emergency response capabilities are not compromised.
- The Daily Planner Screen gives live information about who is expected to be working throughout the day, enabling incident commanders and station chiefs to obtain a clear overview of operations for the purpose of deployment.
Robust Compliance with Sector-Specific Regulations (Statutory Compliance & CBAs)
Fire and Emergency Care staff are covered by special workforce laws, union agreements, and health and safety regulations. Our software provides that:
- Automatic Compliance Checks incorporate all relevant working time legislation (for example, the maximum number of working hours, the requirement for mandatory rest periods, and the limits set out in the Working Time Directive), as well as union agreements (such as Collective Bargaining Agreements) and health and safety procedures, directly into the scheduling logic.
- Statutory Compliance guaranteed.
- Auditable Records (Audit Trails): A comprehensive, verifiable audit trail of all scheduling decisions, emOptimise shift patterns and rotations by taking health and safety regulations into account in order to make sure that staff are fit to work., taking into account health and safety regulations to ensure staff are fit for work.
Employee Self-Service (ESS) and Communication
It is important to empower fire and emergency care personnel through greater transparency and flexibility in their scheduling in order to boost morale and reduce staff turnover. The Employee Self-Service (ESS) feature includes:
- People can view their work schedules in advance at any time and from any place using theMobile Rota Access feature on their smartphones.
- Employees can easily make a Leave Request or carry out a Shift Swap with other employees who are qualified.
- It enables more efficient communication about shift changes, important updates, and training opportunities.
Benefits of our Public Sector Scheduling Software
Introducing Softworks’ Public Sector Scheduling Software as a component of a full-scale WFM system provides a wide range of benefits. These advantages go well beyond improved operational efficiency and also result in better cost control, greater compliance, higher Citizen Service Levels, and improved employee well-being.
Optimised Resource Allocation and Cost Control (`Budget: Lowering overtime and agency expenses: Let managers work within the budget control limits that have been predefined, enforce overtime authorisation, and adjust the schedules as a result. Match the workforce resources with demand so as to reduce unnecessary costs and cut overall costs by between 5% and 20% off overall costs for large organisations.
- By automating workflows, managers and HR staff are freed from having to carry out administrative tasks so that they can concentrate on strategic initiatives and on providing front-line service delivery.
- For accurate cost accounting and reporting, real-time analytics and detailed reports offer Cost-Per-Service Metrics relating to workforce costs, overtime, absenteeism, and the use of skills so that data-driven decisions can be made to support budget control.
Enhanced Regulatory Compliance and Risk Mitigation (Statutory Compliance & Audit Trails)
Softworks ensures enhanced regulatory compliance and risk mitigation with:
- In the automated compliance tracking system, strict regulations should be incorporated directly into the scheduling logic so that any breaches can be automatically detected and compliance with required breaks and the maximum allowed working hours can be ensured.
- It ensures compliance with theCivil Service Rules, the Union Rules, and the local labour legislation.
- A verifiable audit trail is made possible through the use of a single, secure system which keeps record of working time, attendance, absences, and scheduling activities via Centralised Data Management; this kind of audit trail is essential for regulatory audits and is backed by ISO certifications, Data Security (GDPR/FOIA), and Role-Based Access Control (RBAC).
- Health and safety assurance involves making sure that the shift patterns are optimal in view of health and safety procedures and keeping track of who is where and when.
Improved Employee Experience With the Employee Self-Service (ESS) and Mobile App, employees are given the means to take control by having mobile rota access, which allows them to see their schedules, submit leave requests, check their flexitime, or request a shift swaps,Promoting transparency and autonomy will directly lead to higher employee morale and greater job satisfaction and higher Employee Morale and job satisfaction.
- Ensuring fair and transparent shift scheduling: include fairness rules when allocating shifts, covering both public holidays and night shifts, in order to decrease stress, resentment, and staff turnover.
- How to attract and keep high-quality talent in the public sector by implementing a effective retention strategy in both healthcare staffing and municipal services.
Operational Agility and Responsiveness (Real-time Adherence)
We offer operational agility and responsiveness in a range of ways:
- Enabling real-time decision-making by offering thorough reports, which allows managers to make quicker decisions and take proactive action in response to changing demands or emergency situations.
- You can monitor where and when your employees are working in real time using Real-time Adherence.
- Improve your workforce planning by using our AI-powered Absence Predictor, which looks at historical shift patterns and absence trends in order to predict probable cases of people not showing up, thus aiding business continuity planning.
- Seamless Integration: It provides support for integrating with existing systems, for integrating with payroll, and for having a native connection with all of the WFM modules in order to eliminate data silos.
Invest in Public Sector Scheduling Software Today
Softworks’ Public Sector Scheduling Software represents a strategic investment that empowers your organisation to operate with efficiency, enforce Statutory Compliance, maintain Budget Control, and support your workforce while maintaining high Citizen Service Levels.
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