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 continually strives to empower organisations to turn complex operational challenges into practical, strategic advantages.
In today’s fast-changing environment, having robust, integrated systems to manage your most valuable asset—your people—has never been more important.
Softworks’ cutting-edge Public Sector Scheduling Software, as part of a complete Workforce Management (WFM) platform, makes this possible.
Softworks’ Business Legacy
Softworks has been refining robust business solutions for over 35 years.
We know that building an efficient and flexible workplace is about:
- Supporting employee well-being
- Boosting engagement
- Maintaining compliance
- Improving performance
- Providing the insights needed to make informed decisions
- Achieving your organisational goals.
Our solutions are engineered to make a positive difference in the working lives of your employees, their managers, and the organisation as a whole.
Streamlining Processes and Creating Efficiencies for Over 35 Years
Softworks has been a trusted partner for over 35 years, enabling organisations worldwide to streamline processes, increase productivity, and reduce costs through superior management, scheduling, and utilisation of workforce resources.
We achieve this by offering flexible, intuitive solutions that cover:
- Time & Attendance
- Scheduling/eRostering
- Flexible & Remote Working
- HR
- Absence Management
- Project Tracking
Drive efficiencies, better ensure compliance, reduce errors, and improve reporting, all while promoting a safe and positive working environment for all employees.
Our unwavering commitment is to ensure you gain a competitive advantage, today and in the future.
Softworks’ Workforce Management (WFM) Software
Our WFM software automates your organisation’s existing work rules and pay policies, eliminating time-consuming manual tasks related to employee Time and Attendance, Absence, Flexitime, Skills & Training management, and more.
The effective management of employee Time and Attendance, Leave, Rostering/Scheduling, and HR processes is critical to your organisation’s success and your employees’ satisfaction levels. Our comprehensive approach is essential for achieving optimal operational efficiency and a truly engaged workforce, especially within the demanding and often 24/7 environment of the public sector.
Transform complex Resource Allocation and scheduling/rostering into a strategic function that supports critical public service delivery.
Key Features of our Police and Corrections Scheduling/Rostering Software
Police and corrections services operate under intense pressure, requiring precise staffing, adherence to strict regulations, and the ability to respond to dynamic situations at any moment.
The complexities of scheduling/rostering for these vital public services go far beyond typical business operations, encompassing 24/7/365 coverage, specialised skills, union agreements (Collective Bargaining Agreements), and the paramount need for public safety.
Relying on manual spreadsheets and outdated methods for managing schedules for police officers, correctional officers, or administrative staff in these environments is not only inefficient but can also compromise security, compliance, and officer well-being.
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 optimise their workforce, enhance operational readiness, and ensure unwavering compliance:
Automated, Rule-Based Schedule Creation (Demand-Driven Scheduling)
At the heart of our solution is an intelligent eRostering/Scheduling Wizard that automatically builds optimised, fair, and rule-based schedules.
For police and corrections, this system is inherently Demand-Driven Scheduling, meaning it strategically aligns officer deployment with forecasted operational needs, crime patterns, or mandated facility coverage.
The system considers critical factors such as:
- 24/7/365 Coverage: Automatically generates schedules that ensure continuous coverage for all shifts, including nights, weekends, and public holidays/vacations, which are fundamental to law enforcement and correctional facilities.
- specialised Skills and Certifications (Skill and Qualification Matching): Tracks and incorporates specific skills (e.g., specialised tactical training, canine units, specific language proficiencies, crisis intervention certifications) and ensures only qualified officers are assigned to particular duties or areas.
- Skill and Qualification Matching: Receive alerts when an employee’s skills or certifications are nearing expiration, maintaining continuous operational readiness.
- Union Rules and Workforce Laws (Collective Bargaining Agreements & Statutory Compliance): Enforces complex union agreements and specific workforce laws pertaining to working hours, rest periods, and overtime, preventing breaches and reducing disputes.
- Statutory Compliance and adherence to Collective Bargaining Agreements (CBAs)
- Fairness of Shift Distribution: Ensure equitable distribution of less desirable shifts, on-call duties, and public holiday assignments, promoting morale and reducing resentment among officers.
- Contingency Planning: Accommodate “on-call” assignments and multiple layers of contingency for major incidents, ensuring rapid deployment and resilience in the face of unexpected events.
Real-time Visibility and Gap Management (Real-time Adherence)
In critical public safety roles, last-minute changes or unexpected absences can have severe consequences.
Our software provides:
- 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.
- Softworks Vacancy Alerter: Send targeted triggers via email and text to available and qualified officers or personnel who meet the specific criteria to fill open shifts. This is essential for maintaining critical coverage, even in emergencies.
- Daily Planner Screen: Live details of who is expected to be working throughout the day, offering commanders and supervisors a clear, up-to-the-minute operational overview.
Skills & Training Management Integration (Skill and Qualification Matching)
Beyond basic skills, police and corrections roles often require continuous training and recertification.
Our system integrates with skills and training modules to:
- Track Qualifications: Maintain precise records of every officer’s and employee’s skills, qualifications, and mandatory training completions.
- Match Skills to Duties: Automatically assign officers to duties based on their specific certifications, ensuring compliance and operational effectiveness. This function directly supports Skill and Qualification Matching.
- Proactive Alerts for Expiration: Automated alerts when qualifications are nearing expiration, enabling timely retraining and preventing non-compliance.
Robust Compliance and Audit Trails
Public sector bodies face intense compliance scrutiny.
Our software ensures:
- Legislative Adherence (Statutory Compliance): Embeds all relevant working time legislation and internal policies, automatically checking for breaches and providing a verifiable audit trail for regulatory bodies. This reduces legal risks and protects the organisation, guaranteeing Statutory Compliance.
- Centralised Record-Keeping (Audit Trails): All working time, attendance, absence, and scheduling/rostering records are stored in one central, secure, ISO (99001 & 27001) certified system, simplifying reporting for audits and investigations. These records form comprehensive Audit Trails.
Employee Self-Service (ESS) and Mobile App
Empowering officers with schedule transparency and control can significantly improve morale and reduce administrative burden.
This Employee Self-Service (ESS) functionality includes:
- Mobile Schedule Access: Officers can view their work schedules and rosters in advance, anytime, anywhere, via their smartphones or other devices, allowing for better work-life planning.
- Digital Leave Requests & Shift Swaps: Employees can easily request leave or, if allowed by policy and management approval, communicate shift swap requests with qualified colleagues, reducing administrative workload for supervisors.
By integrating these specialised features, Softworks’ Public Sector Scheduling/rostering Software empowers police and corrections agencies to optimise staffing, enhance security, ensure compliance, and support the well-being of their dedicated workforce, transforming complex scheduling into a strategic asset.
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What is Public Sector Workforce Management Software?
Public sector workforce management software is a strategic technology solution designed to help government and public organisations balance high service delivery expectations with tight budgets and resources.
At Softworks, we understand that in the public sector, your workforce is both your greatest asset and your largest cost.
Our software provides the tools to manage this asset effectively, moving beyond manual administration to a fully automated environment that supports the mandate of “doing more with less”.
What does Public Sector WFM Software Do?
Our software solutions centralise and automate the complex processes of Time & Attendance, Flexitime, Rostering, and Absence Management.
Unlike generic solutions, Softworks is engineered to handle the unique intricacies of the public sector, such as managing multiple union agreements, 24/7 staffing requirements, and strict legislative compliance,.
Key capabilities include:
- Optimisation and Efficiency: Align labor resources with demand, ensuring you have the right skills in the right place to meet public service levels, reducing the administrative burden of manual scheduling. Minimise costly data-entry errors.
- Flexible Working Support: Manage diverse arrangements like flexitime, remote working, and compressed hours, tracking hours accurately regardless of location,.
- Empowerment: Our Employee Self-Service tools offer staff greater control over their schedules and leave, boosting engagement and retention while reducing administrative queries to HR.
By providing real-time visibility into workforce data, Softworks empowers public sector leaders to make informed decisions, drive efficiencies, and ensure compliance, all while delivering exceptional value to the public.
Why choose Fire and Emergency Care Scheduling Software?
Fire and Emergency Medical Services are at the heart of public safety, requiring a constant focus on readiness, rapid response, and the highest standards of care.
Scheduling/rostering for firefighters, paramedics, EMTs, and support staff goes beyond simply assigning shifts. It involves coordinating a highly trained workforce to save lives, protect property, and respond to emergencies at any hour.
Relying on manual scheduling/rostering in such high-pressure environments is not only inefficient but can also compromise public safety, increase costs, and contribute to burnout among dedicated personnel.
Softworks’ Public Sector Scheduling/Rostering Software offers a specialised solution for Fire and Emergency Care, engineered to meet these unique challenges and ensure optimal readiness, cost-effectiveness, and employee welfare:
Critical Staffing & Demand-Driven Scheduling
Fire and operations are inherently demand-driven and require stringent staffing levels to ensure effective response.
Our software excels in Demand-Driven Scheduling by:
- Optimosing Staffing Levels (Resource Allocation): Recognise gaps in a shift and identifu the best personnel—based on required skills and availability—to complete these shifts. This is essential for Resource Allocation.
- Anticipating Demand: Leverage real-time and historical data to forecast demand fluctuations. Proactively adjust schedules to meet anticipated surges in emergency calls, critical incidents, or seasonal variations. This minimises the risk of understaffing during critical times.
Skills, Certifications & Training Management for Emergency Response (Skill and Qualification Matching)
The dynamic and specialised nature of Fire and Emergency Care roles necessitates meticulous tracking of diverse skills and ongoing certifications.
Our software provides:
- Comprehensive Skills Tracking: Maintain a precise record of every fire fighter’s or paramedic’s skills, qualifications (e.g., hazmat, rescue diver, advanced life support, specific equipment operation), and mandatory certifications.
- Skill-Based Deployment: Ensure only personnel with the required and current skills and certifications are assigned to specific roles or dispatched to particular incidents. This guarantees Skill and Qualification Matching for emergency response effectiveness.
- Automated Recertification Alerts: Our system proactively alerts managers when an employee’s skills or certifications are nearing expiration—absolutely critical for maintaining operational readiness, legal compliance, and patient/public safety.
Real-time Gap Filling and Rapid Deployment (Real-time Adherence)
In emergency services, response time is everything.
Our software optimises real-time operational adjustments and tracking of Real-time Adherence:
- Real-Time Gaps Screen: Immediate visibility into staffing gaps across all stations or units, grouped by severity, allowing for rapid prioritisation and action.
- Softworks Vacancy Alerter: Sends triggers via email and text to available and qualified personnel who meet the specific criteria to fill open shifts, ensuring emergency response capabilities are never compromised, even with unexpected absences.
- Daily Planner Screen: Offers live details of who is expected to be working throughout the day, providing incident commanders and station chiefs with a clear, up-to-the-minute operational overview for deployment.
Robust Compliance with Sector-Specific Regulations (Statutory Compliance & CBAs)
Fire and Emergency Care personnel are often subject to unique workforce laws, union agreements, and health and safety regulations due to the nature of their work.
Our software ensures:
- Automatic Compliance Checks: Embeds all relevant working time legislation (e.g., maximum duty hours, mandatory rest periods), union agreements (Collective Bargaining Agreements), and health & safety procedures directly into the scheduling/rostering logic. Highlights potential breaches, allowing managers to take immediate corrective action.
- Statutory Compliance guaranteed
- Auditable Records (Audit Trails): A comprehensive, verifiable audit trail of all scheduling/rostering decisions, employee hours, and compliance checks, essential for internal reviews, external audits, and safeguarding the organisation against potential legal issues.
- Health and Safety Integration: Optimise shift patterns and rotations, taking into account health and safety requirements, procedures, and regulations, ensuring staff are fit for work and safe.
Employee Self-Service (ESS) and Communication
Empowering Fire and Emergency Care personnel with schedule transparency and flexibility is crucial for morale and retention.
This Employee Self-Service (ESS) functionality includes:
- Mobile Schedule Access: Personnel can view their work schedules and rosters in advance, anytime, anywhere, via their smartphones or other devices, allowing for better personal planning.
- Digital Leave Requests & Shift Swaps: Employees can easily request leave or—with managerial approval—communicate shift swap requests with qualified colleagues, fostering autonomy and reducing administrative tasks for command staff.
- Enhanced Communication: Streamlines communication regarding shift changes, critical updates, and training opportunities, ensuring everyone is informed quickly and effectively.
By choosing Softworks’ Public Sector Scheduling Software, Fire and Emergency Care agencies can ensure they always have the right personnel, with the right skills, at the right time, enhancing response capabilities, ensuring compliance, optimising costs, and supporting the vital work of their dedicated teams.
Benefits of our Public Sector Scheduling Software
Implementing Softworks’ Public Sector Scheduling Software as part of a comprehensive Workforce Management system offers a transformative array of benefits, fundamentally changing how public service organisations manage their most critical asset—their people.
These advantages extend far beyond mere operational efficiency, driving significant improvements in cost control, compliance, employee well-being, and overall public service delivery.
Here are the key benefits your public sector organisation can expect from Softworks:
Optimised Resource Allocation and Cost Control (Budget Control)
Be in control of costs and resources with:
- Reduced Overtime and Agency Costs: Allow managers to work within predefined budget allocations (Budget Control) and optimise schedules accordingly, aligning workforce resources with demand, minimising unnecessary workforce costs, ensuring optimal use of your existing workforce. For a large organisation, this can shave anywhere between 5% and 20% off overall costs.
- Elimination of Administrative Burden: Automates manual processes, freeing up managers and HR staff from administrative drudgery to focus on strategic initiatives and front-line service delivery. Organisations have reported significant reductions in payroll processing time, with some even eliminating payroll queries by 90%.
- Accurate Costing and Reporting: Real-time analytics and detailed reports on workforce costs, overtime, absenteeism, and skill utilisation. Make informed, data-driven decisions that drive efficiency and ensure cost-effectiveness while delivering public services, supporting Budget Control.
Enhanced Regulatory Compliance and Risk Mitigation (Statutory Compliance & Audit Trails)
Regulatory compliance is one business function that keeps managers awake at night.
Softworks ensures enhanced regulatory compliance and risk mitigation with:
- Automated Compliance Tracking: Embed stringent regulations directly into your scheduling logic, automatically checking for breaches and ensuring adherence to mandatory breaks, maximum working hours, and fair distribution of shifts.
- Statutory Compliance
- Verifiable Audit Trails: One central, secure system maintains working time, attendance, absence, and scheduling records, providing verifiable Audit Trails essential for internal monitoring and external regulatory audits. Softworks is ISO (9001 & 27001) certified, ensuring the highest standards of data security and GDPR compliance.
- Health & Safety Assurance: Ensure optimal shift patterns that consider health and safety requirements and internal procedures and regulations, tracking who is where (and when). Ascertain if individuals are safe to return to work after an absence, ensuring both employee and organisational protection.
Improved Employee Experience and Engagement (ESS)
Putting control into your employees’ hands is one of the best way to empower and retain talent in your workplace.
Our ESS facilities include:
- Employee Self-Service (ESS) & Mobile App: Give employees greater control by viewing their work schedules, requesting leave, checking flexitime and leave balances, and state preferences for shifts or request shift swaps (if permitted).
- Transparency and autonomy:Foster a sense of empowerment, directly contributing to higher job satisfaction and morale. Employees love the real-time access to their balances, often treating it like “online banking”.
- Fair and Transparent Scheduling: Incorporate fairness rules for shift distribution, including public holidays/paid time off (PTO), weekends, and night shifts. Reduce stress, resentment, and turnover, promoting a more positive and productive work environment. Advance notice over schedules allows employees a better work-life balance.
- Attracting and Retaining Talent: Attract and retain high-quality public sector talent. Softworks helps organisations create a workplace culture that prioritises and supports the well-being of its workforce.
Operational Agility and Responsiveness (Real-time Adherence)
Public services require baked-in flexibility to respond to constantly changing needs.
We offer operational agility and responsiveness in a range of ways:
- Real-time Decision-Making: Provide real-time data through comprehensive reports, empowering managers to make faster, more informed decisions based on facts. Enable supervisors to respond proactively to changing demands, unexpected absences, or emergency situations.
- Real-time Schedule Adherence: Monitor where and when employees are working in real-time.
- AI-Powered Forecasting: Elevate workforce planning with our AI-powered Absence Predictor, which analyses historical shift patterns and absence trends to forecast likely no-shows once schedules are created. Allow managers to proactively adjust schedules, minimise disruptions, and ensure workforce stability.
- Seamless Integration: Our software integrates seamlessly with existing HR, payroll, and other WFM modules, creating a unified ecosystem for managing workforce-related operations. This eliminates data silos, reduces errors, and ensures a single source of truth for all employee information.
Invest in Scalable Public Sector Scheduling Software Today
Softworks’ Public Sector Scheduling Software represents a strategic investment that empowers your organisation to operate with unparalleled efficiency.
Ensure robust compliance, significantly reduce costs, and cultivate a positive, engaged workforce, all while upholding the highest standards of public service delivery.
Explore how Softworks can revolutionise your approach to scheduling and workforce management, and bring about lasting positive impacts on your organisation and employees alike.
Book a Demo with our expert team today and experience firsthand the transformative potential of our solutions!
