Employee Scheduling System Review: The Alberta Motor Association
The Alberta Motor Association, facing challenges in efficiently relaying special service requests and managing scheduling for its 2,100 employees across diverse units, successfully implemented Swipeclock's cloud-based TimeSimplicity scheduling solution integrated with their time and attendance systems, which automated scheduling, reduced overtime, eliminated overstaffing, and improved operational focus by replacing outdated paper-based methods.
Case Study: The Alberta Motor Association
Challenge
The Alberta Motor Association (AMA) is a non-profit membership organization in Canada serving customers in Alberta and the Northwest Territories. AMA treats its members like family, aiming to provide support and guidance whenever needed. To maintain this level of service, AMA continually reviews and improves its business processes. One key challenge was ensuring that special service requests from motorists were quickly relayed from the call center to the appropriate personnel.
With approximately 2,100 employees across various business units—including membership, travel bookings, insurance, vehicle registration, and roadside assistance—scheduling was a significant challenge. For years, AMA explored multiple solutions to automate its paper-based time, attendance, and scheduling operations, but none fully met their needs.
Solution
AMA eventually found a suitable solution to automate its time and attendance systems. During implementation, TimeSimplicity was recommended to automate scheduling and replace paper-based methods such as wall calendars, spreadsheets, and word processing documents.
“After an extensive evaluation of TimeSimplicity, we concluded it was just what we needed and was an ideal fit with our time and attendance solution.” – Erv Krawchuk, Program Manager, Business Process Improvement for AMA.
TimeSimplicity from Swipeclock is a dynamic, cloud-based scheduling solution that eliminates overstaffing, reduces overtime, quickly detects coverage gaps, and identifies the best-fit employees for open shifts. It integrates seamlessly with leading payroll solutions and Swipeclock’s time and attendance software—TimeWorksPlus and TimeWorks Mobile.
Results
“I have learned the key to improving processes is to implement solutions that allow people to concentrate on performing their jobs, not on the tools they are using,” said Krawchuk. “In the past, schedulers were focused on creating, filling in, and updating various paper-based calendars—a very inefficient use of their time and converting those calendars to paper time sheets for data entry. Now, they can do more vital work, which is essential in helping us deliver the family-like service we’re known for.”
TimeSimplicity makes schedules available online and allows schedulers to notify staff via email or text when shifts change or become available. Previously, it was difficult for schedulers to confirm full coverage for their shifts. Now, they can monitor everything, including pending time-off requests, and see how a time-off request would impact the overall schedule, enabling informed scheduling decisions.
Additionally, TimeSimplicity enables AMA to standardize business processes across the organization. Previously, different groups created their own rules based on their unique needs. With TimeSimplicity and its integration into AMA’s time and attendance system, these inconsistencies have been eliminated, as everyone now uses the same system.
“We recently completed a comprehensive study that showed 100% of the business units using TimeSimplicity would not go back to the old way of doing things,” concluded Krawchuk. “That finding is a testament to the ability of TimeSimplicity to improve the way we schedule our employees. I can’t imagine scheduling at AMA without TimeSimplicity.”
TimeSimplicity can revolutionize scheduling processes just as it has for the Alberta Motor Association and many other organizations.
Swipeclock offers WorkforceHub, a fully-integrated platform that includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. WorkforceHub is designed for employers who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.
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