How TARDISS Gets Transparency Over Its Workforce

With over 100 staff working across a range of positions, they are passionate about supporting participants and families across the region.

Before foundU, the TARDISS team used a very paper based and manual system for employee recruitment, onboarding, scheduling and payroll processes. The payroll team would then have to photocopy the sheets for all staff and enter manually into their accounting software.

Onboarding required the candidate to sign multiple forms and visit the head office. There were issues when schedules were changed, with accuracy dependant on office staff knowing if someone was working overtime or was no longer available.

There was a lack of transparency with shifts and when it came to payroll, it was a manual process of data entry and double-checking that took two days to complete across multiple systems.

TARDISS needed to cut the paper, integrate their platforms and get more transparency over their field-based workforce.

This is how they did it with foundU.

Greater workforce transparency

The foundU scheduling module will automatically alert team leaders if staff are working overtime, unavailable or are doubled up. To make it easier for admin at TARDISS, team leaders can create, publish and make changes to their schedules depending on demand and staff availability.

The schedules are 100% paperless and can easily be accessed by staff in the foundU employee app. In the app, staff can also set their availability and find out more about the shift.

"Simply looking at a schedule, I can see the potential grand total of combined hours a worker is booked for the week," said Ross Crawford, Support Leader at TARDISS.

Accurate payroll for accurate claims

The foundU platform seamlessly sends schedule and shift information to the payroll module for automatic calculation. The payroll module will automatically interpret awards, and calculate complex overtime and allowance scenarios.

Due to the quality of the data in their foundU platform, TARDISS uses it for cross-checking and claiming allowances and mileage logs. This has reduced errors and sped up their claims process.

"We use the data in foundU to assist in the auditing and cost checking and to make sure there are no errors in the claiming  process," said Vicky Hultgren, Corporate Service Manager at TARDISS.

Do-anywhere onboarding

Before foundU, recruitment and onboarding was a paper-based process, with candidates having to send employee documents to a central email. From there, the admin team would work through applications and have a limited overview of where applicants were at in the onboarding journey.

Now with foundU, the onboarding process is entirely paperless, with applicants able to pre-register without being directed to by TARDISS. They can upload all documents online, which ensures TARDISS has met all mandatory compliance requirements.

The letter of engagement is sent out through the system, and new employees can sign and return it instantly online. Before they would have to sign and scan back the letter, or drop the signed letter in to the office.

The TARDISS team only need to login into the platform to see exactly what stage staff are at and what documents they have uploaded.

"I like how all the onboarding and compliance are in the same area and how we can customise and add more compliance and onboarding options as we identify changes within our organisation and legislation," said Wendy Hjorth, Intake Coordinator at TARDISS.

Free Learning Management System (LMS)

foundU has partnered with one of Australia’s biggest LMS providers to offer free LMS to all foundU customers.

TARDISS use this system for all their training needs and track how their employees are progressing. For example, during the onboarding process, new staff have to the read and acknowledge the ICT policy on the LMS platform before being issued a staff email.

TARDISS can easily add new training material to the system and employees can access training wherever they are – perfect for a remote workforce.

"To be able to assign, track and report on training in the system is a huge improvement on having to use Excel spreadsheets," said Vicky Hultgren, Corporate Services Manager at TARDISS.

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