Accurately determining a business’s rostering and staffing needs is essential for operational success, particularly in industries such as the National Disability Insurance Scheme (NDIS).

The sector demands meticulous planning, resource allocation, and adaptability to meet unique challenges and operational complexities. By integrating advanced operational data analysis, understanding growth trends, and employing modern workforce management techniques, organisations can optimise performance, control costs, and ensure compliance.

Why Accurate Rostering and Staffing Matter

In the NDIS sector, effective rostering is pivotal for delivering high quality care. Poorly planned staffing can result in service gaps, client dissatisfaction, and breaches of compliance with regulatory standards. For instance, under-rostering may leave participants without essential support, while over-rostering increases operational costs unnecessarily. Accurate staffing aligned with data-driven insights ensures participants receive appropriate care while maximising efficiency.

Utilising Operational Data and Growth Insights

Operational data serves as a cornerstone for identifying current and future staffing needs. Metrics such as employee productivity, service demand, and resource utilisation rates provide actionable insights. For example, NDIS providers can analyse client rosters of care for their travel requirements, and support hours to craft optimal rosters tailored to individual needs.

Strategies

Specific techniques provide structured and actionable approaches to workforce planning:

1. Activity-Based Costing: This technique identifies the actual costs associated with specific services or activities. For NDIS providers, ABC enables precise calculation of costs per hour of care delivery, aiding in pricing strategies and ensuring financial sustainability.
2. Standard Costing: This method involves setting cost benchmarks for labor and comparing actual costs to these standards. Variances can then be analysed to identify inefficiencies. In the NDIS sector, standard costing ensures that labor costs align with expected budgets, while mining companies can use it to control project expenditures.
3. Forecasting Models: Leveraging time-series analysis and regression models, businesses can predict future staffing requirements based on historical trends and operational data. Forecasting is critical for businesses to prepare for demand uplifts or downturns.
4. Variance Analysis: This involves comparing actual staffing costs against budgets to identify discrepancies and their causes. For NDIS providers, it ensures adherence to financial plans while maintaining service quality.

The Role of Workforce Management Software

Modern workforce management software has revolutionised rostering and staffing processes. These tools offer features such as automated scheduling, real-time data analysis, and predictive modelling. For NDIS providers, software ensures compliance with NDIS pricing guidelines and streamlines administrative tasks, freeing up time for direct service delivery. Mobile applications enable staff to access schedules, submit updates, and enhance real-time communication.

Case Study: Supported Independent Living Business

One of our NDIS clients ran a Supported Independent Living business with four houses across the Newcastle area. Across the four houses were 13 participants with various servicing requirements under NDIS managed Rosters of Care.

Due to difficulties managing the overlapping requirements of the roster of Rosters of Care, casual nature of their workforce, and high levels of overtime required for some of the shifts, the business was showing inconsistent profits for the financial year despite the high levels of allowable invoicing. As a result of this low profitability, cashflow had become a serious and pressing concern, and debts were building with the Tax Office.

We worked internally with the business finance team and operations director to implement a number of changes to their internal staff rostering process. Through analysing their payroll and timesheet data, we were able to find a number of redundancies and inefficiencies which were causing unprofitable servicing of participants.

Lambourne Consulting recommended the implementation of new software systems to manage participant care, and rostering, which uncovered further opportunities for efficiency within the business. Following this implementation, staff members were identified which were best to service specific participants and needs, and offered permanent full time positions on a fixed roster. While decasualisation of the workforce does not lower the overall cost of a staff member due to leave and entitlements, it does help to reduce the immediate cashflow impacts on the business.

By implementing these changes, the business was able to achieve an 8% improvement in their EBITDA over a four month period, allowing the repayment of outstanding tax, and creating a working capital surplus.

How We Can Help Your NDIS Business

Accurate rostering and staffing are indispensable for success in the NDIS. Leveraging operational data, analysing growth patterns, and implementing specific planning strategies empower businesses to achieve a balance between efficiency, cost management, and regulatory compliance. Incorporating cutting-edge workforce management software amplifies these benefits, enabling organisations to remain resilient and competitive in an ever-changing market.

Our team of experienced consultants have worked closely with NDIS businesses since its launch in New South Wales. We have a wealth of experience in the strategic planning and process adjustments required to refine these labour relationships. If you would like to discuss how we can help your business, please reach out to Ben Wilson below or on 02 4969 6600.