IWA Rostering and Time and Attendance Solution

Description

Irish Wheelchair Association (IWA) is one of Ireland’s leading representative organisations and service providers for people with physical disabilities. Established in 1960, the organisation supports people to live independent, self-directed lives and advocates for equality of opportunity, inclusion and choice. IWA delivers a diverse portfolio of services across Ireland, supported by a large and geographically dispersed workforce. Services include, but are not limited to, Assisted Living Services, Independent Living and Leader Services, Community and Day Services, Holiday Services, Transport and Mobility-related supports, Sports and Participation programmes, and national support functions. The organisation employs in excess of two thousand staff and engages a significant cohort of volunteers. Many frontline staff work across multiple services and service models, often within the same pay period. Service delivery operates within a complex environment that includes multiple funding arrangements, regulatory and safeguarding requirements, Working Time Act compliance, and the need to deliver responsive, person-centred supports. IWA is seeking to strengthen how it plans, records and manages service delivery activity, staff deployment and time worked. Rostering and time and attendance are recognised as critical enablers of safe, efficient and compliant service delivery and are closely interdependent with HR, payroll, finance, clinical governance and service user case management functions. At present, IWA operates within a mixed systems environment. Core platforms include a cloud-based Human Resources Information System (SAP SuccessFactors), Microsoft Dynamics CRM as the primary system for service user records and case management, and People Planner as the current rostering solution for certain services, supported by mobile applications for time and attendance capture. The organisation recognises that historical process variation, local workarounds and reliance on spreadsheets and informal systems have introduced inefficiencies, data quality risks and manual overhead. IWA’s ambition is to move toward more standardised, automated and auditable ways of working, while respecting legitimate differences between service models, including structured coordinator-led services and self-directed Leader services. This Preliminary Market Consultation is therefore positioned as an integration-led and collaboration-focused exercise. IWA is seeking insight from the market on how rostering and time and attendance solutions can be implemented in a way that supports best-practice process design, enables appropriate standardisation, allows for configuration where required, and improves data accuracy, governance, and operational confidence across the organisation. While the primary focus of this consultation is around an enhanced rostering and time and attendance solution, respondents should note that service management considerations are included to provide operational context and to inform integration, compliance and service delivery requirements. Irish Wheelchair Association (IWA) is one of Ireland’s leading representative organisations and service providers for people with physical disabilities. Established in 1960, the organisation supports people to live independent, self-directed lives and advocates for equality of opportunity, inclusion and choice. IWA delivers a diverse portfolio of services across Ireland, supported by a large and geographically dispersed workforce. Services include, but are not limited to, Assisted Living Services, Independent Living and Leader Services, Community and Day Services, Holiday Services, Transport and Mobility-related supports, Sports and Participation programmes, and national support functions. The organisation employs in excess of two thousand staff and engages a significant cohort of volunteers. Many frontline staff work across multiple services and service models, often within the same pay period. Service delivery operates within a complex environment that includes multiple funding arrangements, regulatory and safeguarding requirements, Working Time Act compliance, and the need to deliver responsive, person-centred supports. IWA is seeking to strengthen how it plans, records and manages service delivery activity, staff deployment and time worked. Rostering and time and attendance are recognised as critical enablers of safe, efficient and compliant service delivery and are closely interdependent with HR, payroll, finance, clinical governance and service user case management functions. At present, IWA operates within a mixed systems environment. Core platforms include a cloud-based Human Resources Information System (SAP SuccessFactors), Microsoft Dynamics CRM as the primary system for service user records and case management, and People Planner as the current rostering solution for certain services, supported by mobile applications for time and attendance capture. The organisation recognises that historical process variation, local workarounds and reliance on spreadsheets and informal systems have introduced inefficiencies, data quality risks and manual overhead. IWA’s ambition is to move toward more standardised, automated and auditable ways of working, while respecting legitimate differences between service models, including structured coordinator-led services and self-directed Leader services. This Preliminary Market Consultation is therefore positioned as an integration-led and collaboration-focused exercise. IWA is seeking insight from the market on how rostering and time and attendance solutions can be implemented in a way that supports best-practice process design, enables appropriate standardisation, allows for configuration where required, and improves data accuracy, governance, and operational confidence across the organisation. While the primary focus of this consultation is around an enhanced rostering and time and attendance solution, respondents should note that service management considerations are included to provide operational context and to inform integration, compliance and service delivery requirements.