Agency usage hidden behind manual checks
The care provider was already reviewing agency spending. Staff exported data into spreadsheets, applied formulas and manually checked names to establish when agency workers had been used and which clients they supported.
Temporary names made it difficult to trace agency usage across the data. The process depended on spreadsheet skills that were not shared by everyone involved. The team wanted dashboards in a business intelligence tool.
See how required hours were covered
Working with the team, Arviteni built Power BI dashboards that brought together relevant information from its sales and care-planning systems where possible.
The dashboards allowed the team to break down required care hours, the hours filled by employed staff and those filled by agency workers. This provided a way to examine staffing coverage without repeating the same spreadsheet preparation and name checks for each investigation.
Connect staffing gaps with the cost of filling them
Where source records and agreed rates were accurate, the dashboards also showed hourly charges based on agreements with integrated care boards, alongside the agency costs of filling shifts.
That comparison helped make the financial implications of agency coverage visible. The team could investigate where its own staffing did not cover the required hours and how agency use affected the cost of delivering care. The quality of those comparisons depended on the underlying records and rates.
What was delivered and what followed
We delivered dashboards around the reporting requirements agreed with the team. They provided the staffing and cost breakdowns described here.
Regular use was not sustained after handover as the organisation’s requirements and priorities changed. The project demonstrates the reporting capability delivered; no lasting time savings or reduction in agency expenditure are claimed.
For a reporting project, the work needs an ongoing owner as well as a finished dashboard: someone to maintain the source information, review the findings and decide what action to take.
An anonymous project example from the same care-provider engagement as our managed IT case study.