Learn how to improve your data quality, reliability, and usability when using scheduling software for workforce management. Follow these tips and best practices.

Defining the right data sources is a pre-requisite to any integration be it to a WFM tool or other. What is even more important than that is to spend time understanding and validating your data. You shouldn’t be relying on the numbers coming through if you haven’t done the quality check beforehand. A WFM tool (like any other) is just a tool. If you feed it with garbage data, you will get garbage output.

Implement a scheduling software that (ideally) has a native time and attendance solution or that is tightly integrated with one. The reason is that if your scheduling data is directly impacting employee time that gets paid there is greater accountability from frontline management to self audit their schedules and ensure they are correct as they approve timesheets for pay. If you currently have a scheduling application that is not connected to your other WFM tech (i.e. capacity planning, labor forecasting and time & attendance) you certainly have an opportunity to further mature your WFM tech stack.

How can you ensure data accuracy when using scheduling software?

Scheduling software can help you optimize your workforce management by automating tasks, reducing errors, and improving efficiency. However, to get the most out of your scheduling software, you need to ensure that the data you input and output is accurate and reliable. Data accuracy is crucial for making informed decisions, avoiding costly mistakes, and maintaining compliance. Here are some tips on how to ensure data accuracy when using scheduling software.

1 Define your data sources

Before you start using your scheduling software, you need to define your data sources and how they will be integrated with your software. Data sources can include employee information, time and attendance records, payroll systems, customer demand, and other external factors. You need to ensure that your data sources are consistent, compatible, and updated regularly. You also need to establish clear rules and protocols for data entry, validation, and correction.

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Irina “Mateeva” Hollatz

Transforming Workforce Management Chaos into Harmony | Revitalise Your Operations | Elevate Operational Efficiency & Resource Morale Across Industries | WFM Unfiltered Podcast Host | Discover How in My ‘About’ Section
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Defining the right data sources is a pre-requisite to any integration be it to a WFM tool or other. What is even more important than that is to spend time understanding and validating your data. You shouldn’t be relying on the numbers coming through if you haven’t done the quality check beforehand. A WFM tool (like any other) is just a tool. If you feed it with garbage data, you will get garbage output.

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Lokesh Wadhwa

Hiring for Data Scientist, Data Engineer and Data Analyst Experts
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Some strategies to ensure data accuracy: Double-Entry Verification, Data Validation Rules, Regular Quality Control Checks, Data Cleaning, Automated Data Validation Tools, Training and Guidelines, Real-time Error Alerts, Data Entry Templates, Data Entry Review Process, Version Control, User-Friendly Interfaces, Documentation and Metadata, Data Audits, Data Entry Speed and Accuracy Incentives, Continuous Improvement.

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Sahil Sharma

Operations team leader at Tech Mahindra Business Services
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Implement data quality frameworks. Regular data audits. Automated validation checks. Training and education. Feedback mechanisms. Data source verification. Use data cleansing tools. Maintain documentation.

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2 Choose the right software features

Scheduling software can offer a variety of features and functionalities to suit different needs and preferences, but you need to choose the right ones that match your data requirements and expectations. For example, forecasting tools that use historical and real-time data to predict future demand and staffing needs, scheduling algorithms that optimize shifts, assignments, and breaks based on data-driven criteria, reporting and analytics tools that provide insights and feedback on your scheduling performance and outcomes, as well as alerts and notifications that flag potential issues, conflicts, or errors in your data or schedule can all enhance data accuracy.

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Endre Ruttkay

Managing Application Platforms from the Business side
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If by scheduling data accuracy you mean generating schedules that match the staffing demand accurately, then you need a software that calculates this demand accurately, for this you also have to have accurate historical data, and know of expected trends or changes in trends. On the other hand your software needs to be able to calculate with the actual available capacity that it can schedule. If you really mean accurate schedule DATA, then I don't understand what the challenge is. Any scheduling software will store the schedules in the DB and give you access to it. The schedules themselves might be inaccurate, the data will accurately represent them. Right?

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3 Train and communicate with your staff

Your scheduling software is only as good as the people who use it. You need to train and communicate with your staff on how to use your software effectively and correctly. You need to explain the benefits and expectations of using scheduling software, as well as the roles and responsibilities of each user. You need to provide clear and accessible instructions, guidelines, and support for data entry, review, and approval. You also need to encourage feedback and suggestions from your staff on how to improve your data accuracy and software usability.

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4 Monitor and audit your data quality

Even with the best scheduling software and practices, you still need to monitor and audit your data quality regularly. You need to check for any errors, inconsistencies, or anomalies in your data or schedule that might affect your workforce management. You need to identify the root causes and sources of any data issues, and take corrective actions as soon as possible. You also need to review and update your data policies and procedures as needed, and document your data quality results and improvements.

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5 Leverage data security and backup

Data accuracy also depends on data security and backup. You need to protect your data from unauthorized access, modification, or loss. You need to use reliable and secure scheduling software that complies with the relevant data protection laws and standards. You also need to backup your data regularly and store it in a safe location. You also need to have a contingency plan in case of any data breaches or disasters that might compromise your data or schedule.

Scheduling software can help you achieve better workforce management outcomes, but only if you ensure data accuracy. By following these tips, you can improve your data quality, reliability, and usability, and make the most of your scheduling software.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Napoleon Muisa

WFM Tech & Advisory - Helping organizations execute on their People Tech Strategies, Programs & UKG Projects
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Implement a scheduling software that (ideally) has a native time and attendance solution or that is tightly integrated with one. The reason is that if your scheduling data is directly impacting employee time that gets paid there is greater accountability from frontline management to self audit their schedules and ensure they are correct as they approve timesheets for pay. If you currently have a scheduling application that is not connected to your other WFM tech (i.e. capacity planning, labor forecasting and time & attendance) you certainly have an opportunity to further mature your WFM tech stack.

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Cate Hayes

Transforming and leading people and business to achieve the impossible | Coach and mentor | Passion for leadership | Contact centre professional | Customer centric
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Think about defining accuracy in a way that meet customer, employee and business outcomes. It’s important to think of accuracy not as a linear thing. Your data may be accurate but your people aren’t engaged or showing up for shifts or your customer advocacy may have dipped with call wait blowing out in a crucial period of the day( even though your daily average still looks good ) or overtime spiked and costs are spiraling. Make sure you have several balanced views to ensure software is working hard for all your business objectives .

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How can you ensure data accuracy when using scheduling software?

1

2

3

4

5

6

1 Define your data sources

2 Choose the right software features

3 Train and communicate with your staff

4 Monitor and audit your data quality

5 Leverage data security and backup

6 Here’s what else to consider

Workforce Management

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How can you ensure data accuracy when using scheduling software?

1

2

3

4

5

6

1 Define your data sources

2 Choose the right software features

3 Train and communicate with your staff

4 Monitor and audit your data quality

5 Leverage data security and backup

6 Here’s what else to consider

Workforce Management

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