Critical success factors in implementing an e-rostering system in a healthcare organisation

Abstract

Effective and efficient staff scheduling has always been a challenging issue, especially in health service organisations. Both the extremes of staff shortage and overage have an adverse impact on the performance of healthcare organisations. In this case, an electronic and systematic staff scheduling (e-rostering) system is the often seen as the best solution. Unless an organisation has an effective implementation of such a system, possible cost savings, efficiency, and benefits could be minimal. This study is aimed to research key success factors for the successful effective implementation of an electronic rostering system, especially at healthcare organisations. A case study research method was used to evaluate critical success factors for effectively implementing an e-rostering system. The data were collected through interviews and observations. The findings indicate that technical support, an effective policy, leadership, clear goals and objectives, gradual change, evidence of the advantages of the new system, senior management support, and effective communication are the critical success factors in implementing an e-rostering system in healthcare organisations. Prior to this study, no such factors were grounded in the current context, so this research would help in bridging the gap towards effective implementation of an e-rostering system in the healthcare sector. This research also suggests future studies in different cultures and contexts.

The impact of electronic and self‐rostering systems on healthcare organisations and healthcare workers: A mixed‐method systematic review

“…Questionnaires were used in most studies ( n = 13). Two studies collected data from the shift scheduling program Titania Consultants to Government and Industry (Karhula et al., 2020; Turunen et al., 2020), one study used a national database of nursing quality indicators (Wright et al., 2017), one study used a case study and interviews (Silvestro & Silvestro, 2000) and data from one study were collected using semi‐structured interviews and observations (Soomro et al., 2018).…”

“…The level of overtime dropped considerably in the fixed scheduling wards and was lower during the 8 months of the study in comparison to self-scheduling wards where overtime remained unchanged. Soomro et al (2018) found that the critical success factors for implementing an e-Rostering system included motivational factors such as evidence of the advantages of the system, technical support, an effective policy, committed leadership, clear aims and objectives, senior management support, monitoring, reporting and effective communication.…”

“…Technology is becoming a key enabler for healthcare quality improvement (Adler‐Milstein & Bates, 2010). The use of technology‐based information systems has many advantages including cost‐effectiveness, improved reporting and faster processing of staff rosters (Soomro et al., 2018). Electronic rostering (e‐Rostering) is an electronic management solution that enables healthcare staff requirements to be planned (Rocha et al., 2012), and assists healthcare organisations to have the right staff, in the right place, at the right time, to improve the delivery of high‐quality patient care (McIntyre, 2016).…”

Digital nursing schedule outcomes: systematic review

“…The literature highlights certain adverse outcomes associated with the electronic scheduling process, such as the relationship between the lead nurse and her coworkers [31]. Also, implementing electronic scheduling software should be gradual, and not sudden, as Soomro et al [32] suggest, otherwise there is likely to be more staff illness and consequential absence [33]. The factors for successfully implementing an e-rostering system in healthcare organization include proper policy and compliance in system implementation, technical support, proper leadership, sound goals and objectives, gradual implementation, evidence of the advantages offered by the new system, support from upper (senior) management and strong communication between all levels of staff.…”

Complex Analysis of Information Technologies Integration and Adoption into Medical Organizations

“…Прочная коммуникационная связь между всеми уровнями иерархической системы выступает одним из основных факторов успеха для преодоления психологического дискомфорта, связанного с переменами в рабочем процессе. Именно коллегиальное сотрудничество с определением круга ответственных за отчетность лиц позволит обеспечить эффективный мониторинг внедрения [27].…”