Driving Workforce Productivity at Scale Through Rostering Transformation
Eastern Health
Introduction
Eastern Health delivered a large-scale workforce rostering transformation to improve productivity, reliability and operational efficiency across one of Victoria’s largest health services. Between 2023 and 2025, Optima and the Loop app were deployed across 647 rosters supporting 11,850 employees working under 25 awards.
The program established a consistent, enterprise-wide rostering platform, replacing fragmented processes with automated scheduling, mobile workforce access and integrated payroll alignment. Extensive training supported adoption at scale, with more than 1,100 staff trained across 131 sessions.
Eastern Health is now the largest Victorian health service fully transitioned to Optima. The initiative created a stable and scalable workforce platform that improves visibility, reduces administrative effort and supports sustainable workforce optimisation and high-quality care delivery.
Challenge
Eastern Health manages a large, complex workforce across multiple sites and services. Prior rostering processes were affected by system instability, downtime and manual workarounds to manage vacancies, award interpretation and payroll alignment. These issues increased administrative burden, introduced operational risk and reduced confidence in workforce scheduling.
Growing workforce complexity and service demand required greater visibility, automation and consistency. Eastern Health needed a solution capable of supporting scale while simplifying roster maintenance and ensuring reliable application of award rules.
The challenge extended beyond system replacement to redesigning workforce operations. The organisation required a sustainable, enterprise approach that could improve productivity, reduce manual intervention and provide long-term confidence in workforce deployment across a highly regulated healthcare environment.
Approach
Eastern Health delivered the transformation through a structured four-stage rollout completed in December 2025. Optima and Loop were implemented to support rostering, vacancy management, leave processes, award interpretation and workforce self-service.
A dedicated program team provided governance and delivery capability, including project management, change and technical specialists, reporting expertise and payroll SMEs. Integration with SuccessFactors, SAP and local applications ensured alignment across workforce and payroll systems.
Significant investment in adoption included 131 training sessions for 1,147 staff. Automation features such as AutoRoster, patterns and notifications streamlined scheduling, while DataHub and Power BI enabled workforce reporting and insight. This coordinated approach embedded consistent rostering practices across the organisation and established a foundation for ongoing optimisation.
Achievements / Outcomes
The transformation has delivered measurable productivity and operational gains. Improved system stability reduced downtime and enabled more reliable roster publishing, pay locking and workforce planning. Rostering teams now spend less time maintaining schedules and filling vacancies, supported by automation and improved visibility.
Mobile access through Loop streamlined staff interactions, enabling efficient roster viewing, leave submission and vacancy management. More consistent application of award rules reduced payroll variability and manual corrections.
Across 647 rosters and 11,850 employees, Eastern Health now operates on a single, scalable rostering platform. The initiative has reduced operational friction, strengthened confidence in workforce scheduling and created a sustainable foundation for continuous productivity improvement across the health service.
Lessons for Others
• Treat rostering as workforce redesign
• Invest in governance and change
• Roll out in structured phases
• Integrate payroll and HR systems
• Train at scale for adoption
• Use automation early
• Build reporting capability
