Building Data-Driven Rostering Excellence Through Collaboration and Insight
Summary
London North West University Healthcare NHS Trust has transformed rostering into a data-driven, collaborative programme that strengthens workforce fairness, compliance, and patient safety. By cleansing and aligning data across systems, embedding Team-Based Rostering, and automating reporting, the Trust has reduced errors, improved engagement, and delivered over £1.5 million in savings. Rostering is no longer just a scheduling task but a strategic tool that supports staff wellbeing, operational efficiency, and safe patient care. The programme continues to evolve, focused on continuous improvement and learning.
The Challenge
The Trust faced fragmented and inconsistent rostering systems, with misaligned data between ESR, Finance, and Optima leading to payroll errors, inaccurate entitlements, and inequitable shift allocation. Manual processes limited visibility, slowed workforce planning, and increased the risk of breaching the Working Time Directive. Outdated and unreliable information created distrust in rosters, while operational pressures, including COVID-19, highlighted the urgent need for a new approach.
The Solution
A Trust-wide transformation programme was launched, led by the Rostering Team in partnership with managers, service leads, and frontline staff. Key actions included:
- Cleansing and aligning workforce data across systems
- Reviewing payroll and role structures for accuracy and compliance
- Streamlining rostering and leave workflows, supported by targeted training
- Embedding Team-Based Rostering across 71 inpatient wards
- Launching tools such as an Annual Leave Calculator for Agenda for Change staff
- Automating key reports through Datahub and Qlik Sense
- Strengthening compliance checks for the Working Time Directive and contractual rules
This collaborative, iterative approach ensured improvements were embedded in practice and supported by staff at every level.
Results & Next Steps
In the past 18 months, the programme has delivered significant impact:
- £1.5 million in cost savings in 2024/25, with £561k projected for 2025/26
- £300k recovered in over-taken annual leave
- Reduction in retrospective bank bookings from 30% to 7%
- Team-Based Rostering embedded across all inpatient areas, with requested duties engagement rising from 9% to 53.3%
- Strengthened compliance and restored staff trust in rostering systems
The programme now covers 97% of Agenda for Change staff and 98% of Resident Doctors, with plans to extend into Radiology and diagnostic services. A dedicated working group is enhancing dashboard functionality to provide even greater operational insight. The Trust remains committed to continuous improvement, sharing its methodology with other NHS organisations and building on this foundation for the future.
