Safer Staffing Long Term Improvement Initiative
Summary
The Workforce Systems & Reporting team improved how the Hard Truths report is compiled following the implementation of SafeCare in 2019. The process previously relied on manual calculations by the Matron team, which was time-consuming and difficult to audit. By moving to system-generated data from Allocate Optima and SafeCare, the team ensured accuracy, compliance with national reporting requirements, and reduced workload for clinical staff. The initiative brought together Matrons, Ward Managers, Finance, and Information Services to create a more reliable and efficient process that supports safer staffing decisions.
The Challenge
The Trust needed to improve roster accuracy to produce an auditable Hard Truths submission with reliable data. The manual process placed a heavy burden on Matrons, taking them away from clinical responsibilities. Standard reporting in Allocate Optima did not fully reflect some of the Trust’s local shift structures, such as the Twilight shift, or more complex unit patterns. Outcomes from establishment reviews were also not always consistently captured, which created challenges when managing Planned Hours. With a monthly national submission required, the Trust needed a robust and efficient solution tailored to its local reporting needs.
The Solution
The project was delivered in phases. First, SafeCare was implemented across seven hospital sites with hands-on support from the Rostering System Lead to ensure adoption. Next, an Excel-based reporting tool was developed to complement Allocate Optima data, improving accuracy by reflecting redeployments and real-time roster changes. The Information Team then took on production of the report, integrating data from other sources, while the Rostering Team maintained the tool for validation. Weekly reviews with Matrons were introduced, and establishment changes now require Director of Nursing approval. This cross-team collaboration strengthened data quality and improved processes.
Results & Next Steps
Over the past 18 months, roster queries have reduced, making reports easier to validate. Matrons and Night Nurse Practitioners now use SafeCare to record Professional Judgement notes, while ward staff add comments that feed into dashboards and month-end reporting. Finance use this data for establishment reviews, and the Chief Matron can access supporting information instantly. The project has reduced the burden on Matrons, improved cultural engagement with accurate rostering, and created greater transparency. The Rostering and Information teams continue to work together to embed processes into the SPSS system, ensuring consistency, visibility, and ongoing improvement.
