Challenge:

Trondheim Municipality faced significant challenges in its healthcare and welfare services due to high rates of employee absenteeism, extensive use of costly temp agencies, and an increasing reliance on overtime. These issues led to a mismatch between scheduled and actual staffing levels, especially when last-minute sick leave made it difficult to find substitutes with the right qualifications.

At Brundalen Health and Welfare Center, night-shift staff were often forced to make early-morning phone calls in an attempt to fill urgent scheduling gaps, increasing stress levels and reducing overall efficiency.

Solution:

In collaboration with NTNU, Trondheim Municipality embarked on a pilot project that utilized five years of historical absenteeism data to train an AI-based scheduling tool, now known as SynPlan. This solution applies predictive analytics to forecast employee absences well in advance and integrates these forecasts into long-term shift planning.

Using SynPlan, Brundalen was able to identify periods likely to experience higher absenteeism, such as Monday mornings, and proactively adjust staffing levels in advance. The tool also facilitates internal flexibility by identifying employees who can be reassigned temporarily to other departments.

Results:

Reduction in Overtime and Temp Agency Use

  • Brundalen saw a substantial decline in overtime hours and reliance on external staffing agencies.

  • May Solum, department head at the facility, noted that she couldn’t remember the last time a temp agency was used.

Improved Financial Outcomes

  • Reduced overtime and fewer agency hires led to measurable cost savings for the facility.

  • Enhanced predictability contributed to better budget adherence and more sustainable operations.

Increased Operational Resilience

  • Shift schedules have become significantly more robust, reducing the need for last-minute changes or pulling in staff on their days off.

  • The ability to “top up” shifts in advance eliminated the need for emergency staffing.

Better Work Environment

  • Employees experienced less scheduling stress, fewer double shifts, and a more predictable workday.

  • The tool helped reduce involuntary part-time positions by enabling more consistent and comprehensive staffing plans.

Enhanced Resident Experience

  • Residents like Aase Waag benefit from consistent care provided by familiar and trusted staff members.

  • The technology contributes to a more stable and comforting environment for residents.

Quote:

“We’ve used much less overtime in 2024, and this has helped our economy. At the same time, we don’t have to call in people who are supposed to be off-duty.”
— Astrid Lidbom, Unit Manager, Brundalen

“This is a fantastic example of how technology can be used to benefit both users and staff.”
— Karianne Tung, Norwegian Minister of Digitalisation

https://www.adressa.no/nyheter/trondheim/i/mPyJPL/her-kan-de-forutse-naar-ansatte-ikke-kommer-paa-jobb