Success story: MatchingCore® introduced in vaccination centres within 2 weeks
Updated: Oct 21, 2022
To overcome the Corona crisis as quickly as possible, vaccination centres had to be set up and organised within a very short time.
The fluctuating vaccine availability and the varying staff availability and qualifications could hardly be managed by the planners and manual planning quickly reached its limits.
Within two weeks, aspaara equipped the vaccination centres of the Cantonal Hospital Baden (KSB) with the flexible planning software MatchingCore®.
Staff and volunteers are thus optimally scheduled and adjustments such as sickness absences or vaccine shortages can now be reacted to in an agile manner.
After 6 1/2 months, the 100,000th COVID-19 vaccination was carried out at the Vaccination Centre Königsfelden. In total, more than 300,000 vaccine doses were administered in the 3 KSB vaccination centres in 14 months.
Download Project overview brochure from KSB (German)
The vaccination centres in Switzerland had to be set up and organised within a very short time in order not to jeopardise the schedule of the national vaccination campaign. A solution was provided by the Swiss Confederation to assign vaccination centres to those to be vaccinated. However, there was no solution to schedule the staff, including many part-time volunteers. The fluctuating availability of vaccines and the varying staff availability and qualifications could hardly be managed by the planners and manual planning quickly reached its limits.
Within two weeks, aspaara equipped the vaccination centres of the Cantonal Hospital Baden (KSB) with the flexible planning software MatchingCore® to solve this challenge.
The aspaara MatchingCore® is an internal marketplace for employees who can plan their own work assignments based on their qualifications and preferences. Artificial intelligence takes care that these rosters are neatly planned despite full flexibility, increasing the utilisation and agility of the employing company. The personnel planners are supported in the creation of duty rosters, as well as in short-term adjustments such as sickness absences or overtime. Planning thus becomes more flexible, although the individual preferences of the employees are fully considered. In this way, MatchingCore® supports planning teams in making better staffing decisions and thus maximises the company's potential.
Other solutions assessed by KSB would not have been able to adapt quickly enough or would not have adjusted the scheduling of staff dynamically enough to meet requirements.
All KPIs at a glance. Planners can easily and clearly monitor the achievement of strategic goals.
Through the visual view of staff utilisation, misalignments are detected at an early stage. Thus, countermeasures can be taken quickly.
During the integration process, it was a challenge to quickly realise the integration into the internal HR systems of KSB, which hold the master data and carry out the communication of work assignments. To be able to carry out the integration process as quickly as possible, entries and exits of employees were entered manually in the interface by the planner (as opposed to a data interface). After the entry, the employees can then be planned directly.
In order to realise the integration within two weeks, the employee qualifications were entered manually by the planner at the time of entry. These "shortcuts" made a rapid introduction possible. As a rule, MatchingCore® is firmly integrated into the client infrastructure with automated data interfaces.
The product MatchingCore® emerged from the research project "CareOpt", which was supported by the Swiss innovation agency Innosuisse, together with the research partner Zurich University of Applied Sciences (ZHAW).
Those involved in the introduction on the KSB side were René Brühlmann (Project Manager, Personnel Coordination Vaccination Centre Cantonal Hospital Baden Linkedin), Maximilian Grimm (Innovation Manager, KSB Health Innovation Hub Linkedin), Benedikt Niederer (Head of Corporate Development Cantonal Hospital Baden Linkedin) and planner Myriam Baumgartner (Planner Vaccination Centre).
"Great! aspaara is constantly adapting to our needs."
Myriam Baumgartner (Planner Vaccination Centre)
Aspaara deployed the MatchingCore solution within two weeks, including staff training and planner training, as well as integration into the client's infrastructure.
Summary of key KPIs:
Utilisation: 89% of shifts are allocated fully automatically.
Fairness of distribution: Depending on the number of working days submitted by the employees, they are guaranteed a certain number of days. This increases the fairness of the distribution.
Agility: The requested shifts fluctuate by up to 53% over the weeks (depending on vaccine availability). Despite this fluctuation, we are able to achieve the 90% utilisation rate mentioned above.
Thanks to the efficient collaboration between KSB Health Innovation Hub and aspaara, vaccinations at KSB could be started in record time. After 6 1/2 months, the 100,000th COVID-19 vaccination was administered at the Königsfelden vaccination centre.
The MatchingCore® was also successfully implemented at other vaccination centres in Switzerland. The MatchingCore® is used as SaaS (Software-as-a-Service) in various industries to noticeably increase utilisation and agility for companies facing constantly fluctuating demand.
To find out how aspaara can give your planning team superpowers, contact us: firstname.lastname@example.org
Success Story featured in Health Magazine "clinicum" (German)
Article in Heime & Spitäler (German)