How Hartley Lifecare Streamlined Roster Costing with GK Horizons and Jedox

Roster planning in the NDIS sector can be a complex task – balancing staff coverage, compliance, and financial constraints. For Hartley Lifecare, managing this process was time-consuming, often requiring external consultants to ensure compliance and cost optimisation. They needed a more efficient, in-house solution to handle roster costing.

The Challenge: A Manual, Costly Process

Hartley’s previous approach to roster costing involved a lot of manual work, and whenever a roster needed reviewing, they often had to engage external consultants.

“Roster costs are one of the biggest expenses for NDIS providers. We previously relied on external consultants to review our rosters and ensure compliance, which could be costly and time-consuming. We needed a better way to manage this internally.” – Lee Cheng, Senior Manager – Finance, Hartley Lifecare

With ongoing costs and inefficiencies, it became clear that a more streamlined, interactive tool was needed to bring the process in-house.

The Solution: A Smarter, More Interactive Approach

GK Horizons worked with Hartley to implement a roster costing and coverage solution on the Jedox platform, making the process simpler and more efficient.

With the new system, Hartley can now:

Adjust shifts and immediately see the financial impact
Identify potential compliance issues, like overtime, in real time
Plan and review rosters internally, reducing the need for external consultants

By integrating this tool into their existing workflows, roster planning has become more transparent and easier to manage.

“GK Horizons implemented a roster costing solution for Hartley on the Jedox platform, making our roster planning easier. They took the time to understand our needs and delivered a smooth, hassle-free implementation. I highly recommend them to anyone looking to optimise their NDIS business planning.” – Lee Cheng, Senior Manager-Finance, Hartley Lifecare

The Impact: More Control & Long-Term Benefits

While it’s still early days, Hartley has already seen the benefits of the new system. The ability to forecast costs in real time and manage compliance internally means they no longer have to rely on external consultants as often, potentially saving thousands each year.

The shift to a more interactive and in-house approach has also given them greater control and flexibility in their workforce planning.

Looking Ahead

For Hartley, the focus now is on fully embedding the tool into their operations and using it to its full potential. Over time, this will provide clearer insights into cost savings and further streamline their processes.

This project highlights how small changes in technology can lead to meaningful operational improvements, particularly in sectors where financial and compliance pressures are high.