This case study describes how Dundee City Council's Health & Social Care Service transformed recruitment, timesheet and payroll processes by implementing Omnijo. Fraser Valentine oversees recruitment and administration for casual and shift workers at the council. Before Omnijo, manual processes caused inefficiencies, compliance risks and frustration.
The Challenge: Inefficient and Risky Manual Processes
Fragmented recruitment
Each service location manager recruited casual workers independently, maintained informal lists and posted recruitment adverts without a centralised list, making coordination difficult.
Ad-hoc shift booking
Managers used WhatsApp groups and phone calls to fill shifts, often contacting multiple people before finding a worker.
Cumbersome payroll
Workers completed paper timesheets, which were signed, scanned and emailed to payroll for manual data entry. Issues such as illegible handwriting, missing cost codes and incomplete approvals were common.
Lack of centralised worker list
Without a central list, managers struggled to identify available workers and risked employing individuals without proper recruitment checks.
The Solution: Implementing the Omnijo Platform
Dundee Council implemented Omnijo, a workforce management platform from Teacher Booker, to address these challenges. Key features of the implementation included:
Centralised worker database
Only workers who completed full recruitment and employment checks could be added, ensuring compliance.
Mandatory fields and automated workflows
Cost codes and employment conditions are managed automatically, reducing errors and ensuring accurate payroll calculations.
Direct payroll integration
Payroll processing occurs through direct upload from Omnijo, eliminating manual data entry and saving time.
Online job posting and acceptance
Managers post available shifts and workers accept them through the platform, replacing WhatsApp and phone calls.
Real-time updates and support
Worker details can be updated instantly, and Omnijo provides training materials, videos and hands-on support via email, Teams chat and online chat.
The Results: Streamlined Operations and Enhanced Compliance
Since adopting Omnijo, the council has achieved:
Reduced administrative burden
Manual administration and payroll processing time have been drastically reduced as data now flows automatically from booking to payroll.
Improved compliance
Only vetted workers can be added to the system, and all required information is captured digitally.
Greater visibility
Managers and workers can access live lists and request custom reports, and pay enhancements (e.g., public holiday rates) are automatically calculated.
Why Dundee Council Recommends Omnijo
Fraser Valentine enthusiastically recommends Omnijo to other councils. He highlights the platform's flexibility, responsiveness and exceptional customer care.
“We would enthusiastically recommend Omnijo to other councils, highlighting that the system is flexible and can be tailored to specific needs without incurring large consultancy fees. Omnijo's customer care is incredible, with fast support and quick solutions via email, Teams chat or online chat.”
Fraser notes that the council has never experienced serious issues with Omnijo; any minor problems during implementation were resolved immediately and feedback is used to improve the system.
