Staff Rostering Automation Project for Radiography Service

Year Submitted: 2025
Published Date: 07 January 2026

Tags: Productivity, Quality Improvement, Automation, System Development ＆ Implementation, Care Process ＆ Redesign, Manhour Saving, Time Saving, Technology, Workflow Redesign, Product Development, Prototyping Resources

About this Content

Aims

The project aimed to automate the manual staff scheduling process for Radiography Service at Tan Tock Seng Hospital. Key objectives included:
1. Automate the rostering process to reduce manual workload and minimise human error
2. Improve resource allocation by freeing up staff time for patient care activities
3. Enhance transparency and accessibility of roster information for all radiographers
4. Streamline unplanned leave management with efficient ad-hoc change processes

Background

The Radiography Service faced significant operational inefficiencies with their manual rostering system:
- Over 170 radiographers across multiple locations requiring complex scheduling
- Roster Administrator spent 7-10 man-days planning up to 6 weeks minimally per roster cyc
- Roster In-charges spent 10 hours weekly managing daily updates and changes
- Complex scheduling criteria including staff modalities (X-ray, ultrasound, MRI), working hour limits (42hrs/week non-shift, 40hrs/week shift), and rotation requirements
- Manual processes involving multiple Excel files, paper forms, and email communications created inefficiencies and error risks

Methods

The project employed Agile Development Methodology over an extended timeline (August 2024 - November 2025):
Development Phases:
1. System Design - Workflow mapping and requirements gathering
2. Prototype Development and Trial Testing - Local prototype application creation to showcase to CAPE committee
3. Implementation for both shift and non-shift locations e.g. CT, NCID, Inpatient, ED, etc.
4. User Testing, Training and Re-development - Iterative improvements based on stakeholders feedback
5. Documentation, Deployment and Handover - Final system launch
6. Maintenance and Enhancements - Ballot Leave Management, New Location, etc.

Technical Solution Features:
- Consolidated database for centralised data management
- Browser-based web application with key modules such as Information Management, Roster Generation, Roster Editor and Roster Viewer
- Automated conflict detection and compliance checking
- HTML roster viewer for mobile accessibility

Results

The project achieved exceptional operational improvements:
Quantitative Outcomes:
- 65% reduction in manpower requirements (0.75 FTE to 0.26 FTE)
- 75% time savings in roster planning (7-10 man-days to 2.5 man-days per cycle)
- 50%+ reduction in daily management time (2 hours/day to 1 hour/day)

Qualitative Improvements:
- Enhanced accuracy through built-in validation rules and conflict detection
- Improved staff satisfaction via transparent roster access and better work-life planning
- Real-time visibility for quick adjustments and decision-making
- Additional features delivered: Leave Balloting Module for easy consolidation, approve and rejecting balloting request (to be used in late CY2026)

System Capabilities:
- Scalable roster generation (minimum 4 weeks, up to 52 weeks)
- Automatic resource checking to highlight insufficient staffing
- Mobile-friendly interface for radiographers
- Comprehensive training materials including user guides and video references

Conclusion

The Staff Rostering Automation Project successfully transformed the Radiography Service's roster scheduling process from a time-consuming manual task into an efficient, transparent, and user-friendly system. The 65% reduction in manpower requirements demonstrates substantial operational benefits, freeing up nearly half an FTE for other critical tasks. The project's success positions it as a scalable solution potentially to other allied health departments. On-going maintenance and support will ensure continued effectiveness as the system adapts to evolving operational requirements.

Lessons Learnt

Key Challenges Identified:
1. Hardware Procurement Delays: Extended waiting periods for GPU-enabled equipment through Synapxe/ITO significantly impacted project timelines
2. Funding Constraints: Budget insufficient for full 1.0 FTE staffing, creating recruitment and retention difficulties in competitive job market
3. Stakeholder Engagement: Need for broader staff representation in requirements gathering beyond primary users (Roster Administrators and In-charges)
4. Budget Underestimation: Initial budget planning insufficient, affecting recruitment and procurement timing

Keywords

Automation, Radiography Service, Rostering, Python, TTSH OCEAN-MID

Innovators' Details

Connect with this contributor!

Evelyn Quah Shi Shi - evelyn.ss.quah@nhghealth.com.sg

Zhang Xiaojin - xiaojin.zhang@nhghealth.com.sg

Daniel Chua Yong Chuen - daniel.yc.chua@nhghealth.com.sg

Project Attachment

CHILDSubmission_BeforeAfterAutomation.pdf