From urgent migration to lasting scheduling efficiency
Discover how vzw Sporen replaced its legacy software and transformed workforce management with Planpoint.
Managing complexity in youth care
vzw Sporen plays a vital role in youth care across Flanders, supporting young people and their families through a wide range of residential and community-based services. From residential care homes and family support to specialised intervention programmes, every service comes with its own operational challenges.
“Our organisation depends on flexibility,” explains Joris. “Especially in our residential care teams, employees work irregular schedules. At the same time, we have to comply with complex sector-specific regulations covering areas such as night shifts, leave entitlements and employment conditions.”
Managing employee scheduling and time registration in such an environment requires both precision and reliability.
The challenge: continuity under pressure
That stability was suddenly put at risk when Sporen learned that its existing software supplier would discontinue the platform.
The organisation had little time to migrate an extremely complex workforce administration process to a completely new system while ensuring that payroll and daily operations continued without disruption.
More than a replacement
One requirement was non-negotiable. “The new software had to support all the complexity of our sector without compromise.”
After an extensive evaluation, Planpoint proved to be the platform that best matched both the organisation’s operational requirements and its future ambitions.
What initially seemed like an emergency soon became an opportunity to rethink existing processes from the ground up. Instead of simply replacing the old software, Sporen used the implementation to simplify and optimise the way it worked. Although the implementation required a significant effort, it created a solid foundation for the future.
Saving time across the organisation
The biggest improvements are felt within the HR department. Where payroll preparation previously required extensive manual checks, the process is now largely automated through a seamless integration with the social secretariat’s payroll system.
We used to spend more than a full day checking time registrations and exporting them to payroll. Today, the same process takes around two hours.
Employees also benefit from greater transparency and autonomy. Through the My Schedule employee portal, they always have access to their worked hours, leave balances and schedules.
“Whether you’re a manager analysing staffing data or an employee checking your leave balance, everything is immediately available. Employees can also register their working hours easily through the mobile app.”
More than software: a true implementation partner
Choosing Planpoint was about much more than selecting a software platform. Sporen was looking for a partner that would actively support the organisation throughout an exceptionally demanding transition.
We had to migrate everything at very short notice because our previous supplier discontinued its solution. Déhora Consultancy proved to be a partner capable of delivering a complete migration within an extremely tight timeframe.
For Joris, the close collaboration remains one of the project’s greatest strengths.
“No question ever goes unanswered, and communication is always clear. That gives us the confidence that we can rely on Planpoint whenever we need support.”
The combination of powerful software and a responsive implementation team has made Planpoint a trusted partner that understands the realities of youth care.
Looking ahead
With the administrative foundation now firmly in place, Sporen is already preparing the next phase. The organisation plans to extend Planpoint with additional functionality, including commuting and business travel registration, while gradually replacing the remaining Excel-based workforce scheduling processes. The platform continues to evolve alongside the organisation’s needs.
“We’re only using a fraction of what Planpoint can do today. The foundation we’ve built gives us the confidence and visibility to take the next steps.”
For Sporen, digital transformation is not about technology itself. It is about creating the stability that allows employees to focus on delivering the best possible care.
I’ve worked with many workforce management systems over the years and even developed one myself. When I compare them, I can honestly say: this system is exceptionally well designed.
Results at a glance
- Significant efficiency gains– Time spent checking time registrations and preparing payroll reduced from more than one day to approximately two hours.
- Seamless payroll integration – Reliable integration with Acerta Connect ensures accurate and efficient payroll processing.
- Greater employee autonomy – Employees have 24/7 access to schedules, worked hours and leave balances through the mobile app and employee portal.
- Full compliance with complex regulations – Workforce management supports the specific employment rules and collective agreements within the youth care sector.
- A scalable foundation for the future – A future-proof workforce management platform ready to support the organisation’s continued growth and digitalisation.
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