Scheduling transformation that brought clarity, control and compliance to early learning.
Uniting Church in Australia Queensland Synod (UCAQ) had been progressing its workforce management transformation for over a year with alternate consultants before engaging KJM Consulting, however the project lacked the clarity and direction needed to reach completion. KJM partnered with the organisation to reset the approach, bringing structure, focus and practical delivery experience to redesign workforce scheduling across early learning centres in UKG Ready. The result was a shift from manual effort to a more scalable, system-driven scheduling model that strengthened compliance, improved visibility and gave Centre Directors greater control and confidence.
The challenge
After more than a year of delivery with previouse consultants, the scheduling transformation had not fully achieved its intended outcomes and required clearer direction to reach completion. Manual processes, limited system structure and gaps in governance created inefficiencies, inconsistency and increased compliance risk across early learning centres.
Manual scheduling effort
Centre Directors were manually creating rosters, managing leave, lunch breaks and timesheet adjustments with significant administrative effort.
Compliance exposure
Educator-to-child ratios were not automatically supported in UKG Ready, increasing reliance on manual checks and creating audit risk.
Limited skill visibility
There was no structured way to align staff skills and room (classroom/age group) suitability, reducing scheduling accuracy and flexibility.
Governance and visibility gaps
Schedule approvals, dashboard visibility and access settings required refinement to improve consistency, user experience and oversight.
Transformation model
The engagement focused on the practical building blocks needed to get the project completed and make scheduling more accurate, compliant, usable and scalable across centres.
Reset the structure
Cost centres and skills were redesigned at room level (classroom/age group) to create the right foundation for scheduling, governance and reporting.
Automate schedule generation
Demand-based schedules were configured to reduce manual roster creation and align staffing to operational requirements.
Enable skill-based assignment
Skill and suitability data was used to improve room-level (classroom/age group) educator allocation and scheduling accuracy.
Embed approvals and fairness
Approval workflows were introduced into schedule creation and posting, alongside fairness rules and employee notifications to strengthen compliance and governance.
Improve visibility and complete delivery
Time-off, attestation and exception handling were automated, alongside dashboard improvements and refined access structures, supported by pilot testing and go-live assistance.
Transformation focus areas
What KJM delivered
KJM combined system design, practical configuration guidance and delivery leadership to bring clarity and direction to a program that had been underway for an extended period, working as an extension of the client team to restore momentum and drive outcomes.
The design decision that mattered
KJM’s role was not just to configure the solution, but to bring clarity and direction to a program that had been underway for an extended period. Acting as an extension of the client team, KJM helped move beyond current-state configuration toward a shared vision of what the system could achieve.
“It is not merely a transactional service but an invaluable partnership.”
Simon Hillier – Payroll Manager, UCAQFrom uncertainty to structured delivery
The engagement translated a fragmented scheduling process into a more connected operating model with clearer governance, better visibility and stronger room-level (classroom/age group) accuracy.
“Working with Jacinta and KJM Consulting has put success back on the agenda.”
Simon Hillier - Payroll Manager, UCAQBusiness outcomes
The value was not only reduced administration. It was a clearer path to completion, a more supportable model for scheduling, stronger compliance and a better foundation for scale.
