PolyOptimum sprang from the heart of California’s Silicon Valley in 1986 to program workforce management software for health and human services organisations.

We create and support ProAct software, specialising in rostering the health and human services workforce, and organisations that run 24/7 with a complex mix of staff, skills, and capabilities. Our ProAct suite of products is fully integrated and customisable, to accommodate your current and future labour resource requirements.

Company PolyOptimum Inc
Location Lilyfield NSW


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Rostering, Staffing and Productivity Monitoring Software. Workforce Tracking &nd…


Supplied by PolyOptimum

Rostering, Staffing and Productivity Monitoring Software. Workforce Tracking – Staff Database ProAct includes a highly flexible staff database with:

  • 5 Screens of user-defined data about employees and volunteers, their skills and capabilities.
  • Roster preferences and patterns to assist in the planning and creation of rosters.
  • Viewing of accrual balances and banking for practices such as time in lieu, sick leave without certificates.
  • Records of mandatory requirements and compliance by individual and department.
  • Tracking of data not included in other systems, such as attendance at unit-based training and staff meetings.

If you have a sophisticated HR system, ProAct can import data for use in rostering. If you limit access to your HR system, data from HR can be made available to managers in ProAct with tight security controls. If your HR system is limited in the data it can track, ProAct can overcome these limitations by storing and tracking additional data.

Employees can use BOSS to view contact details with a link to your HR self-service or, in the absence of HR employee self-service, to update their contact details. This includes indicating if they want to receive text messages, and supplying the contact number for such communication.

Workforce Rostering ProAct provides a variety of ways to create rosters for departments whose needs range from simple rosters to highly complex roster requirements. E-rostering is available for staff and volunteers.

ProAct’s Rostering:

  • Includes an Annual Planner to track and balance leave, rotations and other requests for any period in the future.
  • Accommodates any conceivable shift length and starting time.
  • Supports patterns, such as terms for interns and residents, or cyclical rosters, along with templates, on-call and optimised rosters.
  • Provides flexible, configurable rollups of rosters from multiple groups, units and departments to give managers and executives a helicopter view of planned and actual rosters.
  • Checks totals for a range of factors, such as numbers, position/classification, skill mix, coverage of special capabilities, gender, etc.
  • Allows configurable roster rules and checks for any violation of rules or award conditions.
  • Calculates costs before the roster is posted, and while it is worked and adjusted.

Staffing Even the most balanced roster can fall apart once it is actually worked, based on changes in staffing requirements and the available workforce.

ProAct’s staffing module provides:

  • A global view of actual staffing by unit, position/classification and skill.
  • Instant synchronisation with the master roster.
  • Distinction between planned and unplanned leave and overtime.
  • Staffing gaps (open shifts) that adjust real-time with sick calls, shift swaps
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Web-based Rostering Made Easy. Web-based manager self-service provides access to…


Supplied by PolyOptimum

Web-based Rostering Made Easy. Web-based manager self-service provides access to ProAct’s staff database and simplified rostering. Managers can:

  • View and edit employee data based on granted security rights.
  • Create and balance rosters, including signing off employee requests entered via BOSS.
  • Adjust rosters and approve staff requests for shift swaps and extra shifts, based on staffing gaps.
  • Check and correct award violations.
  • Review the cost of rosters.
  • View and sign-off timesheets.
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BOSS (Browser Operated Self-Service)

ProAct’s employee self-service can be used by staff and volunteers to comp…

BOSS (Browser Operated Self-Service)

Supplied by PolyOptimum

ProAct’s employee self-service can be used by staff and volunteers to complement any HR self-service functions. Rostering with BOSS dramatically streamlines the rostering process, freeing managers to focus their attention on more cost effective utilisation of their workforce.

With BOSS, you can give employees and volunteers the rights to any or all of the following:

  • View and edit contact details or link to your HR self-service to do so.
  • Self-roster while viewing the requests of other members of their team.
  • Check their leave accrual balances before requesting leave.
  • View web posting of staffing gaps (open shifts) so part-time and casual/pool staff can fill them at reduced cost.
  • View and confirm their timesheets and record changes such as overtime and call-backs.

Incorporate the latest technology so staff and volunteers can use their smart phones to:

  • View the current status of their rosters. •Enter requests and shift swaps. •View staffing gaps (open shifts) where they are needed. •Update availability for extra shifts to fill the gaps.
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KPI Dashboards

Work Force Performance Reporting. ProAct’s KPI Dashboards use SQL Reportin…

KPI Dashboards

Supplied by PolyOptimum

Work Force Performance Reporting. ProAct’s KPI Dashboards use SQL Reporting Services to hold managers accountable for their performance.

The dashboards:

  • Are configurable in ProAct, which allows you to define and change your KPI over time without requiring vendor intervention or knowledge of SQL Reporting Services.
  • Provide retrospective, real-time and prospective reporting.
  • Compare budget targets and actual performance in dollars, hours, FTEs, and hours per workload indicator (e.g. HPPD).
  • Display staffing data trended by day, week, fortnight or month.
  • Allow user-definable stoplights to warn you of departments that fall outside desired parameters.
  • Online drill-down into the source of problems and reasons that departments are not meeting their targets.

Within ProAct, there is a treasure chest of reports that can be configured, memorised and batched for managers to check factors such as:

  • Roster balance, skill coverage, equity and cost.
  • Identification and analysis of risky staffing practices, such as fatigue risk, unhealthy shift rotations.
  • Trends of utilisation for forward planning.
  • Absenteeism by unit and person, associated with days off, overtime, denied requests, and other worrisome attendance patterns.
  • Auditing of users and practices with date and time stamps for employee self-service.
  • Trending of agency use and costs, along with reconciliation of agency invoices.
  • Financial analysis of labour costs.
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PIE (ProAct's Interface Engine)

Exchanging Data Between Systems. Data for Payroll ProAct includes a sophisticate…

PIE (ProAct's Interface Engine)

Supplied by PolyOptimum

Exchanging Data Between Systems. Data for Payroll ProAct includes a sophisticated, reliable and flexible award interpreter to send detailed and/or consolidated data to payroll, or raw roster data if your payroll system performs its own award interpretation.

ProAct’s interface engine (PIE) can accommodate limitations in older payroll systems, or provide a smooth transition when migrating to a new payroll system. Integrating with Existing Information Systems.

In addition to payroll, PIE can:

  • Import data from your HR and/or recruiting system including staff establishments, accrual balances, mandatory requirements, etc.
  • Send data in a variety of formats to data marts or warehouses.
  • Import and verify data from a clocking system.
  • Import workload statistics from clinical systems to calculate labour costs per unit of service.
  • Exchange data with financial systems.


Current export locations:

  • America (Northern)
    • United States of America

Regions we are wishing to develop export opportunities within:

  • Entire region
    • Asia (Chinese) (includes Mongolia)
    • Asia (Maritime South-East)
    • Ireland
    • Melanesia
    • New Zealand
    • Polynesia (excludes Hawaii)
    • United Kingdom & Channel Islands
  • Africa (Southern and East)
    • South Africa
  • America (Northern)
    • Canada
  • Europe (Eastern)
    • Russian Federation
  • Middle East
    • Qatar
    • Saudi Arabia
    • United Arab Emirates


Contact image
Leonnard Corbett
Senior Project Manager

Consider calling during business hours - it is 6:10pm on Friday in New South Wales.