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Applying Changes

How to implement optimization results, manage the transition, and track outcomes.

Once you've reviewed the optimization results and decided to proceed, this guide covers how to apply changes and manage the transition effectively.

Understanding "Apply"

When you apply optimization results in Optimal Workforce:

What happens in the platform:

  • The proposed assignments become your new baseline
  • Dashboards and maps update to reflect new assignments
  • Change history is recorded for reference

What happens in your operations:

  • You'll need to communicate changes to affected employees
  • Client assignments in your source system may need updating
  • Scheduling adjustments may be required

Optimal Workforce recommendations are advisory. The actual implementation happens in your scheduling and care coordination systems.

Applying All Changes

To apply all recommended changes at once:

  1. Navigate to the optimization results page
  2. Review the summary one more time
  3. Click Apply All Changes
  4. Confirm when prompted

All proposed reassignments are now reflected in the platform.

When to Apply All

Apply all changes when:

  • Results look good across the board
  • You're ready for comprehensive change
  • Stakeholders have approved the recommendations
  • You have capacity to manage the transition

Applying Partial Changes

To select specific changes to apply:

Selecting Changes

  1. View the change list in the results
  2. Use checkboxes to select individual reassignments
  3. Or use filters and select all matching results
  4. Click Apply Selected

Selection Strategies

By team Select all changes for specific teams, leaving others unchanged.

  • Useful for piloting changes with a subset of team caseloads
  • Allows staggered rollout

By impact Select only high-impact changes (largest efficiency improvement).

  • Captures most benefit with fewer changes
  • Easier to manage

By region Select changes in one region at a time.

  • Enables geographic rollout
  • Reduces coordination complexity

Excluding Changes

Before applying, you can exclude specific reassignments:

  1. Find the assignment in the change list
  2. Click the exclude icon or checkbox
  3. Excluded items remain at current assignment

Common Exclusion Reasons

  • Operational constraints - Specific postal codes need to stay with current team for logistical reasons
  • Special circumstances - Certain areas have unique requirements best served by current team
  • Timing - Change isn't appropriate right now but might be later

Exporting Results

Before or after applying, export results for reference:

Export Options

CSV Export Spreadsheet with all assignment data:

  • Current assignments
  • Proposed assignments
  • Change indicators
  • Distance metrics

Useful for:

  • Importing into other systems
  • Detailed analysis
  • Record keeping

PDF Report Summary document with:

  • Key metrics
  • Map visualizations
  • Change summary

Useful for:

  • Stakeholder presentations
  • Documentation
  • Compliance records

How to Export

  1. Navigate to the results page
  2. Click Export in the toolbar
  3. Select your preferred format
  4. Download the file

Implementation Workflow

Applying changes in Optimal Workforce is just the first step. Here's a complete implementation workflow:

Step 1: Export the Changes

Before applying, export a detailed list of changes for reference during implementation.

Step 2: Apply in Optimal Workforce

Apply the changes (all or selected) so the platform reflects the new state.

Step 3: Update Your Source System

If using CSV:

  • Prepare an updated CSV with new assignments
  • This becomes your new baseline

If using API:

  • Changes are advisory - update assignments in your HIMS directly
  • After HIMS updates, the next sync will reflect new reality

Step 4: Communicate to Teams

Notify affected team leads:

  • Which postal codes are changing teams
  • Effective date of changes
  • Why changes are being made
  • Who to contact with questions

Step 5: Update Operations

Adjust operations to reflect new territory assignments:

  • Update team territory definitions
  • Reassign resources as needed
  • Handle transition period coordination

Step 6: Monitor the Transition

Track how the transition is going:

  • Employee feedback
  • Client feedback
  • Any issues that arise
  • Whether expected improvements materialize

Phased Implementation

For large changes, consider implementing in phases:

Phase 1: Quick Wins

Implement changes with obvious benefit and low risk.

  • Highest efficiency improvement
  • No operational concerns
  • Teams ready to accept changes

Phase 2: Moderate Changes

Implement changes that are beneficial but require more coordination.

  • Medium-impact changes
  • Some operational considerations
  • May need team lead conversations

Phase 3: Complex Changes

Handle remaining changes that require careful management.

  • More significant territory adjustments
  • Teams needing additional support
  • Complex multi-team boundary changes

Benefits of Phasing

  • Reduces overwhelm for employees and coordinators
  • Allows learning from early changes
  • Provides opportunities to adjust approach
  • Builds confidence in the process

Tracking Outcomes

After implementation, measure the impact:

Metrics to Watch

Efficiency metrics Did efficiency improve as projected?

  • Review geographic distribution
  • Compare to pre-change baseline

Workload balance Are team caseloads more evenly distributed?

  • Review caseload counts by team
  • Monitor capacity utilization across teams

Team feedback How are teams adjusting to new territories?

  • Gather feedback from team leads
  • Address operational concerns
  • Celebrate improvements

Using Results for Future Optimization

Your implementation experience informs future runs:

  • Which types of changes work best
  • What continuity weight to use
  • How much change is manageable
  • Where to focus attention

Reverting Changes

If changes need to be undone:

In Optimal Workforce

Changes cannot be automatically reverted in the platform. To return to a previous state:

  • Upload a CSV with previous assignments
  • Or allow the next API sync to restore HIMS state

In Your Operations

Reverting in practice means:

  • Reassigning postal codes back to original teams
  • Updating territory definitions accordingly
  • Communicating the reversion to team leads

When to Revert

Consider reverting if:

  • Implementation reveals data was inaccurate
  • Critical issues emerge with new assignments
  • Stakeholders withdraw approval

Best Practices

Communicate Early

Prepare teams before changes go into effect:

  • Preview which teams will be affected
  • Explain the reasoning
  • Set expectations for transition

Start Small

If this is your first optimization:

  • Apply a subset of changes
  • Learn from the experience
  • Scale up in future runs

Document Decisions

Keep records of:

  • Why certain changes were included or excluded
  • Stakeholder approvals
  • Implementation timeline
  • Lessons learned

Follow Through

Complete the implementation fully:

  • Don't leave changes half-done
  • Update all affected systems
  • Close the loop with affected parties