Benefits to Automated Shift Rostering - ClickSoftware

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Benefits to Automated Shift Rostering

April 26, 2012 ClickSoftware 0 Comments

Author: Asi Barak, Director of Product Management

A Rostering (or scheduling) system is a crucial tool for managing and operating service units or shift employees.

The system components

Rostering systems are comprised of several main components:

clock workers

  1. A mathematical engine for forecasting the distribution of the WFM’s service based on past data, for future planning of the necessary amount of HR.
  2. A tool for planning and building an optimal shift structure, for the placement of a required amount of HR.
  3. A tool for assigning resources to shifts according to each and every resource constraint and preference.
  4. A management tool for real-time monitoring, which provides control and monitoring of the planned HR roster and of the different forecasted parameters against the actual situation.
  5. An employee portal module which allows workers to be updated on shift times, switched shifts, constraints and preferences for a shift, and more.

The Roster system: benefits

The following table presents the system’s main benefits for the organization:

Benefit

Details

Increasing operational efficiency

Saving time and improving work methods

  • The work process (forecasting, planning, assigning) is performed automatically and quickly by the system, with an option for manual intervention.
  • Data collection and processing is performed in an automatic, simple manner.

    The submission of constraints and preferences is done from each resource desk or mobile device.

  • The distribution of the work schedule is done on the intranet system and/or by email.

Precision

  • In forecasting the amount of service calls and the amount of HR required at any given moment, prevents redundancy or shortage/over staffing or under staffing, increases the efficiency, and saves the organization money.
  • In tailoring the shift structure to the amount of HR required at any moment.
  • In matching between the resources constraints and preferences and understaffed shifts. 

Increasing management control

Monitoring

  • Monitoring and supporting the decision-making process in real-time.
  • Monitoring the resources arrival to the shift and their breaks, according to the work schedule.

Receiving a concentrated picture

  • Concentrating the data in one location, in a simple graphic display and through an intuitive work process, enables monitoring, supervision, and decision-making by the organization staff.

Increasing satisfaction

Customer satisfaction

  • Quick response to customer calls due to optimal HR placement at every moment.

Staff satisfaction

  • As a result of planning a shift structure that corresponds with the organization traffic/workload.
  • As a result of a fair division of weekend/holiday/long/short shifts.
  • As a result of an optimal planning of breaks and their optimal distribution across the shift.

The ultimate significance of all of the above benefits is a drastic reduction in costs. Studies conducted in this field point out that the return on investment in implementing a roster system is achieved within a time frame of less than a year, with actual profit for the organization after the first year of implementing the system. In addition to the cost savings, organizations that automate scheduling will also experience in customer service levels.

Click here to learn more about optimized shift planning.

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