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EASY ROSTER. Presentation Resource Management – What is it? Resource management is a combination of Rostering Time and Attendance (TnA) What is the difference?

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Presentation on theme: "EASY ROSTER. Presentation Resource Management – What is it? Resource management is a combination of Rostering Time and Attendance (TnA) What is the difference?"— Presentation transcript:


2 Presentation

3 Resource Management – What is it? Resource management is a combination of Rostering Time and Attendance (TnA) What is the difference? Rostering is understanding the business demands to KNOW and NOTIFY staff when they are required! –When and where a task and or service need to be performed to service customers (Internal/ External) The Roster drives TnA, which is the management of staff in the work place ensuring they work the times stipulated by the roster. –If not? Why Not? What do you pay them as a result. TnA information sent to Payroll

4 The Application The MizziSoft team has many years of resource management experience, in a number of different industries, countries and organisation's Together with customer feed back and input, contributes to the continual improvements of MizziSoft resource management applications. Within a changing IT world, and with modern technology tools - MizziSoft has developed EASY ROSTER

5 Operating Platform WEB enabled –Firefox, Internet Explorer, Google Chrome Hosting »Third party / Shared »Internal Server »Data centre

6 Easy Roster - FIT Easy roster is a s c al ab le application –From a very simple roster plan to a complex multi layered rosters Simple rosters are the allocation of shifts on a fix rotation e.g. Clothing Store (set shopping hours) Complex rosters may include, Task allocation, mutli skilling, seasonal demands, equipment type, working multiple areas and location, time critical & non time critical tasks (as examples) Or a combination of both or somewhere in between

7 Easy Roster Understanding Every organisation / department / section has unique roster / manpower requirements. Easy roster is parameter driven (which means) –The data fields can be set up to match the organisational demands

8 The application has been translated into a number of different languages It also the user to apply common industry language, jargon and acronyms Naming convention - organisational design Easy Roster allows the user to assign priorities to control the applications decision processes Easy Roster provides a number of alternative processes to drive the system to get the required results Easy Roster Language

9 Easy Roster Provides A full record history of created rosters. For audit and accountability purposes Provides some reverse engineering functionality (that was a good roster lets repeat it!!) Leave Management tools Communication Tools Reports

10 Tasks Managers know what tasks need to be performed –Time critical tasks ( direct driver ) –Non time critical tasks (can be performed in down time) Understanding, plotting, controlling and managing these interwoven tasks can be complex and time consuming Easy option – more staff or work hours = less efficient utilisation of resources (unused labor hours)

11 Utilisation of Resources When rosters are build for the workplace, they should reflect the workload and the workload demands of the organisation. Resources are rostered when work need to be covered When a worker is at work – What tasks do they need to performed? When do they need to be performed? How long do the tasks take to perform (realistically)? Where are hey performed? How many task are performed each day? How much time are employees without work? Unproductive employees do not make money They cost you money!

12 Managing Workload Provides a tool to understand and manage task allocation Decreasing labor costs - maximizing available work hours Improving task allocation processes Allowing managers more time to manage the organisation Rostering staff when they are need Improved workload coverage Improved customer service

13 Other Potential Benefits Staff retention – by –improved rosters –Skills / task rotation (base on individual skill set) –Employee inputs, shift preference requests –Forecast rosters – personal planning and on-line leave requests –Rosters can be displayed and downloaded from mobile phone and PC. –Improving skills competency Cost of staff replacement –Industry experts indicate with all associated cost to replace staff = annual salary of employee being replaced. Effective use of training budget

14 Common Current Roster Practices Rosters Never Change It is the way we have always rostered Workload is never reviewed We still do the same jobs! Staff managing rosters Are not always trained Dont understand the individual jobs required to be performed Are dictated to by floor managers, workers and / or unions Build rosters that are easy to manage and maintain No COST or Efficiency Calculation made on rosters Payroll dont want to handle to many changes So leave rosters alone and rotate on a static pattern – easy to pay

15 Current Workplace Operations Not to many organisation's are unaffected by Changes to product or service demand Changes to technology Reduction of overhead and production costs Affected by the current world economic situation Not to many organisation dont incur costs associated to: Training an skilling staff Poor attendance Lower than expected staff moral Most of these issues can be affected and improved by Utilising and Managing resources more efficiently Changing current resource management practices WILL save most organisation $$$$$

16 How Can Easy Roster Save $$ Easy Roster is a Resource Management Application –It is the tool to assist an organisation to plot their workload demands. Breaking down the workload into two specific categories Time specific / demand driven workload –Arrival of equipment and or customers which require service Non time specific workload –Behind the scene workload, eg cleaning and some administrative functions –By plotting and graphing the workload in a visual display management can then determine where and when the resources are required. By understanding where the time specific workload demands are in any time period, and possibly allocating non time specific function in potential down time periods.

17 Saving $$ With the understanding of the workload demands rosters can be build specifically to cover workload. Improving the utilisation of resources - improves productivity, reduces down time (periods of inefficient utilisation) resulting in resources being more cost affective Understanding workload comes an understanding of required skill sets. Training Staff in skill which can be utilised affectively / efficiently by the organisation within the roster.

18 Usability Maintenance tables Standard design – On Screen Commands –Create –Edit –Copy –Report (onscreen / export ) –Delete Display can be altered by column (alpha / numeric) (ascending/ descending Order) Click and drag Functionality Drop down menus for process and functionality selection

19 Usability

20 Easy Roster Users Primary Users and/or Management Access to the Easy roster Application can be from any web enabled PC Allowing access from any pc within the organisation Remote access Home access Employees (Staff Kiosk) Access from Work or Home PC or Internet Café »Shift Requests / Self Rostering »Leave Requests »Availability Notifications (Casual/Contractors)

21 Access & Security SSL Key Encryption Ever organisation would have a unique access code. User Group ID Primary Users Individual User Log on ID Individual Unique Password MizziSoft Recommends Users comply with common Password Protocols Passwords include a Capital letters / numeral regular changes

22 Kiosk Security MizziSoft Recommends Users comply with common Password Protocols Passwords include a Capital letter and a numeral – regular changes Staff Kiosk User Group ID Individual Unique Log on ID Individual Personal Passwords

23 Setup Data All set up Data - IDs and Description are user definable Access to most programs via drop down menus

24 Setup Data Employee Category FT, PT,CA, AG (Agency),CT (Contractor),VO (Volunteers) etc.

25 Setup Data Positions, Skills

26 Setup Data Leave Type

27 Setup Data Public holidays

28 Shift Management Shifts rules are be created to cover operational demands User defines shift start / end time and base shift information

29 Shift Management Individual shifts can be edited to accommodate short term changes. Modified shifts can be copied and allocated without creating a new shift record Shift rules can contain base information or have additional parameters to include paid/unpaid meal and tea breaks etc.

30 Roster Manager Displays selected Roster Period (25 records per page) – Page/ Display Filters enable the user to define list – Filters include: Employee Category - FT, PT, CA, EC (External Contractors) Locations Positions - Employees with Multiple positions will be displayed in each category Skills Patterns (roster pattern)

31 Roster Manager Roster Manager – Primary Program Shift Management Create, Edit, Delete – shifts Allocation of individual shifts / leave Information Display Visual Display –Employees allocated shifts –Available shifts –Leave allocation RDO, AL Etc. –Vacant Shifts Roster Patterns Unallocated shifts Short cut keys available

32 Easy Roster can be formatted to 7,14 or 28 days The roster displays can be in a number of different formats Single line roster – one shift per employee per day Roster Manager

33 Double line – for split shift displays and on-call displays Roster Manager

34 Shift to be Allocated / covered Leave Allocated No shift allocated Allocated shifts and RDOs Green – OK Red- Problem

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