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Presentation on theme: "EASY ROSTER."— Presentation transcript:


2 Presentation Insert the names and titles of the people doing the 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 Internal Customers – are the other departments which require us to perform our tasks so they can perform theirs. The service we perform is required so they can perform theirs EG Cleaners need to clean the area before work can be started, before the service department (internal customer) can service the paying customer (external customers)

4 The Application EASY ROSTER
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 Hosting
Firefox, Internet Explorer, Google Chrome Hosting Third party / Shared Internal Server Data centre 5

6 Easy Roster - FIT Easy roster is a scalable 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 Will Easy Roster fit an suit many organisation – simple answer YES as it is very scalable. The organisation using the application will decide how best to set up easy roster to mach their requirements Mizzisoft and the support organisation will assist in the process to ensure the organisation maximizes the functionality for the business

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 Easy roster understands the every department, workplace organisation has potentially a unique style of rostering. Reason for the various roster practices generally relate to the person rostering. Individual style, thought process and management. (which can be hard to replicate and teach to new personnel). Inconsistencies can cause issues with unions and set custom and practice precedence. With a good rostering tool - roster creation will be come a logical processes – constant – replicable – manageable - teachable and recordable. Easy Roster being parameter driven can be set up to comply with current rostering practices (provided they follow a line of logic) not whimsical.

8 Easy Roster Language 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 the application has been designed to fit the organisation operating environment, this allows for continuity and full understanding from management to employees 8

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 Roster management is only a part of the applications uses.

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) The priority of the task need to be a consideration – what is the impact if the task is not performed on time / at all? How many of the employees can perform this task? Multi skilling – managing task allocation different skills, different locations. Managing delays, managing maintenance (schedule / unscheduled), Managing staff absences

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 Don’t 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 don’t want to handle to many changes So leave rosters alone and rotate on a static pattern – easy to pay While these are potential very valid sense of reasoning, the old saying “if it ain’t broken it does need fixin” While this is also potentially true, you can always improve it, Car tyres, we are always looking for a tyre that gives us better performance, stability, reliability, safety, comfort but importantly cost affective. We get what we pay for!!. We would not be buying the same tyre we did 5,10 15years ago, times have changed we moved on. Our rostering, reource management and business practices also need to move on!

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 don’t 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 $$$$$ If changing practices can save 1% of your current payroll budget – what impact would that have?????

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. Before making any changes to rostering practices, firstly you need to understand when an where you need staff rostered. Understanding critical and non critical tasks, understanding variations to daily, weekly, seasonal demands.

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. Task cannot be performed properly if you don’t have qualified and competent staff. How many do you require with each skill. Are you paying for skills that are not being fully utilised ???

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 The design of the application has been to accommodate the average computer user. It requires the user to have some basic training – can use a mouse, can navigate a basic menu plan short cut keys (for the keyboard user) are available for some of the commonly used functional requests. 18

19 Usability With table with a large number of records scrolling is easy, the system tells you how many pages and select by page number -Common format on all maintenance screens – all required processes available easily selected -Naming convention – make sure the record id’s can be easily recognized -By selecting on the top of each column will order the column by numeric/alpha, by reselecting will reverse the order 19

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) There are two types of user Primary / management users these are the employees who will access and control the system and develop rosters. Employees /staff who will access the system to manager there personal details access rosters and place roster requests (if permitted by organisation) 20

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 Pending the organisations size, and pending the set up, there may be multiple User group IDs This will enable each section to set up their own data, this could potential reduce the number of records being displayed Primary user will have the ability to set up new users and remove or change access priority. When accessing the Easy roster program on the web – using a HTTPS will secure the program. In the test environment HTTP provides access to the program which is NOT fully encrypted. (insecure) MizziSoft Recommends Users comply with common Password Protocols Passwords include a Capital letters / numeral regular changes

22 Kiosk Security Staff Kiosk User Group ID Individual Unique Log on ID
Individual Personal Passwords While employees will be able to manage there own information Primary users can still access the necessary information MizziSoft Recommends Users comply with common Password Protocols Passwords include a Capital letter and a numeral – regular changes

23 Setup Data All set up Data - ID’s 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. The primary user can set up any employee category and description they require to cover the workplace requirements Throughout the application the system uses minutes as the time parameter – so “TO” convert hours in to minute select the “TO” button and the system provides a conversion program Enter the our required to convert – select convert and the system will enter the minutes into the data field. Within each maintenance screen you can create edit, copy and delete (if required)

25 Setup Data Positions, Skills
Employees can be allocated multiple positions and skills Setting proficiency levels will assist in determining the order in which the skills are identified during the allocation process

26 Setup Data Leave Type Leave type can be paid / non paid leave
Rostered day off are not included in total worked hours count.

27 Setup Data Public holidays
Public holidays or day of special interested can be identified

28 Shift Management Shifts rules are be created to cover operational demands User defines shift start / end time and base shift information Shift Rules can be Enabled and Disabled as required. (this is in preference to deleting a shift rule). Only Enabled shifts will appear in dropdown option boxes. Priority – will identify the order in which the system will try to allocate shifts. Shift group – is a label which is attached to the shift and can be assigned to a roster pattern. generally used in a M-Morning, D-Day, N-Night situation but can be location driver MT-Maternity, EMD- Emergency etc and they can still be applied to the pattern. Category – is employment i.e. FT,PT etc. only employees with this category can be allocated. Ideal for volunteers. Remember the more data fields used increases the selection criteria of the shift.

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. Editing the shift also allows the user to extend shift to accommodate overtime. The shift can also be cancelled if no longer needed

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) By limiting the system to 25 records per page, limits the amount of data the system has to download. By limiting the data the performance of the system improves on networks with limited bandwidth and or data sharing with other applications

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 Roster Manager 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

33 Roster Manager Double line – for split shift displays and on-call displays The second line can be used for second / stand by shifts – split shift operations- or overtime shift coverage The easy roster team can place icons on the different shift type as the telephone on the shift indicates an on call shift.

34 Allocated shifts and RDO’s
Roster Manager Allocated shifts and RDO’s Leave Allocated Green – OK Red- Problem No shift allocated The majority of the color scheme is user definable within the application. 1) The unallocated shift can also be filtered to find/ select / allocate shifts 2)The allocation if shifts can be system allocated following user defined rules (use of system priorities) or can be manually allocated using the click and drag system. During the allocation of all shifts the system will validate the allocation making sure the employee has the ability (skills Etc.) to perform the tasks. These can be overridden if required by the primary user. 3) the red / green highlight of the name indicates if the rules of the employee category to which the employee belongs has been successfully filled. Green = YES, Red = NO. ensuring the roster fulfills all requirements is necessary before the roster is published. 4) blank rosters (vacant shift positions) allows the user to either allocate shifts or leave. It is also a good visual if there are no vacant spaces but still unallocated work then the workload and / or staff ratio may need to be review. 5) leave allocation, there is a number of ways within the system to manage leave allocation. But within the roster manager program is the final allocation from which timesheets are generated fro payroll 6) within the application the user can insert hourly labor rates, and the figure in the top corner will provide some INDACTIVE roster costing fot thee roster period. Shift to be Allocated / covered

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