Pag. 1 Optimisation solutions

WorkForce Planner Pag. 2

Pag. 3 Workforce Planner (WFP) What is it? Workforce Planner is the engine for the authomatic work shifts processing and for the company staff services assignment. Where can be used? Workforce Planner can be used in those realities that have to ensure a continuative service to the final client (requirement needs) satisfying the employees contractual rules, equilibrating the work between persons and ensuring that the staff will perform activities for whom it is qualified. Why it’s being used? Workforce Planner is being used to help area managers in the work shifts processing and to calculate the work costs in an specific area, considering the available staff and possible new recruits.

Pag. 4 WFP - Organisation Ingegneria dei turni di lavoro P1 P2 P3 P4 A1 A2 A3 A4 A5 WORKSTATION ACTIVITIES Skill: HIGH MEDIUM EMPLOYEES DATABASE The workstation manager (shift manager, general manager, etc...) has the work shift planning responsability for his department. It is possibile to make temporary employees exchanges among different workstations. The activity is the role that every single employee can perform in his shift; an employee can perform more than one role with different skills level. Every workstation can include: Different time horizons for work shift planning. Different processing solutions for the same time horizon with possible initial conditions changes.

Pag. 5 WFP - Variables Activities Working hours HR Company agreements Laws and regulations at work HR Company agreements Laws and regulations at work Activities Working hours Unavailabilities Employees incompatibility Travel together g1g2g3g4g5 MPNRR Work shifts sequence 11 hours of rest Consecutive days Monthly hours Weekly hours Etc… Nurses with their requirement needs Health and Social Care Operator with their requirement needs Time frames inside the macro working hours

WFP - Variables Pag. 6 Work shifts draft planning Needs identificationWork shifts review COMPUTATION RULES Input Output

WFP – Real cases Pag. 7 Auto Roster The Auto-Roster real cases foresee that we should know the time frames that should be used for the final timetable and must be attended. Characteristics: employees not flexible contracts Real cases: hospitals, nursing homes, production companies Shift Solve The Shift-Solve real cases foresee that the time frames that should be used for the final timetable must derivate from flexible rules for the duration, start hour and the performance continuity (continued shifts or not). Characteristics: employees have very flexible contracts Real cases: call-center and supermarkets Task Daily Assignment The Task Daily Assignment real cases foresee that the works shift assignement will be «guided» by the requirement need of every activity. Characteristics: many activities in a day for an employee. Real cases: facility management Workforce Planner – Basic Engine Workforce Planner – TDA Engine

g1g2g3g4g5 MPNRR WFP – Auto Roster Pag. 8 Example: M / P / N / G 1 / 2 / 3 / G CLASSICAL SHIFTS: the tasks are organised as classical work shifts WORK SHIFTS CYCLICALITY: staff rostering is based in standard patterns; work shifts cyclicality changes over time only as needed PERSONNEL ABSENCES AND REPLACEMENT: it is indispensable to set the staff absences due to holidays/sickness/leave/accident and plan who are the best workers to replace the missing person. FINAL GOAL: plan the work shifts following the cyclicality set by the shifts manager, taking into consideration the employees unavailabilities and compensating the final client service with jolly workers or with extra hour for the ordinary workers. Respects the workers contractual agreements Fabbisogno M = 6 P = 5 N = 4

WFP – Shift-Solve Pag. 9 FLEXIBLE CONTRACTS: employees contracts foresee different work shifts every day. Contracts could be short term depending on the task needed. REQUIREMENT NEEDS CURVE: general direction knows, for every moment of the day, which are the needs for every activity. FINAL GOAL: rostering system may ensure the best coverage of the activities, the respect of the classical contract rules (at last 11 rest hours between two shifts, 5 consecutive days maximum, contracts expiration dates) and specific conditions for every worker. If there is more flexibility on the contracts the general work shifts organisation will be better, also for the final client service. Normally in this cases the time frames to be used are not known but should be calculated by the system. Giorno: Attività: Chiamata – I livello

Pag. 10 WFP Basic Engine – Computation rules Employees contract rules Starting and finishing date of the contract Working hours of the contract Minimum rest hours between shifts Minimum and maximum consecutive working days Maximum of consecutive working nights Total weekly/monthly hours Working days weekly/monthly Company rules Cyclical sequences for work shifts Cyclical sequences for every task

Pag. 11 WFP Basic Engine – Computation rules Tasks assignment rules Task assignment based on skills Requirement needs respects minimum/maximum Employees preferences Staff unavailabilities (holidays, sickness, etc…) Time frames preferences Two or more workers in the same time frame Staff incompatibility Equity treatment rules Equal distribution of working hour per month Equal distribution of night shifts Equal sundays and festivities assignment

WFP – Task Daily Assignment Pag. 12 ACTIVITY ASSIGNMENT: employees can be assigned daily depending on the activities of the day. Working hours for employees in a day can be different every day; they’re guided by the requirement needs of the activities. ACTIVITIES CHARATTERISTICS  Work duration – example 45 minutes  Time interval for the execution – From 07:00 to 09:00  Admitted days for execution – fixed days, variables  Deadline for execution – within  Workers needed – 2 workers  Assignment priority – High, Medium, Low  Other workers assignment (offices, etc) for other activity constraints  Georaphical point – Via della Filanda Bologna OPTIMISATION OF ROUTES ALSO THE WORKER’ STARTING POINT ① ② ③ ④ ⑤

WFP TDA – Computation rules Pag. 13 A – Timing rules for activity execution A1 – Interval time for the activity execution A2 – Activities repeated in the period A3 – Deadline for the activity planning A4 – Time relation for the activities (minimum distance) A5 – Time relation for the activities (maximum distance) A6 – Any coincidence between activities A7 – Coincidence between activities

WFP TDA – Computation rules Pag. 14 B – Activities and workers assignment rules B1 – Activities assigned to a worker B2 – Not overlapped activities in the same period B3 – Activities priority B4 – Worker skills for the activity B5 – Workers skills levels for the activities B6 – Preferences for the worker assignment to the activity B7 – Requirement needs expected coverage C1 – Travel time control C2 – Paths optimisation C – Displacements rules

WFP TDA – Computation rules Pag. 15 D – Workers rules D1 - Unavailabilities D2 – Time preferences D3 – Total hours per day (min-max) D4 – Total hours per week (min-max) D5 – Total extraordinary hours per day (max) D6 – Total extraordinary hour per week (max) D7 – Consecutive days (max) D8 – Minimum hours between shifts D9 – Incompatibility between workers (hard constraint) E – Preassignments E1 – Activity-worker E2 – Activity-day-slot E3 – Activity-worker-day-slot

 Workforce Planner represents the strategic and most important element for ZScheduling module from the HR Infinity suite by Zucchetti - WFP and Zscheduling Pag. 16 WorkForce Planner