Shift Patterns

1. Shift Patterns • Rosters can be created following a workload pattern • Any number of pattern can be created • Patterns are allocated to employees on which they will rotate every period • Roster rotation can be any number of lines for the nominated roster period • Patterns can be fixed • Set start end times and days off pattern • Patterns can be open (no fixed work or RDO pattern) • Patterns can be allocated a roster group (time frame) • Patterns can have any combination of the above

2. Roster groups or shift identifies Day Off Pattern Specific shift requirements Workload Patterns

3. Workload Patterns • Patterns allocated to staff (click and drag) • System to follow pattern rules • Patterns can be overridden (if required)

4. Workload Demands • Shift loads = Work loads = number of shift required to cover workload (list displays current enable shift rule / types) • Shift loads different shift types • Ordinary Shifts • Over time shifts • On Call shifts (plus any other user/system created shift types) Nominate number of shift required by period or day

5. Workload Demands • After generating shifts for each shift type for the period – shift appear as unallocated shift in roster manager screen(Select unallocated shifts) icons can be attached to shift to distinguish between shifts

6. On Call • On Call Shift can be identified and generated separately (shift loads) • Allocation of On Call shift follow the same rules as ordinary shifts • The marking of an on call shift to a called shift is done by editing the shift

7. Roster Locking

8. Past Rosters • Roster Locking - Within the model setup user can nominate the period of time after roster has been worked before locking

9. Roster Manager • Rosters can be unlocked by authorised users for last minute roster changes

10. Roster Displays • Display options – start / end times

11. Roster Displays • Or Shift codes on request

12. Shift Allocation • Shift Allocation • Bulk requests • Allocation sequences can be changed to achieve best result

13. Workload Allocation • Shift Allocation • Individual roster line • Single day allocation • Multiple options

14. Shift to Employee • The system can provide a list of employees available to cover an unallocated shifts -Select – “Emp for shift allocation” • Select Shift • Select employee from list (all listed emps are available to work selected shift) • Allocate

15. Working Roster • Each roster period can be worked on without notification to the employees

16. Roster Publication • The User has to publish the roster • Once published the roster will be accessible by the employees within the employee kiosk

17. After marking changes they appear in BOLD text Roster Publication • Roster changes after publication can be noted and changes sent to employee kiosk

18. Shift Management • Double shift display • Ordinary shifts can be marked as on-call shift. By using the shift edit selection • On-call shifts follow the allocation criteria as ordinary shifts • Double shift entry –user allocated – click and drag – system will perform criteria checks • Criteria check can be overridden (force allocation) users discretion

19. Shift Management • Any shift type can be changed after allocation ie ordinary shift to overtime or a on call to a called shift.

20. Task Management • A shift is a period of time which an employee is required to work. • In some industries within the shift the employee is required to perform a number of different jobs / tasks. • Easy roster provides functionality in which individual tasks can be allocated to an employees shift

21. Task Management • The task manager program mangers tasks and allocates tasks to employee shifts. • The tasks originate from a Profile • A profile can be static or event driven • The system can have any number of profiles, assigned to the profiles is the workload / tasks • Accounting for seasonality demands • Public holiday demands

22. Profile Creation • Two types of profiles • Static – the user nominates the when where and how many? • Dynamic is reliant on a event / movement. When the event occurs the profile is identified and the tasks are created

23. Profile Creation • Within the system the user can set up any number of profiles

24. Task Management • After creating profiles to reflect different workload options and assigning tasks to cover workload • Generate tasks • Task appear “like unallocated shift” within the task manager program

25. Task Management • Above the task display - are the shift generated for the daily coverage(as displayed in Roster manager)

26. Task Management • System can auto allocate tasks to shifts • Or manually - click and drag (both processes allocation rules apply) • Employee will be able to be allocated multiple tasks performed in different skills and / or location

27. Communication Now we have all the shifts and tasks allocated to the shifts –employees allocated to shift – How do we communicate all this information • Easy Roster has a number of different communication modes • Staff Kiosk • Ical & Email • Reports

28. Communication • Staff Kiosk • Employee Requests – Approval / Rejection notification • Published roster – shift times, location and specific tasks • Changes to Published Roster • Ical & Email • Receive information via mobile phone technology • Send roster via emails – open with Microsoft Outlook and other Calendar application • Skype • Communicate with other Skype users

29. Staff Kiosk • Allows Employees to update and maintain personal information • Contact numbers • Residential address • Email address

30. Roster Requests • Allows Employees to place Request on future Rosters • Long Term Planning • Shift Requests (Self Rostering) • Leave Requests • Availability Requests (Casual/ contractors) • Multiple Requests • Request Priority

31. Requests

32. Staff Kiosk • Published Roster • Request approval / rejection • Identify changes to published roster

33. Managing Request • When an employee makes a request the Roster Manager for the period will display the requests • Different request different colors • Approve requests -Greentick , • Rejected requests - Red crosses • Not yet approved–Blue question marks

34. Staff Request • Requests do not override rostered days off pattern • Requests on days of are identifiable by the same request colour. • The allocation processes are designed to accommodate requests

35. Staff Request • Filtering of requests – show all employees with the request type (approved or rejected)

36. Staff Request • Editing Request – select option – select shift

37. Staff Request • Editing Request – select option – select shift - edit Request approval / rejection date and time

38. Request Processing • Request approval by singular request or bulk • Other communication functions Additional comments field Single request – time/date stamp and authorising user

39. Reports • Fixed System Reports • PDF / HTML • Some reports can be Exported to nominated Program i.e. Excel

40. Reports • Report Writer Program

41. Reports • Export to Third Party Report Writing Tool • Eg Crystal report (MySql)

42. Documentation • The Easy roster system has online documentation • Processes in ongoing • Documentation constantly being updated to incorporate new functionality

43. Documentation

44. Documentation

45. Other Functionality • Event Management • Allocation with a $$ consideration • TnA - Time and Attendance interpretation • Swipe Card Capture • Leave Management • Data Interfaces