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Staff Scheduling for Fun & Profit

Learn how to streamline event staff scheduling and control labor costs with experts Warren Dietel and Bim Parmar. Discover strategies to improve efficiency, reduce expenses, and comply with the Affordable Care Act (ACA). Explore advanced scheduling techniques, collaborative scheduling, employee self-scheduling, time tracking, and cost forecasting. Gain insights on ACA compliance for small to medium-sized businesses and effectively manage your workforce. Contact b.parmar@celayix.com or call 1-888-591-5558 for more information.

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Staff Scheduling for Fun & Profit

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  1. Staff Scheduling for Fun & Profit

  2. Speaker Warren Dietel • Owner & President Puff ‘n Stuff Catering since 2003 • Serial Entrepreneur • Previous Experience – Disney Catering, Disney Weddings, Scott Kay • Current ICA Board Member • Regular Speaker for ICA, Catersource, NACE, The Special Event & EPCAS

  3. Speaker Bim Parmar • Vice President of Marketing – Celayix Software • Previous Experience – SAP, McAfee, Microsoft, AOL • Speaker at Global Events on Business, Productivity and Security • Avid Food and Spirits Enthusiast

  4. Agenda • How to reduce the time, complexity and cost of scheduling event staff • How to ensure staffing costs don’t break the budget and profitability of your event • How to prepare for the ACA and maintain control of your health care costs

  5. The Previous Situation Scheduling Event Resources: • Time Consuming • Complex • Error Prone • Unable to Track Actuals

  6. Step 1 – Gather Availability Who this? Can you work next week? Umm… Mama?

  7. Step 2 – Gather Requirements • Customer Requirements • Budget Constraints • Venue Rules • Staff Availability & Skills

  8. Step 3 – Schedule the Event

  9. Step 4 – Communicate Schedule

  10. Step 5 – Track Attendance Did you buddy punch for Joe? Yes LOL!

  11. Step 6 –Replace No-Shows Who this? Can you work tonight? Umm… Mama?

  12. Step 7 – Billing & Payroll • Collate Attendance Data from Event Records • Crunch Data and Compile: • Payroll Report • Billing Report

  13. The Challenge • Increase efficiency • Proactively reduce labor costs • Increase staff engagement and communication • Better serve customers with adequate coverage Better, Faster, Cheaper

  14. How Puff ‘n Stuff Solved the Problem • Advanced Scheduling • Time & Attendance

  15. Rules-Based Scheduling Schedule based on: • Customer/Contract Requirements • Event Budgets • Employee Skills • Employee Availability • Regulatory Requirements • Contain Costs • Maintain Profit Margin

  16. Collaborative Scheduling I can work Saturday! Thanks! • Via Secure Online Portal • Staff Provide Their Own Availability & Preferences • Easily Share Event Schedules • Staff Confirm Shifts Online • Quickly Locate Available Staff to Fill No-Shows

  17. Employee Self-Scheduling • Post Available Shifts to Online • Staff Call/Log-in and Bid on Available Shifts • Managers Set Business Rules Ensuring Proper Coverage

  18. Time Tracking • Track and collect employee time worked and accurately match against scheduled shifts • Eliminate Employee Time Theft • Alerts for Late Check-in, or No-Shows • Avoid Litigation

  19. Reporting • Produce, Share and Analyze Data • Measure and Understand Your Workforce • Forecast Costs to Make Strategic Business Decisions

  20. Integration • Billing Systems • Payroll Systems

  21. Affordable Healthcare Act • Applies to all SMB with over 50 FTE – during a… Look Back Period • Do you know if you’re affected?

  22. Look Back Period • The Measurement Period • 3-12 months to Determine Full Time Status • More Than 30hrs/week • The Administrative Period • 90 days to Crunch Numbers • The Stability Period • Not less than Measurement Period • Employee is Considered Full-Time

  23. How Does it Work? • Measurement Period

  24. How Does it Work? • Admin Period

  25. How Does it Work? • Stability Period

  26. ACA Threshold • Step 1 Full Time Employee Count

  27. ACA Threshold • Step 1 Full Time Employee Count • Step 2 Calculate FTEs

  28. ACA Threshold • Step 1 Full Time Employee Count • Step 2 Calculate FTEs • Step 3 Total FTE Count

  29. How to Maintain Control of ACA Costs • Time & Attendance Tracking & Reporting: • Report on Hours Worked by Casual Staff During Measurement Period • Alleviate Manual Processing for Admin Period • Track and Monitor Work Status of Casual Staff During Stability Period

  30. How to Maintain Control of ACA Costs • Automated Scheduling Business Rules Prevent : • Casual Staff from Being Scheduled >30hrs/week • Any Staff from Being Scheduled for Overtime • Any Event Staff Costs from Exceeding Budget

  31. Questions Email: b.parmar@celayix.com Toll-Free: 1-888-591-5558 www.celayix.com

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