EASY ROSTER

Presentation

Resource Management – What is it?

• Resource management is a combination ofRostering

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

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

Operating Platform

• WEB enabled– Firefox, Internet Explorer, Google Chrome

• Hosting » Third party / Shared» Internal Server» Data centre

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

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

• 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 RosterLanguage

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

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)

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!

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

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

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

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 $$$$$

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.

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.

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

Usability

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)

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

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

Setup Data• All set up Data - ID’s and Description are user

definable• Access to most programs via drop down menus

Setup Data

• Employee CategoryFT, PT,CA, AG (Agency) ,CT (Contractor) ,VO (Volunteers) etc.

Setup Data

• Positions, Skills

Setup Data

• Leave Type

Setup Data

• Public holidays

Shift Management

• Shifts rules are be created to cover operational demands• User defines shift start / end time and base shift

information

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.

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)

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

• 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

• Double line – for split shift displays and on-call displays

Roster Manager

Roster Manager

Shift to be Allocated / covered

Leave Allocated

No shift allocated

Allocated shifts and RDO’s

Green – OK

Red- Problem