Complex shift patterns need sophisicated software to create them

C-DESK TECHNOLOGY

ONE LINK IN THE CHAIN OF SUCCESSFUL SHIFT OPERATIONS

ALEC JEZEWSKI DR. ANGELA MOORE alec@shiftpatterns.com angela@shiftpatterns.com 01636 816466

VisualrotaX is a shift scheduling system designed for organizations with complex shift patterns, particularly those operating 24/7 with variable staffing levels or with non-standard hours. It helps manage schedules, track absences, handle holidays, and optimize staffing levels. It has the ability to create and manage intricate shift patterns and its helpfulness in ensuring adequate staffing, improving efficiency, and tracking individual staff records is second to none. It is specifically designed to create new shift operations based on existing data and staff contracts exposing any pitfalls and providing the ability to simulate new solutions. It is a powerful tool that has the unique capability to overlay annual workload patterns onto any shift pattern and expose any flaws, such as overstaffing and understaffing in hourly, or shorter, time steps for the whole year. Key features and benefits of VisualrotaX,: Shift Pattern Management: VisualrotaX excels at creating and managing various shift patterns, including those with rotating or non-standard hours. Absence Tracking: The system effectively tracks absences, including sickness and holidays, which is crucial for maintaining adequate staffing levels. Holiday Management: It assists with holiday allocation and ensures proper coverage when staff members are on leave. Improved Efficiency: By optimizing staffing and managing absences, VisualrotaX can contribute to reduced overtime, increased efficiency, and better resource allocation. Ease of Use: Most managers have found the system easy to learn and use, particularly for managing complex schedules. Detailed Reporting and Insights: VisualrotaX provides visibility into staffing levels, individual staff records, and overall operational performance, enabling data-driven decision-making. The data can be exported into Excel for more detailed analysis so comparisons can be carried out from month-to-month, and year-to-year. In summary: VisualrotaX is a well-regarded tool for organisations managing complex shift patterns, offering features for efficient scheduling, absence management, and staffing optimisation.

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CONSIDERING A MERGER OR ACQUISITION

"Many mergers are financial failures because the people aspects have not been planned and managed properly." "I think some crap investments have been made, and there will be tears." "If you are careful, you can make a lot of money." "You've got to be innovative, patient and do lots of due diligence." "It is crucial to research extensively a potential investment in order to develop a clear strategy for the developement of the business post-acquisition." "It is important to focus on the right measure." A few quotes on mergers and acquisitions. Researching The Company I think that whenever you are considering a merger with another company, or to acquire another company, or any other sort of organisation, you should first look at the staffing of that company. The people I have quoted above write articles about mergers and acquisitions, and I have taken these quotes from just one previous issue of the magazine 'Acquisitions Monthly' now called ‘Acquisitions International. They all bear heavily on one aspect - Research the company. Don't take their image or hearsay comments as a true representation. Look as deeply as you can at the basic core of the company - the staffing system. You can take its products and its equipment and set up the business anywhere you like, but you are also 'buying' the staff, you are buying their training, their expertise and their potential. You want to buy their assets. The one thing you do not want to buy is their liabilities. If you don't research the staff, "you will end in tears". Visual Rota can research the staff quickly and efficiently, it will benchmark the acquisitions staffing resources against your own, even better, it will benchmark their staffing against the 'ideal'. It will create the staffing model before and after acquisition. You can then assess the current state of affairs, determine whether important labour or financial information is being disclosed, or hidden from view. (Would you know how to 'hide' staff) You will be able to 'de-bug' the staffing system, and rebuild it in accordance with your requirements, your regime, your methods and means. You can impose your payrates, your staffing levels, your corporate philosophy and assess the future viability and profitability of the new enlarged organisation.

GREENFIELD OPERATION

 Ideal shift pattern – Annualised Hours – Holidays Included (HISP) – Banked Hours – Flexible Working – Cover Arrangement – Cross Training  Result = Stability of Operations

Annualised Hours  All quantities are calculated on an annual basis  All quantities are calculated in hours  Examples – Contract hours (39hpw=2,033 hours) – Holiday entitlement (264h) – Workloads (160hpw=8,342 hours) – Training (5dpy=39h) – Absence rates (3%=60hours each)

AN IDEAL GREENFIELD OPERATION

How many members of staff do you need? Use our equation.

 α = Workload in man hours per year (24x365=8760)  β = Contracted hours per year (40hrs/wk x 52 wks =2080)  γ = Holiday hours per year (include BH) (28x8=224)  δ = Annual sickness rate per person in hours (3%x2080=62)  ε = Annual training per person in hours (5 days =40hrs)  Round up or down as appropriate (8760/1754=4.99