Many of our customers need to ensure that the right employees are in place for the right job at the right time. And there are often quite a few considerations to take into account when making a plan that is cohesive and supports the need of each day.
Over the past few months, we have released a lot of new functionality which make the scheduling task easier. Functionality which makes it possible to base your scheduling on relevant information such as payroll budget, manning need or tasks, and which gives you the necessary overview to be able to react quickly when changes in the plan occur.
Get an overview of some of the opportunities below and how they can add value to your company:
TOO FEW OR TOO MANY EMPLOYEES? BOTH CAN BE COSTLY!
It can be expensive to have planned too many employees in relation to the tasks to be solved. And if that happens week after week, it will cost a lot of money in a year.
Vice versa, it can also have high costs if there are too few employees. This can, among other things, mean overtime for other employees, delayed deliveries or lost sales opportunities.
With ProForecast, you get support to schedule the workforce in relation to your payroll budgets and exact manning needs hour by hour during the day. Once the planner has defined your manning needs, they can be visualised as graphs showing actual and forecasted manning – whether you use ProRoster or ProSchedule for scheduling. In the same way, the budget can be visualised in the planning view so the planner can easily decide how the plan is compared to the planning numbers/budgets and simulate alternatives before the plan is published.
This simplifies the process and provides better overview of whether the need is covered so you can better avoid over- or understaffing while ensuring that the plan is in line with the payroll budget.
And if you need the prepared plan to be sent to a manager for final approval before it is published, this is now also possible. Thus, you can ensure that the right manager with decision-making power approves the plan – which can be an advantage particularly if the plan breaks working time rules or increases the payroll budget.
With ProMark, we now have a modern solution with intuitive user interfaces that simplifies our employee shift scheduling and provides store and sales managers with an exact overview of the costs of a given shift plan in the individual store
Henrik U. Schunck
Project Manager, Pisiffik
TAKE SPECIAL EVENTS INTO ACCOUNT
Extraordinary events such as special campaigns or stocktaking might require extra manning on some days. This type of events can be added to an information calendar with text and time period which will be shown in the planning view in both ProRoster and ProSchedule. This allows the planner to take the events into account in time and ensure proper manning.
DETAILED PLANNING TO DISTRIBUTE IMPORTANT TASKS
ProSchedule now also supports advanced planning of employee tasks during the working day.
The planner can create lists of specific tasks to be solved during a day and then distribute them to available employees. For example, distribution of tasks such as temperature controls, filling up, cleaning, status meetings or the responsibility for the company’s customer support/chat. In this way, the company can ensure that the responsibility for important tasks is placed.
Once the plan has been published the employees can see tasks and responsibilities for the day in our mobile app. This simplifies communication between manager and employee and ensures that the employee knows what he/she must focus on on that particular working day.
VISUAL OVERVIEW OF STATUS SIMPLIFIES FOLLOW-UP
The visual element recurs in what we call the ’Employee Time Overview’. This is a timeline which through colour codes informs you about the status of your employees – here and now or at any chosen time. That is, whether they have clocked in, out or are absent.
The overview displays the employees’ actual attendance compared to what was planned. Is everyone present as expected? How long are they expected to be at work? Are they absent during the day?
The employees can easily see status for their colleagues, and the manager gets a quick overview of whether everything is going according to plan or whether there is a need to react – and possibly follow up on employees who, for example, often clock in late.
WHEN ABSENCE CREATES NEW DEMANDS
ProSchedule makes it even easier for the planners to ensure that shifts are covered in case of absence. The system can be configured to automatically recreate the demand if an employee registers absence such as sickness or holiday after his/her shifts have been scheduled.
In this way, the planner gets an instant overview of which shifts are no longer covered due to the absence. Thus, you can ensure that someone actively decides whether the demand is to be covered or not so the planner can adjust the plan and/or put out the shift for sale to other employees.
NOTIFICATIONS ENSURE EFFICIENT COMMUNICATION
Both scheduling modules now offer more notification options which ensure smooth planning and efficient communication.
The employee can receive a notification when there are changes to a plan which affect him/her. The same applies, if a manager puts out a relevant shift for sale, if a colleague wishes to swap a shift or if the employee has been assigned to a shift that he/she has bid on. This simplifies the communication between manager and employee and contributes to more flexible planning.
HOW TO PROCEED
There is more information about the new options in our release information and release notes on our customer portal (for customers only).
We are also happy to give a demo of ProRoster and ProSchedule with focus on the many benefits you can achieve with our modern planning tools. Contact your Account Manager if you want to learn more.