Scheduling staff shifts is a difficult task. In organizations that work on Sundays, and/or on public holidays, and/or during night hours, scheduling shifts accurately and efficiently is a time consuming job, and it also exposes employers to the risk of excessive overtime costs and poor distribution of workload among employees.In order to be efficient, anyone who has the task of planning the activities of an organization must learn to perform two activities that are interconnected but distinct: first, he must learn to represent the data specific to his organization's problem in an organized manner, ideally resolving the matter manually, with pen and paper; then, he must learn to use a software dedicated to the problem of shift scheduling.This book teaches how to address the problem of allocating tasks systematically, and also teaches how to use a dedicated software program to achieve this purpose without wasting time with repetitive tasks in search of the best organizational solution, operations that can be performed by a computer. Thus, in this book we will first discuss the data analysis of the problem that needs to be addressed before making use of any software tool. We will then proceed by giving examples and referring to one of the most efficient and cheap software solutions available on the market: ZonaTEAM, produced by Zonabit Sistemi. Attentive readers of this book will become experts in planning, and will acquire the ability to plan with full and rational use of available human resources, saving in overtime costs, all the while providing fair treatment of employees.
TABLE OF CONTENTS
The planning of work shifts
ZonaTEAM: a software for beginners and experts
1. Description of the problem
Factors affecting the organization of work
Types of shifts according to the schedule
Qualifications and professionalism
Overtime and extra work
Finding the solution
2. Before you get to work: questions
Does my organization function differently during annual holidays?
What are the hours during which my organization functions?
What contractual work conditions are we bound to?
In how many different places, or departments, do we work?
How many different skills or qualifications are needed?
Which and how many people are available?
What qualifications can define people’s work, and in which departments?
Are there people with special constraints and preferences?
In what time frame do we want to begin planning?
Which staff is needed?
Does our scheduling follow different weekly templates?
Do we already know the foreseen leave periods?
Are there people that will be available only at certain times?
3. Formal Data Analysis
SHIFT TYPES Entity
Relationship between DEPARTMENTS and QUALIFICATIONS
Relationship between QUALIFICATIONS and EMPLOYEES
Relationship between CONTRACTS and EMPLOYEES
Relationship between QUALIFICATIONS and SHIFT TYPES
4. Solving the problem with ZonaTEAM
Work environment configuration
Holydays and bank holydays
Period to be planned
Weekly coverage templates
Vacations and absences
Processing of planning
Viewing the processed planning
Work hours and vacation accounting
Priority of processing phases
Overall temporal organization of planning