ZEUS®

STAFF SCHEDULING

FOR INCREASED ECONOMIC EFFICIENCY THROUGH AUTOMATION

ZEUS® STAFF SCHEDULIN FOR OPTI-MISED AND ECONOMIC PLANNINGIntelligent personnel deployment is crucial to ensure high productivity and efficiency within your industry. We can help you with administration, and much more in such sectors as health care, hotel and hospitality, logistics and many more.

ZEUS® STAFF SCHEDULING seamlessly integrates with our ZEUS® Time & Attendance solution. Both modules constitute an integral part of ZEUS® Workfor-ce Management – whether on-premise or in the ISGUS cloud!

SHIFT STAFFING AND DUTY SCHEDULE

IN LINE WITH DEMAND-DRIVEN WORKFORCE DEPLOYMENT

ZEUS® Staff Scheduling - Is an integral part of the modular ZEUS® Workforce Management Solution

The core element of all ZEUS® modules such as Time & Attendance, Staff Scheduling, Production Data Capture, Access Control and Visitor Management, is a powerful central database. Live Up-to-date information on individual absence diaries, absence and holiday planning as well as time account balances made available within ZEUS® Time & Attendance is automatically considered during the entire planning process at any time.

Staff planners, in turn, do no longer need to worry about applicable working time patterns, break regulations or over-time assessment when scheduling early or late and even night shifts. The assignment of a night duty or an early shift to individual working time patterns defined for the different areas, departments and manufacturing lines is automati-cally executed via ZEUS® Workforce Management.

ZEUS® Staff Scheduling stands for economic planning

The employees’ working time, qualification and motivation are a company’s most important asset, and thus are cruci-al for the quality of processes, products and services – and are the main central elements for corporate success.

ZEUS® Staff Scheduling supports you in optimizing your workforce scheduling processes by ensuring that the right people with the required qualifications are in the right place at the right time. Precondition to achieve your business goals in terms of outstanding delivery reliability, service quality and customer focus.

Our expertise

Our experience in continuously developing profes-sional Workforce Management solutions over more than 25 years gives us a competitive edge in terms of practical orientation and functional scope.

Our customers operating in many different fields including the industrial, trading and service sectors, transportation and logistics industry, health care and hospitality, as well as public administration, already benefit from our ZEUS® Staff Scheduling solution specifically tailored to their business needs.

ISGUS is in your area

The close proximity to a competent partner is crucial for a successful project implementation. The ISGUS Group operates a dense network of sales and service centres and, with numerous locations worldwide, we most certainly are represented in your area.

Our experienced staff will assist you in a professional way in every project phase – from project analysis and consultancy to qualified project implementation, end user training and support services.

SHIFT STAFFING AND DUTY SCHEDULE

IN LINE WITH DEMAND-DRIVEN WORKFORCE DEPLOYMENT

Our claim

Allocation of human resources is at its optimum when staffing capacity and qua-lification is geared as closely as possible to the actual personnel requirements. Ideally, costs due to idle time should be avoided and no additional costs should be incurred for overtime temporary work that may be required to cover short-term peaks in workload.

ZEUS® STAFF SCHEDULING FOR OPTIMALCOVERAGE OF

YOUR STAFFING NEEDS

DEMAND-DRIVEN PLANNING WITH ZEUS® STAFF SCHEDULINGIt is often impossible to adapt the company’s staffing capacity in due time to cope with unforeseen short-term workload fluctuations. Furthermore, human resource planning is affected by numerous unpredictable events, such as sickness, shortened deadlines or additional repair and service times required for machines and installations. The same applies to the health care and nursing sector with different bed occupancy rates as well as intensity of treatment. Care on the wards is crucial in determining the staffing of doctors and nurses required during the duty hours.

Responding to a high temporary workload including overtime and hiring interims or temporary staff means rising per-sonnel costs. In times of low workload, however, the staffing needs cannot be changed on short notice, so if you are not able to respond to fluctuations in demand over a certain period of time or cope with seasonal fluctuations in a flexible way, both excess or shortage of staffing capacity will have a significant affect the success of your business. Bearing this in mind, companies and organisations are forced to flexibly control personnel deployment and quickly adapt staff plan-ning to changing circumstances to enable them to serve their customers, secure production processes, meeting agreed delivery dates or maintaining reliable care for patients at any time.

TRANSLATING STAFFING NEEDS INTO STAFF SCHEDULESIt is one thing to know the key demand drivers and to be aware of how possible changes thereto may affect a compa-ny’s optimum personnel requirements from an economic point of view. However, when it comes to covering specific staffing needs, companies are facing a major challenge. Before being able to officially publish an employee work sche-dule either online or posted on the notice board, a variety of information and data must be taken into account.

An accurate workforce scheduling has to take account of numerous individual criteria. Next to the required personnel capacity and the appropriate staff qualifications, a multitude of important influencing factors must be considered:

» Individual contractual arrangements regarding duration, location and interval of working hours are defined in the system and incorporated into the planning process» Employee-specific preferences and possibilities must be taken into account» Time accounts and absence planning are used to check the employees’ availability» Based on the principle of equality, undesirable shifts and services to be performed on unpopular working days must be allocated in a fair and equitable way

ZEUS® Staff Scheduling provides professional support for this complex task: sustainably simplified staff scheduling and efficient administration of all relevant data within ZEUS® Workforce Management and incorporation of all pertinent data and parameters during the entire workforce scheduling process.

ZEUS® STAFF SCHEDULING

ZEUS® STAFF SCHEDULING FOR OPTIMALCOVERAGE OF

YOUR STAFFING NEEDS

SHIFT OFFERThrough a simple click of the mouse, users can see all relevant and up-to-date staff information at a glance via the Presence Staff display: who is schedu-led for the shift in question or for other shifts. Also who has not been scheduled for any shift yet and who is available in the reserve pool or who is absent.

Via a list of suggestions, the responsible planner can quickly identify replacement staff in the event of sudden bottlenecks and directly contact possible substitutes to compensate for unexpected staff shortages.

On the one hand, employees who have been con-tacted can either accept or refuse the offered shift in an interactive way. A responsible planner can assign the open shift in a transparent way without further effort such as telephone calls, time-consuming enquiries, etc.

AVAILABLE ON ALL DEVICESAT NOADDITIONAL EXPENSE!

BE READY FOR PROMPT COUNTERMEASURES IN CASE OF STAFF SHORTAGES AND BOTTLENECKS

SHIFT SWAPThe shift swap option allows employees, who cannot work their scheduled early, normal or late shift for whatever reason, to offer it to suitably qualified colleagues.

Co-workers being prepared to swap the shift can declare their willingness in an interactive way. Finally, it is up to the planner to accept or refuse the shift swap request.

In principle, all those colleagues are eligible for a shift swap who belong to the same planning unit/depart-ment and, furthermore, are scheduled for the desired shift on the same day.

Once an employee has triggered a shift swap request, all co-workers concerned will be automatically noti-fied about a pending shift swap. They can directly de-clare their consent to the shift swap by clicking on the “Declare willingness to swap the shift” link embedded in the notification, for instance, via ZEUS® mobile.

Preferred duty schedule

Every employee can enter his/her desired duty via the web. Thereafter, the planner can either include the desired duty in the draft schedule simply by accepting the employee’s request, or reject it. The applicant will be notified.

Planning status “Draft” or “Valid”

Once the planning status is set to “Draft”, individual employee preferences can no longer be considered. After completion of the shift plan, the planning status “Draft” can be switched to “Valid”. Then a history of all changes applied to shifts, absen-ces and working hours are kept and can be retrieved by the planner at any time.

Individual duty schedule

Employees are able to retrieve their personal duty schedule in a very flexible way, either directly on the terminal or via their smartphone or by opening their personal workspace “My ZEUS®” via the web terminal. The duty schedule contains infor-mation about weekday, shift/job and possible activities.

TRANSPARENCY THANKS TO DIFFERENT

PLANNING STATUSES

Staffing information visible at a glance

The shift plan gives a clear overview of the current shift staffing. This allows the planner to know at all times whether a shift is properly staffed or whether there is an overstaffing or understaffing with regard to personnel capacity and/or staff qualification.

Approved staffing schedule

The planning view grouped by employees, for instance, lists all employees scheduled to work in a specific depart-ment/cost centre including details on the assigned job and working time. Any temporary transfer of employees to other departments/cost centres or their assignment to different jobs is immediately apparent.

Planning views

Different views allow employees as well as planners to get a quick overview of the shift plan informing about who is scheduled for which shift and for which job.

Base plan

With ZEUS® Staff Scheduling, planning efforts can be considerably simplified and thus reduced in terms of time and money. The base plan, for instance, effectively assists the planner in determining the basic staffing for a certain planning period. The planner is able to react quickly to sudden staff bottlenecks due to sickness or any other reason for increased or reduced personnel demand. This means that the workforce scheduling can be adapted to changed staffing needs at short notice.

Staffing display with job allocation per shift

The staffing display offers an immediate overview of who is scheduled for which shift and job.

To get to know whether and how the shifts and jobs to be scheduled have been staffed, the planner simply has to call up the staffing display grouped by “Job/Shift” revealing at a glance which job or work area is occupied by which employee/s.

Planning Board

The planning board allows for professional and quick shift planning via drag & drop. Thus, copying and replacing shifts is done in the blink of an eye. Thanks to enhance filter options, detailed information about shifts, jobs, employees and activities can be easily displayed on the planning board.

FILLING JOBS AND

SHIFTS IDEALLY

ZEUS® eXperience takes all these factors simultaneously into account and auto-matically checks adherence thereto, making it the ideal instrument for planners. Automatic plausibility checks executed online as well as meaningful hints and instructions provided by ZEUS® eXperience during the entire planning process ensure the elaboration of a high-quality, efficient and legally compliant staff sche-duling that can be successfully implemented.

Sustainable staff scheduling is not merely determined by a company’s personnel requirements. Numerous other factors with a significant impact on the planning result need to be incorporated to ensure a high-quality and optimized workforce scheduling. To keep your staff scheduling realistic, the following criteria and restrictions, amongst others, should be observed:

» Based on the principle of equality, undesirable shifts and services to be performed on unpopular working days must be allocated in a fair and equitable way. Consideration of employee-specific time accounts and absences is therefore a must.

» Individual contractual arrangements regarding duration, location and interval of working hours are defined in the system and incorporated into the planning process.

» Employee-specific preferences and restrictions with regard to working hours must be taken into account if you want to retain or attract trained specialist personnel with interesting working conditions.

» Adherence to collective bargaining requirements and legal regulations must be ensured.

» Staff availibility must be taken into account, in case of i.e. holiday, seminars, trade fairs, etc.

» Observance of protection laws, like the maternity or youth protection act, must be guaranteed.

WHEN

WORKFORCE SCHEDULING

MEETS FEASIBILITY

002E

1220

0FD

12h

Phone +49 7720 393-0Fax +49 7720 393-184info@ isgus. dewww. isgus. de/en

ISGUS GmbHOber dorf straße 18-2278054 Vil lin gen-Schwen nin genGermany

THE ISGUS GROUP

AS INTERNATIONAL AS ITS CUSTOMERS AND ITS SOLUTIONS

ISGUS with its close net of distribution partners,its entirely customer-oriented and excellent service

and training concepts, is your strong and reliable partnernow and in the future.

Benefit from our longstanding experienceresulting from over 15,000 installations worldwide.