Shift Scheduling Software Specifications

Calendar

The calendar provides a snapshot of the current operating area.

• Shows you a full month snapshot of the current operating area.
• Time off, Sick days, special assignments, shift changes or Rescue assignments are clearly color coded.
• Click any cell to apply time-off, shift changes, notes or special assignments
• Shift add-ons, special assignments and mutual shift changes are listed and identified as a part of the current crew.
• People that were called in for Overtime are shown added to the crew.
• Alert boxes are shown for shifts that are short people or skills. Click the box to open a call sheet to fill that opening.
• Shutdowns and Turn-arounds are handled
• Add notes to any cell

Call Sheet

Shiftshaper creates a call sheet based on extensive rules including union compliance and skills needed

• Call sheet is organized in the order that people should be called.
• The response of the employee is recorded.
• Lists people currently on shift.
• Identifies the missing skill that is needed and elligible skills that can fill the position.
• Lists employees in two main groups: elligible and not-elligible
  • Elligible are sorted according to union rules.
  • Not-elligible is sorted according to reason.
• Details:
  • Accepted - selecting this adds the person to the crew and records the OT hours.
  • Refused - Adds the refused hours to person's record.
  • No answer
  • Not home
  • N/A
  • Left message
  • Employee Key Number
  • Employee Name
  • Speed Dial
  • Currently on/off or adjacent shift
  • Previous response if they were called for this shift already
  • Total OT (includes refused OT hours)
  • Time off Status - reason they are not working that shift
  • Skills (example: HP1 HP2 HP3 HP4 HP5 HP6 HP7)
  • Number of consecutuve days worked without time-off

The call log is generated automatically according to Union regulations.
Call log sorting and filtering rules:

1. Rule 1: Get all employees for the current operating area.
2. Rule 2: Generate a list of employees that are qualified to cover for a missing skill.
3. Rule 3: Generate a list of employees that are NOT qualified to cover for a missing skill.
4. Rule 4: Determine and list off-shift (non-adjacent) with no time off.
5. Rule 5: Determine and list adjacent, or on shift who are on time off - who might be called (not sick or special assignment)
6. Rule 6: Determine unqualified employees, everyone who hasn't qualified for the previous rules.

Filter Conditions to list employee

1. Has not already been used in an earlier list
2. Does not require "mandatory" time off due to consecutive days worked
3. Can fill the missing skill
4. Has not already refused the required hours
5. Is eligible to call for OT (not sick or special assignment)

Sort each portion of call list by:

1. Employee's previous call response (order: no response, left message, n/a, no answer, not home, refused)
2. On-shift state (order: off, adjacent, on)
3. Time-off type ranking (order: EDO, Special Assignment, Vacation/Stat, Paid LOA, Unpaid LOA, Training, Sick)
4. Total OT hours (accepted + refused, already booked, including future portion of current year)

Employees

The Employees screen tracks the following details:

Quick access to employee list makes maintanence a breeze.

• Employee Name
• Symb (Preferred Key)
• Crew
• Key
• Speed Dial
• Year Started (Actual)
• Year Started (Adjustment)
• Date Terminated
• On Probation
• Vacation Entitled
• Vacation hours
• Vacation Adjustments
• EDO hours
• EDO Adjustments
• Time Off hours and type
• Overtime

Crews

Crew changes can be done quickly.

• Manage your crews.
• Make crew changes that take effect on a specific date.

Crew Schedule

With the calender quick view and crews, you can make crew changes efficiently.

• View the crew schedule in a calendar and list view.

The calender and call sheet monitor alerts you to skill shortages on a crew.

Skills (Customizable)

The calendar and call sheet track whether a crew is complete or missing a particular skill. The calendar alerts you to deficiencies and the call sheet is ordered to fill this skill.

• Here are some example skills for a refinery:
  • LP-1
  • LP-2
  • LP-3
  • LP-4
  • LP-5
  • LP-6
  • LP-7
  • #1
  • Loader
• Rescue Level
• Key for Rescue Calendar

Time Off

Clean and organized, ShiftShaper provides all the details needed for viewing employee time off.

• Details:
  • Key
  • Employee Name
  • Year Started
  • Year Started (Adj)
  • Years Worked
  • Vacation Weeks Entitled
  • Vacation Hours (adjusted)
  • Vacation Booked
  • Vacation Used
  • Vacation Remaining (adjusted)
  • EDO Booked
  • EDO Used
  • EDO Remaining (adjusted)
  • Unpaid LOA
  • Paid LOA
  • Training
  • Special Assignment
  • Class A Rescue

Detailed and accurate overtime reporting keeps an eye on the bottom line.

Overtime

• Overtime Hours are tracked
• Detail recorded by Shift / Day / Month / Year
• Hours are recorded as Accepted or Refused when offered.

Rescue

Shiftshaper tracks rescue skills so you can plan for rescue events and assign shifts accordingly.

• Track rescue skills of a dedicated rescue crew and the rescue skills of all employees.
• See at-a-glance all employees on shift with rescue skills.
• Plan Class A, B & C events requiring rescue people.
• Plan rescue events and assign people from on-shift or call them in for overtime.
• Call sheet is sorted for Rescue 1 and Rescue 2 skills according the skill required for the event.
• Assign someone currently on shift to a rescue event. The calendar immediately shows a skill shortage on that crew which may trigger an OT requirement.

Call response log increases accountablilty reducing disputes and staffing conflicts.

Call Response Log

• Records all the call sheets with results for future reference.
• Helps to eliminate disputes.

Transitioning to Shiftshaper is on a short learning curve with the inclusion of a master schedule.

Master Schedule

• The calendar follows a master schedule
• The schedule can be adjusted for holidays, shut downs or turn-arounds.
• The Christmas and New Years schedule is managed to alternate crews working each year.

Creating and maintaining operating areas as your organization grows is easy with Shiftshaper.

Operating Areas

• Manage each operating area's:
  • Minimum number of workers
  • Number of fixed shifts
  • Skills required
  • Minimum workers for each skill
  • How many hours for the shift
  • Positions on the crews.
• Switch between a skill ranking or classification system.
• Day or night shift

Three forms of network permissions allows you to restrict or grant access to assigned managers making Shiftshaper a secure and welcomed HR tool in your organization.

Network Permissions

Three permission exist:

• Read-only
• Call log access
• Admin access

Permissions can be applied to any network user.