Visualization of shifts and shift patterns

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Contents

Shift System and Schedule Visualization Concepts

The-Old-European-Concept

Image:Visualization1.jpg

Main Region

Europe, Africa, Southern America, CIS

Industries

Health, Security, Production, Governmental

Dimension 1

Employee Perspective representing Time Balances, Limitations, Labor Laws, Collective Agreements, Accounting

Dimension 2

Staffing, Budget and Forecasting Perspective representing target versus actual staffing figures on a shift and time basis, count of operations as well as absences.

Time Focus

Tactical, Strategic and Operational

Benefits

One visualization for all four main steps of planning. Strong focus on employee perspective as well as overall staffing situation. Allows easy visualization, strong demand and resource variations.

Weakness

Visualization of task and function demand only on 2nd level. Lack of functional separation of tactical, strategic and operational scheduling. Weak presentation of inter-employee dependencies

The "Old European Concept" of shift system visualization focuses on the perspective of employees and the planned / actual staffing situation. It is mainly found in companies where there is no need to assign the functions and tasks worked within a shift at design time of the roster. These are areas where the type of work during a working day either doesn’t change much or doesn’t have such a big impact on accounting and budgeting. Its main advantage is the proper visualization of variations in both resources (employees) as well as demand (staffing, budget). All four main stages of the logistic approach to employee scheduling (strategic, tactical, operational and accounting) are represented in the same kind of visualization, thus allowing easy comparison and tracking. Apart from the described geographical and cultural areas this visualization approach is preferred by industries / occupations like Health, Government, Production, Retail and Service Providers. Due to the strong need of differentiation in tasks and functions the areas of Transportation, Hospitality and Security often prefer other visualization concepts.

The-North-American-Concept

Image:Visualization2.jpg

Main Region

North America, Canada, Near East, Asia (partially)

Industries

Transportation, Logistics, Security, Hospitality

Dimension 1

Staffing Perspective Presentation of covered and uncovered shifts and functions

Dimension 2

Budget Perspective Representing the amount of planned working hours as well as the functions and tasks demand

Time Focus

Tactical, Strategic

Benefits

Clear financial view in all two long-term planning steps. Focus on demand, costs and service levels. Strong presentation of undercovered shifts and tasks. Easy grouping and comparison of sub-group departments, and teams. Can handle multi-contracted employees and split-shifts easily

Weakness

Doesn’t include the operational aspects of scheduling. Hinders the tracking and accounting of operational schedules. No employee perspective is visualized.

The "North American Concept" is strongly used in areas where scheduling focuses clearly on demand coverage and resource cost optimizations. As it doesn’t allow a visualization of the employees’ perspective it is mainly used in areas with less complex labor laws, collective agreements and union influence. Furthermore, it is the only visualization concept that fully supports the usage of employees working in different contracts at the same time as well as the usage of split-shifts. As every demand (on a shift basis) is clearly presented within the working area, it offers a quick presentation of staffing and service quality. It is not intended to handle absences and faces difficulties in handling operational variations like overtime and short term shift changes. Apart from its traditional use in the geographical areas described, it is also used in the occupations of Hospitality, Service Providers, Retail and Production as these areas do not face significant demand variations in long-term perspectives.

The-New-World-Concept

Image:Visualization3.jpg

Main Region

Australia, New Zealand, Far East, Asia (partially)

Industries

-

Dimension 1 (tactical)

Planned Employee and Accounting Perspective representing Time Balances, Limitations, Labor Laws, Collective Agreements, Accounting

Dimension 2 (tactical)

Budget and Forecasting Perspective representing the amount of planned working hours as well as the functions and tasks demand

Dimension 1 (operational)

Actual Employee and Accounting Perspective representing Time Balances, Limitations, Labor Laws, Collective Agreements, Accounting

Dimension 2 (operational)

Rosterline Assignment Indirect presentation of labor costs and budget as well as staffing.

Time Focus

Tactical, Strategic

Benefits

Clear financial view in all two long-term planning steps. Focus on demand, costs and service levels. Strong presentation of undercovered shifts and tasks. Easy grouping and comparison of sub-group departments, and teams. Can handle multi-contracted employees and split-shifts easily

Weakness

Weak support of daily and operational changes. Limited support of absences. Both views are needed for a full evaluation

The "New World Concept" comprises the concepts of both its predecessors and not surprisingly occurs mainly in geographical areas that are influenced by both the “traditional” areas of Europe and North America. It splits both main task planning and tracking in the way of visualization and concentrates mainly on the employees’ perspective by a “hard-coded” implementation of labor-laws, day-off-rules and collective agreements. The rosterline-view allows an easy evaluation of budgets and forecasted efforts for the demand coverage whereas it hinders the easy adaptation of short-term changes in demand and availability. A variation of the concept is the assignment of rosterlines not on a daily basis but based on another time focus such as weeks or months. This visualization is used in areas where the demand is a predictable and solid figure within exactly these timelines. Apart from the geographical distribution of this concept, it can be found in the occupations Health, Security, Service Providers and Logistics as these are the ones facing repeating patterns of demand figures, motivating this approach. Within areas of Europe with a history of strong labor-focused politics, this concept can be found more often as well, as its first part allows an easy processing in the acceptance process with unions and governmental departments. E.g. it can be found in Spain, Portugal, Italy and France.

Workforce Demand Representation and Visualization

Standard

Image:Visualization4.jpg

Industries

all

Dimension 1

Time different scales: minutes, hours, days, weeks, month, year

Dimension 2

Headcount - demand and coverage

Time Focus

Tactical, Strategic and Operational

Benefits

Easy comparison of demand and coverage. Graphical representation of under- / over-coverage. Identification of crucial and exceptional time periods. Identification of patterns, periods & dependencies

Weakness

No relation on qualifications, functions and tasks. Weak possibilities in identification of sub-patterns, trends and business development. Less accuracy in representing periods longer than a week.


Separation of Qualifications

Image:Visualization5.jpg

Industries

Service Providers, Logistics, Transportation, Security

Dimension 1

Time - in different scales: minutes, hours, days, weeks, month, year

Dimension 2

Headcount - demand for different qualifications and functions

Time Focus

Tactical, Strategic & Operational

Benefits

Resolving of overall demand into the qualification/function related headcount by maintaining the cumulated demand presentation

Weakness

No direct relation of co-verage & demand possible as employees may be multi-qualified and the co¬verage depends on the assignment of functions within the reported time period.


Detailed Shift Coverage Visualization

Image:Visualization6.jpg

Industries

Health, Governmental, Retail, Production

Dimension 1

Time - in different scales: minutes, hours, days, weeks, month, year

Dimension 2a

Headcount - demand and coverage

Dimension 2b

Detailed representation of operational and non-operational time intervals

Time Focus

Tactical, Strategic and Operational

Benefits

More detailed visualization of dependencies in between coverage and shift design allowing reflection on labor laws and industrial agreements.

Weakness

No task relation without the possibility of consideration of qualifications and functions. Possible mistakes in the coverage of multi-qualification environments with longer task durations


Detailed Shift and Task Coverage

Image:Visualization7.jpg

Industries

Service, Logistics, Transportation, Hospitality

Dimension 1

Dimension 2a

Detailed representation of operational and non-operational time intervals per resource on task and shift basis

Dimension 2b

Headcount - demand and coverage

Time Focus

Tactical, Strategic and Operational

Benefits

More detailed visualization of dependencies in between coverage and shift design allowing reflection on labor laws and industrial agreements alongside a detailed representation of assigned tasks and required qualifications. Maintains a task relation to avoid splits of longer occupations in between different employees.

Weakness

No direct representation of qualification demand profiles


Multi-Dimensional Demand Visualization

Image:Visualization8.jpg

Industries

Service, Logistics, Transportation, Hospitality

Filter

Weekdays

Dimension 1

Time Intervals of a day

Dimension 2

Time different scales: weeks, month, year

Dimension 3

Headcount - demand (color coded)

Time Focus

Tactical, Strategic and Operational, Accounting

Benefits

Based on a sub-period of de¬mand patterns this vi-sualization allows the op-tical analysis of trends and long-term patterns for a second time dimension. Especially the birds-eye-view enables the direct comparison of longer periods whilst maintaining a clear structure.

Weakness

No visualization of coverage available

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