Scheduling in the cloud
How many resources does your business really need to cover the company’s planned tasks? Do you need help with scheduling? By using staffing optimization, you get your optimal staffing for each time, no more, no less. If you then stick to staffing planning, you will have increased control over your costs. Include budget and you see the entire flow from budget to planned wage cost in one and the same view! Deviations from planned time such as overtime and absence need to be checked, while normal worked time can be certified automatically with a set of rules that can be controlled based on your requirements. With an intelligent automated test, the system certifies everything that a human eye does not need to look at. You only see what you need to make a decision about and fix.
Complete staffing system and an integrated personnel support
Having the right number of employees, with the right skills, in the right place not only provides quality, but also that the business pays for exactly the resources that are actually needed. By showing how well the current staffing matches the budget, you know in advance the company’s upcoming salary costs.
The functions of the Workforce management module
A well-functioning schedule planning is the heart of a solution for time and staffing. With SoftOne GO, you get a planning tool for the entire flow from budget & staffing optimization, to basic schedule, work schedule and planned outcome in one and the same view. Key figures are available as well as forecasts that can change while you plan for changes or search for replacements.
Scheduling day by day
Day by day you see how many hours are planned and what salary costs are calculated both per day and for the entire period shown. If you want to look at a certain personnel category or a certain type of work shift, it will work fine if your user has that authorization.
The overviews have clear interfaces and work passes in different colors can be moved between different people with drag-and-drop functions. There is a separate function around free shifts with working hours that the employees can search for or that can be sent as a request for work from a supervisor.
The work pass can be linked to requirements for special skills that are matched against available personnel. The staff themselves can indicate whether they want to work more and when they are available or not.
Operational, tactical and strategic schedule planning
The tactical schedule planning, in SoftOne terms: “The basic schedule”, means that you ensure that the schedule is correctly rolled out in the basics and relates to the employees’ contracted time and does not break any working time rules. This is also something that provides certainty to the employees about what their working hours look like.
When the basic scheme, the strategic planning, is rolled out, we come to reality. Absences, shift changes, extra shifts, finding substitutes are examples of what a scheduler can encounter in their daily work. SoftOne’s answer to operational schedule planning is the so-called “Work Schedule” which enables an efficiency in handling deviations from the basic schedule.
Sending passport requests, replacing absences or changing passports are just a few examples of what SoftOne offers to help the scheduler’s everyday life. Of course, all these functions are also easily accessible with a few button presses directly in the mobile app.
Scheduling programs require care
In those cases, the scheduling requires a little extra care, i.e. strategic thinking, SoftOne offers “Scenario planning”. With scenario planning, you can work with non-standard periods such as Christmas or summer and thus make them more efficient. Will Christmas week be a little extra hot this year? Simulate changes to your forecast or budget and see how your key figures are affected. Were you happy with last year’s Easter schedule? Copy over schedules to optional periods and make minor adjustments if required.
When you’ve finished working in your scheduling system, you can save it for later, throw it away, or roll it out in the work schedule.
With the goal of creating the most effective scheduling tool on the market, the strategic, tactical, and operational schedule is all gathered in one place in SoftOne GO’s answer to scheduling: Schedule Planning.
Work effectively in the operational reality
No matter how well you have planned the employees’ schedule, reality brings changes. The employees apply for time off or become ill, the business’s need for resources may suddenly increase. Operational situations can be managed via both the mobile phone and via your computer. The employees can both apply for leave or find extra work shifts via the mobile application or via their computer.
A supervisor can make available work shifts visible that the employees can queue up to work, or supervisors send the available work shifts directly as a work request to certain employees where the first to answer Yes is automatically staffed on the current work shift.
In the event of changes to the schedule’s planning, all ongoing controls, such as working time rules, are followed at all times and key figures are recalculated to the new situation. Work shifts with skill requirements are checked just like with the basic schedule planning.
Let the employees be involved
SoftOne GO is not only a work management system but also a system that enables employees to participate. When you as a supervisor wake up in the morning and see that an employee is sick or has childcare, other employees may have already solved your staffing.
SoftOne GO ensures that the company, manager and supervisors spend their time running the core business and that is by having the right staff in the right place through efficient staffing.
Some of the strengths of SoftOne GO Scheduling
- Budget for working hours, salary cost and sales
- Staffing optimization for tasks and deliveries
- Basic scheme for the long-term planning
- Work schedule for the short-term planning
- Outcome of planned wage costs directly in the schedule view
- Follow-up of budget, resource requirements, basic schedule, work schedule and outcomes in the same view
- Key figures and forecasts
- Effective replacement management
- Follow-up of competence requirements, working time rules, availability on an ongoing basis
Streamline your organization in Trade with Staffing Optimization & Schedule Simulation
The goal of staffing optimization is, of course, to make operations more efficient. But at the same time, the goal is also to increase the well-being of the employees by reducing the number of instances of too high or too low staffing – both of which create stress.
Let the needs of the business guide the staffing
How many resources does your business really need to cover the company’s planned tasks? By using staffing optimization, you get your optimal staffing for each time, no more, no less.
Staffing optimization is the company’s tool for strategic planning where you start from the needs of the business while controlling costs.
The business’s need for resources is based on actual sales, fixed tasks and deliveries. By setting up a regulatory framework for the business’s schedule cycles and breaks, as well as posting available employees with their skills, SoftOne GO can create a schedule proposal.
The schedule proposal can then be used further in schedule planning to create basic schedules for the staff. The business’s resource needs are constantly included during schedule planning so that follow-up can take place on an ongoing basis in the event of operational changes.
The employment details in SoftOne GO contain the information needed about the staff in the business to be able to work with schedule planning and create a salary basis. Salary information is also posted in cases where the salary module is used.
The employees themselves have the opportunity to supplement with their own contact details. Who sees what about which employees is controlled via an authorization system for functions and an authorization system for people.
For each employment, it is possible to print an employment certificate. In some cases where parallel employment is ongoing, it is possible to print employment certificates for this as well.
Personnel categories control who are colleagues with whom and who is the certifying manager. Colleagues are often allowed to see each other’s scheduled schedule time and type of work shift. Notifications about leave applications are only sent to the certifying manager or another person with the same authority.
The certifying manager or another person with the same authority can receive reminders about e.g. industry experience and attained age.
Competence mapping is about ensuring that companies have the right skills to be able to build effective teams and implement their strategies and achieve goals.
With SoftOne’s competence gap tool, you can easily identify competences among your employees and compare these against the employee’s position and thus identify a competence gap.
Make sure you have the right skills in the right place
In addition to being able to work with skills gaps to, for example, plan training courses, you can also use the skills comparison when planning your schedule. If you use the function for needs optimization, this takes skills into account when services are generated.
You get help to see which employees can take a work shift when someone is absent. On selected work shifts, you can link current requirements to competencies which are then matched against the employees. SoftOne GO takes into account current working time rules and which employees have indicated that they wish to work extra shifts and are available at the current time.
Interviews are about documenting, for example, introduction, development interview, salary interview, rehabilitation interview or exit interview. The immediate manager normally has access to the conversation, but it is possible to create special authorizations so that, for example, only an HR manager and the employee have access to this.
All conversations are saved so you can always go back and see what you agreed on. At the same time, you can document who has participated in the conversation. Documents can be stored belonging to the employee.
Some of the strengths of SoftOne GO Employees and HR support
- Authorization system for both functions and people
- Contact information can be entered by the employee himself
- Employment certificates can be printed for different employments
- HR calls for e.g. probationary employment can be saved
- The employee’s skills can be stored
- Documents can be uploaded belonging to an employee
- GDPR-secured information management