Coverage Based Scheduling
Posted: Wed Mar 14, 2007 4:42 pm
I know this post is a little, ahem, verbose but I just wanted to convey what I want. It's still not finished. But I think the idea comes across.
It would be nice to have the ability to schedule employees based on the shifts needed to be filled rather than a single shift repeated throughout the week. There is a current work around (I think) to do this but it is very cumbersome and requires quite a few recurring schedule definitions.
The features described here are intended for the SMB retail, restaurant, light industrial, Transportation, Consumer Services, and Leisure, markets. Also include any business that has a set of various shifts that can be filled by several employees. The employees do not have the same shift throughout the week.
------------ Example Scheduling Needs ---------------
In my example I'll use our department names and schedule needs:
Schedule recurs every two weeks;
Schedule is Saturday to Sunday;
open hours are from 8am to 10:30pm every day
Employees are: John Doe, Jane Doe, John Hancock, Mike Smith, Papa Smurf, Willie Wanka, Superman, The Tooth Fairy, Tom Bombadill, Ender Wiggin, and Sherlock Holmes
Schedule has three departments: Register, Buyer, Shelver;
Each Department has three shifts: Opener, Mid Shift, Closer;
Both Register and Buyers can fill shelver shifts.
Buyers can fill Register Shifts.
Registers can not fill buyer shifts.
Buyers are: John Doe, John Hancock, Mike Smith, Superman, The Tooth Fairy, Ender, and Sherlock Holmes
Registers are: Jane Doe, Papa Smurf, Willie Wanka, and Tom Bombadill
Every employee should have one closing shift.
Here is where things differ:
John Doe goes to church on Wednesday evening, Saturday evening, and all day Sunday.
Jane Doe goes to College on Tuesday morning, Thursday evening, and Coaches Soccer all day Saturday.
John Hancock works at his second job smuggling glass every Monday, Tuesday, and Friday morning.
Mike Smith sings for the Dave Clark Five at shows every Friday and Saturday evening.
Papa Smurf Referees basketball every other Saturday
Willie Wanka runs a factory at his other job and is only available Wednesday evening, and all day Saturday and Sunday
Superman saves the world every second Tuesday of the month.
The Tooth Fairy is available at any time.
Tom Bombadill is a single dad and needs to be home by 3 Monday through Friday with the weekends off.
Ender Wiggin has College classes every Monday morning and Friday evening.
Sherlock Holmes has physical therapy every Sunday morning.
In this example, the only employee the current system can easily setup a recurring schedule for is The Tooth Fairy.
My list for current employees continues for another 20 employees similar to the ones above. Soon the list will double and eventually reach around 100 all with similar requirements within the next two years.
----------- Using the Current System to fulfill example needs -----------------
Using the current scheduling system in TimeTrex I would need to setup recurring schedule templates that would only include one shift for the first week, or second week, or both weeks for each day, shift, and department.
This would be the list of recurring schedule templates I would need to create in the current system using the example needs:
Saturday Opening Buyer Week One Only
Saturday Opening Buyer Week Two Only
Saturday Opening Buyer Week One and Two
Saturday Mid Shift Buyer Week One Only
Saturday Mid Shift Buyer Week Two Only
Saturday Mid Shift Buyer Week One and Two
Saturday Closing Buyer Week One Only
Saturday Closing Buyer Week Two Only
Saturday Closing Buyer Week One and Two
Saturday Opening Register Week One Only
Saturday Opening Register Week Two Only
Saturday Opening Register Week One and Two
Saturday Mid Shift Register Week One Only
Saturday Mid Shift Register Week Two Only
Saturday Mid Shift Register Week One and Two
Saturday Closing Register Week One Only
Saturday Closing Register Week Two Only
Saturday Closing Register Week One and Two
Sunday Opening Buyer Week One Only
Sunday Opening Buyer Week Two Only
Sunday Opening Buyer Week One and Two
Sunday Mid Shift Buyer Week One Only
Sunday Mid Shift Buyer Week Two Only
Sunday Mid Shift Buyer Week One and Two
Sunday Closing Buyer Week One Only
Sunday Closing Buyer Week Two Only
Sunday Closing Buyer Week One and Two
Sunday Opening Register Week One Only
Sunday Opening Register Week Two Only
Sunday Opening Register Week One and Two
Sunday Mid Shift Register Week One Only
Sunday Mid Shift Register Week Two Only
Sunday Mid Shift Register Week One and Two
Sunday Closing Register Week One Only
Sunday Closing Register Week Two Only
Sunday Closing Register Week One and Two
Monday Opening Buyer Week One Only
Monday Opening Buyer Week Two Only
Monday Opening Buyer Week One and Two
Monday Mid Shift Buyer Week One Only
Monday Mid Shift Buyer Week Two Only
Monday Mid Shift Buyer Week One and Two
Monday Closing Buyer Week One Only
Monday Closing Buyer Week Two Only
Monday Closing Buyer Week One and Two
Monday Opening Register Week One Only
Monday Opening Register Week Two Only
Monday Opening Register Week One and Two
Monday Mid Shift Register Week One Only
Monday Mid Shift Register Week Two Only
Monday Mid Shift Register Week One and Two
Monday Closing Register Week One Only
Monday Closing Register Week Two Only
Monday Closing Register Week One and Two
Monday Opening Shelver Week One Only
Monday Opening Shelver Week Two Only
Monday Opening Shelver Week One and Two
Monday Mid Shift Shelver Week One Only
Monday Mid Shift Shelver Week Two Only
Monday Mid Shift Shelver Week One and Two
Monday Closing Shelver Week One Only
Monday Closing Shelver Week Two Only
Monday Closing Shelver Week One and Two
Tuesday Opening Buyer Week One Only
Tuesday Opening Buyer Week Two Only
Tuesday Opening Buyer Week One and Two
Tuesday Mid Shift Buyer Week One Only
Tuesday Mid Shift Buyer Week Two Only
Tuesday Mid Shift Buyer Week One and Two
Tuesday Closing Buyer Week One Only
Tuesday Closing Buyer Week Two Only
Tuesday Closing Buyer Week One and Two
Tuesday Opening Register Week One Only
Tuesday Opening Register Week Two Only
Tuesday Opening Register Week One and Two
Tuesday Mid Shift Register Week One Only
Tuesday Mid Shift Register Week Two Only
Tuesday Mid Shift Register Week One and Two
Tuesday Closing Register Week One Only
Tuesday Closing Register Week Two Only
Tuesday Closing Register Week One and Two
Tuesday Opening Shelver Week One Only
Tuesday Opening Shelver Week Two Only
Tuesday Opening Shelver Week One and Two
Tuesday Mid Shift Shelver Week One Only
Tuesday Mid Shift Shelver Week Two Only
Tuesday Mid Shift Shelver Week One and Two
Tuesday Closing Shelver Week One Only
Tuesday Closing Shelver Week Two Only
Tuesday Closing Shelver Week One and Two
Wednesday Opening Buyer Week One Only
Wednesday Opening Buyer Week Two Only
Wednesday Opening Buyer Week One and Two
Wednesday Mid Shift Buyer Week One Only
Wednesday Mid Shift Buyer Week Two Only
Wednesday Mid Shift Buyer Week One and Two
Wednesday Closing Buyer Week One Only
Wednesday Closing Buyer Week Two Only
Wednesday Closing Buyer Week One and Two
Wednesday Opening Register Week One Only
Wednesday Opening Register Week Two Only
Wednesday Opening Register Week One and Two
Wednesday Mid Shift Register Week One Only
Wednesday Mid Shift Register Week Two Only
Wednesday Mid Shift Register Week One and Two
Wednesday Closing Register Week One Only
Wednesday Closing Register Week Two Only
Wednesday Closing Register Week One and Two
Wednesday Opening Shelver Week One Only
Wednesday Opening Shelver Week Two Only
Wednesday Opening Shelver Week One and Two
Wednesday Mid Shift Shelver Week One Only
Wednesday Mid Shift Shelver Week Two Only
Wednesday Mid Shift Shelver Week One and Two
Wednesday Closing Shelver Week One Only
Wednesday Closing Shelver Week Two Only
Wednesday Closing Shelver Week One and Two
Thursday Opening Buyer Week One Only
Thursday Opening Buyer Week Two Only
Thursday Opening Buyer Week One and Two
Thursday Mid Shift Buyer Week One Only
Thursday Mid Shift Buyer Week Two Only
Thursday Mid Shift Buyer Week One and Two
Thursday Closing Buyer Week One Only
Thursday Closing Buyer Week Two Only
Thursday Closing Buyer Week One and Two
Thursday Opening Register Week One Only
Thursday Opening Register Week Two Only
Thursday Opening Register Week One and Two
Thursday Mid Shift Register Week One Only
Thursday Mid Shift Register Week Two Only
Thursday Mid Shift Register Week One and Two
Thursday Closing Register Week One Only
Thursday Closing Register Week Two Only
Thursday Closing Register Week One and Two
Thursday Opening Shelver Week One Only
Thursday Opening Shelver Week Two Only
Thursday Opening Shelver Week One and Two
Thursday Mid Shift Shelver Week One Only
Thursday Mid Shift Shelver Week Two Only
Thursday Mid Shift Shelver Week One and Two
Thursday Closing Shelver Week One Only
Thursday Closing Shelver Week Two Only
Thursday Closing Shelver Week One and Two
Friday Opening Buyer Week One Only
Friday Opening Buyer Week Two Only
Friday Opening Buyer Week One and Two
Friday Mid Shift Buyer Week One Only
Friday Mid Shift Buyer Week Two Only
Friday Mid Shift Buyer Week One and Two
Friday Closing Buyer Week One Only
Friday Closing Buyer Week Two Only
Friday Closing Buyer Week One and Two
Friday Opening Register Week One Only
Friday Opening Register Week Two Only
Friday Opening Register Week One and Two
Friday Mid Shift Register Week One Only
Friday Mid Shift Register Week Two Only
Friday Mid Shift Register Week One and Two
Friday Closing Register Week One Only
Friday Closing Register Week Two Only
Friday Closing Register Week One and Two
Friday Opening Shelver Week One Only
Friday Opening Shelver Week Two Only
Friday Opening Shelver Week One and Two
Friday Mid Shift Shelver Week One Only
Friday Mid Shift Shelver Week Two Only
Friday Mid Shift Shelver Week One and Two
Friday Closing Shelver Week One Only
Friday Closing Shelver Week Two Only
Friday Closing Shelver Week One and Two
Then each shift would be assigned to an employee.
If I wanted to schedule monthly exceptions to the rule, and I do, this list of recurring schedule templates would double.
There are some important questions that the current system can’t answer:
How do we know if the employee can work that shift?
If employee X goes on vacation who can fill the shift?
----------- GUI Description --------------
Schedule GUI
The GUI would be similar to:
My Schedule->View='Day', Selected Employees='all', Show='1 Week'
Instead of employee names listed in the left had column labeled employee, there would be shift names:
Opener
Mid-Shift
Closer
Required shifts that do not have an employee assigned to them would be filled in red or otherwise noted. e.g. Opener and Closer shifts
Required shifts that have an employee assigned to them would be green or otherwise noted. e.g. Opener and Closer shifts
Unessential shifts that do not have an employee assigned to them would be filled in yellow or otherwise noted. e.g. Mid-Shift
Unessential shifts that have an employee assigned to them would be green or otherwise noted.
Clicking on an unfulfilled shift would could bring up a list of employees who have the skill set/availability to fulfill the shift.
Select an employee to fill the shift and save it. The shift would then be shown in green.
Administrator GUI - Shift Definition
The shift definition would be changing the recurring schedule template and adding a new definition. Due to a weeks worth of a schedule for an employee would have different start times and stop times there would be a need to define shifts.
For example:
Jane Doe shifts would be:
Saturday - Off
Sunday - Opener 8:00am to 5:00pm
Monday - off
Tuesday - Closer 2:00pm to 10:30pm
Wednesday - Mid Shift 10:00am to 6:30pm
Thursday - Opener 8:00am to 5:00pm
Friday - Mid Shift 10:00am to 6:30pm
All of Jane Doe's shifts Saturday through Friday would be saved in the recurring schedule template as 'Jane Doe'
When Jane Doe no longer works for the company, the new person could be assigned her recurring schedule. But most of the time the new person doesn't have the same availability as Jane Doe. In which case all of the recurring schedules would have to be rebuilt. Not fun when you have more then 10 employees. So the best approach would be to define shifts and fill them with employees.
There could be a new menu item to define a shift:
My Schedule->Shift Definition
This page would have all the elements from Edit Recurring Schedule Template with the exception of using the Week edit box and the Sun through Sat checkboxes.
It would be nice to have the ability to schedule employees based on the shifts needed to be filled rather than a single shift repeated throughout the week. There is a current work around (I think) to do this but it is very cumbersome and requires quite a few recurring schedule definitions.
The features described here are intended for the SMB retail, restaurant, light industrial, Transportation, Consumer Services, and Leisure, markets. Also include any business that has a set of various shifts that can be filled by several employees. The employees do not have the same shift throughout the week.
------------ Example Scheduling Needs ---------------
In my example I'll use our department names and schedule needs:
Schedule recurs every two weeks;
Schedule is Saturday to Sunday;
open hours are from 8am to 10:30pm every day
Employees are: John Doe, Jane Doe, John Hancock, Mike Smith, Papa Smurf, Willie Wanka, Superman, The Tooth Fairy, Tom Bombadill, Ender Wiggin, and Sherlock Holmes
Schedule has three departments: Register, Buyer, Shelver;
Each Department has three shifts: Opener, Mid Shift, Closer;
Both Register and Buyers can fill shelver shifts.
Buyers can fill Register Shifts.
Registers can not fill buyer shifts.
Buyers are: John Doe, John Hancock, Mike Smith, Superman, The Tooth Fairy, Ender, and Sherlock Holmes
Registers are: Jane Doe, Papa Smurf, Willie Wanka, and Tom Bombadill
Every employee should have one closing shift.
Here is where things differ:
John Doe goes to church on Wednesday evening, Saturday evening, and all day Sunday.
Jane Doe goes to College on Tuesday morning, Thursday evening, and Coaches Soccer all day Saturday.
John Hancock works at his second job smuggling glass every Monday, Tuesday, and Friday morning.
Mike Smith sings for the Dave Clark Five at shows every Friday and Saturday evening.
Papa Smurf Referees basketball every other Saturday
Willie Wanka runs a factory at his other job and is only available Wednesday evening, and all day Saturday and Sunday
Superman saves the world every second Tuesday of the month.
The Tooth Fairy is available at any time.
Tom Bombadill is a single dad and needs to be home by 3 Monday through Friday with the weekends off.
Ender Wiggin has College classes every Monday morning and Friday evening.
Sherlock Holmes has physical therapy every Sunday morning.
In this example, the only employee the current system can easily setup a recurring schedule for is The Tooth Fairy.
My list for current employees continues for another 20 employees similar to the ones above. Soon the list will double and eventually reach around 100 all with similar requirements within the next two years.
----------- Using the Current System to fulfill example needs -----------------
Using the current scheduling system in TimeTrex I would need to setup recurring schedule templates that would only include one shift for the first week, or second week, or both weeks for each day, shift, and department.
This would be the list of recurring schedule templates I would need to create in the current system using the example needs:
Saturday Opening Buyer Week One Only
Saturday Opening Buyer Week Two Only
Saturday Opening Buyer Week One and Two
Saturday Mid Shift Buyer Week One Only
Saturday Mid Shift Buyer Week Two Only
Saturday Mid Shift Buyer Week One and Two
Saturday Closing Buyer Week One Only
Saturday Closing Buyer Week Two Only
Saturday Closing Buyer Week One and Two
Saturday Opening Register Week One Only
Saturday Opening Register Week Two Only
Saturday Opening Register Week One and Two
Saturday Mid Shift Register Week One Only
Saturday Mid Shift Register Week Two Only
Saturday Mid Shift Register Week One and Two
Saturday Closing Register Week One Only
Saturday Closing Register Week Two Only
Saturday Closing Register Week One and Two
Sunday Opening Buyer Week One Only
Sunday Opening Buyer Week Two Only
Sunday Opening Buyer Week One and Two
Sunday Mid Shift Buyer Week One Only
Sunday Mid Shift Buyer Week Two Only
Sunday Mid Shift Buyer Week One and Two
Sunday Closing Buyer Week One Only
Sunday Closing Buyer Week Two Only
Sunday Closing Buyer Week One and Two
Sunday Opening Register Week One Only
Sunday Opening Register Week Two Only
Sunday Opening Register Week One and Two
Sunday Mid Shift Register Week One Only
Sunday Mid Shift Register Week Two Only
Sunday Mid Shift Register Week One and Two
Sunday Closing Register Week One Only
Sunday Closing Register Week Two Only
Sunday Closing Register Week One and Two
Monday Opening Buyer Week One Only
Monday Opening Buyer Week Two Only
Monday Opening Buyer Week One and Two
Monday Mid Shift Buyer Week One Only
Monday Mid Shift Buyer Week Two Only
Monday Mid Shift Buyer Week One and Two
Monday Closing Buyer Week One Only
Monday Closing Buyer Week Two Only
Monday Closing Buyer Week One and Two
Monday Opening Register Week One Only
Monday Opening Register Week Two Only
Monday Opening Register Week One and Two
Monday Mid Shift Register Week One Only
Monday Mid Shift Register Week Two Only
Monday Mid Shift Register Week One and Two
Monday Closing Register Week One Only
Monday Closing Register Week Two Only
Monday Closing Register Week One and Two
Monday Opening Shelver Week One Only
Monday Opening Shelver Week Two Only
Monday Opening Shelver Week One and Two
Monday Mid Shift Shelver Week One Only
Monday Mid Shift Shelver Week Two Only
Monday Mid Shift Shelver Week One and Two
Monday Closing Shelver Week One Only
Monday Closing Shelver Week Two Only
Monday Closing Shelver Week One and Two
Tuesday Opening Buyer Week One Only
Tuesday Opening Buyer Week Two Only
Tuesday Opening Buyer Week One and Two
Tuesday Mid Shift Buyer Week One Only
Tuesday Mid Shift Buyer Week Two Only
Tuesday Mid Shift Buyer Week One and Two
Tuesday Closing Buyer Week One Only
Tuesday Closing Buyer Week Two Only
Tuesday Closing Buyer Week One and Two
Tuesday Opening Register Week One Only
Tuesday Opening Register Week Two Only
Tuesday Opening Register Week One and Two
Tuesday Mid Shift Register Week One Only
Tuesday Mid Shift Register Week Two Only
Tuesday Mid Shift Register Week One and Two
Tuesday Closing Register Week One Only
Tuesday Closing Register Week Two Only
Tuesday Closing Register Week One and Two
Tuesday Opening Shelver Week One Only
Tuesday Opening Shelver Week Two Only
Tuesday Opening Shelver Week One and Two
Tuesday Mid Shift Shelver Week One Only
Tuesday Mid Shift Shelver Week Two Only
Tuesday Mid Shift Shelver Week One and Two
Tuesday Closing Shelver Week One Only
Tuesday Closing Shelver Week Two Only
Tuesday Closing Shelver Week One and Two
Wednesday Opening Buyer Week One Only
Wednesday Opening Buyer Week Two Only
Wednesday Opening Buyer Week One and Two
Wednesday Mid Shift Buyer Week One Only
Wednesday Mid Shift Buyer Week Two Only
Wednesday Mid Shift Buyer Week One and Two
Wednesday Closing Buyer Week One Only
Wednesday Closing Buyer Week Two Only
Wednesday Closing Buyer Week One and Two
Wednesday Opening Register Week One Only
Wednesday Opening Register Week Two Only
Wednesday Opening Register Week One and Two
Wednesday Mid Shift Register Week One Only
Wednesday Mid Shift Register Week Two Only
Wednesday Mid Shift Register Week One and Two
Wednesday Closing Register Week One Only
Wednesday Closing Register Week Two Only
Wednesday Closing Register Week One and Two
Wednesday Opening Shelver Week One Only
Wednesday Opening Shelver Week Two Only
Wednesday Opening Shelver Week One and Two
Wednesday Mid Shift Shelver Week One Only
Wednesday Mid Shift Shelver Week Two Only
Wednesday Mid Shift Shelver Week One and Two
Wednesday Closing Shelver Week One Only
Wednesday Closing Shelver Week Two Only
Wednesday Closing Shelver Week One and Two
Thursday Opening Buyer Week One Only
Thursday Opening Buyer Week Two Only
Thursday Opening Buyer Week One and Two
Thursday Mid Shift Buyer Week One Only
Thursday Mid Shift Buyer Week Two Only
Thursday Mid Shift Buyer Week One and Two
Thursday Closing Buyer Week One Only
Thursday Closing Buyer Week Two Only
Thursday Closing Buyer Week One and Two
Thursday Opening Register Week One Only
Thursday Opening Register Week Two Only
Thursday Opening Register Week One and Two
Thursday Mid Shift Register Week One Only
Thursday Mid Shift Register Week Two Only
Thursday Mid Shift Register Week One and Two
Thursday Closing Register Week One Only
Thursday Closing Register Week Two Only
Thursday Closing Register Week One and Two
Thursday Opening Shelver Week One Only
Thursday Opening Shelver Week Two Only
Thursday Opening Shelver Week One and Two
Thursday Mid Shift Shelver Week One Only
Thursday Mid Shift Shelver Week Two Only
Thursday Mid Shift Shelver Week One and Two
Thursday Closing Shelver Week One Only
Thursday Closing Shelver Week Two Only
Thursday Closing Shelver Week One and Two
Friday Opening Buyer Week One Only
Friday Opening Buyer Week Two Only
Friday Opening Buyer Week One and Two
Friday Mid Shift Buyer Week One Only
Friday Mid Shift Buyer Week Two Only
Friday Mid Shift Buyer Week One and Two
Friday Closing Buyer Week One Only
Friday Closing Buyer Week Two Only
Friday Closing Buyer Week One and Two
Friday Opening Register Week One Only
Friday Opening Register Week Two Only
Friday Opening Register Week One and Two
Friday Mid Shift Register Week One Only
Friday Mid Shift Register Week Two Only
Friday Mid Shift Register Week One and Two
Friday Closing Register Week One Only
Friday Closing Register Week Two Only
Friday Closing Register Week One and Two
Friday Opening Shelver Week One Only
Friday Opening Shelver Week Two Only
Friday Opening Shelver Week One and Two
Friday Mid Shift Shelver Week One Only
Friday Mid Shift Shelver Week Two Only
Friday Mid Shift Shelver Week One and Two
Friday Closing Shelver Week One Only
Friday Closing Shelver Week Two Only
Friday Closing Shelver Week One and Two
Then each shift would be assigned to an employee.
If I wanted to schedule monthly exceptions to the rule, and I do, this list of recurring schedule templates would double.
There are some important questions that the current system can’t answer:
How do we know if the employee can work that shift?
If employee X goes on vacation who can fill the shift?
----------- GUI Description --------------
Schedule GUI
The GUI would be similar to:
My Schedule->View='Day', Selected Employees='all', Show='1 Week'
Instead of employee names listed in the left had column labeled employee, there would be shift names:
Opener
Mid-Shift
Closer
Required shifts that do not have an employee assigned to them would be filled in red or otherwise noted. e.g. Opener and Closer shifts
Required shifts that have an employee assigned to them would be green or otherwise noted. e.g. Opener and Closer shifts
Unessential shifts that do not have an employee assigned to them would be filled in yellow or otherwise noted. e.g. Mid-Shift
Unessential shifts that have an employee assigned to them would be green or otherwise noted.
Clicking on an unfulfilled shift would could bring up a list of employees who have the skill set/availability to fulfill the shift.
Select an employee to fill the shift and save it. The shift would then be shown in green.
Administrator GUI - Shift Definition
The shift definition would be changing the recurring schedule template and adding a new definition. Due to a weeks worth of a schedule for an employee would have different start times and stop times there would be a need to define shifts.
For example:
Jane Doe shifts would be:
Saturday - Off
Sunday - Opener 8:00am to 5:00pm
Monday - off
Tuesday - Closer 2:00pm to 10:30pm
Wednesday - Mid Shift 10:00am to 6:30pm
Thursday - Opener 8:00am to 5:00pm
Friday - Mid Shift 10:00am to 6:30pm
All of Jane Doe's shifts Saturday through Friday would be saved in the recurring schedule template as 'Jane Doe'
When Jane Doe no longer works for the company, the new person could be assigned her recurring schedule. But most of the time the new person doesn't have the same availability as Jane Doe. In which case all of the recurring schedules would have to be rebuilt. Not fun when you have more then 10 employees. So the best approach would be to define shifts and fill them with employees.
There could be a new menu item to define a shift:
My Schedule->Shift Definition
This page would have all the elements from Edit Recurring Schedule Template with the exception of using the Week edit box and the Sun through Sat checkboxes.