Staffing and Rostering staff

Personal scheduling or Rostering

➢ Is the process of constructing work timetables for its staff

so that an organisation can satisfy the demand for its
goods or services.
➢ This process involves determining the number of staff,
with particular skills, needed to meet the service demand
Roster
Is used to:

● Forecast the staffing levels and duties required to

maintain the safe running of a service
● Facilitate the training and professional development of
staff
● Allow for full leave entitlements to be taken
Types of Rosters
❖ Duty Rosters. This type is used by some managers to avoid
scheduling more employees than needed on the same shift with the
same duties.
❖ Flexible Rosters. The option of working a flexible schedule is directly
related to the needs of the company
❖ Staggered Rosters. Companies that experience fluctuationsin
customers throughout the day often prefer a staggered roster.
9 Tips for Creating a Staff Roster
1. Plan the roster before adding
individual names.
2. Share schedule options with the
entire staff.
3. Fill busy shifts with the most
experienced and skilled staff.
4. Automatically handle availability
and time-off requests online.
5. Show wage cost as you build the
staff roster.
6. Begin the roster week on a busy
day.
7. Make sure everyone receives two
days off.
8. Allow your staff to check their
roster.
9. Give your staff enough time to plan
for obligations outside of work.
Importance of Scheduling Staff
● Scheduling staff creates
an order and a flow to your
business.
● Everyone knows when
they’re supposed to work
● Proper scheduling ensures
the important tasks are
covered at approriate
times.
Benefits:
● Proper scheduling allows
a boss to determine how
well the work gets done
and by whom.
● Could team up workers of
equal strength, or put a
superior worker with a
weaker one.
Rostering Process

1. Demand Modelling
2. Days off scheduling
3. Shift scheduling
4. Line of work construction
5. Task assignment
6. Staff assignment
Demand modeling

➢ Determines how many staff are needed at different times

over some planning period, or rostering horizon.
➢ Is the process of translating some predicted pattern of
incidents into associated duties and then using the duty
requirements to ascertain a demand for staff.
Three broad incident categories on which staff demand can be based:
Task based
demand
● Demand is obtained from
lists of individual tasks to
be performed
● Tasks are defined in
terms of a starting time
and duration within which
the task must be
completed.
Flexible
demand
● A specification of the
numbers of staff required
at a different times of the
day for each day in the
rostering horizon.
● The likelihood of future
incidents is less well
known.
Shift based
demand
● The demand is obtained
directly from a
specification of the
number of staff that are
required to be on duty
during different shifts.
Days off scheduling
➢ Determination of how rest days are to be interspersed between work days for
different lines of work.
➢ Problem arises more frequently when rostering to flexible or shift based
demand than when rostering to task based demand.
Shift scheduling
➢ Deals with the problem of selecting, from a potentially large pool of
candidates, what shifts are to be worked, together with an assignment of the
number of employees to each shift, in order to meet demand.
Line of work construction
➢ Constructing lines of work
➢ If building blocks are shift, then
involves the determination of a
sequence of duties spanning any shift can be assigned to an
some longer-term period of individual’s work days.
time,commonly fortnightly or ➢ Duties arise from tasks which
monthly, to be allocated to
may take up only part of a shift
individual staff members.
➢ Process of constructing a line or may span several shifts.
of work depends on the basic ➢ Stints are predefined sequences
building blocks, typically shifts, of shifts and rest days.
duties or stints, that are used.
Different line of work models
❖ Cyclic/ acyclic roster
- Cyclic roster. All employees of
the same class perform exactly
the same line of work, but with
different starting times for the
first shift or duty.
- Acyclic rosters. The lines of work
for individual employees are
completely independent.
❖ Stint based
- A stint transiton matrix can be
used to specify which stints can
follow a particular stint, and also
indicate preferred transition.
- In constructing line of work, rules
indicating allowed stint transition
must be followed.
❖ Line of work constraints.
- Feasible rosters are significantly constrained by rules governing which work
pattern are allowed for an individual.
- Such rules might imposed restrictions on the number of sequential night shifts
to be worked, or specify minimum time off between successive shifts.
Task assignment
➢ To assign one or more tasks to be carried out during each shift.
➢ These task may require particular staff skills or levels of seniority and must
therefore be associated with particular lines of work.

Staff assignment

➢ Involves the assignment of individual staff to the lines of work.

➢ Staff assignment is often done during construction of work lines.
The most frequently used assignments
❖ Task assignment.
- Are often required when working
shifts have been determined but
tasks have not been allocated to
individuals
- Task are grouped and assigned
to shifts, or employees, based on
their starting times and
durations.
❖ Shift assignment.
- Is to construct lines of work from
shifts/duties/pairings to
employees on a day by day
basis.
❖ Roster assignment.
- The allocation of lines of work to
individual staff members.
Application areas:
❏ Transportation systems
- Airlines, railways, mass
transit and buses.
❏ Health care systems
❏ Call centers
❏ Protection and emergency
services
- Police, ambulance and fire
brigades
❏ Civic services and utilities
❏ Venue management
❏ Financial services
❏ Hospitality and tourism
❏ Retail
❏ Manufacturing