Crew Scheduler 2.5 to 2.6 The Leap in Efficiency

William Rosenberg, M.S., NREMT-P, CCEMT-P

Butler Medical Transport

Founded in 2001, 1 Ambulance, “Hobby”

Currently 65 Vehicles Operating in 3 States

246 Employees

96% Non Emergency 4% Emergency Transfers

Approximately 59,000 transports FY10• 25,000 Ambulance Transports• 34,000 Mobility Transports

Utilizing Rescue Net CAD, Billing, EPCR, Navigator, Road Safety & Crew Scheduler

Deployed Crew Scheduler Spring 2006 ---- 72 Employees

Crew Enhancements

Projected PTO Dashboard

Scheduler Enhancements

Dashboard Certification Tracker Drag & Drop All Region Mode Personnel-Monthly

Mode

Attaching Forced Punches

Proxy Punch Repeat

On-Call Shifts

Scheduler Enhancements

Time off Policies Punch Bulletins Point Policies Payroll Exports• Multiple File Output

Resource Picker• Multiple Attribute Display

Daily Report• All Region Display

Projected PTO

Allows PTO balance to be projected into the future, for checking future PTO requests

When employees make PTO requests, and the current balance does not satisfy the request, the system projects the employee's balance out to the date of the PTO request. This creates a projected balance. The employee sees a warning similar to the following:

• PTO Projection: current bal: 2.5; proj hrs: 8.0; proj bal: 10.5; proj date: 5/22/2011; #periods: 4.

• This request depends on PROJECTED future PTO accrual.

Projected PTO

PTO requests that are based on a projected balance are flagged as "projected" requests. This is not a request status, it is a property of the request. Projected requests can be of any status (pending, denied, approved).

• When a projected request is approved, no PTO items are added to the employee timesheet. Once accrued hours are available, PTO items are created for the timesheet, and the PTO request changes from a projected to a normal PTO request.

• The Availability screen has a new filter "Projected only". (Main > Scheduling > Availability)

• The Time-off Requests screen has several new status filters: (Main > Supervisor > Time-off Requests)

• Projected: shows projected requests, any status.• Projected – approved: shows projected requests with a pending status• Projected – pending: shows projected requests with an approved status

When the PTO Accrual service runs each night, it attempts to fill projected requests that are approved

Dashboard

Dashboard

Dashboard

Dashboard – Certification Tracker

Region Specific Review Immediate

Issues and/or Pending

Allows For Upper Management Review

Dashboard – Certification Tracker

Each Certification is Customizable

Punch

Forbiden

Drag & Drop

All Region Mode

Personnel-Monthly Mode

Attaching Forced Punch's

Ensures Proper Bonus & Differential Rules Apply as Well As Point Policies

Cleaner Time Sheets – Easier to Approve A

Proxy Punch Repeat

Allows for Repetitive Punching with Out Reopening Screen

On-Call Shifts

On-Call shifts allow people to be scheduled for period of “on-call” time, and also to be scheduled for normal shifts with the on-call time. Correspondingly the system allows for several options for paying the on-call time and worked hours within on-call periods.

• Eliminates Tying special Rates to Shifts• Eliminates Manipulating Hours on call Based on Call

In’s

On-Call Shifts

Full Pay• Pay all on-call time.• All scheduled on-call hours are paid hours, regardless of how many standard-

shift hours were worked during the on-call time.

Pay Overlap• Pay on-call time where standard shifts

overlap.

Pay Non-overlap• Pay on-call time where standard shifts

DO NOT overlap.

Full pay if under threshold• Pay all on-call time if person works less

than [threshold] standard shift hrs.

On-Call Shifts

Time off Policies

Allows Rules to Be Applied When Employees Requests Time Off

Dates & Priorities can be set for automatic approval of time off requests

Set Limits on How Many People can have TO per day (or per day & night)

• Per region & Per Request• Attributes Constraints• Requests that violate policies can be denied or left on

a pending list

Time off Policies

Time off Policies

Time Off Policies

Eliminates Large Quantities of People Taking off Particular Day (Christmas, etc.)

Allows for Auto Approval of Time Off – Decreasing Manual Labor

Keeps a running list in case prior employee leaves the company

Allows Blocking of High Volume Day Off

Punch Bulletins

Punch Bulletins

Punch Bulletins

Punch Bulletins

General Reports -> Bulletins

Point Policies

Allow Employees to accrues disciplinary points when certain events occur

When employees exceed a threshold point total, they and their supervisors, receive a warning email notification

Points & events are stored in a detailed audit log for review and documentation

Point Policies

Punch in early

Punch in late

Punch out early

Punch out late

Partial shift• Points accrue when an employee works less than the total scheduled

shift hours.• “Less than scheduled" is defined as a percentage of the scheduled shift

hours, plus an optional number of minutes. Examples: "less than 50% of the shift", "less than 50% of the shift plus 60 minutes".

• Points are not accrued until a supervisor line-item-approves the shift on a timesheet.

Point Policies

Shift Replacement• Various Point values Depending on Replacement

Code

Point Policies

Resetting Point Balances Anniversary

Calendar Year

Rolling Period

Never/Manual

Non-Monetary Benefits EEOC

Un-Employment

DLLR

Clear Cut Objectives

Removes In-Equity

Decreases Supervisor Involvement

Multiple File Output

Multiple File Output

Multiple Attribute Display

Multiple Attribute Display

Daily Report

Daily Report

Scheduler Enhancements

Auto-Biddable Slots Add Slot on The Fly Mailboxes Bonus Rule: “Regular Hours Only” Option Event Notification: Late Punch In Shift Level Constraints

Leap in Time Efficiency

Full-Time Scheduler – RNCS 2.5• 40 Hours/Week• $12.00/ hour

Full-Time Scheduler – RNCS 2.6• 32 Hours/Week• $12.00/ hour

RNCS 2.6 Savings• Weekly - $96.00• Yearly - $4,992.00 - 20% Savings

Leap in Money Efficiency

Average Overtime RNCS 2.5 Per Pay Period• $9,575.69

Average Overtime RNCS 2.6 Per Pay Period• $3,383.33

Yearly Overtime Average Savings 2.6 vs. 2.5• $161,001.36

Total Annual Payroll Savings

Personnel• $4,992.00

Overtime• $161,001.36

Yearly Savings• $165, 993.36

Questions