Police Officer’s Scheduling System

61
POSS Police Officer Scheduling System “Powerful Scheduling Made Simple”

description

Please contact me directly for a demonstration on POSS.

Transcript of Police Officer’s Scheduling System

Page 1: Police Officer’s Scheduling System

POSSPolice Officer Scheduling System

“Powerful Scheduling Made Simple”

Page 2: Police Officer’s Scheduling System

POSS has it all!

Validate manpower according to shift requirements Track officers’ balance of time Report timesheets to payroll Manage schedules in real time Report officers’ activity for a day, week, month, year,

or entire career Create Identification Cards View the schedule from any workstation within the

network or over the internet View, print, or e-mail all reports

Page 3: Police Officer’s Scheduling System

POSS is powerful! Utilize your computer to handle the time consuming,

tedious and often frustrating aspects of maintaining a schedule.

Build even complex rotating shifts with ease Automate overtime selection Assign and track overtime Assign officers to a post or beat Allow officers to enter time off requests Automate payroll calculation Automate while validating against union work rules

Page 4: Police Officer’s Scheduling System

Why should you use POSS?

POSS will save your department time and money!

Page 5: Police Officer’s Scheduling System

Return On Investment

$ $

Operation Hr Min Hr Min POSS Manual Diff FreqBuild Schedule 8 0 24 0 $192.31 $576.92 -$384.62 1 -$384.62Report days off and OT to Payroll 5 2 0 $2.00 $48.08 -$46.07 26 -$1,197.92Fairly Hire Overtime 10 15 $4.01 $6.01 -$2.00 2500 -$5,008.01Give a Day Off (include validate manpower and balance) 5 10 $2.00 $4.01 -$2.00 5000 -$10,016.03Retrieve balance of time off info (EOY Rollover) 10 80 0 $4.01 $1,923.08 -$1,919.07 1 -$1,919.07Validate your schedule 5 10 $2.00 $4.01 -$2.00 900 -$1,802.88Move officer to another squad 5 15 $2.00 $6.01 -$4.01 300 -$1,201.92Assign a shift to post at roll call 3 15 $1.20 $6.01 -$4.81 1000 -$4,807.69Report hours worked per week (FLSA) 2 20 $0.80 $8.01 -$7.21 26 -$187.50Retrieve an officers schedule for a week, month or year 10 20 $4.01 $8.01 -$4.01 300 -$1,201.92Create an invoice for extra duty overtime 5 1 0 $2.00 $24.06 -$22.06 26 -$573.54

Hourly Rate based on 2080 hours per yearYearly WageHourly WageMinute Wage

Total Savings

$24.04$0.40

POSS Return On Investment WorksheetTime POSS Time Manual

$50,000.00

-$28,301.11

In a case study of an agency with 100 employees, it was proven that the agency saved almost $30,000.00 from using POSS for only one year.

Page 6: Police Officer’s Scheduling System

Main Navigation (Daily Schedule)

The main navigation page is the core of POSS. With just a few mouse clicks, a user can perform hundreds of operations that make the task of scheduling easier and more powerful.

Page 7: Police Officer’s Scheduling System

Daily Details

View all informational details about any day (past, present or future.) You can view who is off, on overtime, in school, on an extra duty job, and the officers who are on their regular day off.

Page 8: Police Officer’s Scheduling System

Officer’s Monthly Schedule

The Officer’s Monthly Schedule lets you see an officer’s activities for an entire month. Along with viewing, you are able to enter or update time off quickly and easily.

Page 9: Police Officer’s Scheduling System

Officer’s Yearly Schedule

The Officer’s Yearly Schedule allows you to see scheduled shift and days off for the entire year at a glance. Along with viewing the officer, you can request time off with a click of the mouse.

Page 10: Police Officer’s Scheduling System

Daily Schedule View

The Daily Schedule enables you to view up to 6 shifts on a screen. This view allows you to select pre-defined shift groups. With shift groups, you are able to see all shifts that work at the same times. Minimum staffing levels are calculated by a single shift and by shift group.

Page 11: Police Officer’s Scheduling System

Single Shift Schedule View

The Single Shift Schedule allows you to view one shift at a time. Minimum staffing levels will be calculated.

Page 12: Police Officer’s Scheduling System

Weekly Schedule View

View the schedule activity for any given week. Either a single squad or all squads can be selected.

Page 13: Police Officer’s Scheduling System

Monthly Schedule View

View schedule activity for any given month. Either a single squad or all squads may be selected.

Page 14: Police Officer’s Scheduling System

Yearly Schedule View

View a year’s worth of schedule activity for any selected officer.

Page 15: Police Officer’s Scheduling System

Shift Monthly Schedule

The Monthly Shift Calendar View allows you to see activity for an entire shift in a selected month.

Page 16: Police Officer’s Scheduling System

Build Schedule With Steady Shifts

POSS allows you to build a schedule for rotating shifts and days off, or by steady shifts. Build Schedule for Steady Shifts is used when an employee is working steady days off. POSS also includes a feature to add employees to steady shifts and steady days off, either by week or month.

Page 17: Police Officer’s Scheduling System

Assign Officer to Rotation Schedule

Easily and efficiently add officers to the schedule by using the Add Officer to Existing Rotation.

Page 18: Police Officer’s Scheduling System

Build Schedule Wizard Step 1

The Build Schedule Wizard is used to add an officer to the rotating shift or steady shift, in a graphical manner. This option is used when you don’t have existing rotations to use. On this first screen of the wizard, you select your starting date of the desired schedule.

Page 19: Police Officer’s Scheduling System

Build Schedule Wizard Step 2

Once you have selected your starting date, select your ending date. This defines your schedule period.

Page 20: Police Officer’s Scheduling System

Build Schedule Wizard Step 3

After defining your selected period, you can now set up your rotation. Once all rotation legs have been created and you are at the starting point, select the spread button. POSS will now spread the schedule and allow you to see a yearly view.

Page 21: Police Officer’s Scheduling System

Build Schedule Wizard Step 4

Once your rotation is selected, POSS will show you the statistics of your selection. This screen shows you number of days and hours worked, as well as the day of week breakdown and the number of holidays scheduled.

Page 22: Police Officer’s Scheduling System

Build Schedule Wizard Step 6

It’s now time to place a checkmark next to the officers that will be following this rotation. When you select the finish button, POSS adds the marked officers to the schedule.

Page 23: Police Officer’s Scheduling System

Request A Single Day Off

The Request a Day Off Screen is very easy and straightforward, as are all POSS screens. After requesting time off, just wait for a supervisor’s response. The officer’s balance of time and used time will be displayed.This will eliminate the need for a form to be filled out. All requests are date and time stamped and a receipt can either be printed or e-mailed to the supervisor.

Page 24: Police Officer’s Scheduling System

Request A Block of Days Off

POSS allows officers the ability to request multiple days off. Once the days are selected, POSS will display the officer’s balance and time used during the schedule period. A receipt can be either printed or e-mailed to the officer’s supervisor.

Page 25: Police Officer’s Scheduling System

Change Day Off Status

Once days off have been requested and submitted to the supervisor, details of the day can be displayed, approved, or denied. Information such as balance of the desired time and staffing levels will be displayed on the Change Day Off Status screen. This eliminates the need for the supervisor to check with payroll for balances or to check if minimum staffing levels have been met.

Page 26: Police Officer’s Scheduling System

Request Overtime

POSS enables officers to request their own overtime. This eliminates paperwork and saves time for those involved. All requests are time and date stamped. A receipt can be printed or e-mailed to the supervisor.

Page 27: Police Officer’s Scheduling System

Change Overtime Status

Here, supervisors are able to change the status of overtime to approved, approved with stipulation, or denied. The overtime will be eligible for payment at the next payroll period.

Page 28: Police Officer’s Scheduling System

Block A Shift

If you know a particular day will be busy and you want all personnel available, you can block a shift from activity. POSS will not allow anyone to request time off for that day.

Page 29: Police Officer’s Scheduling System

Assign an Officer to a Post

Using the Assign Officer to a Post screen, you can assign an officer up to 4 posts or beats for any worked shifts.

Page 30: Police Officer’s Scheduling System

Assign an Officer to a Post by Shift

You can use the Assign Officer to Post by Shift option to assign all working officers at once.

Page 31: Police Officer’s Scheduling System

Assign Officer to a Car

Use the Assign Officer to a Car screen to track what vehicle or vehicles were used during a shift.

Page 32: Police Officer’s Scheduling System

Assign an Officer to a Car by Shift

The Assign Officer to a Car by Shift option assigns cars to all working officers at once.

Page 33: Police Officer’s Scheduling System

Change an Officer’s Work Times (Daily)

The Change Officer Times option is used to change an officer’s start and end time if they are different than the worked shift times. This can be done either day by day or for an extended period.

Page 34: Police Officer’s Scheduling System

Substitute an Officer

POSS streamlines the task of substituting an officer who is scheduled off, for an officer who is working.

Page 35: Police Officer’s Scheduling System

Substitute an Officer for Time

This screen is used if an officer has arranged to have another officer work in his/her place and they are paying them with hours from the time bank.

Page 36: Police Officer’s Scheduling System

Switch an Officer’s Schedule

If two officers would like to change schedules for a shift, POSS has the ability to allow the two officer to switch shifts.

Page 37: Police Officer’s Scheduling System

Balance Of Time Off Report

The Balance of Time Off Report will display all time balances for an officer. The given time, used time, and balance for the schedule period is displayed.

Page 38: Police Officer’s Scheduling System

Time Off Activity Report

POSS maintains all detail information to support time balances. The Time Off Activity Report is used to display all time taken off.

Page 39: Police Officer’s Scheduling System

Holiday Report

The Holiday Report is used to display all employees who have worked a selected holiday. This is used to report the eligible employees to payroll for holiday pay. It is also helpful to show fairness for holiday work schedules.

Page 40: Police Officer’s Scheduling System

View Entry

Once the time off activity report is run, you can select the View Entry option. This will report all information about the day taken off or overtime worked. Time and date stamps are also displayed on the report, as well as the user name who entered the request and approval.

Page 41: Police Officer’s Scheduling System

Balance Of Time Report

The Balance of Time Report is used to show any variances between the POSS balance and the city payroll balance.

Page 42: Police Officer’s Scheduling System

Staffing Forecast

The Staffing Forecast is used to display any shift that has not met minimum staffing levels for the past, as well as the future.

Page 43: Police Officer’s Scheduling System

Payroll Timesheets

The Attendance Report or Timesheets are used to submit paper timesheets for payroll processing.

Page 44: Police Officer’s Scheduling System

Timesheets Overtime Report

The Overtime Listing Report will display all overtime worked for a selected payroll period.

Page 45: Police Officer’s Scheduling System

Payroll Hours Worked Report

The Timesheet Bi-Weekly Hours Worked Report will display total hours worked for each week of the pay period.

Page 46: Police Officer’s Scheduling System

Monthly Timesheet Report

This report will show the hours worked, days taken off, and overtime – for one employee or the whole department.

Page 47: Police Officer’s Scheduling System

Weekly Timesheet Report

The Weekly Timesheet Report is used to show detailed information for a selected payroll period. The information listed is hours worked, days taken off, scheduled time off, and overtime.

Page 48: Police Officer’s Scheduling System

Transfer Schedule Information to Payroll

The Schedule Export function is used to report to payroll in the form of a file that is designed to be uploaded to your payroll system. Information reported is employee ID, activity date, transaction code, hours, fund, org, and project.

Page 49: Police Officer’s Scheduling System

Setup Training Schools

Use the Setup School Procedure to add training sessions to your schedule. Once a training session is set, POSS will allow you to add officers to the school or the officer will be able to request to attend a school.

Page 50: Police Officer’s Scheduling System

Assign Officer to School Step 1

You can also direct an officer to a school by using the Assign Officer to a School Wizard. First, you define the school.

Page 51: Police Officer’s Scheduling System

Assign Officer to School Step 2

Next, you define the dates that the school will be in session.

Page 52: Police Officer’s Scheduling System

Assign Officer to School Step 3

Then you add the officers to the school.

Page 53: Police Officer’s Scheduling System

Assign Officer to School Step 4

Once the officer has been assigned to a school, POSS will report what is needed for this officer to attend that school, such as hiring the officer for overtime. Minimum staffing levels are also enforced when assigning officers to school.

Page 54: Police Officer’s Scheduling System

Certification Expiration Report

The Certification Expiration Report displays all officers whose certifications will expire within a selected time period.

Page 55: Police Officer’s Scheduling System

Training Activity Report by School

The School Activity Report by School displays all officers who have attended a school.

Page 56: Police Officer’s Scheduling System

The School Activity Report by Officer will display all schools that selected officers have attended.

Training Activity Report by Officer

Page 57: Police Officer’s Scheduling System

Yearly Officer Training Calendar

The Yearly Training Calendar will show the status of training for a particular officer for the year.

Page 58: Police Officer’s Scheduling System

Print Extra Duty Invoices

POSS will track your outside or off-duty employment. Once an extra duty job has been entered and worked, POSS will create and invoice the company.

Page 59: Police Officer’s Scheduling System

Overtime Fairness Rotation

The Overtime Fairness Rotation is where you create a fair overtime rotation call list, which will meet union requirements.

Page 60: Police Officer’s Scheduling System

Why should you use POSS?

POSS will save your department time and money!

Page 61: Police Officer’s Scheduling System

POSSPolice Officer Scheduling System

“Powerful Scheduling Made Simple”

For further information, please contact:

Craig Mortman

Regional Director

Visual Computer Solutions, Inc.

(732) 730-9009 x 211

[email protected]

http://www.vcssoftware.com