Issue XXIV Customizing your shifts Winter / Spring 2001 The Shift Length charts give you a great These two charts work together to deal of flexibility in controlling the achieve the desired effect. Chart 1 is in lengths of shifts that are used on your effect all day long and only allows schedule. These charts should be shifts of 7 hours or longer. This forces reviewed regularly to ensure they still shifts starting at 6:00AM to end at reflect the shift lengths you wish to use. 1:00PM or later. In most cases you will need three or four Chart 2 is in effect at 9:00AM and charts to achieve the proper effect. Let’s allows shorter shift lengths. Since this look at a typical store using medium-to- chart is not in effect until 9:00AM, long shifts throughout the day. If you shorter shifts will not be used before ThoughtWorks Report wish to use 5 to 8 hour shifts from 6:00 that time. This guarantees that no AM to midnight, you might set up the breakfast shift ends before the lunch following chart: rush. Chart: ALL_DAY________ Effective day and time: Mon 6:00_AM_ 12:00_AM Fri 6:00_AM_ 12:00_AM You could also ensure that all closing Tue 6:00_AM_ 12:00_AM sAt 6:00_AM_ 12:00_AM shifts are 7 hours or longer and that Wed 6:00_AM_ 12:00_AM Sun 6:00_AM_ 12:00_AM tHu 6:00_AM_ 12:00_AM hOl 6:00_AM_ 12:00_AM they start before the dinner rush by Shifts desired: Length and Priority _5.00 _8 _7.00 _3 _____ __ _____ __ _____ changing the ending time on Chart 2 to _6.00 _6 _7.50 _2 _____ __ _____ __ _____ 10:00PM. If Chart 2 ends at 10:00PM _6.50 _4 _8.00 _1 _____ __ _____ __ _____ only Chart 1 would be in effect between 10:00PM and midnight. As At first glance the chart appears to do the Chart 1 only allows 7 hour shifts or trick:. However, there is a flaw: it allows longer, none of your shifts ending after these shift lengths all day long starting at 10:00PM would be shorter than 7 6:00 AM. In most stores, it is desirable to hours. You may also want to set up a schedule opening employees to work 3rd Chart to help control your labor through lunch. The chart above allows cost during the lunch peak. The 3rd 5.0 hour shifts starting as early as 6:00 chart would only be in effect between AM, which means a shift from 6:00 AM the hours of 10:00AM and 3:00PM. On to 11:00 AM is possible even though 5.0 this chart you might allow even shorter hours only has a priority of 8. A better shifts than Chart 2, say 3.0 to 4.0 hours solution for this store would be in length, to cover your lunch peak. something like the following: A key point to remember when SHIFT PRIORITY CHART 1 OF 8 reviewing your shift priority charts is Chart: OPENING_STAFF__ Effective day and time: that the shift lengths you choose must Mon 6:00_AM_ 12:00_AM Fri 6:00_AM_ 12:00_AM Tue 6:00_AM_ 12:00_AM sAt 6:00_AM_ 12:00_AM fit within the timeframe of the chart. Wed 6:00_AM_ 12:00_AM Sun 6:00_AM_ 12:00_AM tHu 6:00_AM_ 12:00_AM hOl 6:00_AM_ 12:00_AM For example, you can’t have a chart in Shifts desired: Length and Priority effect from 5:00AM to 9:00AM and _7.00 _3 _____ __ _____ __ _____ __ _____ _7.50 _2 _____ __ _____ __ _____ __ _____ ask for 7 hour shifts because the chart _8.00 _1 _____ __ _____ __ _____ __ _____ SHIFT PRIORITY CHART 2 OF 8 itself is only in effect for 4 hours. Chart: MID_DAY________ Effective day and time: Mon 9:00_AM_ 12:00_AM Fri 9:00_AM_ 12:00_AM Tue 9:00_AM_ 12:00_AM sAt 11:00_AM 12:00_AM Wed 9:00_AM_ 12:00_AM Sun 11:00_AM 12:00_AM tHu 9:00_AM_ 12:00_AM hOl 11:00_AM 12:00_AM What’s inside Shifts desired: Length and Priority _5.00 _4 _6.50 _1 _____ __ _____ __ _____ ♦ Report Spotlight: The Manager’s Report _5.50 _3 _____ __ _____ __ _____ __ _____ ♦ Tips, Tricks & Techniques: Using Teams _6.00 _2 _____ __ _____ __ _____ __ _____ ♦ Welcome Aboard ♦ Our website: www.thoughtworksinc.com ♦ Better fonts for a better schedule Report Spotlight: The Manager’s Report The Manager’s Report is one of the most useful The next column, Hours Avail, is also new. This management reports produced by ESP. In one glance column shows the total hours available for each you can see how many days and hours every employee employee. If you find an employee who appears to have is scheduled to work, along with documented job received too few hours you can quickly look at this rotation. column to determine ESP: Employee Scheduling Program Version 4.11e R2 MANAGER'S REPORT Page: 1 if their availability is This has been ThoughtWorks Inc. 11/15/00, 10:50 AM the reason. updated in Version Report for the week of Monday, January 8, 2001 4 .1 1 an d t hi s Employee Daily Hours Total Total Total Total Hours +/- Hours Site A typical part-time Job spotlight looks at Name M T W H F A S Hours Paid Days Closes Allowed Min Avail Rotation Rotation employee with a some of the new ALICE PO . . . . . 5 4 9.0 9.0 2 1 0-40 9.0 79 A W good availability AMY B . 3 . 3 6 4 3 18.0 18.0 5 1 0-30 18.0 76 AB DT W DR information and ANDREA H . 9 9 8 9 6 . 41.0 41.0 5 0 0-44 41.0 8 AB SM should be available ANGIE K . . . . 4 5 7 14.5 14.5 3 0 0-30 14.5 77 AB DT W DR changes that appear APRIL FI . . . . . . 5 4.5 4.5 1 0 10-35 -5.5 5 A GR for a total of 60-80 BETH BL . . . . 5 3 . 8.0 8.0 2 1 0-30 8.0 76 A W DR on this report. BOB B . 3 . 3 . 6 4 15.5 15.5 4 0 3-30 12.5 35 AB GR W hours per week. For example, an A new column, employee who is Hours allowed, was added that shows the minimum to available after school from 4:00PM to 11:00PM every maximum range of hours allowed for each employee. day, and all day on Saturday and Sunday, 6:00AM to 12:00AM, would be available a total of 71 hours. In previous versions there was a column marked % min. Remember, this is just the sum of the hours they are This column reported the percentage of an employee’s available, not the number of hours they will work. minimum hours they actually received. This column has Clearly, the higher the number of hours an employee is been changed to +/- min to report the plus or minus available, the more flexible their availability, and the number of hours the employee received from their better their chances of receiving their required required minimum hours, which makes this column minimum hours. clearer and easier to understand. A manager can now quickly scan this column to look for negative numbers, Another new column, Site rotation, shows the site which indicates the employees who did not receive their rotation of your employees. This is for those customers required minimum hours. scheduling a main store with a satellite attached. Tips, tricks and techniques: A new way to use teams The team concept was originally developed to allow However, by using ESP’s team features you can you to assign all your employees to teams and then accomplish various objectives when scheduling. For schedule your employees so that they example: use it to ensure rotating weekends off for a work only when their team works. Each select group of your full-time people; use it to rotate team would have pre-defined days to your weekend breakfast crew so that the same people work each week, and their are not always opening every weekend; or use it to work days would rotate from rotate your closing shifts to ensure the same people week to week. don’t close on the same night every week. This concept turned out to be The key to all of these features is to use the Restrict very difficult to implement. option on the team charts. When you enter a range of Due to time off requests and other times and select Restrict as the class, the program availability requirements, it was very difficult to ensure recognizes that any employee who is on this particular that employees only worked with their own team. team is not permitted to work during those hours even if they are available. Page 2 T H O U G HT W O R K S R E P O R T Tips, tricks and techniques (cont’d) Consider the weekend breakfast shifts: Suppose you ensure that each team only worked during breakfast hours wanted to ensure that your weekend employees only every other weekend. work the breakfast shift every other weekend. The way to do this is to divide the crew who can work Similarly, if you wished to ensure that your employees weekend breakfast into two teams. In the Team field only worked one close, or late night shift every two in the employee file you will enter either 1 or 2. Be weeks, you would Restrict one team from 8:00PM to sure to evenly divide your employees between the close all seven days of the week. This would prevent two teams. anyone on that team from working past 8:00PM that week. The following week, you would move those entries The next step is to go into the Team chart, by to the second team. Each week you would simply reverse choosing Main menu option C: Employee information your entries from the previous week. then choose option H: Team definitions. Make the entries shown below. Depending upon your objective you can use 3 or more teams to rotate various shifts in three or four week cycles TEAM NUMBER 1 ¦ TEAM NUMBER 2 Day Start Finish Class ¦ Day Start Finish Class as well. sAt 5:00_AM_ 11:00_AM Restrict_ ¦ ___ ________ ________ _________ Sun 5:00_AM_ 11:00_AM Restrict_ ¦ ___ ________ ________ _________ ___ ________ ________ _________ ¦ ___ ________ ________ _________ ___ ________ ________ _________ ¦ ___ ________ ________ _________ Then when you are scheduling for the following week, you would simply go back into your Team definitions chart and delete those entries from Team 1 Using teams can help you accomplish a variety of goals, such as and make the same entries for Team 2. This would rotating weekends off, or rotating weekend opens or closers. Welcome aboard We would like to extend a warm welcome to Rick Fey, Blackshear, GA McDonald’s Panama and Central America, who are Paul Nelson, Goodland, KS the latest countries to join our growing Steve Cornet, Phoenix, MD family of ESP users. William Becker, Alma, MI Michael Steen, Morris, MN We have also added many new Jennifer Butler, Fernley, NV corporate stores in Argentina, Peter Mussenden, Massapequa, NY Colombia, Paraguay, Peru, Chile, Richard Nickell, Mt. Gilead, OH Russia, South Africa, and Malta. In Jose Santiago, Oklahoma City, OK addition to these corporate stores, Patty Paul, Nepean, ON we would like to welcome the following licensees. Don Carty, Renfrew, ON Laurent Vignola, Montreal, QC Menno Zacharias, Slave Lake, AB Ross Benoit, Masson, QC Jack Warden, Roanoke, AL Mike Muravsky, Rouyn QC Robert Straub, Titusville, FL Daryl Kraus, Swift Current SK K Sugie Riley, Port Orange, FL Mickey Fedorko, Prince Albert, SK Phillip Irwin, Williston, FL Fred Tillman, Memphis, TN Victor Pappa, Orrmond Beach, FL Marcel Hochstenback, Landgraaf, Netherlands Sue Martin, Smyrna Beach, FL Eduardo Arziaga, Chihuahua, Mexico Gary Reed, Astor, FL Rafael Echavarria, Medellin Antioquia, Colombia Eli Rindinella, Ormond Beach, FL Gerardo Gorostiza, Mexico City, Mexico David Potochnik, Port Orange, FL Adel Yaafar, Colon, Panama Awilda Garcia, Palm Harbor, FL Oscar Argeñal, Honduras Michael Potapow, Starke, FL Debra Goodwin, Marathon, FL I S S U E X XI V Page 3 Our website: www.thoughtworksinc.com Need an update? Want to read back-issues of this newsletter? Looking for tips and tricks on using ESP more effectively? Check the Support sec- tion of our website. Go to www.thoughtworksinc.com and click on the Support choice. You’ll find: ♦ Support and updates: Downloads for the latest version of ESP, TWPRINT, SPMH charts, the ESP Quick Start Guide and the full Reference Manual (in Microsoft Word format) ♦ Services: Information on our support services ThoughtWorks, Inc. PMB 5214, 2930 Pine Ave. ♦ Tips & tricks: Advice on improving your schedule Niagara Falls, NY 14301-2444 USA ♦ Box 63073, University Plaza ♦ Bug List: A list of error codes that you may encounter when using Duindas, ON L9H 6Y3 CANADA ESP and advice on how to fix them Phone: 1-905-628-2944 / 1-800-263-9446 Fax: 1-905-628-9251 Email: email@example.com Better fonts for a better schedule Web: www.thoughtworksinc.com More and more stores are using ThoughtWorks Print Manager Office Hours (TWPRINT) to print their schedules to a Windows-only printer. Monday-Friday: 9:00 AM – 5:00 PM TWPRINT allows you to preview your reports on-screen, and choose the Friday: 9:00 AM – 12:00 PM (June to Sept only) font for each report type. Many people use a font called Courier, which Saturday-Sunday: Closed resembles a traditional typewriter font. However, you can use any Holidays: Open normal office hours monospaced font. For a cleaner look, you might wish to try Letter Software solutions Gothic, available on most PC’s or at www.bitstream.com. For example, the following report is printed in Courier: |Projected_Labor________|___|_0|_1|_3|_4|_5|_4|_4|_5|_9|_ |Actual_Labor___________|___|_0|_1|_3|_4|_5|_5|_7|_9|_9|_ |+/-_Chart_Hours________|___|_0|_0|+1|_0|_0|+1|+3|+4|_0|+ Name___________ Job_Hrs 4__5__6__7__8__9_10_11_12__1_ |_______________|___|___| |__|__|__|__|__|__|__|__|__|_ |PAM_L_76_______|W__|8.0| |__|__####################### |ERICA_B_50_____|W__|5.5| |__|__|__|__|__|__|_######### |_______________|___|___| |__|__|__|__|__|__|__|__|__|_ |MARY_S_42______|DT_|7.5| F |__|_#######################_ |DEBBIE_C_67____|DT_|8.0| |__|__|__|__################# |TARYN_P_58_____|DT_|5.5| |__|__|__|__|__|__|_######### And this report is printed in Letter Gothic: |Projected_Labor________|___|_0|_1|_3|_4|_5|_4|_4|_5|_9|_ |Actual_Labor___________|___|_0|_1|_3|_4|_5|_5|_7|_9|_9|_ |+/-_Chart_Hours________|___|_0|_0|+1|_0|_0|+1|+3|+4|_0|+ Name___________ Job_Hrs 4__5__6__7__8__9_10_11_12__1_ |_______________|___|___| |__|__|__|__|__|__|__|__|__|_ |PAM_L_76_______|W__|8.0| |__|__####################### |ERICA_B_50_____|W__|5.5| |__|__|__|__|__|__|_######### |_______________|___|___| |__|__|__|__|__|__|__|__|__|_ |MARY_S_42______|DT_|7.5| F |__|_#######################_ |DEBBIE_C_67____|DT_|8.0| |__|__|__|__################# |TARYN_P_58_____|DT_|5.5| |__|__|__|__|__|__|_######### Nicer, right? You can choose the font for TWPRINT by clicking the Options choice in the File menu.