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Project
Name
HR, Scheduling, digitalisation
Project
Area
HR, Scheduling, digitalisation
Disclaimer
NDA project.
Project Journey
In fast-moving service and operations environments, static schedules can quickly become outdated when staffing needs, vacations, absences, or employee availability change. The AI Shift project was designed to make planning more flexible while keeping administration in control, reducing manual coordination, and improving employee satisfaction.
Problem Definition
The administration's requirement to prepare schedules one month in advance resulted in rigidity and inefficiency. Changes in staffing needs or employee availability were difficult to accommodate, leading to operational challenges and decreased morale.
Methodology
The project employed a collaborative approach, gathering input from both administration and employees to understand their needs. An iterative development process was used, with regular testing phases to ensure functionality and usability. AI algorithms were implemented to analyse data and provide predictive insights.
Objectives
- To develop a shift management app that allows flexible booking and management of work hours.
- To enable employees to release or exchange shifts within specified time frames.
- To integrate with the Horizon system for tracking hours, leaves, and automating salary calculations.
- To provide internal communication features and customisable settings for vacation planning.
Features and Capabilities
Shift Management
- Time Slot Creation:: Administration defines required staffing levels for specific times.
- Employee Booking: Employees can book available slots once they are open.
- Shift Release/Exchange: Up to 48 hours before a shift, employees can release or exchange slots.
- Administrative Intervention: If a slot remains unfilled 24 hours prior, the system alerts administrators to assign the shift based on predefined criteria.
Communication and Customisation:
- Internal Chat: Centralizes work-related communication within the app.
- Customisable Settings: Allows administrators to set rules for vacation booking and shift management.
- Guidelines and Policies: Provides employees with clear instructions and company policies.
AI Integration:
- Trend Monitoring: Analyzes booking patterns to forecast staffing needs.
- Anomaly Detection: Identifies irregularities in scheduling, such as sudden drops in bookings.
- Notifications: Alerts administration to potential issues requiring attention.
System Integration:
- Horizon Integration: Syncs with the Horizon system for real-time tracking of hours, leaves, and vacations.
- Salary Calculations: Automates payroll processes based on accurate timekeeping data.
Communication and Customisation:
- Internal Chat: Centralizes work-related communication within the app.
- Customisable Settings: Allows administrators to set rules for vacation booking and shift management.
- Guidelines and Policies: Provides employees with clear instructions and company policies.
Conclusion
The implementation of the AI-enhanced shift management system effectively transformed the organisation's scheduling process. By balancing employee flexibility with administrative control, the system improved operational efficiency and employee morale.
The integration with Horizon streamlined administrative tasks, and the AI features provided actionable insights, positioning the organisation for future growth.
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