More than half of S Group’s employees work part time. S Group wanted to make its shift management more efficient and ease the everyday work of the supervisors. Digia Tempus workforce management offered an easy-to-use solution, which takes into account the collective labor agreement rules as well.
At HR, we aim to develop tools that support the everyday work of supervisors, and Tempus fits the bill very well.
Anna-Kaisa Hakala, Project Manager, HR, SOK
More than half of S Group’s employees work part-time. The Group wants to use internal resources to meet increased need during rush hours, for example, and give employees an opportunity to work extra hours in other outlets within the Group. S Group has employed various methods of informing employees about these opportunities. Some outlets have sent group text messages to employees, while in others supervisors have called or sent text messages to employees using their personal mobile phones.
S Group wanted to make its shift management more efficient and consistent. With Digia Tempus, the Group can fill open shifts quickly while ensuring compliance with the obligation to offer additional work to part-time employees.
Employee interest in working in other outlets, and their ability to do so, was assessed during the deployment of Tempus, giving them the opportunity to work in several outlets and learn new skills in practice.
S Group has used Tempus since the autumn of 2010.
With Digia Tempus, supervisors can offer shifts to suitable employees easily and effectively. When the supervisor selects an outlet and shift in Tempus, the service automatically finds employees who have expressed an interest in working there, have the required skills and are available for the shift. Shifts can then be offered to them.
In addition to specifying the skills required, the supervisor can also specify employment contract types to narrow down the list of suitable employees. Tempus verifies the collective labor agreement rules as well as hours per planning period or balance period, warning the supervisor if it seems that the employee’s rest period will be cut too short.
Tempus notifies selected employees about the open shift by text message. The message is predefined in the system, but the supervisor can personalize it. The message contains instructions for accepting the shift via text message or a web link. Using the latter, employees can answer even if they cannot answer their phone.
When the supervisor has selected employees for the shift, they receive confirmation. Other interested employees receive a text message informing them that they were not selected at this time.
Using Digia iSuite, Tempus has been integrated with S Group’s shift planning system, which provides Tempus with on-time information about employees and shifts. Similarly, when a supervisor confirms and employee’s shift in Tempus, the confirmed shift is transferred directly to the shift planning system. This means that the supervisor does not need to enter the data twice, which eliminates possible errors.
Tempus also allows sending general text messages to all persons in the system.
“By utilizing results from user studies conducted by Digia and S Group, Tempus has been designed with ease of use in mind. Ease of use also means efficiency”, says Janne Ojala from Digia.
Tempus offers significant cost-savings by automating the process of filling open shifts.
“Supervisors no longer need to spend time consulting the shift planning system, trying to identify employees available for open shifts, because Tempus does this for them”, Ojala adds.
Accessed via a web browser, Tempus is available to supervisors anywhere, anytime. With the reporting function of Tempus, it is easy to see the shifts offered to employees and confirmed shifts. Shifts scheduling becomes increasingly fair when open shifts can be offered to several persons simultaneously.
“At HR, we aim to develop tools that support the everyday work of supervisors, and Tempus fits the bill very well”, says Anna-Kaisa Hakala, Project Manager at SOK HR.
Ease of use was one of the key requirements, and supervisors have welcomed Tempus for this very reason.
“The automatic transfer of shift data to the shift planning system saves supervisors a lot of time”, Hakala adds.