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Introduction
• University at Albany
• Information Technology Services
• Student Tech Consultants
Managerial Functions
• Key operations in supervising student workforce• Recruitment and onboarding
• Schedule creation
• Schedule changes
• Attendance
• Time sheets for payroll
Manual Tools
• Spreadsheets
• Time sheets
• Scale issues• Bottlenecks
• Verifiability
• Incentives
Packaged ToolsCan you do it for me?
When to Work
• Hosted
• Low cost
• Scheduling• Roles
• Shift trading
• Test drive link
When to Work
• Schedule list view
When to Work
• Employee availability choices
When to Work
• Shift filling view
Schedulesource Teamwork
• Large suite
• Scheduling• Roles
• Shift trading
• Time-clock integration
Schedulesource Teamwork
• Flexible shift view with filters
Schedulesource Teamwork
• Availability settings
Shiftplanning
• Hosted
• Focus on automation
• Detailedpermissions
• Schedule• Shift trading
• Time-clockintegration
Shiftplanning
• Flexible schedule views
Shiftplanning
• Payroll summary
ConPortal
• Open source
• Local hosting
• Customizable
• Self-service
• Schedule
• Time tracking
• Current status
ConPortal
• Schedule• Flexible changes
• Phased release
• Hour limits
• Multiple locations
Homegrown Tools
• Pros• Limitless customization
• Targeted to needs
• Changes on your own time table
• No cost
• Cons• No support
• “No cost”
• Changes on your own time table
ConsequencesSo, was that an answer?
Tool-agnostic Features
• Essential features• Access control
• Authentication
• Admin/Manager/Employee
• Common platform access• Web standards
• Local and remote access
• Desktop or mobile operating systems for apps
• Support
Evaluating and Comparing Tools
• Determine and rank needs
• Find viable tools
• Solicit candidates to try
• Compare on rubric
WhentoW
ork
ConPortal
ScheduleSource
ShiftPlanning
Access control
Authenticated login Y Y Y Y
Login via LDAP/AD/SSO Y Y
Login via OpenID or other third-party federation Y Y
Permission levels (e.g. student, staff, administrator) Y Y Y Y
Scheduling
Flexible shift creation (e.g. arbitrary length, varying times) Y Y Y Y
Staff can assign hours Y Y Y Y
Students can request hours or ranges Y Y Y
Students can pick hours Y Y Y
Easy changes to shift schedule Y Y Y Y
Trade requests Y Y Y
Multiple employee roles for duties/locations Y Y Y
Integrate or export schedule to common calendar tools Y Y
WhentoW
ork
ConPortal
ScheduleSource
ShiftPlanning
Monitoring
Time punch in/out Y Y Y
Current coverage dashboard Y Y Y
Coverage anomaly notifications (e.g. late, no-show) Y Y
Support
Price/month $30 $0 "Low" $44
Professional/contract Y Y Y
Community or none Y
Accessibility
Web app accessible via common browsers/plugins Y Y Y Y
Mobile version or app Y Y
Payroll
Self-service print of time sheet Y Y Y
Integrate with payroll services Y Y Y
Manager view and verify time sheets Y Y Y
Time clock for detailed timing Y Y Y
Correction of errors on time sheets Y
Conclusions
• Practically anything can technically work
• Consider your environment• Scale
• Budget
• Complexity
• Try before you buy
• Still need managers for people issues
References
Andrew Lyons
• Excel:• Gretchen Maxam, Hamilton College
• Whentowork:• Jeff Koerber, Towson University• "Employee Scheduling."
http://whentowork.com
• Whentohelp:• Diane Yee, Rice University
• ScheduleSource TeamWork:• Hank Pletscher, Saginaw Valley State
University
• ShiftPlanning:• Inge Mares, Portland State University• "Online Employee Scheduling Software
| Workforce Management." http://www.shiftplanning.com
• ConPortal• Andrew Lyons, University at Albany
Questions?
