1. Overview

Labor Forecasting allows users to quickly create batches of shifts depending on the type of specified event and the number of guests (label can be changed) attending.

Some examples of events that can be specified are breakfast, lunch or dinner events which are either sit-down or buffet style, events with bar service, and concerts that have different arena configurations (stage at one end vs. in the center). In actual fact, any event that you can staff based on pre-determined ratios can use the Labor Forecasting tool.

This feature can only be run in Schedule Xpress and is not automatically enabled. Please contact support@celayix.com to have the feature turned on.

2. User Guide

2.1. Event ratios

Event ratios are the key input that needs to be defined and which will be used to generate the necessary shifts based on the specified event. Event Ratios can be reviewed or created in the Settings -> Labor Forecasting section within Schedule Xpress. The Settings -> Labor Forecasting location is also used to add the different event types and sub-types. Although most users will only have the Event Type and Event Sub-type defined, the system can be used to define a deeper hierarchy (for example: sub-sub type). This will generally be a one-time setup and the user will work with the implementation specialist to populate these.

To go to Event Ratios you need to click on the cog icon (1)

Then click on Labor Forecasting and Event Ratios (2)

You have the option of creating a new ratio (3), cloning an existing ratio (4), or deleting a ratio (5)

The event types and sub-types are created on this form in the relevant fields, as shown below

Creating a New Ratio

1. Type and Sub-type are selected (if already defined) or created on this form in the relevant fields. To create a new Type / Sub-Type, start typing the name that will be used and click in the appropriate area to create the event.
2. Select the Service from the dropdown which has already been defined in eTime.
3. The Pre-event shift start and Post-event shift end fields are used to set how much time in advance of the event start that staff should arrive and alternatively when the shift will end at the conclusion of the event.
4. Guest to Shift Ratio is where the ratio of employees to guests is defined. Ratios can be simple to complex with minimum staffing specified as well as non-linear changes depending on the staff count. Below are some of the scenarios that are supported.
5. Rounding allows the system to know what to do if the amount of guests falls in-between a ratio. For example, if you have specified 1 shift for every 10 guests, this field will determine what happens if only 7 guests are attending.

Sample ‘linear/simple’ ratio:

In this example, the event type is a sit-down lunch which requires staff to arrive 90 minutes prior to setup and stay 60 minutes afterwards to wrap-up. The ratio is linear in that 1 shift will be created for every 10 guests and the system will roundup the number of shifts if the guest count is not a multiple of 10.

The above sample would apply the same ratio irrespective of guests numbered 10 or 10,000.

A sample breakpoint/complex ratio with various breakpoints defined

The above example is where the guest number breakpoints occur before the next shift is added. This is used where a linear ratio doesn’t apply. The setup of ratios is support as many breakpoints as needed but there will always be an 'above' clause in case the guest numbers happen to exceed the planned breakpoints.

This is an example of a coffee break event where shifts begin 30 minutes prior to the event start. The ratio is as follows:

• Between 0-15 guests, one shift will be created.
• From 16-28 guests, one additional shift will be created (for a total of 2 shifts up to 28 guests)
• Above the 28^th guest, one additional shift will be created for every 12 guests.
• If the guest count is not a multiple of 12, the shifts will be rounded up. For example, if there are 45 guests, a total of 4 shifts will be created.

The above process is repeated depending on the types of services that will be required for the specific event. For example, if the event is a reception with bar, the services that might be required include servers and bartenders. Each of these services needs to be setup, which would look similar to the screenshot below.

2.2. Event Dashboard

The Event Dashboard is used to see a list of the events that are expected to occur. This section is likely to be used daily and possibly for creating multiple events per day.

To navigate to this part in the system click on the wine glass icon (1)

Linking an Event

It is possible to link an event in the system. A possible reason for this is that the user wants to use the same group of employees for multiple events, for example there may be a breakfast event in the morning and a lunch event later in the day and rather than using a different group of employees the user wants the system to schedule from the breakfast event. This can be achieved using Find replacement and Autofill when scheduling but first the events must be linked.

When clicking on the Event icon (1) the user will be presented with the screen below. There are two fields Event Name which can be different and the Event ID this needs to be the same for the Event to be linked (It does not have to be a number it can be alphanumeric)

Scheduling a Linked Event

The user can schedule linked events by using the requirement ‘Already scheduled on this date on linked event’ in Find Replacement and Autofill (coming soon). Having this option checked will result in the system only looking at employees who have been schedule on the other linked events

A sample event

Once you click on an event, the event details screen will open up. This section will look at the various segments of the Event form. (the event form is too big for one screen print so is broken down into segments)

How it works:

These are the crucial panels used to determine timing and number of shifts.

The user is expected to create an event for each batch of shifts they want to create:

(1) These values are checked to ensure a valid ratio has been pre-created so we can figure out how many shifts are needed based on (2);

(2) The guest count drives the number of shifts needed;

(3) The event date and times are needed to ensure the shifts are created at the correct time. The shift times can differ from the event times entered here. See ‘pre-event shift start’ and ‘post-event shift end’ fields on second screen print above – these are used to pad out the shift times to represent the complete duration the employee is expected (scheduled) to work;

(4) Based on 1 & 2, we can determine which types of work (services) this type of event needs based on the guest count;

(5) Each event requires the user to ‘synchronize’ to actually create the open shifts in the database  <items 6 – 11 are informational>. Once the open shifts are created, the scheduler can use whichever techniques they prefer to assign shifts to employees;

(6) Based on the event ratios, we know which services are required. Individual ratios need to be created for each service, if this type of event requires different skills;

(7) This is just a reminder of the ratio;

(8) Based on 1 & 2, this is how many shifts should be needed – this is effectively the baseline requirements;

(9) Prior to synchronization, this field will show zeros as shifts are only created when synchronization occurs. Once synchronized, this will show the number of each type of shift (by service) created. If the user manually adds or deletes shifts and re-synchronizes, this numbers will change;

(10) As open shifts are assigned out to employees (by which ever method scheduler prefers) these numbers will decrease. The goal is to have zero open shifts by the time the event is due to start;

(11) This is a summary of the current shift situation. Under-subscribed events will have negative number, meaning insufficient shifts exist (e.g. scheduler has manually deleted some shifts so we are below baseline). Over-subscribed events are shown as a positive number, meaning too many shifts have been created (e.g. scheduler has added some extra shifts, typically by copy/paste in schedule grid). The goal here is have zeroes in this column meaning the numbers match the baseline. Having said that, the scheduler has the discretion to add/reduce the shift count if they want to in the schedule grid.

NOTE: if the scheduler has decided to add or reduce the shift count, hitting the synchronize button will attempt to adjust the number of shifts back to baseline (by adding or deleting shifts as needed).

There is a caveat to this though – if shifts need to be deleted, only open shifts can be; meaning if the event is over-subscribed, the scheduler may need to remove employees from assigned shifts first.

Example:

• Baseline = 10 shifts based on 100 guests.
• Current situation = 7 shifts assigned and 3 still open.
• Client decides only 50 guest will attend so guest count reduced meaning we now only need 5 shifts.
• Re-synchronizing can delete the 3 open shifts but the event still has 2 more assigned shifts than needed.
• Scheduler can either choose two assigned shifts and make open, then re-synchronize or simply delete the two excess assigned shifts.
• The important point is that Schedule Xpress does not know which order employees should be removed from assigned shifts so this action has to be done by the scheduler.