SCHEDULING

Shift Planning

FLOW

1. User Enters Basic Information:

The user begins by entering basic information about the scheduling process, such as the
project name, start date, end date, and any other relevant details.

2. Choose Schedule Type:

The user selects the type of schedule they want to create. This could include options such
as Basic, Advanced, Preserved Pattern Shifts and Empty Shifts

3. Choose Pattern Type (Preserved Pattern Shifts)

Depending on the schedule type chosen, the user may have the option to select a pattern
type. For example, if the user selects a Preserved Pattern Shift schedule, they may choose
between different patterns like 5/2 (five days on, two days off), 4/3 (four days on, three days
off)...
 4. Add Shift Data:

The user adds shift data for each day of the selected schedule period. This includes defining
the days for which a shift can be scheduled, start time, end time, and any other relevant
details for each shift. Additionally, the user may specify the type of shift (e.g., morning shift,
evening shift, night shift) and assign tasks or job roles to each shift ( create shift templates
that can be later choosed)

5. Assign Employees:

The user adds employees who will be assigned to the shifts created in the previous step. For
each employee, the user may enter their name, contact information, job role, and any other
relevant details. Additionally, the user may specify employee skills.

6. Save Schedule:

Finally, the user saves the completed schedule. The schedule data is stored in the system
and can be accessed and updated as needed. The user may also have the option to export
the schedule in various formats (e.g., PDF, Excel) or share it with other team members.

HIERARCHY
EMPLOYEE SCHEDULING SHIFTS
can vary depending on the industry, organization size, and specific operational needs.
However, some of the most common types of shifts include:

1. Day Shifts: These typically start in the morning and end in the afternoon or early
evening, corresponding to traditional business hours. Day shifts are common in retail,
healthcare, and office settings.

2. Evening Shifts: Also known as second shifts or swing shifts, these shifts usually
begin in the afternoon and end at night. Evening shifts are common in industries such
as hospitality, manufacturing, and transportation.

3. Night Shifts: Night shifts, also referred to as third shifts or graveyard shifts, typically
start late in the evening and end in the early morning hours. They are common in
industries such as healthcare (for nurses and doctors), security, and manufacturing.

4. Split Shifts: Split shifts involve working two separate blocks of time within a single
day with a break in between. This type of shift is common in industries such as food
service and transportation.

5. Rotating Shifts: Rotating shifts involve employees working different shifts on a

predetermined schedule, often rotating between day, evening, and night shifts. This
type of shift is common in industries that require 24-hour operations, such as
healthcare facilities and call centers.

6. On-Call Shifts: Employees are on standby during specific periods and are called in
to work if needed. On-call shifts are common in industries such as emergency
services, IT support, and utilities.

7. Weekend Shifts: Some industries, such as retail and hospitality, require employees
to work primarily on weekends due to increased customer demand.

8. Overtime Shifts: These shifts occur when employees work beyond their regular
hours, often to cover shortages or meet increased demand. Overtime shifts can
occur during any time of the day or week, depending on business needs.
SOLUTION
By categorizing shifts into four big groups, users gain more freedom and flexibility in creating
and editing schedules according to their specific needs and preferences. Whether it's the
simplicity of fixed-hour shifts or the complexity of variable-hour shifts with custom patterns,
the system accommodates a wide range of scheduling requirements:

1. Basic Shifts with Fixed Work Hours:

In this group, shifts have fixed durations and are typically uniform across all employees.
Employees work a set number of hours per shift, and schedules are relatively
straightforward.
Example: 8-hour shifts from 9:00 AM to 5:00 PM, Monday to Friday.

2. Advanced Shifts with Variable Work Hours and Shift Patterns:

This group offers more flexibility in terms of shift durations, start times, and patterns. Shifts
may vary in length, and employees might work different shifts on different days. Various shift
patterns such as 2/2 (2 workdays, 2 off days) or 3/4 (3 workdays, 4 off days) can be
accommodated:

- Maximum Shifts in a Row: Users can set limits on the maximum number of
consecutive shifts an employee can work without a break, helping to prevent
overwork and fatigue.
- Maximum Breaks in a Row: Users can specify the maximum number of consecutive
breaks an employee can have between shifts, ensuring continuity in scheduling while
allowing for adequate rest periods.
- Minimum Breaks in a Row: Users can define a minimum number of consecutive
breaks required between shifts, promoting employee well-being and compliance with
labor regulations.
Example: Employees may work a mix of 8-hour, 10-hour, or 12-hour shifts with rotating
schedules, such as 2 days on, 2 days off, while adhering to constraints such as a maximum
of 5 shifts in a row and a minimum of 1 break in a row. Shift patterns can be customized to
accommodate specific operational requirements while ensuring that employees have
sufficient rest and recovery time between shifts.

3. Preserved Pattern Shifts:

This group allows users to preserve specific shift patterns for employees who prefer
consistency or for operational needs. Shift patterns such as fixed weekdays off, alternating
shifts, or any other custom rotation can be predefined and applied to employees.

Example: A preserved pattern :

- /2/3 Pattern: Also known as the 2-2-3 or Dupont shift pattern, this pattern consists of
2 days on, 2 days off, and 3 days on, followed by a set number of days off before the
cycle repeats.

- 4/10 Pattern: In this pattern, employees work four 10-hour shifts per week, typically
Monday through Thursday, with three consecutive days off.

- 12-Hour Shift Pattern: Employees work 12-hour shifts, usually alternating between
day and night shifts over a specified period, such as 2 days on, 2 days off, 3 days on,
followed by a longer break.

- Weekend Rotation Pattern: This pattern involves rotating weekend shifts among
employees, ensuring fairness in distributing weekend work responsibilities.

- Split Shift Pattern: Employees work two separate shifts in a day with a break in
between, such as working the morning shift, taking a break, and then returning for
the evening shift.

4. Empty Shifts for Manual Input:

These shifts provide complete flexibility for manual input without predefined templates. Users
can input shifts manually, adjusting as needed based on employee availability, preferences,
or specific scheduling requirements.

Example: Users input shifts directly into a calendar interface without constraints imposed by
predefined templates or patterns.
CASE

Creating a Shift Plan for a Construction Project

Project Description:
User selects a construction project to build a commercial office building.

Step 1: Add Schedule (Activity or Job):

User identifies the main activities or jobs required for the construction project:

Site Preparation
Foundation Construction
Structural Framing
Exterior Finishing
Interior Construction
Utilities Installation
Landscaping
Final Inspection

Step 2: Add Shifts for Each Job:

1. Site Preparation:

Shift 1: Excavation and clearing (7:00 AM - 3:00 PM) - 4 workers

Shift 2: Site grading and leveling (3:00 PM - 11:00 PM) - 4 workers

2. Foundation Construction:

Shift 1: Formwork and rebar setup (7:00 AM - 3:00 PM) - 6 workers

Shift 2: Concrete pouring (3:00 PM - 11:00 PM) - 6 workers

3. Structural Framing:

Shift 1: Lumber delivery and framing setup (7:00 AM - 3:00 PM) - 8 workers
Shift 2: Framing and truss installation (3:00 PM - 11:00 PM) - 8 workers

4. Exterior Finishing:

Shift 1: Installation of exterior walls and windows (7:00 AM - 3:00 PM) - 6 workers
Shift 2: Roofing and siding installation (3:00 PM - 11:00 PM) - 6 workers

5. Interior Construction:
Shift 1: Drywall installation (7:00 AM - 3:00 PM) - 6 workers
Shift 2: Flooring and interior finishing (3:00 PM - 11:00 PM) - 6 workers

6. Utilities Installation:

Shift 1: Plumbing rough-in and electrical wiring (7:00 AM - 3:00 PM) - 8 workers
Shift 2: HVAC installation (3:00 PM - 11:00 PM) - 8 workers

7. Landscaping:

Shift 1: Turf and irrigation system installation (7:00 AM - 3:00 PM) - 4 workers
Shift 2: Planting and hardscape installation (3:00 PM - 11:00 PM) - 4 workers

8. Final Inspection:

Shift 1: Interior and exterior inspection (9:00 AM - 5:00 PM) - 2 workers

Example:

Employee: John Doe

Job: Site Preparation

Weekly Shift Plan:

The pattern: combination of two alternating shifts

MONDAY:

Shift 1 (Excavation and Clearing): 7:00 AM - 3:00 PM

TUESDAY:

Shift 1 (Excavation and Clearing): 7:00 AM - 3:00 PM

WEDNESDAY:

Shift 2 (Site Grading and Leveling): 3:00 PM - 11:00 PM

THURSDAY:

Shift 2 (Site Grading and Leveling): 3:00 PM - 11:00 PM

FRIDAY:

Shift 1 (Excavation and Clearing): 7:00 AM - 3:00 PM

SATURDAY:

Shift 2 (Site Grading and Leveling): 3:00 PM - 11:00 PM

SUNDAY:

OFF
Example 2:
An example of a weekly shift plan for four nurses utilizing a rotating schedule with day shifts
and night shifts. In this scenario, the nurses will be working in a healthcare facility that
operates 24/7, and they will follow a 2-2-3 rotation:

Week 1:

MONDAY:

Nurse 1: Day Shift (7:00 AM - 7:00 PM)

Nurse 2: Day Shift (7:00 AM - 7:00 PM)
Nurse 3: Night Shift (7:00 PM - 7:00 AM)
Nurse 4: Night Shift (7:00 PM - 7:00 AM)

TUESDAY:

Nurse 1: Day Shift (7:00 AM - 7:00 PM)

Nurse 2: Day Shift (7:00 AM - 7:00 PM)
Nurse 3: Day Off
Nurse 4: Day Off

WEDNESDAY:

Nurse 1: Night Shift (7:00 PM - 7:00 AM)

Nurse 2: Night Shift (7:00 PM - 7:00 AM)
Nurse 3: Day Shift (7:00 AM - 7:00 PM)
Nurse 4: Day Shift (7:00 AM - 7:00 PM)

THURSDAY:

Nurse 1: Night Shift (7:00 PM - 7:00 AM)

Nurse 2: Night Shift (7:00 PM - 7:00 AM)
Nurse 3: Day Shift (7:00 AM - 7:00 PM)
Nurse 4: Day Shift (7:00 AM - 7:00 PM)

FRIDAY:

Nurse 1: Day Off

Nurse 2: Day Off
Nurse 3: Night Shift (7:00 PM - 7:00 AM)
Nurse 4: Night Shift (7:00 PM - 7:00 AM)
SATURDAY:

Nurse 1: Day Off

Nurse 2: Day Off
Nurse 3: Night Shift (7:00 PM - 7:00 AM)
Nurse 4: Night Shift (7:00 PM - 7:00 AM)

SUNDAY:

Nurse 1: Day Off

Nurse 2: Day Off
Nurse 3: Day Off
Nurse 4: Day Off

This schedule follows a 2-2-3 rotation, meaning nurses work two consecutive day shifts,
followed by two consecutive night shifts, and then have three days off. The rotation repeats
in the following weeks, ensuring fair distribution of shifts and adequate time off for rest and
recovery. Additionally, it ensures 24/7 coverage at the healthcare facility while
accommodating the preferences and needs of the nursing staff.