WORKOFO, what is it?
- A system that uses artificial intelligence to create a timetable for employees.
- Simplifies the process of creating and managing work schedules
- Employees' preferences for the work schedule are fulfilled
- Employee hours scheduled according to the planned workload
How to get started?
To be granted access to WORKOFO, please contact the project representative within your company.
It is important to select the work schedule you want to check/compile/modify when logging into the system. The selection of the schedule is made in the right corner of the screen.
How to create a draft for schedule?
When you select a new month, a bar appears in the middle of the screen with a button - Create Draft timetable.
How to prepare the system for the first optimisation of the timetable?
Before starting the optimisation process, it is important to check that the system is populated with up-to-date and relevant information. Check the timesheet, the list of employees (review the skills and scheduling agreement), employee preferences and business rules. Only when the information is up-to-date can the work schedule be optimised.
Business rules are developed through a pilot project. The rules may be edited or new ones may be created due to the habits and idiosyncrasies of each chapter.
You can book a timetable optimisation by updating the information in the system.
IMPORTANT: The rule Changes to Opening Hours can only be edited by WORKOFO system administrators. The rule defines what activities must be planned in the unit.
What to check in an optimised work schedule?
The main task after optimising the timetable is to check whether the timetable generated by the system is suitable for the work.
It is necessary to review the schedule for errors: the optimised work schedule may have errors for various reasons:
Case 1: The rules do not correspond to a possible situation. For example, a point is open 400 hours per month. It is always required to have at least 1 employee at the time of opening. However, the total number of working hours of the employees assigned to the roster is 320 hours. Conclusion: It is not possible to fulfil the rule due to lack of resources.
Case 2: The rules conflict with each other. For example two valid business rules. The first rule stipulates that there must be a minimum of 2 employees at the workplace. The second rule stipulates that no more than 1 employee shall be present in the evening. The system follows the stricter requirement, schedules 1 employee, but shows an error that rule 1 is not fulfilled. Conclusion: The rules overlap and the time of day of the first rule needs to be edited.
If the timetable is suitable for the job - Confirm
If the timetable is not suitable for the work, make changes to the system that are not currently satisfactory or add/change business rules (follow the steps in the section - How to prepare the system for the first timetable optimisation?). Order a new optimisation of the work schedule after the changes have been made.
How to manage the timetable during the current month?
During the current month, changes are made in the system directly or at the request of the employees (schedule version - Actual). OPTIMISATION of the timetable is only necessary in exceptional cases during the month (cases below):
- A radical change in workload during the month (new department, new team, new activities). Consult with WORKOFO administrators before making changes and optimization.
- New employees at the beginning of the month (only if the employees are immediately involved in key tasks). When new employees are added, lock the schedule of existing employees and optimise.
In most other cases, the existing graph is edited rather than re-optimised.
In WORKOFO, new functionalities or inconsistencies may arise due to constant changes. New functionalities are communicated by the WORKOFO system administrator and shared in the user manual. If you notice an inconsistency in the system, have any questions or suggestions on how to improve the system, please contact the project representative in your company or fill in the request form (link: https://support.workofo.com/support/tickets/new).
Thank you for choosing WORKOFO!