Scheduling solutions

Crew scheduling must not be overlooked, as its function is vital to the smooth running of any public transport operator’s services. Crew schedulers must ensure that not only are there enough personnel to man the services – but also that their staff are satisfied with the roster times they are given. Christian Shelton looks at some of the current products on the market that make this task easier.

For mid- to large transport operators crew scheduling can be particularly difficult due to the large number of staff. Not too long ago this tricky job was done manually. Fortunately, advances in IT now mean that there are a number of excellent computer software products available to help. These programmes have to be flexible, balanced and transparent. They must also be fully flexible so that they can react to unforeseen circumstances.

German based personnel management systems specialist id Informations- und Dispositionssysteme (id systeme) has developed the PERDIS software system, which it claims offers full functionality for duty, staff and vehicle management. The program allows the configuration of virtually all parameters, meaning that it can be implemented according to individual requirements, without customisation of the software. This includes such items as rest and work period checking and driver licensing and qualification validation. For a company without computerised scheduling and/or personnel systems, PERDIS provides the facilities to set up basic data directly.

Independent system

Id systeme states that PERDIS supports the import and export of existing data from different external systems. This includes interfaces to planning systems for the taking over of circulation and duty data. Most usual systems available on the market can be used with PERDIS. It also allows a wide range of interfaces for outputting the data to wage and work calculation systems including SAP, PAISY, LOGA and many others. There are further interfaces to operation control and operation data entry systems.

This means that PERDIS users are free to decide which combination of IT systems best suits their needs without any loss of functionality – which can be a problem associated with ‘all-inclusive’ systems.

Modular system

PERDIS is a modular system, so it is adaptable to traffic related and company specific requirements. It has a comprehensive structure and user-friendly menus and screens.

The goal of the PERDIS system is to provide all required data in the most appropriate, fast and secure manner. Automatic functions are available for all tasks that require a lot of work. To guarantee short system response times, the user can separate the actual needed data by filters with various options.

One of the key automatic functions of the system is the AutoPlan module. AutoPlan is a support function for the preparation of long-term rotas, which form the basic structure of rosters, by generating fixed duty sequences automatically.

The module includes three main functions:

• Duty mass analysis
• Rota structure generator
• Rota matrix generator

In duty mass analysis, the duties are assigned to the categories predefined by the company (early, middle, late, night, split etc.). This classification is protocolled and displayed in a ‘duty time diagram’. This provides a good overview for further planning.

The first automatic step in duty sequence formation generates a rota structure. PERDIS takes the defined specifications into account, i.e. the pattern of days off (5/2, 6/3, ….), a desired duty sequence (late > early, same, …) and a desired sequence of working weeks (late > early > spare, …). The result is a rota matrix which initially only contains predefined dummies (ear, lat etc.) instead of actual duties. This matrix can then be post-edited manually in any way required.

In the second step, PERDIS fills this structure with the duties stored. The resulting rota matrix is virtually finished, depending on how completely it was possible to spread the classifications over the matrix positions. This matrix can also be revised manually.

Protocols show where it is necessary for the user to adapt the settings so that a new automatic assignment process can generate a completely filled rota matrix whenever possible.

All predefined regulations for rest times are complied with here. On the basis of this fundamental rota structure, which is generated once only, PERDIS can generate scheduled rosters that can be created for any desired time periods in the future. AutoPlan thus provides useful support for this time-consuming part of personnel assignment planning.

In order to incorporate the right of the employees to have a say in duty assignment, id systeme has developed the FlexPlan module.

The aim of this function to enable is the preparation of preferred rosters, whereby the individual preferences of the employee as well as the company requirements are taken into account.

Employees are able to store individual long-term preferences that are taken into account when the rosters are prepared automatically. Short-term preferences can be entered for certain days. These can also be entered by the employees themselves if the InfoTerminal module is used.

The special feature of FlexPlan is that preferred rosters can be an integral part of usual rota structures, thus minimising additional administrative effort. This is the main difference between FlexPlan and other programs for preferred rosters, which can only create separate rosters and for which flexible adaptation to company changes is only possible via a large amount of effort.

The InfoTerminal module, mentioned above, also enables companies to allow their employees access to personal data from a terminal provided for this purpose.

The Holiday Planner provides additional functions for the long-term planning of annual holidays or other long-term absences. It provides planning function based on roster data, which is better because they are more realistic.

PERDIS is a multi-user system which can be used under Windows/NT based systems such as Windows 2000, XP and upcoming variants as a client server in a centralised (terminal server) or decentralised way. Inclusion into company data networks is also possible.

The economic benefits of the systems result not only from the more rational execution of the work but from automated procedures for duty assignment etc. and in particular from the automated providing of wage-relevant data to the wage payment system of your company.

Since German telematics and electronic fare collection systems specialist Init acquired a 44% strategic interest in id systeme, it has been able to offer the PERDIS, to complement its PLANit planning software.

Another German company that provides software for transport planning applications is PTV. The company has developed a crew rostering and driver dispatch system combined into one system called INTERPLAN/Select.

The system is specifically designed for use in companies with shift work. Not only does it link crew and vehicle scheduling systems, but also commercial payroll accounting systems.

INTERPLAN/Select supports the entire planning process. It offers tools and methods for long-term and medium-term crew scheduling and rostering as well as for operational dispatching on the basis of legal frameworks and company guidelines.

Relational data stores with standardised interfaces allow the user to access current data in all programs and to exchange data with adjacent systems. Numerous interfaces are available allowing the user to integrate the system into different IT environments.

However, INTERPLAN/Select can also be used by companies already working with a dispatching system. It will then supplement the existing tool by calculating individual crew schedules, including different interfaces (e.g. Perdis, profahr).

Standard and individual rosters

The dispatcher normally generates a first non-personalised crew schedule with shift sequences based on continuous, regular patterns. These shift sequences are calculated on the basis of legal and collectively agreed contracts or other internal agreements on working conditions.

If the dispatcher wants to generate individual rosters, the system will calculate the required shifts and the number of available employees independently of each other. Afterwards they can be quickly matched resulting in individual rosters for each employee. Existing standard shift sequences can be imported and further processed by the system.

It is also possible to create a template for a rotation matrix manually. The number of columns (days) and rows (drivers) in the matrix is freely configurable. By specifying the type and the ID of the duty in the matrix the dispatcher receives an exact template to be used for the following crew rostering process. He must only assign a row number to the employee.

Individual crew schedules are based on the employee’s shift preferences. INTERPLAN/Select collects the data on a daily basis, regardless of whether the employee has selected a day off or specific types of shifts. The system permanently checks the plausibility of the relevant internal agreements and collectively agreed contracts during data input. Additionally, it takes account of long-term absence when entering preferred shifts or calculating individual shift schedules.

After having entered the employee’s shift preferences, the system automatically assigns the shifts to the staff. The system aims at meeting the employees’ demands as often as possible, always on the basis of all existing guidelines.

The framework for shift assignments is freely configurable. This also applies to all program modules. As a result, the system clearly presents all kinds of company requirements, such as the number of the same duties for the same type of shift during several days or the number of standby duties per employee.

Benefits from individual crew scheduling

Users confirm that individual crew schedules have positive impacts on both the organisation and the employee.

The employees benefit from individually adjusted working hours. The ‘personal’ crew schedule leads to greater worker morale and satisfaction. Higher availability maximises the productivity throughout the organisation.

The number of standby shifts can be reduced by taking long-term absence into account. The system thus contributes to a higher level of planning security for the employee. Moreover, it provides the dispatcher with a wider scope for action thanks to the reduced number of changes during medium- and short-term planning.

Dispatching

Complexity of manpower planning depends on the crew scheduling method to be applied, i.e. individual or standard crew scheduling/rostering.

Standard crew scheduling means that long-term absence must be planned separately. Individual crew scheduling includes this information and only short-term, unforeseen circumstances have to be taken into account. The dispatcher can thus focus solely on ad-hoc planning scenarios.

The way of proceeding is the same for crew rostering and operational dispatching when using INTERPLAN/Select. Both programs are based on the same masks und functions. INTERPLAN/Select distinguishes between automatic duty assignment and manual planning steps in dispatching.

Automatic functions allow the user to create new crew schedules and to update existing ones. Duties not yet allocated can thus be easily assigned to the employees currently available by also taking the employee’s preferred working hours into account. The user defines parameters regarding the assignment of duties to single employees (fulfilment of personal preferences, possible options, number of duties in a row, maximum number of duties for a specific type of shift). He can determine the general framework regarding the number of standby shifts per calendar day or the maximum number of employees receiving holiday time off, for example.

Daily tasks can be performed with the help of the central dispatching mask. It is possible to directly edit requests for additional days off or notifications of sickness, for example. The shifts, which have now to be reassigned, are automatically or manually allocated to available employees, as described above.

Flexible manual dispatching

INTERPLAN/Select provides additional lists with proposals regarding employees available and shifts to be allocated in case manual dispatching is applied. The display in the form of traffic lights shows which employee can work certain shifts. The lists also include information about the current status of each time account.

INTERPLAN/Select provides the dispatcher with an extra editing function when employees want to exchange shifts. The dispatcher first enters the name of the employees who would like to exchange one or several shifts. The system analyses whether shift exchanges are possible and presents the results in a list. If duties are re-allocated, all results will be included in the statistics.

It is also possible to modify duties during the scheduling process, which means that duties to be assigned or already assigned to the staff can be divided into duty elements. And duty elements are re-scheduled to new duties. The dispatcher is continuously notified of the changes and whether they comply with the parameters previously set, such as rest times when working longer shifts.

INTERPLAN/Select also offers lists with proposals made for changed shifts. A list of ‘suitable’ duty elements is offered by the system on the basis of a duty element or a complete duty roster. The dispatcher can then select from different proposals on how to connect duties or duty elements.

The result of the operational dispatching process can be monitored in the integrated control unit for start times of shifts. The user has also access to all dispatching functions. This module allows the user to store subsequent changes in scheduling, such as modified duties or information on extra hours worked.

The collected data is the basis for supply of information to downstream payroll systems via existing interfaces.

Omnibus Systems

In the UK, one of the leading suppliers of timetable and scheduling software to the passenger transport industry is Omnibus Systems. The company supplies modules for constructing timetables, schedules, rotas and bus stop displays to a wide range of transport operators and local authorities both in the UK and internationally.

The company’s OMNIBASE system can help create large and complex schedules quickly in conjunction with its OMNITIMES timetable data. The scheduler can edit either from on-screen graphs or a trip list, allowing full control at all stages. OMNIBASE can automatically produce a full range of printed reports, including running boards and duty sheets in a variety of styles. OMNIBASE can also link to many other systems, including E P Morris’ Traffic program, Transform route performance and Excel or Grampian depot allocation systems.

Omnibus Systems describes OMNIBASE as a powerful yet easy to use computer based scheduling package, which helps to produce accurate and efficient bus and crew duties quickly.

OMNIBASE assists the crew scheduling process by entering the crew duty details and viewing the duty value on screen. Duties are easily modified and checked instantly. Crew duties can also be edited using an on-screen graph.

OMNIBASE removes the tedious process of producing various bus and crew reports. Bus and crew running boards; crew duty lists; sign-on sheets; bus and crew graphs; depot run out sheets; time and mileage statistics, can all be produced automatically.

OMNIBASE does not require a change to your current scheduling practices: it adapts to the way you work, not the other way round.

Portuguese company SISCOG has also developed software to aid roster scheduling. The company claims that its Roster Scheduler assembles duties into base rosters, following labour rules that impose constraints upon the roster construction. The Roster Scheduler works from the perspective of a depot (or personnel base) and a certain set of personnel skills.

When the planner wants to produce a base roster for a certain location and a certain class of personnel, the Roster Scheduler component loads the relevant information. This is done through the use of panels, where the user selects the class of personnel, the location for which he wants to create the base roster, and additional criteria that should be placed on the duties in the roster.

Indeed, London Underground has signed a contract for the use of SISCOG’s CREWS software, for planning the work of all its train drivers.

This multi-million Euro contract award was the result of an international call for tenders. SISCOG’s solution produces the duties and rosters for all 3,000 London’s Underground train drivers. The agreement with London Underground, the oldest and one of the largest metro operators in the world, was obtained after a demanding evaluation and a thorough process involving several other systems.

According to Dr. João Martins, one of SISCOG’s Managing Directors: “We are very proud with this achievement and we warmly welcome London Underground to the community of CREWS users. Our market has been mostly in the domain of railway’s crew planning and management systems. For the first time we have been able to enter the metro’s domain. We are sure that all the knowledge and experience gathered since 1986 working inside the complexity of the railway domain will be a valuable advantage to ensure that SISCOG will meet and exceed London Underground requirements and expectations.”