TeleStaff Schedule (Details)

Name of province/ territory:

Ontario

City/ Region:

York Region

Description of Initiative:

York Regional Police (YRP) is implementing a scheduling solution to improve work force planning and scheduling processes. The new system will replace the current E-scheduling system and facilitate improved scheduling decisions. The project will reduce or eliminate the use of Excel spreadsheets and manual scheduling processes. The intent is to have a single-point system for the scheduling of officers, civilians and auxiliary officers.

Initiative Key Objectives:

The TeleStaff schedule system was designed with the following objectives:

  • eliminate the duplication of efforts and the need to look at different systems or screens when entering and maintaining schedules;
  • ensure that adequate staffing levels are met for each unit and shift;
  • enable real-time schedule information for all units; and
  • utilize police resources more efficiently.

Section Responsible for Implementation:

Information Technology, supported by a team seconded from Operations and HR

Key Contact:

Ron Huber
5390@yrp.ca

Groups/ Agencies/ Key Partners Involved:

  • other police services
  • private agencies/corporations
  • civilian governing authorities
  • police association or union
  • Vendor - Kronos Inc.

Level of Involvement (consultative - information sharing) and/or cooperative - direct involvement):

N/A

Amount of Time Initiative has been in Place:

This initiative has been in place since October 2012.

Reason for Undertaking the Initiative:

It was undertaken as a result of concerns regarding issues with the current E-schedule system, which needed to be replaced to keep up with growth and technology.

Resources Required to Implement this Initiative:

  • Set-up: $450,000
  • Support and maintenance: $51,000
  • Staff time

Method of Implementation:

Implementation steps:

  • The selected vendor (Kronos Inc.) provided the TeleStaff system, a comprehensive work force scheduling solution to meet the needs and objectives of the organization.
  • We started with a comprehensive review of the current processes, minimum staffing requirements and schedules.
  • The TeleStaff system was configured based on YRP requirements.
  • We loaded employee data.
  • The system was tested and the training is being delivered to supervisors and administrative assistants.
  • Phase 1 is scheduled to go live in February–March 2014.
  • Phase 2 is scheduled to go live in September 2014.
  • Phase 3 is scheduled to go live in December 2014.

Key Outcomes of the Initiative:

The TeleStaff schedule system has resulted in the following outcomes:

  • reduction in administrative time (the equivalent of seven full-time staff);
  • enhanced functionality;
  • access from home; and
  • call-out functionality.

Availability of a Communication Strategy:

Yes

Key Messages used to Publicize the Initiative:

The project team has put out communications through the Intranet on what the change is, when it is coming, how it impacts employees and when the training will be delivered. In addition, presentations have been made to the Executive Command Team, Superintendents, S/Sgt forums, Supervisor Leadership forums, and Civilian Development seminars. An E-learning course will be delivered to all employees and one-day in-class training will be delivered to supervisors.

Forms of Evaluation by which the Initiative will be Assessed:

  • internal (in-house)
  • quantitative
  • qualitative

Evaluation Completed or Community Feedback Received:

No

Summary of the Outcomes:

N/A

Summary of the Performance Measure Data Collected:

Qualitative: satisfaction feedback
Quantitative: usage, administrative time saved

Economics of Policing Pillars:

Further Details:

N/A

Additional Comments or Suggestions:

N/A

Record Entry Date:

2015-03-01

Date modified: