Resource Analysts Ltd

RotaView: rota administration software

RotaView is windows-based software which is primarily used as a rota administration system but can also be used for the evaluation of current roster systems and the design of rotas or alternative shift patterns .  A rota (roster or shift pattern) is essentially a repeating sequence of shifts. We have users from a cross-section of business sectors - airport services, security, manufacturing, taxis, pharmaceuticals, IT support, call centres, milling, broadcasting museums, energy and councils. However, the system is suitable for any company that operates rotas.

Rota administration

RotaView can be used in the day-to-day management and long term planning of rotas. It keeps track of shifts, hours, staff, training and overtime and includes absence management facilities for controlling holiday and sickness. The following facilities are available:

• User-defined shift and absence codes
• Set up and maintenance of any number of rotas
• Staff database and assigning staff to rotas
• User-defined reports referred to as Views
• Changes to the rotas such as shift swaps, holiday, sickness, training, overtime
• Holiday  management
• Holiday targets (eg. maximum of 2 staff per day).
• Shift targets (eg. minimum of 5 on the day shift)
• Overtime analysis
• Sickness management
• Calendars
• Charts (for example, a comparison of this month's overtime against last month)
• Standard reports (eg. holiday entitlement versus holiday used)
• European Working Time Directive (EWTD) rule checker
• Staffing levels achieved after holiday, sickness and mealbreaks for intervals through the day (particularly useful when business demand fluctuates during the day eg, call centres and airport services)
• Forecast business demand versus staffing levels by time of day and day of the week
• Interfaces with other Windows applications
• Passwords and access permissions
• Audit trail

Please contact us if you would like to  arrange a demonstration.

Rota design

RotaView can help you with the design and evaluation  of different rota options. The following facilities are available:

• Projection of rotas (shift patterns) over any period of time (for example, the shift pattern cycle length or a full calendar year)
• Calculation of hours over any period of time doing what-ifs on, for example, paid or unpaid mealbreaks and shift handovers.
• Construction of annual rosters based on one or a combination of shift patterns, taking account of public holidays and shutdowns
• Production of calendars
• 'Views' to assess the impact on grade and skill mixes.
• Neat and colourful reports for presentations.
• Interface with other Windows applications

To help you with rota design, we've constructed databases of standard shift patterns. This allows you to select shift patterns from a library of rotas for viewing and doing what-ifs.

Current shift system evaluation

It is not uncommon for organisations to use a multitude of different shift patterns, shift start and finish times and variable numbers of contracted hours per week for different groups of staff, grades and skills. Systems based on teams can sometimes become imbalanced if team sizes vary. There may also  be rotas designed specifically for individual staff. The cover provided can often vary from one week to another even though the business demand does not require such a variation. Systems such as these evolve over many years as the business develops. However, there comes a time when a review is necessary. RotaView is an ideal tool for such an evaluation.

Training

As well as providing on-site training we also run RotaView User courses.