Leisure Centre Rota
(client not identified for
confidentiality reasons) 
The Brief
Current Arrangements
 The Leisure Centre has 3 staff teams, which cover day to day operations. Other staff cover the reception area and the fitness suite.
There are 3 operational teams of {Duty Manager x 1 + Sports Officer x 2}. Each team work together on a 3 week shift rota including weekends working mainly a combination of late and early shifts (provided).
Their contract is for 36 hours per week, averaged over the 3 week rota. The holiday allowance is 27 days, plus 8 bank holidays.
A Duty Manager (DM) has to be on duty at all times. We have a senior DM who is not on shift and covers all staff when they are on holiday/sick.
Casual staff are available also to cover and 2 Sports Officers are trained to can act up as DMs.
Sometimes, particularly on the morning shift, we have only 2 staff on the operational team.
Overtime is not normally paid and staff accrue time off in lieu.
Current Duty Times:
Monday to Friday 7.00am – 10.30pm (public opening: 7.30am – 10pm), Weekends 7.00am – 9.30pm (public 9am – 9pm).
We open on some of the bank holidays.
Unpaid 1-hour lunch breaks are included in each shift.
The key issues from the staff point of view about the current shifts are:
The late and early shifts are shared evenly
Late shift are the least popular shifts for both social and work reasons; it’s difficult to get on with other work as the centre is so busy.
Consistency of shifts mean staff can plan their social and personal activities.
Many of the staff are competitive sports people and matches take place at weekends and there are regular training sessions.
The staff are all young so the Friday and Saturday nights are quite important to some of them.
Other key points are:
The handovers between shifts are too long
The Tuesday mid shift is a nightmare – there are just far too many staff on Tuesday.
A new staff rota is needed to take into account the following:
Reduction of the number of Sports Officers from 5 to 6.
The early shift has 1 Duty Manager and 1 Sports Officer.
The late shift has 1 Duty Manager and 2 Sports Officers.
The openings times are brought forward ½ hour so the early shift starts at 6.30am.
The Solution
Three
options were provided for the client as follows:
Option 1
2
groupings - DM and SO rostered
independently. Teams on duty will,
therefore, not be as consistent as
previously.
An
unpaid break within each shift of 30
minutes
Overlap
is reduced to 15 minutes
Mid-shift
on Tuesday removed
Each
DM owes 49 hours over the year.
Each
SO owes 208 hours over the year.
DM
roster is a 3-week cycle, with 1
weekend off in 3
Repeating
Pattern is 7 Earlies, 3 off, 7 Lates,
4 off
SO
roster is a 5-week cycle with 2
weekends off in 5
Repeating
Pattern is 7 Earlies, 3 off, 7 Lates,
7 off, 7 Lates, 4 off
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Option 2
Same as Option 1
except that:
Unpaid break within
each shift of 60 minutes
Overlap is set at 30
minutes
Each DM owes 128
hours over the year.
Each SO owes 271
hours over the year.
Options 1 and 2 meet
the requirement that Earlies and
Lates are shared equally.
The weekends off
however, are not shared equally
between the 2 groups of staff.
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Option 3
Provides all staff
with equal numbers of weekends off.
If it
is possible to deploy any group of 2 or
3 people from the 8 employees together
then this is an option.
(You've said that 2 of the 5 Sports
Officers can act up to Duty Manager,
so this would require the other 3
being up-skilled to do this.)
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The options
were provided to the client in an Excel spreadsheet model along with
simple instructions in its use.
The client used the model to explore changes to
the shift times and overlaps - and
after discussion considered they had an option
which met their needs.
Ken Beaumont, MD and Principal Consultant at
Workforce Logistics Ltd, provided this
rostering consultancy
support.
For further details of our
services, or to arrange a face-to-face or telephone discussion,
please contact us.
©
Workforce Logistics Ltd 2010
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