Printing the Roster

At planning time the supervisor splits all the company activity into atomic tasks. A task is defined by a number of data elements:

  • date
  • customer
  • contract
  • work type
  • start time
  • final time
  • destination
  • required skill
  • notes

The rostering is the act of assigning a suitable employee name to each task.

Once the schedule is ready, we can print the rostering and this will be the first accomplishment.

In the following we see how this data will be precious in order to freely get a number of otherwise labour intensive accomplishments.

Delivering the roster

For some companies hanging the printed roster to the hall showcase is all what is required to notify employees.

However if the number of employees is large, notifying the rostering to everybody is often a problem in itself.

Among the solutions:

  • some companies let all employees call a landline number where secretaries dictate the rostering to the calling employees. This is not the best method, as secretaries cost money, phone lines cost money and employees hate to spend unpaid time at the phone.
  • Some companies dictate the rostering into an answering machine. This maybe be cheaper in terms of spared secretaries time, but employees need to spend even more time at the phone (they need to hear the rostering of many collegues before getting the wanted informations).

With a WMA we can:

  • automatically publish the rostering on the web
  • automatically use a IVR (interactive voice response) system: calling employees digit their roll and immediately hear the wanted information with synthesized speech
  • send a dynamically generated sms to all interested parties. Nowadays certified SMSs can be used
  • send a dynamically generated email to all interested parties.


When scheduling is done with an excel spreadsheet, every service must be manually input into the invoice application. This operation is labour intensive and costs money. At this time several errors are introduced re the client to debt and the rates to apply. Every error is expensive in terms of labour and customer satisfaction. Some customers will complain, notes of credits will have to be issued, together with new invoices.

Say the company wants to invoice the work done in the period from Date1 to Date2.

We can query our data and get all the work done in the period for each customer.

We only need to create a table with the agreed rates for each work and customer (and contract).

The application will automatically print each invoice and export invoice data to the accounting software.

Invoicing can be automatically done in a fraction of time resusing existing data. No error, no replicated data, no inconsistency.


Say the company wants to create attendance reports in the period from Date1 to Date2.

We start from planned data input at scheduling time.

As everybody who ever married knows, what is planned is hardly what actually happens. The next day the supervisor will always need to adjust the rostering in order to take care of:

  • unplanned absences
  • extra worked hours
  • shifted start time / end time
  • cancelled tasks
  • replacements
  • bonus/sanctions

If some kind of automated electronic attendance system is used, most adjustments can be applied in a very short time by comparing planned data with actual data.


Say the company wants to generate the payroll in the period from Date1 to Date2.

We can query our data and get all the work done in the period by each employee.

The application can automatically compute different hourly rates for night or holidays hours.

The application can automatically award extras for special jobs.

The application can automatically calculate overtime and apply the special hourly overtime rate.

The application will automatically print important reports and export pay data to the payroll software.

This can be automatically done in a fraction of time resusing existing data. No error, no replicated data, no inconsistency.

As an alternative, important attendace data can be exported.


In several companies in the service sector, revenues are mostly given by invoices and personnell costs amount to large, known percentage of total costs.

When you know costs and revenues you are ready for the last step: know how the business has been profitable in the period of interest.

Stored data can be used to get a long number of control reports. To say a few:

  • Weekly Roster
  • Monthly Roster
  • Daily Roster
  • Roster by Employee
  • Attendance by Employee
  • List of Absentes
  • Service by Client
  • Service by Skill
  • List of Extras
  • Time Bank
  • Quality Control
  • Exposure To Risk

Just think what a rich crop of information is usually thrown away when using an excel spreadsheet. Note how many benefits are obtained for free (besides regular benefits in terms of speed and accuracy at scheduling time).

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