Azusa Police Department

50% reduction in overtime costs.

85% reduction in time spent scheduling.

How did the Azusa Police Department cut overtime by 50%?

Located in beautiful Southern California, Azusa PD has 63 sworn officers. It was more than apparent that using spreadsheets to manage scheduling was causing inefficiencies in their department. Azusa was suffering from exorbitant overtime costs, poor employee communication and a clear lack of organization. They set out to find a solution to automate the process.

Case Study: Azusa Police Department & InTime – Shift Scheduling 

Azusa Police Department’s Challenges

PAPER PROCESSES

Scheduling, overtime and extra-duty processes were managed through excel and paper schedules, resulting in inefficiencies.

NO REPORTING OR ACCOUNTABILITY

Without an easy way of building reports and tracking overtime expenditure, it was impossible for command to take appropriate action or track who was making scheduling changes.

INEFFICIENT COMMUNICATION

Officers who happened to be in the building could check their schedules and sign up for shifts, but officers who had days off or were on patrol consequently had fewer opportunities.

How the Azusa Police Department did it

We flew down to Azusa PD and had a chat with Administrative Captain Sam Fleming to get some insights into how they were able to become so efficient using InTime.

30-DAY VIEW OF THE ENTIRE DEPARTMENT

InTime gives Azusa PD a bird’s eye view of the schedule, enabling the scheduling staff to clearly see where they have overtime and to plug in payback shifts. With InTime’s fully-configurable “Find List” feature, overtime is allocated using Azusa’s Union rules and Police Department practices, allowing for fair and efficient distribution of overtime shifts that are guaranteed to comply with agency-specific Business Rules.

BETTER EMPLOYEE COMMUNICATION

Now, available Extra Duty and overtime shifts are posted to everyone at the same time, giving all officers equal opportunity to sign up for shifts, whether or not they are in the office. If there is a change to their assignment details or schedule the officer is automatically notified via text message and e-mail.

PLANNING FOR SPECIAL EVENTS IN ADVANCE

Schedulers at Azusa PD are able to see all upcoming events in their regular schedule and know well in advance which staff they have available to work those events.

FASTER PAYROLL PROCESSING

InTime automatically pushes all scheduling data, leaves and overtime information to timesheets for export or print. This saved Azusa a lot of manual administrative time each payroll period and resulted in more accurate time statements.

Now, I can look at the entire department a month out and I would know — based on the minimum deployments that we’ve set — where I’m low, where I need to post overtime, etc., right away.

Sam Fleming

Administrative Captain, Azusa Police Department

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