Azusa Police Department

How Did They 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.

 

AZUSA PD'S CHALLENGES

 

PAPER PROCESSES

3 HOURS/DAY MANAGING SCHEDULES

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

NO REPORTING OR ACCOUNTABILITY

IMPOSSIBLE TO TRACK OVERTIME SPENDING

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

PRINTED SCHEDULES AND PAPER SLIPS

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.

THE RESULTS WITH INTIME

 

%

Reduction in Overtime Costs

InTime allows Azusa to forecast overtime demand and plan accordingly. The ability to spot OT inefficiencies on the schedule and through InTime’s advanced reporting, enabled them to take appropriate action and reduce overtime expenditure

%

Reduction in Time Spent Scheduling

Consolidating paper processes into one streamlined and automated system allowed them to reduce the time they spent scheduling from 3 hours/day to 20 mins/day!

HOW AZUSA 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 before 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.

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.

InTime provides the ability for us to push out those overtime requests, let our employees respond back to those, approve them, it goes on the schedule automatically, and they get notified that they received the overtime.

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.

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.

InTime provides the ability for us to push out those overtime requests, let our employees respond back to those, approve them, it goes on the schedule automatically, and they get notified that they received the overtime.

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.

If we have special events, I can do a search and find what officers I have available to work those days — the system tells me, ‘you’ve got 25 officers who are off that day and available to work;’ it will tell me, ‘these three guys can’t work it because they’d be double-booked;’ or ‘these guys are on vacation.

It used to take me 3 hours to 4 hours to do payroll on a Sunday — I got it down to about 15 minutes, if everything was done correctly. There’s more attention to detail, too, so our timekeeping is more accurate now than it was before, and more efficient.”

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.

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.

It used to take me 3 hours to 4 hours to do payroll on a Sunday — I got it down to about 15 minutes, if everything was done correctly. There’s more attention to detail, too, so our timekeeping is more accurate now than it was before, and more efficient.”

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