South San Francisco Police DepartmentOvertime Scheduling Made Easy with InTime
The South San Francisco Police Department serves over 60,000 residents in a 3.5 million square foot area, that includes over 80 companies. With a total of 83 sworn and 35 civilian positions, the department covers many units for its territory including Patrol, Investigations, K-9, SWAT and Traffic. The South San Francisco Police Department’s philosophy is one “of participative management, with a high degree of emphasis on training and education. In 1998, they decided to make the change from handling overtime with a paper and excel system, to the scheduling software offered by InTime.
SWORN OFFICERS & CIVILIANS
THOUSAND RESIDENTS SERVED
MILLION SQUARE FEET SERVICED
SOUTH SAN FRANCISCO POLICE DEPARTMENT’S CHALLENGES
LACK OF A CENTRALIZED SYSTEM
When it came to managing overtime, the Lieutenants would have to go to three different areas to see if there was overtime, who was working the overtime, and if it was filled or posted.
PAPER OVERTIME SYSTEMS
Overtime shifts were managed with a paper system. Management would hand up available shifts in the briefing room, so officers could view them and sign up. Officers would have to come in on their days to check if overtime had been posted or call in and have the Sergeant go into the room and read it out for them.
Officers from the Services Division and the Detective Division are required to work 50 hours in patrol to alleviate some overtime for the entire department. South San Francisco PD used to have to keep track of hours worked in an Excel document and would have to phone the officers and confirm their details to ensure those 50 hours were being met.
NO REPORTING OR ANALYSIS
Old processes that were in place were not re-examined to see if there were more efficient methods of tracking, reporting or scheduling shifts.
THE RESULTS WITH INTIME
REDUCTION IN TIME REQUIRED TO FILL OVERTIME SHIFTS
REDUCTION IN OVERTIME MANAGEMENT
HOW DID THE SOUTH SAN FRANCISCO POLICE DEPARTMENT DO IT?
We talk with Lieutenant Keith Wall and Lieutenant Bruce McPhillips from the South San Francisco Police Department about how they managed to streamline their scheduling and overtime process with InTime.
“For someone who is on the fence whether or not to get the scheduling program … If you are looking for something that is a one-stop-shop, that you can integrate into your operation and not have to try to work with other programs, I think InTime is one of the best. You can use it for scheduling, timekeeping, reports and it makes decision making and scheduling easier.”
EFFICIENT OVERTIME MANAGEMENT
With InTime, everything is in one, consolidated place when looking to post or fill overtime. As the South San Fran PD has the cloud system, both employees and management can virtually log in from anywhere in the world and see their schedules via the mobile app or a desktop. They can request to make changes online automatically without having to phone in or come into the department.
“It’s a one stop shop that we don’t have to worry about looking after.”
“Now, I might send out 20 [shifts] on a Thursday and by Thursday night, have those 20 shifts signed up for, within 10-15 minutes.”
ELIMINATING PAPER OT PROCESSES
No more paper systems! InTime posts overtime shifts electronically to selected groups of employees. InTime automatically filters your signups based on your union and organizational rules, fatigue rules, training compliance and scheduling conflicts. InTime can automatically fill out the open shifts for you, or you can manually choose employees from the filtered lists. Employees are automatically notified whether they are approved. Previously, it would take the South San Francisco PD between 3-4 shifts to a whole week before every officer viewed the overtime paper sheet. Now, employees are notified via email or text about available overtime shifts
BETTER STAFF FORECASTING WITH IMPROVED COMMUNICATION
InTime allows Winnebago to have both their patrol and jail scheduling managed independently, but from the same system. They both have very distinct requirements; however, they need some transparency between departments to make coordinated efforts and to forecast when they may need more staffing.
“Patrol and corrections work side-by-side. For example, if patrol is putting a tag team out there, they may encounter more arrests, so this tells us at the jail that we may need to put out a transport. This allows us to forecast how many people we need on OT.”
TRACKING & REPORTING
Now with everything centralized in one location, South San Francisco PD can enforce department rules and perform process analysis. For example, it had gone unnoticed for many years that graveyard would continually holdover for dayshifts. This caused unnecessary OT that was mitigated thanks to proper tracking and reporting. This evaluation was only possible with the proper reporting in place.
“Before we started using the scheduling software, there were officers whose time was not tracked.”