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UEA Rota

Managing people's time effectively to reduce wasted expenditure

Rota Management System

  • Reduce time and effort managing your employees

    Staff hours audits

    Resource reporting

    Payroll automation

    Anytime access

    Shift swap functions

  • Employer Advantages

    Instant access to staffing levels across all business venues

    Paperless system reduces printing costs and reduces your carbon footprint

    Provides an tool to easily diseminate information to staff

  • Employee Advantages

    Empowered to take responsiblity for their own shift management

    Reminders of all upcoming shifts and a full work history record

    Swap shifts with other staff at the click of a button

  • Client

    University Of East Anglia Students Union

  • Overview

    Shore Tech Systems provides a subscription based rota system for the University of East Anglia Students Union to enable the online management of rota time scheduling for over 100 employees.

  • Technologies Used

    Database Design and Architecture ASP.NET web applications Javascript client side coding Reporting on Business Intelligence through HTML XMTML compliant web sites CSS standards followed

Introduction

Shore Tech Systems provides a subscription based rota system for the University of East Anglia Students Union to enable the online management of rota time scheduling for over 100 employees. The system has been in use for over 24 months with future expansion planned to more departments as well as new functionality including a mobile portal and SMS gateway integration.

Problem space

The system was developed to overcome a growing problem within the business. With multiple work location no centralised system existed for staff shift allocation.

This lead to a number of problems, for example:

  • Multiple copies of different shift allocations between venues
  • Any changes to shift allocations could not be disseminated through venues reliably
  • New shifts were released at a predefined time and queues of over two hours were forming in the building to sign up for these shifts
  • In event of a staff query regarding previous shifts or pay dispute accurate records were unavailable or difficult to find

The solution provided a centralised system for all hours management; the systems is securely accessible via any internet connection and has solved all of the business problems which were becoming detrimental and costly to the business.

Hurdles to overcome

There were numerous system design problems to overcome with such a system but of the most unique is the user use of such a system. Each week's rota is released for signup to all staff simultaneously and it was found that 90% of all registered users logged in and allocated their shifts within the first thirty minutes of release.

Benefits of moving a system online

Moving away from a paper based system to a centralised paperless system has proved very successfull, saving time and money for employer and employee alike.

Highlighted employer advantages:

  • After creating a rota and publishing it no further business is spent supervising any staff signup procedure or management
  • Provides an easy tool to disseminate information to staff
  • Paperless system reduces expensive printing costs
  • Instant access to staffing levels across all business venues
  • Reporting tools for simple staff monitoring

Highlighted employee advantages:

  • Empowered to take responsibility for their own shift management
  • Swap shifts with other staff at the click of a button
  • Signup to shifts instantly saving them the time of doing so at the business or waiting in a queue once there
  • Reminder of all upcoming shifts
  • Record of their past shifts