Fundamental to the system is the booking screen This is used by individuals to book their own shifts or for administrators to book shifts for other users. The system applies rules to ensure that only those qualified to work a particular shift can book it or have it booked for them.
If the booking form is being accessed by a normal user (or on behalf of a user), their shifts are clearly highlighted on the system. Shifts booked by other users are normally simply marked as "Booked" (unless the booking form is being accessed by an administrator where the other user's names are shown - as in the illustration above).
Shifts that are available to book are shown with their times and rates of pay (if required) and simply clicking on the shift can book it. The idea is to make it as easy as possible to book shifts.
The system responds by sending a confirmation email to the person working the shift (with a calendar attachment). Prior to the shift being worked (normally the day before) the system sends a reminder email and (if required) can send an SMS (Text) message normally one hour before the shift start as a further reminder. The SMS reminders can be configured to go the previous day, 2 days earlier etc., or not at all.
To be able to manage this, the system maintains a database of information on each user and a history of transactions with many various reports available
Of course, no organisation can function without excellent communications. Built into the rota system is a comprehensive communications system utilising email, SMS (Text) messaging and on-system messaging. The on-system messaging provides a fully secure two way messaging system between the administrators and individual users, with encryption at rest for messages in the database and enforced encryption between the users and the system.
The built-in email system allows for sending to specific groups of users and with the enhanced logging system, the distribution of the email can be easily tracked (for instance, where a user has said they have not received an email, it is possible to track the email transaction to show the delivery). The SMS system also tracks delivery (where the destination network provides this). SMS messages are typically delivered in under 7 seconds providing a very instant form of communication and invaluable where urgent information must be delivered reliably.
The logging system records all actions taken on the system so it is always easy to ask the question "Who did that?" The log does not allow deletion or alteration of records so it provides an absolute audit of actions taken on the system. In addition to system log, all actions taken on the booking form are recorded against each shift, so a full history of actions taken on each shift is readily available.
A clocking in/out system is available and the system can generate timesheets with the ability for users to accept them prior to being passed to payroll for further processing. For GPs, the system can generate SOLO forms directly from the booking system so eliminating the possibility for mistakes.
The Adjustments System allows for the entry of adjustments against individual shifts - if, for instance, a GP has had to work beyond the booked shift time, or where a standby worker is called in to work. Additionally, an optional adjustment request system can be used for individuals to request an adjustment to the shift worked, and these requests can be accepted, changed or rejected.
Security is baked into the system from the ground up. Passwords are stored using a salted hash system which is the industry standard for safe storage and means that even we cannot recover a lost password. So the system employs a system to allow individuals to request a password reset link which must be sent to their registered email address.
The SQL system upon which the database is built is directly available to the administrators for extracting any information required. Whilst administrators can access this data, they are not able to make any changes to it - thus providing data security. An administrator accessible ad-hoc SQL based reporting system allows the writing of database based reports which can be saved to the system as "Saved Reports".
As well as catering for fixed rates of pay, the system also allows for rate tables which allow complex rates of pay for contracted staff or staff on different contracted rates of pay.
Shift Management
Fundamental to the concept of the system is the self management of an individuals work. The idea is that each user owns their shifts and is responsible for them. So, the system provides for both selling and swapping shifts. In selling, someone puts a shift up for sale and another user buys it. By putting the burden of selling the shift on the owner of the shift, it enforces the principal that the individual is responsible for either working it or finding someone else to work it.
In swapping, the shift owner puts the shift up to swap. Other users on the system then offer their shifts to swap with the first one, and the owner of the original shift can then choose one of the offers to swap with.
In both cases, the system handles the swap/sale and generates the confirmation emails to each individual involved.
Content Management
The content management system allows for the adding and editing of an unlimited number of pages on the system and uses the menu system to make them available to users. The same system can be used for creating content for viewing for users who have not logged into the system (the default is that users need to be logged in before the pages are accessible).
The same system is used to create and modify email templates. Email templates are a mail-merge type system where keywords are replaced with information generated on the system, allowing for highly dynamic emails. Emails generated automatically by the system for various events (such as reminders) use the templates so that additional information can be dynamically included, as well as allowing attachments to be automatically added.
Support and Backup
Harris Retail Services provides the hosting and support for the system and monitors the systems continuously. Each night, four separate backups are made of client systems (the backups use four different techniques which each provide a different path to recovery depending on any issue encountered.
