Making a shift pattern rota

shandy1

Hi, has anyone got any experience making work rotas?
Our department is under organisational change and our shift pattern is being looked at.
There are 9 of us who cover 24/7.
2 of the weeks are spare to cover sickness/annual leave etc.
Ideally we want to work longer days. Maybe three 12.5 shifts, or 4 long per week.
We need 3 people on a day shift and 1 on night Mon to Fri.
1 person weekend day and 1 weekend night.
Do you think it's possible to do, or would we need more staff?
Sorry it's vague, just thought I'd ask for expert help before I work it out myself!
Thanks.

agrinnall

By my calculation you can just about do it, although it's close and could be thrown out if you get more than 5.6 weeks leave or there's a significant amount of sick leave.

What I did was calculate how many hours you need to cover in a year then compare that to how many hours 9 people will work.

The cover calculation assumes that day and night shifts are 12 hours each, and that the weekend is 4 shifts long.

On a weekday you need 3 x 12 hours during the day and 1 x 12 hours at night = 48 hours per day = 240 hours Monday to Friday.

Weekends are a straight 4 x 12 hours = 48 hours.

Total for the week is 240 + 48 = 288 hours.

For a year that totals 288 * 52 = 14,976 hours.


I've assumed that each person works 37.5 hours per week, which over a year is 37.5 * 52 = 1950 hours.

If annual leave is 5.6 weeks that is 37.5 * 5.6 = 210 hours
I've assumed an average of 2 weeks sick leave = 75 hours

Total working hours per person 1950 - 210 -75 = 1665 hours.

For 9 people that gives a total working time 9 * 1665 = 14,985 hours.

So the working hours total is 9 hours more than the cover hours required, which means it can be done.

Good luck with the rota!

shandy1

Wow that's a lot of numbers! Yeah we work 37.5 hours per week and our annual leave is between 27 and 33 days annual leave per year, depending on years in service

theoretica

If you can currently cover the hours with the 9 of you and one shift pattern, you will be able to cover the hours with 9 of you and other shift patterns that add up to the same per week.

When you say you need 3 people on day shift and one on night, how many hours are the three people needed for?

shandy1

From 7 til 7 ideally we would need 3 people on. Weekend and night shift is quieter so can be done with 1 person.

getmore4less

Simplify each person does 46 weeks has 6 weeks holiday
12hr shift x3 per person x 46 = 138.

So total shifts 138 x 9 = 1242 +hrs to cover some sick.

Shifts needed 24x52 1248


edit: add the extra hours.
each person has 1.5hr per week x 9 x 46 = 621hr = 51.75 spare shifts

ohreally

Is this NHS?

shandy1

Yes it Is the NHS

getmore4less

For a more comprehesive look at rotating shift patterns look at the wiki pages.eg:

https://en.wikipedia.org/wiki/Shift_plan

The biggest challenge is usualy fitting is with peoples prefered working and commitments allthough with a light night/weekend this may be a bit easier.

IME experience much of the NHS just does random allocations rather than a shift pattern

If any are still on the old pension and getting close then a move to permanent nights/weekends could boost the pension if you are still on enhanced rates unsocial.

Historical sick rates will give a rough idea if you have enough full time equivilents to give cover.

The other thing to factor is any seasonal variations, this might make a case for anualized hours or restrictions on holidays.

how fixed is the 3 & 1 cover, might it be 2 weekends/nights, 2 or 4 days sometimes.

The other contingency to factor is people leaving, how long does it take to replace someone?

Double_V

agrinnall wrote: »

By my calculation you can just about do it, although it's close and could be thrown out if you get more than 5.6 weeks leave or there's a significant amount of sick leave.

What I did was calculate how many hours you need to cover in a year then compare that to how many hours 9 people will work.

The cover calculation assumes that day and night shifts are 12 hours each, and that the weekend is 4 shifts long.

On a weekday you need 3 x 12 hours during the day and 1 x 12 hours at night = 48 hours per day = 240 hours Monday to Friday.

Weekends are a straight 4 x 12 hours = 48 hours.

Total for the week is 240 + 48 = 288 hours.

For a year that totals 288 * 52 = 14,976 hours.


I've assumed that each person works 37.5 hours per week, which over a year is 37.5 * 52 = 1950 hours.

If annual leave is 5.6 weeks that is 37.5 * 5.6 = 210 hours
I've assumed an average of 2 weeks sick leave = 75 hours

Total working hours per person 1950 - 210 -75 = 1665 hours.

For 9 people that gives a total working time 9 * 1665 = 14,985 hours.

So the working hours total is 9 hours more than the cover hours required, which means it can be done.

Good luck with the rota!

You're genius. :T

Double_V

shandy1 wrote: »

Yes it Is the NHS

This is something your HR department should be doing. ?