University of Texas PD Cuts Event Staffing and Overtime Assignment Time in Half

Kronos TeleStaff Benefits

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“The Kronos TeleStaff solution has been a tremendous asset to our department. We use it for daily scheduling and our overtime assignments. The number of events at The University of Texas has increased significantly in the past four years. If not for the Kronos TeleStaff solution, we would be drowning in paperwork and communication issues.” — Captain Julie A. Gillespie, University of Texas Police Department

• Automates scheduling
• Speeds scheduling communications
• Supports client-specific configuration
• Improves operational efficiency
• Increases staffing accuracy
• Helps ensure compliance
• Controls labor costs
• Promotes employee satisfaction
• Integrates with the Kronos workforce management suite
• Integrates with third-party systems

University of Texas Austin Police Department at a Glance

Industry: Campus Police

Location: Texas, USA

Students, Faculty, and Staff: Nearly 70,000

Sworn and Civilian Employees: 139

CHALLENGES

The University of Texas at Austin is the largest institution within the University of Texas system and home to more than 48,000 students, 2,700 faculty, and 19,000 staff members. The University of Texas Police Department (UTPD) employs close to 140 dedicated law enforcement and civilian personnel responsible for patrol, response, crime prevention, venue security, and emergency management.

Furthermore, UTPD officers are fully empowered by the state to stop vehicles, make arrests, and enforce all laws. As a police department within a university, UTPD works very closely with this institution of higher learning and is responsible for providing organized venue security, officers, and security guards for the many on- and off-campus university events that are held on an ongoing basis.

Because UTPD was experiencing an increase in the number of events, ensuring security and staffing posed some challenges. These included needing a full-time person to perform event staffing and the time constraints in assigning personnel to large events and multiple events. In addition, it was difficult to print out rosters each day and for weeks in advance to see current and future scheduling demands. And, the use of a board and book to post and view overtime assignments wasn’t efficient.

In light of these challenges, department command staff realized UTPD needed to eliminate paper-based methods and much of the time it was spending on staffing events.

SOLUTION

UTPD chose the Kronos® TeleStaff™ solution to solve these issues because the system is very easy to use and offers many advanced features to help UTPD eliminate its manual scheduling processes.

BENEFITS

Automated solution streamlines scheduling process

Since switching to the automated Kronos TeleStaff solution, UTPD has seen a significant reduction in the time it takes to complete the staffing of officers and guards for events. Supervisors rely on the Kronos TeleStaff system daily to make the scheduling process both faster and easier.

With the UTPD’s Kronos TeleStaff solution configured to reflect the department’s scheduling rules and policies, the department can rest assured that these are automatically applied by the system when staffing events and offering overtime. These fair, equitable practices help ensure the department’s compliance with its scheduling and overtime rules.

With the Kronos TeleStaff solution, all employee data, schedules, and events are visible to employees and supervisors at all times, at work or at home on a PC. Overtime opportunities are communicated through email notifications, and employees can instantly respond to these offers.

Employees can sign up for assignments or overtime through the Kronos TeleStaff solution, so the previous board and overtime book are no longer needed by command staff to track employees and work.

“Scheduling is much more streamlined now,” says Captain Julie A. Gillespie. “Employees are able to see daily assignments and overtime assignments from home or their desktops. They are notified as soon as it is posted. Command staff can also see scheduling in advance.” The solution’s benefits have increased satisfaction throughout the department.

The obvious savings in time is resulting in a cost savings for the department as well. The once full-time events person is now able to perform two jobs — events and internal investigations. Event scheduling and overtime assignment time for the UTPD has been cut in half with the Kronos TeleStaff solution.

More information about Kronos customer success stories may be found at www.kronos.com/resources. © 2011, Kronos Incorporated. Kronos and the Kronos logo are registered trademarks of Kronos Incorporated or a related company. TeleStaff is a trademark of Kronos Incorporated or a related company. For a full list of Kronos trademarks, please visit the “trademarks” page at www.kronos.com. All other product, company names, or marks mentioned, if any, are used for identification purposes only and may be the trademarks of their respective owners. All specifications are subject to change. All rights reserved.