White Plains Public Safety Uses Kronos TeleStaff Solution to Share Divisions’ Scheduling Data

Kronos TeleStaff Benefits

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“The Kronos TeleStaff solution has freed resources and reduced costs, and has made the processes involved with researching work history and tracking costs faster to complete.” — Lieutenant Christopher Sabo, White Plains Public Safety

• 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

White Plains Department of Public Safety at a Glance

Industry: County Police

Location: New York, USA

Sworn Officers: 215

Firefighters: 170

Civilian Employees: 65

CHALLENGES

The White Plains Department of Public Safety was seeking a comprehensive scheduling and management solution that included automated staffing, time tracking, and cost reporting, as well as the ability to recall and notify personnel of assignments and emergency summons.

The department had been operating within a manual environment that involved generating personnel rosters and handwriting leave and time-off adjustments. These rosters were then forwarded to the next division administrator for more handwritten adjustments.

“The previous system was all manual and very labor-intensive. Poor accountability in assignment changes and availability of daily rosters to division administrators resulted in scheduling errors and occasionally misplaced documents,” says Lieutenant Christopher Sabo. “We needed a system that had global usability so that numerous department administrators in both fire and police could access it.”

SOLUTION

The department selected the Kronos® TeleStaff™ solution, which is designed to be a centralized staff scheduling platform to input, store, and retrieve a variety of staffing-related data agency wide.  

BENEFITS

Self-service tools streamline scheduling requests and approvals

With the Kronos TeleStaff solution, schedules are now entered directly into the system, and personnel log in to make leave requests for time off, enter their overtime availability, and request a schedule change. Each day, division administrators log into the system and approve or deny requests.

Improved staffing accountability and records

Every step, change, or action is recorded in the Kronos TeleStaff solution, resulting in 100 percent accountability and better record keeping. Regular and overtime hours worked for any work code — over any date range — can be reported and printed, faxed, or exported in multiple formats for payroll.

Solution helps ensure compliance with scheduling rules

The Kronos TeleStaff solution’s scheduling functionality has completely automated the staffing process for the department through its ability to make scheduling decisions. The department’s unique scheduling guidelines — ranging from seniority and hours already worked to upcoming scheduled hours and union contract requirements — were configured into the system. This helps ensure the most qualified and available person is contacted and offered the work assignment.

More accurate and equitable staffing

Until each position is filled, the Kronos TeleStaff solution continues to pull up the names of appropriate candidates and make phone calls. Each call and action is recorded in the system, providing a history of all actions and results. With the Kronos TeleStaff solution, employees also are assured of equitable and fair distribution of work assignments and overtime at all times.

Automated scheduling communications speed staff recall

The ability to recall or notify personnel of incidents is another area that has been automated for the department through the Kronos TeleStaff system. Previously, the communications department relied on a time-consuming and resource-intensive process of looking up personnel in a binder, determining which person or group to contact, and then manually calling the appropriate personnel to respond to an incident.

Now, communications personnel simply enter the number of required people and the qualifications needed, and the Kronos TeleStaff solution automatically sorts through who is due in and qualified and begins placing automated phone calls until the position is filled. The department now has a reliable and efficient notification solution to respond to critical incidents and emergencies that require staff recall.

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.