Michigan’s Oakland County Sheriff’s Office (OCSO) provides security at two correctional facilities and county and district courts as well as road patrol services for the area’s 1.2 million people. Deputies’ overtime and sick call shifts were manually tracked in notebooks at each location, a time-consuming, error-prone process. Sergeants spent hours each day calling deputies to fill overtime shifts while trying to follow union overtime rules. Yet, with deputies working in multiple locations and no countywide view of assignments, sergeants didn’t know if deputies had maxed out their weekly overtime, creating fatigue issues. Twice yearly, sergeants also sorted through stacks of vacation bids by seniority and union rules to grant time off, a tedious manual process.
What Oakland County Sheriff’s Office needed was a solution that could:
- Automate overtime hiring while ensuring union rules and overtime hour limits are followed
- Provide visibility into deputy scheduling and overtime status across all divisions
- Ensure that the maximum number of deputies granted time off each day is not exceeded
- Handle vacation and shift bidding to free up sergeants’ time for job-related tasks
- Enable deputies to submit and check time-off requests without coming into the office
“The automation of scheduling, hiring overtime, and approving leave requests with Workforce TeleStaff has saved our command officers a tremendous amount of time that can now be dedicated to crisis incident management, supervision of personnel, and thorough review of reports. Even with complex union rules for hiring overtime positions, we automated that process completely in all divisions.”
Capt. Curtis Childs
Oakland County Sheriff’s Office
OCSO’s 850-plus full-time and 200-plus part-time sworn officers — and 250 full-time civilian employees — use Kronos® Workforce TeleStaff cloud solutions, which optimize scheduling and bidding requests while complying with collective bargaining agreements. The department is able to make fair and equitable schedules and overtime assignments, improve communication and compliance, and centralize real-time labor data to help control labor costs.
- Create fair, equitable schedules that comply with union, HR, and other department rules and policies
- Ensure qualified and available employees are scheduled based on certification requirements
- Apply rules-based overtime assignments in order of entitlement and provide audit tracking
- Make outbound calls to fill open shifts — according to each position’s required qualifications — in minutes instead of hours
- Relay scheduling communications and document all communications
Workforce TeleStaff Bidding
- Reduce time spent filling shifts, positions, and posts and allocating vacation time and overtime
- Give employees greater flexibility and control over their schedules, off-duty work, and vacation preferences, improving morale and job satisfaction
- Track bidding easily during the bidding process and ensure fair, equitable staffing
- Follow built-in collective bargaining agreement rules for consistent application across the department
- Help ensure equitable overtime assignments according to union rules
- Enforce rest requirement rules to minimize burnout and fatigue and support responder safety
With Workforce TeleStaff making calls to fill overtime shifts, a sergeant’s time spent daily on this task in the Corrections Division has been reduced from eight hours to two hours for assignment verification. Dispatch, Satellite Services, and Patrol Services are each saving about two hours daily in overtime hiring, vacation approvals, and scheduling. OCSO rules configured in the solution ensure overtime is assigned equitably and a deputy’s maximum weekly overtime hours aren’t exceeded, increasing fairness and reducing fatigue. Deputies submit their vacation requests twice yearly in Workforce TeleStaff Bidding using a PC or mobile device, eliminating submission of paper slips in the office and sergeants spending hours sorting slips and assigning time off. Once the solution approves a division’s maximum number of time-off requests for a day — according to built-in OCSO rules — no further approvals are made, ensuring proper coverage.