Patent Application
20150356496
The present inventive concept relates generally to employee schedule management. More specifically, the present inventive concept is concerned with a system and method for assigning employees that are schedule to work at a brick and mortar retail store location to coverage areas within the retail store and/or tasks associated with those coverage areas.
Many brick and mortar retailers utilize schedule management systems to help schedule appropriate staffing for a defined period of time (e.g. a 1 week, 2 week, etc. period in which the store is open or otherwise requires staffing while closed to customers). Such schedule management systems typically will take into account an employee's scheduling preferences, such as preferred work days, preferred shift time periods, vacation or other days the employee is not available to work, and days in which the employee is available to work but would prefer not to work. In addition, such schedule management systems will typically take into account the high level staffing needs of the store in calculating a master work schedule for the defined time period for the store, producing an optimized schedule based upon all criteria. While such systems provide substantial benefit and efficiencies for scheduling the proper number of employees to work any given shift within a store at the most ideal times for the store and employees, they still leave a significant amount of work that must be manually addressed by store management in assigning schedule employees to specific coverage areas within the store as well as assigning specific task that must be performed within the coverage areas.
Many retail stores will have a number of coverage areas within the store (e.g. bakery, sporting goods, electronics, etc.) that will require different levels of staffing at different times throughout the day. For example, a bakery often needs to be staffed in the early morning to prepare baked items, etc., while not as much later in the day; point of sale locations may require higher staffing mid-day, evenings and throughout the day on weekends; etc. In addition, there are often specific tasks that need to be done at specific times or within a specific time period for each coverage area. For example, it may be necessary to clean the ovens of the bakery the evening before items are to be baked; an truck scheduled to arrive in the evening may need to be unloaded by a certain time to allow the truck to proceed to its next destination; or it may be necessary to periodically check inventory levels of certain items. Certain coverage area assignments and/or tasks may require a certain employee skill set, and/or the store manager may have preferences on which employees are assigned to which coverage area and/or task. Adding to the complexity is the fact that many master schedules for multiple-location retail stores are obtained from a centrally-controlled schedule management system. Such a structure allows for the significant resources needed to perform the complex analysis and calculations of creating the master work schedule for a store to be centralized, minimizing resources required at each store. Notwithstanding, coverage area requirements and/or task requirements often vary from store to store. Thus, store management at each separate store location must take the master schedule that is output from existing schedule management systems and manually work within that master schedule to assign the scheduled employees to coverage areas. This is a very time-consuming and labor-intensive process.
Therefore, it would be beneficial to provide a system and method of assigning employees to coverage areas and/or tasks that reduces the amount of time and/or labor required, and/or automates one or more aspects of the process.
The present invention comprises a system and method for assigning employees (e.g. associates, managers, independent contractors or other workers) that are scheduled to work at a brick and mortar retail store location to coverage areas within the retail store and/or tasks associated with those coverage areas. The system and method of the inventive concept takes into account the required coverage area times of each coverage area within the store location, the master schedule of employees available to work that is provided by a separate (or in some embodiments, related) employee schedule management system, management's preferences regarding coverage area priorities for or associated with certain employees, and then assigns coverage to the schedule employees based on all variables.
Embodiments of the system and method of the inventive concept comprise a software application that takes into account an employee's schedule, required coverage time for a coverage area, and management's preferences for what employee works which coverage areas. In one embodiment, the system takes these variables into account, and assigns the coverage to those employees who are scheduled for that coverage time with a job group that matches up to the coverage area. The system and method identifies individuals whose scheduled work shift overlaps with required coverage area times and who are preferred to work in the coverage area and assigns such individuals to work in the coverage area during the overlapping time period (or a portion thereof). For each employee and/or each coverage area, the employee's schedule (start and stop times, as well as break stop and start times), the coverage area required times (times during which a specific department at a store will require an associate be present at that department), and what coverage areas (or departments) an associate is preferred to work, are compared for overlaps. Any overlaps where an employee is scheduled for a required coverage area time on a coverage area for which they are preferred are marked for that employee as assigned to those coverage areas during those times.
The system and method of an embodiment of the inventive concept includes a coverage area assignment mechanism that accesses a master schedule database to obtain information regarding a master schedule that covers a defined time period. The master schedule includes schedule information regarding employees that are scheduled to work one or more defined shifts at a retail store within said defined time period. In one embodiment, the schedule information includes shift start and stop times for each of said employees. In another embodiment, the master schedule further includes break start and stop times (or at least windows of time in which breaks should take place).
The coverage area assignment mechanism accesses a coverage area requirements database to obtain requirements information including coverage time periods within said defined time period in which one or more coverage areas in said retail store require staffing. The coverage area assignment mechanism also accesses an employee coverage area preference database to obtain preference information including preferred coverage areas in said retail store associated with each of said employees. The coverage area assignment mechanism utilizes the accessed information to identify for each of said one or more coverage areas requiring staffing: any individuals from said employees that are associated in said coverage area preference information with the coverage area, and any overlap time periods in which at least a portion of a time period between said shift start and stop times for said any individuals overlaps with at least a portion of said coverage time periods for the coverage area. The coverage area assignment mechanism then assigns an individual to the coverage area for at least a portion of said overlap time period identified with respect to said individual; and stores in a coverage area assignment database information regarding said individual assigned to the coverage area and a time period for which said individual is assigned to the coverage area.
In some embodiments, as part of the assigning step discussed above, the coverage area assignment mechanism further assigns another individual to the coverage area for at least a portion of said overlap time period identified with respect to said another individual. In some such embodiments, said at least a portion of said overlap time period identified with respect to said another individual is not coterminous with said at least a portion of said overlap time period identified with respect to said individual. In other such embodiments, said at least a portion of said overlap time period identified with respect to said another individual is at least partially coterminous with said at least a portion of said overlap time period identified with respect to said individual.
In some embodiments, the assigning step is repeated until said coverage time periods for the coverage area are fully assigned.
In other embodiments the coverage area assignment mechanism determines any gap time periods in which said overlap time periods do not result in the coverage area being fully assigned, and assigns an individual from said employees that is not associated in said coverage area preference information with the coverage area to the coverage area for at least a portion of said gap time periods. In some such embodiments said step of assigning an individual from said employees that is not associated in said coverage area preference information with the coverage area to the coverage area for at least a portion of said gap time periods further comprises assigning another individual from said employees that is not associated in said coverage area preference information with the coverage area to the coverage area for at least a portion of said gap time periods. In some such embodiments said at least a portion of said gap time periods assigned to said another individual is not coterminous with said at least a portion of said gap time periods assigned to said individual from said employees that is not associated in said coverage area preference information with the coverage area. In other embodiments, said step of assigning an individual from said employees that is not associated in said coverage area preference information with the coverage area to the coverage area for at least a portion of said gap time periods is repeated until said coverage time periods for the coverage area are fully assigned. IN some such embodiments said coverage area assignment mechanism determines whether said coverage time periods for the coverage area are fully assigned and generating an alert notification if any gap time periods exist.
In some embodiments the coverage area assignment mechanism access a task database to obtain task information regarding tasks associated with said one or more coverage areas. In some such embodiments the coverage area assignment mechanism accesses an employee restrictions database to obtain restriction information associated with each of said employees regarding limitations on capabilities to perform specific tasks. In some embodiments said task information includes a task time period in which said task is to be completed and a task status indicator. In some such embodiments in said utilizing step said coverage area assignment mechanism utilizes said restriction information and said task information to identify any persons from said any individuals that are capable of performing tasks for which said task time period overlaps said overlap time period identified with respect to said person. In some such embodiments, said coverage area assignment mechanism uses said person as said individual assigned to the coverage area for at least a portion of said overlap time period identified with respect to said individual. In some such embodiments said coverage area assignment mechanism assigns said task to said person during said overlap time period identified with respect to said individual. In other embodiments if said person has been assigned in said assigning step a coverage area during a task time period, said coverage area assignment mechanism generates an alert that is displayed on a client device and which identifies said person as being capable of performing said task.
In some embodiments said coverage area assignment mechanism displays task information on a client device.
In some embodiments said coverage area assignment mechanism includes an assignment option input that allows a user of the client device to manually assign a task to an individual assigned to the coverage area during a task time period.
In some embodiments said assignment option input is disabled if restriction information is associated with the individual indicating that the individual is unable to perform the task.
In some embodiments said preference information includes a job group. In some embodiments, job group includes primary, secondary and salaried employees. In some such embodiments, primary and secondary employees are assigned coverage areas based on hourly shift time periods, while salaried employees are assigned to a full time period required for a coverage area. In some such embodiments identification of a job group automatically populates preference information associated with a coverage area.
In some embodiments said coverage area assignment mechanism includes an inactive employee status option input that allows a user of a client device to indicate that an employee is not available for a scheduled shift and remove said employee shift information from said schedule information utilized in said utilizing step by said coverage area assignment mechanism. In some such embodiments selection of said inactive employee status option input reinitiates said utilizing, assigning and storing steps.
In some embodiments the coverage area assignment mechanism monitors for changes in any of said master schedule, coverage areas requirements and employee coverage area preference databases and reinitiating said utilizing, assigning and storing steps in the event any changes are discovered.
In some embodiments the coverage area assignment mechanism periodically said accessing, utilizing, assigning and storing steps discussed above. In some such embodiments said repeating step is performed automatically on a predetermined time interval.
In some embodiments said requirements information is updated via a client device that accesses said coverage area requirements database. In some such embodiments updating of said requirements information automatically reinitiates said accessing, utilizing, assigning and storing steps.
The foregoing and other objects are intended to be illustrative of the invention and are not meant in a limiting sense. Many possible embodiments of the invention may be made and will be readily evident upon a study of the following specification and accompanying drawings comprising a part thereof. Various features and subcombinations of invention may be employed without reference to other features and subcombinations. Other objects and advantages of this invention will become apparent from the following description taken in connection with the accompanying drawings, wherein is set forth by way of illustration and example, an embodiment of this invention and various features thereof.
A preferred embodiment of the invention, illustrative of the best mode in which the applicant has contemplated applying the principles, is set forth in the following description and is shown in the drawings and is particularly and distinctly pointed out and set forth in the appended claims.
As required, a detailed embodiment of the present invention is disclosed herein; however, it is to be understood that the disclosed embodiment is merely exemplary of the principles of the invention, which may be embodied in various forms. Therefore, specific structural and functional details disclosed herein are not to be interpreted as limiting, but merely as a basis for the claims and as a representative basis for teaching one skilled in the art to variously employ the present invention in virtually any appropriately detailed structure.
Referring to
In the embodiment shown in
In the embodiment shown in
The software utilized by the system is encoded on a machine readable storage medium in the server 10. The software is executed by the CPU. The execution of the software in one embodiment is initiated automatically pursuant to a rules engine encoded within the software. In another embodiment, the software is initiated by an employee or other user logging into server 10.
One of the benefits of the of the instant inventive concept is that it provides local store supervisors/managers with current “real-time” information regarding the status of staffing for a plurality of coverage areas within the store as well as status of completion and assignment of tasks for such coverage areas. In addition, the inventive system allows for supervisors/managers to quickly and also automatically through then inventive system assign coverage areas and/or tasks to specific employees of the store for specific time periods in which staffing and/or completion of tasks are required. The system also allows for employees to quickly and easily determine what coverage areas they are assigned to at specific times and/or tasks they are required to complete along with any updates/modifications to such assignment information that may occur throughout a workday or other defined time period. In an exemplary embodiment, this benefit is accomplished through a wireless data server network that is electronically connected to the server/CPU and to a plurality of handheld wireless devices 40 carried by the supervisors/managers and one or more kiosks (wired or wireless) and/or handheld devices 50 available for usage by one or more employees. In some embodiments of handheld wireless devices 50 used by employees, the devices are devices owned by the store and/or directly connected to the network. In other embodiments of handheld wireless devices 50 used by employees (and/or handheld wireless devices 40 used by supervisors/managers), the devices may be devices owned personally by the employees (or supervisors/managers), such as a smart phone. In some such embodiments, the personal devices may utilize an application or other software program that supports and/or enables encrypted access to the network.
In large retail environments supervisors must be on the retail floor moving from place to place to accomplish various tasks. Many retailers issue handheld, wireless computers to their supervisors to aid them in their tasks. Such wireless computers are widely used in the art. Commercially available wireless computers such as the Motorola MC-series (MC55, MC65) are exemplary of the types of wireless, mobile computers that can be used in the practice of the invention. Through these wireless devices supervisors have direct access to the data contained in the database bank 20 and the current, real time status of coverage area assignments and tasks.
In the embodiment shown in
In the embodiment of
Employee coverage area preferences database 22 includes information regarding employees that are preferred by management/supervisors of the store to be assigned to certain coverage areas. Database 22 includes a name or other identifier for each coverage area, and an identifier (such as employee name and/or id number) to associate the coverage area with specific employees in employee database 22. It will be appreciated that database 22 in some embodiments will be a field within a record for each employee in employee database 21 that includes a listing of any coverage area names in which the employee is preferred to work. In one embodiment, a manager/supervisor identifies preferred coverage areas for employees by editing information in database 22 via manager client terminal 40. The manager may identify none, one or multiple coverage areas as being preferred in association with an employee. In some embodiments, the manager may also assign a ranking or weight to the preferences, such that certain employees are selected for assignment of a coverage area by the coverage area assignment mechanism 30 before other employees. Also, the manager may assign a ranking or weight to preferences specific to multiple coverage areas for a single employee, such that a specific employee will be selected for assignment to a specific coverage area (e.g. bakery) before another coverage area (e.g. electronics).
Coverage area requirements database 23 includes coverage area name and start and stop times in which staffing is required. In addition, coverage area requirements database includes a number or quantity with respect to staffing requirements for each time period. For example, 1 employee may be required at the point of sale checkout registers between 8 am and 10 am, but 4 employees are required between 10 am and noon. The coverage area requirements database in some embodiments also includes a unique identifier associated with every individual coverage area requirement. The identifier is then utilized to associate an employee with the specific requirement in the coverage schedule database 26, described in further detail below. The manager/supervisor edits information in the coverage area requirements database via terminal 40.
Task database 24 includes information regarding tasks that are to be performed as certain times by employees working within certain coverage areas. The information includes a task name or other identifier for the task, a descriptive textual summary of the task to be performed, task performance time period (i.e. time period in which task is to be completed, can included specific start/stop times or more general start time of when task can first be initiated and stop time by which task should be completed), task visibility period (time in which task will first be visible on employee terminal 50 to an employee to which the task is assigned), task status, task start, stop and/or completion acknowledgement requirements, and employee name or identification no. for employee assigned to the task. In one embodiment the coverage area assignment mechanism identifies tasks that are scheduled to be initiated and/or completed during a specific coverage area assignment and provides a notification on the manager terminal 40 that the task needs to be completed and which employee or employees are assigned to the coverage area during the time in which the task has to be completed. In one such embodiment, the notification includes an input, such as an option selection button, that allows the manager to assign the task to an employee that has been assigned to the coverage area. In another embodiment, the coverage area assignment mechanism automatically assigns an associate to a task that is required during the time period in which the employee is assigned to the coverage area.
The employee restrictions database 25 includes information on any limitations that are associated with an employee's ability to perform certain tasks. In one embodiment, the restrictions database 25 includes an employee name and or identification number, task identifier and a Yes/No option for a list of multiple restrictions. In other embodiments, the database includes an editable field that allows a manager to enter a summary or textual listing of restrictions. It will be appreciated that in some embodiments, in addition to limitations, the restrictions database includes specific capabilities of employees. For example, limitations restrictions might include such things as “yes/no—employee can sell tobacco” or “yes/no—employee can lift over 40 lbs), while capabilities restrictions might include such things as employee is certified in CPR). In some embodiments in which a manager can manually assign a task to an employee by selecting an option button on the manager's terminal 40 in response to a task alert/notification as described above, the button will be disabled (or greyed out) with respect to any employee that has a restriction that prevents the employee from performing the task. For example, if an employee is not capable of lifting over 40 lbs, and thus includes a “no” in association with that restriction, the rules engine of the coverage area assignment mechanism will prohibit the employee from being assigned that task. Similarly, if the coverage area assignment mechanism automatically assigns tasks, the rules engine will not allow the coverage area assignment mechanism to assign a task to an employee that is restricted from that task.
Once coverage area assignments and/or task assignments are made/determined/calculated by the coverage area assignment mechanism 30, such assignments are stored in coverage schedule database 26. Database 26 includes an employee name and/or identification number, and coverage area identifiers and task identifiers that the coverage area assignment mechanism has assigned to the employee. Managers may review employee coverage and task assignments in various formats via client terminal 40. For example, managers may review coverage area reports that show coverage area requirements by coverage area and time along with employees assigned to each coverage area during the time period. In addition, such reports may include any task assignments or notifications of tasks that should be assigned. Alternatively, managers may view an employee record showing a chronological listing of coverage area and/or task assignments for each individual employee. Employees may access coverage schedule database via client terminals 50 to review their own chronological schedule of coverage area and/or task assignments. Employees may also utilize terminals 50 to acknowledge start, stop and/or completion of any tasks that require an employee's acknowledgement and track task status in the task database.
Updater mechanism 70 of the embodiment shown in
It will be appreciated that in some embodiments, a more significant iterative process based upon a rules engine of the assignment area coverage mechanism is utilized to determine assignment of an employee for a coverage area. For example, in some embodiments, rankings or weightings are utilized with respect to employee assignment preferences.
The coverage area assignment mechanism continues assigning employees to coverage areas for overlapping time periods until the coverage area requirements are fully met. In the event all coverage area requirements are not met by employees that are preferred for the coverage area assignment, the coverage area assignment mechanism will advance the process to assign eligible employees to the coverage area that are not identified as preferred for that assignment. In the event that the coverage area assignment mechanism is unable to fully meet all coverage area requirements with such other eligible employees, the mechanism 30 will generate a notification alert via the manager terminal informing the manager that the requirement must be manually addressed.
The coverage area assignment mechanism may utilize multiple employees to met a coverage area requirement. For example, if a coverage area requirement needs an employee between 8 and 6 and shifts are from 9 to 5, 5 to 1 and 1 to 9, the assignment mechanism may utilize employees from two different shifts. Also, the assignment mechanism 30 may utilize two different employees from the same shift to achieve optimal results if necessary. In addition, the assignment mechanism 30 is capable of assigning multiple employees to the same coverage area for the same or at least partially overlapping time periods when the coverage area requirements require more than 1 employee for staffing over such period.
The coverage area assignment mechanism 30 of the embodiment shown in
In the exemplary embodiment, the data that could affect the coverage assignments is associate job group (primary, secondary, or scheduled), shift information, coverage area required coverage times, and coverage area preference modifications. In the embodiment shown, only data changes regarding coverage area required coverage times is accomplished through the coverage area assignments mechanism. In one preferred embodiment, when such changes are made, the mechanism 30 automatically initiates a process of determining or recalculating assignments. The changes in all other databases are watched for in the database, and acted upon when a change is detected. In one embodiment, the mechanism 30 periodically recalculates assignments based on current data and compares such recalculated assignments to the previously calculated and stored data.
The backend system of the exemplary embodiment of mechanism 30 exists as a singleton at application level, and maintains a current, local copy of the above-described information for each associate. On application startup, the system performs the logic necessary to compute the coverage area automatic assignments, and compares with the previous assignments in the database. If there are any differences, the database is updated.
The system is configured to run every n minutes (where n is a configurable property). When it runs, it first verifies whether any coverage area assignment affecting information has changed. If it has not, the process goes back to waiting. If assignment affecting information has been modified, then the system determines which employee assignments are affected. For each of those records, the system generates the coverage area assignments, and compare with what is in the database. Any differences in the database is corrected to the assignments computed by the system.
The coverage area assignment mechanism of
Data Transfer Object:
Business Object:
Data Access Objects:
Utilities:
It will be appreciated that other objects may be utilized without departing from the spirit and scope of the instant inventive concept.
In the foregoing description, certain terms have been used for brevity, clearness and understanding; but no unnecessary limitations are to be implied therefrom beyond the requirements of the prior art, because such terms are used for descriptive purposes and are intended to be broadly construed. Moreover, the description and illustration of the inventions is by way of example, and the scope of the inventions is not limited to the exact details shown or described.
Although the foregoing detailed description of the present invention has been described by reference to an exemplary embodiment, and the best mode contemplated for carrying out the present invention has been shown and described, it will be understood that certain changes, modification or variations may be made in embodying the above invention, and in the construction thereof, other than those specifically set forth herein, may be achieved by those skilled in the art without departing from the spirit and scope of the invention, and that such changes, modification or variations are to be considered as being within the overall scope of the present invention. Therefore, it is contemplated to cover the present invention and any and all changes, modifications, variations, or equivalents that fall with in the true spirit and scope of the underlying principles disclosed and claimed herein. Consequently, the scope of the present invention is intended to be limited only by the attached claims, all matter contained in the above description and shown in the accompanying drawings shall be interpreted as illustrative and not in a limiting sense.
Having now described the features, discoveries and principles of the invention, the manner in which the invention is constructed and used, the characteristics of the construction, and advantageous, new and useful results obtained; the new and useful structures, devices, elements, arrangements, parts and combinations, are set forth in the appended claims.
It is also to be understood that the following claims are intended to cover all of the generic and specific features of the invention herein described, and all statements of the scope of the invention which, as a matter of language, might be said to fall therebetween.
| Filing Document | Filing Date | Country | Kind |
|---|---|---|---|
| PCT/US2013/023431 | 1/28/2013 | WO | 00 |
