Competence-based shift management helps to ensure that all work shifts and tasks have the required quality- and safety-critical competences. Transparent competence management also motivates supervisors to work in a goal-oriented way.  As a result, the quality and safety of production and operations improve. Optimised competence management also improves cost-efficiency in staff use.

Ensure good operating capability and compliance with legal requirements

The process industry, energy, transport, logistics and healthcare and social welfare are examples of sectors where employees are required to have both statutory qualifications and other critical competences. Supervisors are liable to ensure that multidisciplinary teams and shifts have enough employees with the required level of competence to perform the work to a high standard.

Good shift management and closely related competence development ensure that

• There is enough competent staff on every shift – today and in the future
• The competence of employees performing the same task is uniform enough; and
• The organisation is able to respond proactively to changes in competence needs arising from both internal and external sources (legislation, customer needs, market changes, etc.).

Systematic shift and competence management helps the organisation to avoid hazards, implement its mission and strategy to the best of its ability, meet market and customer needs and remain operational and competitive flexibly in the future.

Bring shift management into the digital age

Rego HSEQ’s Shift management improves the competence management of multidisciplinary teams, shifts and units. It helps to ensure that all work shifts and stations are always staffed with an adequate number of people with the required competence to do the work.

By digitising the entire competence management process from planning to definition, implementation and maintenance, you always have up-to-date information on the status of competences at employee, team and shift levels. At the same time, time and money are saved.

Rego Shift management enables

• resource use planning and simulation
• assigning employees to workstations or tasks in various shifts
• shift planning and assignment in automatically recurring sequences
• job and task rotation planning and guidance
• overtime requests and sending them to mobile devices
• absence request and substitute management; and
• competence-based substitute search.

Definition and management of competence requirements
Identifying the quality- and safety-critical competences required in different shifts and teams. This helps to ensure safe and high-quality operation.

Resource planning ensures sufficient competence across all teams, shifts and critical tasks.

Identification of competence gaps and overtime, absence and absence request management help to foresee and prepare in advance any required measures to avoid critical competence gaps.

Shift management helps to assign suitable people for critical tasks in shifts based on each employee’s valid competence and qualifications.

Dynamic competence matrix simulates different scenarios

Shift competence management is implemented in Rego through a flexible competence matrix which defines the required competences for the tasks in each shift. Shift supervisors plan shift calendars for each employee, and the system reports in real time each employee’s competences compared to the target requirements for the shifts.

With a shift calendar and a staff competence matrix, it is easy to assign employees and to pass on substitute and overtime requests. The visual competence matrix also helps to identify gaps in the competences of different groups or shifts and to compare competences between shifts.

The matrix can be used to simulate the future status of competences and qualifications, revealing also possible events of understaffing. This way, any necessary training or recruitment processes can be initiated in good time.

Benefits of competence-based shift management include

• improved resource management
• perceiving the big picture of competence profiles of teams and production lines at a glance
• a real-time snapshot of training and recruitment needs any time
• simulating and assessing the impacts of training plans in relation to the competence profiles of teams and production lines; and
• early warning of future situations where staff and competence shortages may arise.

Integration interfaces with other systems

Rego can also be integrated with other software, such as HR systems. Shift calendars can be imported automatically, and the calendar can be configured to support different shift structures. Calendars and shift structures guide matrix views and actions.

Futureproof your operations

The operating environments of organisations evolve constantly, while customer needs and tools also change. Competence requirements are thus subject to both short-term and longer-term changes.

To have the right people working on the right tasks, an organisation needs to be able to identify and analyse existing competences, set development goals and define a concrete path to achieve the goals.

It is therefore important to identify both existing and future competence gaps, to be able to fill them and ensure that the organisation’s operations remain relevant and respond to industry demands. To constantly ensure adequate competence capital, further training and education is often also needed, along with systematic competence management.

Achievement and refresher programmes are closely linked to shift management and help to secure the competences required for different work roles. Flexibility and the ability to renew are increasingly valuable for organisations in the future.