Case Brief

Cal Fire’s firefighters, fire engines, and aircraft respond to an average of more than 5,600 wildland fires each year. Those fires burn more than 172,000 acres annually. This places high demand on Cal Fire’s ability to manage manpower efficiently. Before implementing InTime, Cal Fire’s Humboldt Del Norte Unit was using multiple spreadsheets for scheduling, resulting in a lack of clear oversight and inefficient management. Furthermore, filling overtime required 20 hours of manual labour per week.

CAL FIRE

Cal Fire’s Challenge prior to InTime

Multiple Spreadsheets

Schedules were built and managed using excel. Even more, different departments within the Unit would have their own spreadsheets; resulting in an inefficient management of manpower.

Inefficient Schedule Management

With Cal Fire’s previous scheduling system, it required 4-6 hours per week making schedule adjustments and an additional 2 hours per month building schedules.

Filling Overtime

With Cal Fire’s previous system it was difficult to find qualified personnel to fill OT and required their Deputy Chief of Operations to spend 20 hours per week manually filling shifts. Posting overtime presented another challenge; it required making phone calls and sometimes waiting 24 hours for a response before being able to re-post.

Lack of Accountability

Without a consolidated scheduling system, it was difficult to build reports and show accountability for changes and postings in the schedule

The Results with InTime

Automating the System

InTime has consolidated and streamlined Cal Fire’s scheduling from multiple spreadsheets to one automated system. Manpower management is easier and far more efficient

Hours to Minutes

With the previous system, it took 4-6 hours per week making schedule adjustments. Since implementing InTime, this time has been reduced to just 10 minutes a day. Thanks to InTime’s template builder, Cal Fire can build out their schedule for the entire year in a matter of hours. Previously, they were spending over 2 hours a month building their schedules.

Reduction in Time Spent Scheduling:

81%

Overtime Management

The manual process of finding and posting overtime shifts by phone call took the Deputy Chief of Operations 20 hours per week. With InTime this has been significantly reduced to just under 30 minutes per week thanks to InTime’s ability to automate the process. InTime helps you fill overtime by finding qualified employees based on your filters and/or union regulations. Employees receive posting notifications via SMS and email and can respond directly through their employee self-service module.

Reduction in Time Spent Managing Overtime:

98%

Creating Accountability

Without a consolidated scheduling system, it was difficult to build reports and show accountability for changes and postings in the schedule. InTime has over 85 standard reports, providing in-depth operations oversight. With InTime’s audit trail feature, Cal Fire is able to track schedule changes and maintain accountability.

Improved Communication

Using InTime’s web-based Employee Self-Service portal, workers can check their personal schedules, work locations and any special shift instructions on-the-go. Scheduling notifications are sent through SMS text and email; communicating in a way that Cal Fire’s employees prefer to receive information. They can easily request leaves, check request status and view personal assets/equipment inventory. Employee’s now all have an equal opportunity to apply for available shifts or OT.

Considering the hourly rate it was costing us to manage the old system, InTime provides the best value for your dollar. People considering InTime may be apprehensive of the initial set-up, but the way our implementation specialist set us up has really made our process more efficient.
Charlie Hanes, Deputy Chief of Operations

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