Case Study

Manchester Police Department harnesses the power of SubItUp's automated shift management solution

Manchester, NH Police Department was burdened with an ineffective paper based system for creating officer shift schedules and managing the daily demands for shift swaps and last minute personnel leave. The burden of the department's legacy system meant Officers in Charge were constantly pulled away from mission critical tasks and the community was incurring significant overtime costs. By automating the scheduling operation with SubItUp, Manchester PD was able to reduce overtime costs, free up Command Staff and boost efficiency with tremendous benefit for the city and taxpayers.

The Challenge

• The existing scheduling system was 100% paper based, cumbersome, time consuming and failed to meet current staff scheduling demands
• Many tasks had to be repeated to complete a single request or change
• Every month there was at least one error or conflict created by the paper scheduling
• Each day a new shift schedule had to be written
• Effects on Department operations:
  • Contractual obligations with the Police Union were not being met
  • The inefficient process had several failure points
  • Unnecessary overtime expenses paid by the tax payers
• Research into a traditional schedule software products were impractical due to cost of licenses and annual maintenance
• System had to be accessible to everyone in the department based on their role

Why SubItUp

• SubItUp provided attention to detail and a customer centric approach
• SubItUp is web based, accessible via the internet and cost effective for the department
• Employees have ownership over their schedules
• The service provided the most efficient solution to manage schedules and request changes, which has had a positive impact on morale

The Solution

• Ongoing benefits
  • MPD has streamlined the Command Staff tasks related to personnel scheduling
  • Eliminated errors when hiring overtime
  • Daily scheduling tasks have been reduced by 50%
  • Allows command staff the ability to focus on policing efforts, crime statistic, special enforcement operations and community related activity rather than scheduling related tasks
• Results:
  • Schedules are no longer hand written daily, instead the department has generated four(4) months of schedules in advance
  • The system orchestrated 3700 shift change operations over the first four months of use
  • SubItUp saves the City of Manchester, thousands of dollars each month in unnecessary overtime costs
  • Improved staff morale by making changes easy to manage