2012 Sm Track Schedule Design Presentation

Smaller Law Enforcement Agency Technical Assistance Program

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Smaller Agency Technical Assistance Program

8, 10, or 12 hour shifts?

Reducing Overtime through Schedule Design: Solutions for Small

Agencies

Goals & Objectives

Explain and discuss the 7k exemption under FLSA rules.

Explain and demonstrate how overtime reductions and other benefits can occur as a result of using a “short” schedule in conjunction with FLSA guidelines.

Explain and discuss varied shift rotations. Provide and explain a free schedule tool that

you can use for your agency.

Disclaimer

Although some of this discussion concerns rules adopted by the Federal Fair Labor Standards Act, there may be overriding rules or legislation within your jurisdiction or state. Before you proceed with any changes, be sure to check with your legal representative to ensure you are in compliance with the prevailing law for your area.

Math

FLSA Rules

Initially adopted in 1938. Section 207(k) outlines exemptions to

overtime rules for public safety personnel. FLSA Schedule

• The work cycle is a factor of multiplication of the work rotation, which cannot exceed 28 days.

FLSA Schedule

Work Period Maximum Hours

28 171

27 165

26 159

25 153

24 147

FLSA Rules

What is overtime? Can employees volunteer time?

Philosophy of Scheduling

Must satisfy organizational goals. Should be flexible for both the

organization and the employees. Should mitigate the need for overtime. Should be based on staffing needs

related to call volume (whenever possible).

NIJ Study The research showed no appreciable differences in

“work performance, health or work-family conflict” between 8, 10, and 12 hour shifts.

Those working 8 hours required the least amount of sleep and those working 12 hour shifts reported greater levels of fatigue than the other shifts.

“Officers on 8-hour shifts worked significantly more overtime (more than five times as much as those on 10-hour shifts, and more than three times as much as those on 12-hour shifts” (NIJ Report, 2012).

Shift Hours

How many hours do your officers work each year?

Math

Start with 2,080 Hours Subtract vacation (80), holiday (80), and

training hours (40). The average actual hours worked is about

1,880 (+ or -). We tend to “over-schedule,” which causes

us to have to backfill missing shifts. The schedule should be based on 1,880-1,900 hours, not 2,080.

Example 24 hours of coverage per day = 168 hours

per week. 168 hours per week = 8,736 hours per

year. 8,736 divided by 1,880 = 4.65 (five

officers). This is essentially the minimum number of

officers you need to cover 24/7.

Example

30 hours of coverage per day = 210 hours per week.

210 hours per week = 10,920 10,920 divided by 1,880 = 5.8 (six

officers) This is the minimum number of officers

needed to cover 30 hours per day, however you may configure those hours.

Rotation Considerations

There are many varieties of rotations one can consider. There are also some factors to take into account.

• Rotating days on/off • Consistency of shifts and rotations • Team Concept • Shift times/Crossing Meal Periods • Number of Work Days

Rotation Considerations More Math: (Remember the target is 1,880 to

1,920 hours). • 365/27 (9 days in the rotation) = 13.52

Cycles • 1900/13.52 = 140.53 Hours Per Officer for

each 27 day rotation • 365/24 (8 days in the rotation) = 15.21

Cycles • 1900/15.21 = 124.91 Hours Per Officer for

each 8 day rotation

Rotation Examples 6 on 3 off 8 hour shift = 1,946 Hours (48 per 9 day rotation) 5 on 4 off 9.5 hour shift = 1,926 Hours (47.5 per 9 day rotation) 5 on 4 off 9 hour shift = 1,825 Hours (45 per 9 day rotation) 4 on 4 off 10 hour shift = 1,825 Hours (40 per 8 day rotation) 4 on 4 off 10.5 hour shift = 1,916.25 Hours (42 per 8 day rotation)

Applying the Hours

The point here is that you cannot “fool” the math. You can come up with any combination of adjusted hours or rotations, but you still have only between 1,880 and 1,920 hours to work with. The rest is lost time. Remember – this might vary, depending on your contract situation.

5/4 Rotation Layout 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 3 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 4 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 5 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 6 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 7 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 8 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 9 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

5/4 Rotation by Shift (9 Officers)

S M T W R F A S M T W R F A S M T W R F A S M T W R F 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

1 A A A A A A A A A A A A A A A 2 A B A A A A B A A A A B A A A 3 B B B B B B B B B B B B B B B 4 B M M B B B M M B B B M M B B 5 M M M M M M M M M M M M M M M 6 S S S S M S S S S M S S S S 7 S S S S S S S S S S S S S S S 8 M D D D D M D D D D M D D D D 9 D D D D D D D D D D D D D D D

5/4 Rotation by Shift (11 Officers)

M T W R F A S M T W R F A S M T W R F A S M T W R F A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

1 A A A A A A A A A A A A A A A 2 A A A A A A A A A A A A A A A 3 A A A A A A A A A A A A A A A 4 A M M A A A M M A A A M M A A 5 M M M M M M M M M M M M M M M 6 S S S S M S S S S M S S S S M 7 S S S S S S S S S S S S S S S 8 D D D D D D D D D D D D D D D 9 D D D D D D D D D D D D D D D

10 M D D D M M D D D M M D D D M 11 D D D D D D D D D D D D D D D

M T W R F A S M T W R F A S M T W R F A S M T W R F A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

6/3 Rotation by Shift (5 Officers)

M T W R F A S M T W R F A S M T W R F A S M T W R F A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

1 A A A A A A A A A A A A A A A A A A 2 M M M A A A M M M A A A M M M A A A 3 M M M M M M M M M M M M M M M M M M 4 P P P D D D P P P D D D P P P D D D 5 D D D D D D D D D D D D D D D D D D

M T W R F A S M T W R F A S M T W R F A S M T W R F A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

4/4 Rotation by Shift (10 Officers)

M T W R F A S M T W R F A S M T W R F A S M T W 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

1 A A A A A A A A A A A A 2 A A A A A A A A A A A A 3 B B B B B B B B B B B B 4 B B B B B B B B B B B B 5 S S S S S S S S S S S S 6 S S S S S S S S S S S S 7 P P P P P P P P P P P P 8 P P P P P P P P P P P P 9 D D D D D D D D D D D D

10 D D D D D D D D D D D D M T W R F A S M T W R F A S M T W R F A S M T W 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Math & Rotations Rotations Buffalo

Categories 3 & 4 Alt. 4 & 4 4 & 4 4 & 4 4 & 4 5 & 4 5 & 4 6 & 3 Shift Hours 12 12 10.5 10.5 10 10 9.5 9 8 Days in Rotation 7 7 8 8 8 8 9 9 9 Shifts Per Rotation 3 3.5 4 4 4 4 5 5 6 Shifts Per Cycle 12 14 12 12 12 12 15 15 18 FLSA Max Cycle 28 28 24 24 24 24 27 27 27 Cycles/Year 13.04 13.04 15.21 15.21 15.21 15.21 13.52 13.52 13.52 Max Hours/Cycle 171 171 147 147 147 147 165 165 165 Hours Scheduled 1877.14 2190.00 1916.25 1916.25 1825.00 1825.00 1926.39 1825.00 1946.67 Holiday Hours 80 80 80 80 80 80 Hours Sub Total 1957.14 2190.00 1996.25 1916.25 1905.00 1825.00 2006.39 1905.00 2026.67 Vacation Hours 80 80 80 80 80 80 80 80 80 Training Hours 40 40 40 40 40 40 40 40 40 Hours Sub Total 2077.14 2310.00 2116.25 2036.25 2025.00 1945.00 2126.39 2025.00 2146.67 Target Hours 2080 2080 2080 2080 2080 2080 2080 2080 2080 Differential -2.86 230.00 36.25 -43.75 -55.00 -135.00 46.39 -55.00 66.67

Implementation & Buy-In

City Administrator/Manager • Overtime: Current budget of $1.8M • General overtime budget: $20,500 (1.14%)

Finance • Payroll (80 hour system – “salary”)

Officers & Union • Buy-In by Officers • Contract/Memorandum of Understanding

Union Language

The AGREEMENT is that any hours worked in excess of FLSA Standards as specified in the 7k exemption under FLSA Rules shall be paid at one and one-half (1 ½) times the employees regular base rate. Any hours worked in excess of [2,080] will be paid at the overtime rate. This memorandum cannot be used as precedent or be used in any future arbitration.

Creating Buy-In

Self-imposed restrictions on schedule changes, including when leave requests must be made.

Seniority for shift bidding. Reduce overtime; add an officer? Consider an inclusive process to develop

the new schedule.

Short-Scheduling Factors

Need to monitor hours very closely. Need to adjust hours at year-end. Be accommodating and considerate of

staff in your scheduling practices.

Schedule Files

Schedule Files Provided • FLSA Documents • Excel Spreadsheets • PDF with Step-by-Step Instructions

Schedule Description and Examples

Filling a Vacation

Training & Shift Swaps

Adding a Shift Note

Questions?

Chief Mitch Weinzetl Buffalo, MN Police Department 763-682-5976 mweinzetl@bwig.net

References

Office of Justice Programs, National Institute of Justice. (2012). 10-Hour shifts offer cost savings and other benefits to law enforcement agencies. Retrieved from http://www.nij.gov/topics/law-enforcement/officer-safety/stress-fatigue/shift-work.htm#note1 (n.a.). (n.d.). FLSA for public safety. Retrieved from www.tml.org/legal_pdf/FLSA-Overtime-PublicSafety.pdf Wilkinson, A. (2005). A guide to the basics of the fair labor standards act. Retrieved from www.rlslawyers.com/pdfs/FLSA_Guidebook.pdf