Case studiesCase Study - University of Sheffield Student Union
Improving compliance and dynamic team management for one of the largest student unions in the UK.
The Problem
Too much time spent gathering staff availability
Unengaged staff and a lack of communication through a large casual team
Lack of compliance and oversight
Disconnected recruitment process
The Solution
Staff self-managed availability
All staff on one system with alerts, news and messages
Automated compliance with contract and scheduling rules built in
Integrated recruitment and onboarding processes
The Results
Hours of time are saved each week now that staff can add their availability straight into the system.
Simply clicking a button to fill shifts on a rota rather than spending hours trying to manually get it right.
Increased staff engagement with the News feature. A big improvement on printouts and word of mouth.
Ability to reduce headcount across the organisation by sharing staff with the correct skills across different departments.
Improved compliance with GDPR, as employees have access to all their stored information.
Reduction in human errors as no shift information is manually typed.
Cost savings over previous recruitment software.
“StaffSavvy successfully replaced several different systems with a single unified rota and a formal messaging platform. It saves our managers hours of work every week compared to the system it replaced; it’s a winner!”
- Iain Armstrong
Head of Operations University of Sheffield Students’ Union
What they said…
“The rota system has definitely saved our Outlet Managers a lot of time in capturing staff availability and writing credible rotas with that information. Some areas are so automated that the Manager does little more than check all the shifts are fulfilled and if not, send out a message (via StaffSavvy) to encourage staff, sometimes from the wider SU, to nominate themselves to work the unfulfilled shifts.
StaffSavvy has been a great platform for informing a large casual team of SU updates. Mainly using the News system, we’ve bettered our previous form of printing out “news” and sticking it on back of house notice boards, or being reliant on outlet Managers to tell their staff things on facebook. We’ve seen a noticeable uplift in engagement with our Student staff which in turn has helped shape some staff events (awards etc…) and bigger student staff engagement with some our democratic activities (such as Officer elections).
We previously used an online training system that was very near it’s end of life and when we implemented a trial use of StaffSavvy we opportunistically rebuilt the online training modules in StaffSavvy in very little time. We then went on to put additional modules on StaffSavvy as we’ve created new modules for things such as ‘PCI DSS Compliance’ and ‘GDPR’. We’re also using StaffSavvy as general training records for staff so courses such as ‘Personal Licence training’ and ‘Food Hygiene Level 2’ are manually created and filled in by the training manager. All certificates are scanned and held with the staff members records so if (for example) an EHO visits a catering outlet we can show how each staff member is fully certified in level 2 food hygiene.”
Iain Armstrong
Head of Operations
University of Sheffield Students’ Union