plano | References | Theater Krefeld und Mönchengladbach gGmbH

Initial situation

At the Krefeld and Mönchengladbach theater, shift scheduling was done manually with Excel and analog on paper until June 2024. The transfer to the payroll system was done manually. Due to the number of regulations, supplements and tariffs of the public sector and the standard stage contract that have to be considered in theater operations, the organization reached its limits over time. The desire for a practicable, contemporary and, above all, digital solution grew ever greater.

The independence from paper should also be noticeably felt by the employees and implemented with the plano shift scheduling app myplano.

Digitalization of shift scheduling

• Replacement of Excel planning and reduction of manual entries
• Automatic calculation and transfer of supplements
• Creation of automated interfaces from and to the HR software
• Transparent and comprehensible shift schedules
• Easy creation of reports

Employee satisfaction

• Modern and appealing user interface
• Shift schedule view independent of location, time and end device
• Digital time recording and application submission
• Participation and involvement in shift scheduling and time recording

Effective relief for shift planners

• Easier planning within the framework of operational planning requirements (e.g. days off)
• Short-term changes can be recorded and communicated quickly
• Clear overview of all shift schedules

Efficiency and satisfaction of the planners

With the implementation of the plano WFM solution, the theater can now create shift schedules almost paperless, save time and, above all, digitally and make them accessible to em-ployees on mobile devices. For the planners in particular, this has resulted in an enormous reduction in workload due to the elimination of analog and manual processes.
Thanks to the parallel implementation of digital interfaces, data exchange with the accounting system can now be automated, which also ensures greater efficiency and fewer errors.

With plano time recording and time evaluation, the actual working hours are also recorded and compared digitally with the scheduled working times (directly in the roster or in some cases via a time recording terminal or ESS), reducing the workload for planners by eliminating the need for manual transfer from paper lists.

Transparency and plannability for employees

For the employees of the theater, the use of the myplano shift scheduling app primarily means an increase in transparency. The approved shift schedules can now be viewed from any location and at any time, including for the entire team via the group calendar.

Requests for compensatory days or vacation can be made directly from the myplano annual calendar. In addition, employees are now provided with timesheets and, for long-term planning, scheduling for the next three months in the form of reports. Employees who take part in time recording have an insight into their booked times and can submit correction requests directly from the myplano app.