Operations & Rostering Module¶

The Operations module is the "engine room" of Black Shark, managing day-to-day service delivery, security monitoring, and complex workforce scheduling.

Financial Integration

Operations data is the source of truth for both Billing (Client side) and Payroll (Guard side). Accuracy in shift management directly impacts the company's financial integrity.

Workforce Rostering¶

The rostering system is designed to handle high-volume scheduling while ensuring compliance and cost-efficiency.

graph TD
    A[Roster Plan] -->|Auto-Generate| B[Scheduled Shifts]
    B -->|Assignment| C[Active Roster Board]
    C -->|Real-time| D[Guard Check-in/out]
    D -->|Daily| E[Shift Verification]
    E -->|Weekly| F[Raw Timesheet]
    F -->|Approval| G[Payroll Processing]

The Roster Board¶

The Roster Board is the primary interface for shift management. It allows dispatchers to see coverage gaps and assign guards in real-time.

1. Intelligent Eligibility Scoring¶

When assigning a guard, the system uses a GuardPoolService to score candidates based on: - Proximity: Distance from the guard's registered home address to the site. - Site Experience: Bonus points for guards who have worked at the site in the last 30 days. - Performance: The guard's average rating from previous supervisors. - Compliance: Guards with expired documents or missing training are automatically de-prioritized or blocked.

2. The Guard Preview Card¶

Selecting a guard in the assignment dropdown opens a detailed Preview Card: - Compliance Status: ✅ Compliant, ⚠️ Expiring Soon, ❌ Non-Compliant. - Weekly Hours: Real-time tracking of hours worked vs. contract limits. A ⚠️ icon appears if the guard is approaching overtime. - Last/Next Shift: Helps ensure guards have adequate rest periods between assignments. - Score & Flags: Shows why a guard was recommended or flagged (e.g., "Frequent Late Arrivals").

3. Conflict Management¶

The system provides real-time warnings for two types of conflicts: - Double-Booking: Attempting to assign a guard to overlapping shifts at different sites. - Leave Conflict: Assigning a guard who has an Approved Leave Request for that date.

Auto-Suggestions

If a conflict is detected, the system will automatically suggest the Top 3 Available Replacements who meet the site's requirements and have no schedule conflicts.

Automated Scheduling (Roster Plans)¶

For sites with static requirements, Roster Plans serve as templates for future shifts.

Creating a Plan¶

Select the Client, Site, and Post.
Define the Recurrence Pattern:
- Daily: Generates shifts every day including weekends.
- Weekly: Select specific days (e.g., Monday to Friday).
- Monthly: Scheduled for specific dates each month.
Set the Shift Start and Shift End times.

Auto-Generation Workflow¶

Use the "Auto-Generate Roster" action to project these plans onto the calendar. - Bulk Creation: You can generate rosters for a week or a month in advance. - Guard Persistence: If a specific guard is assigned to a plan, the system will attempt to assign them to all generated shifts unless a conflict is found.

Monitoring & Field Response¶

Patrol Verification¶

Patrols are verified using a combination of technologies via the Guard Portal: - GPS Tagging: Captures coordinates at the time of the patrol log. - Checkpoint Scanning: Supports NFC or QR code scanning at specific site locations. - Missed Patrol Alerts: Dispatchers receive an alert if a "Mandatory Patrol" is not logged within its scheduled window.

Incident Management¶

Incidents are the basis for client reporting and security audits. - Severity Levels: 1 (Low) to 5 (Critical). - Escalation: Critical incidents automatically trigger an SMS/Email notification to the Client Account Manager.

Timesheets & Payroll Integration¶

Once shifts are completed and verified by an Operations Manager, they flow into the Payroll Engine.

Raw Timesheets¶

The system aggregates all verified roster entries into a Raw Timesheet for each guard per pay period. - Normal Hours: Standard hours worked within the contract. - Overtime: Automatically calculated based on the guard's weekly threshold. - Special Premiums: Weekend and Public Holiday premiums are applied based on the shift date.

The Approval Workflow¶

Manager Review: Operations managers review the hours for accuracy.
Rejection/Edit: If a guard was late or left early, the hours can be adjusted before approval.
Finance Export: Approved timesheets are locked and exported to the payroll module for payment generation.

Timesheet Locking

Once a timesheet is included in a Payroll Run, it is locked for editing. Any further adjustments must be handled as "Prior Period Corrections."