Planica Nordic Center: a prime example of dynamic work scheduling

About Planica Nordic Center: 50 + 50 employees

The Slovenian Public Sports Institution Planica employs approximately 120 staff members and contractors, with around 100 based at the Planica Nordic Centre. The remaining staff are engaged in two other activities: the computerisation of Slovenian sport and promoting sports for children and youth. All employees use Spica's solution.

 

The large number of contract workers is primarily due to the demand during peak periods, especially in the winter season. This makes dynamic work scheduling and task allocation crucial for the company’s operations.

"We work with flexible working hours, meaning employees work when needed and use surplus hours during quieter periods. We operate from Monday to Sunday, every day of the week, which makes the usual fixed working hours impossible,"

explains Jelko Gros, Head of the Planica Nordic Centre Department and former long-standing Director of the Slovenian Sports Institution Planica.

Challenge 1: Work is performed as needed, with surplus hours utilized during quieter periods

"It’s not enough for only the accounting department to understand Spica's solution. Dynamic scheduling isn’t handled by accounting —it’s managed by the person overseeing the workers, who uses it as a tool for both planning work and reporting. What’s crucial is that it’s embraced by everyone across the organization," says Jelko Gros.

A few years ago, the institution tracked time and attendance data using Excel. They relied on a board to indicate who was working on a given day and when someone was scheduled to arrive. However, the board was not always noticed.

"From my previous experience, I know that Excel can handle a lot, but it's also easy for people to manipulate records and cheat the company. Introducing electronic time recording is beneficial as it provides an accurate attendance record. On the other hand, it enables inspectors to check if someone has been given an excessive workload. When I first introduced this solution, my colleagues, as expected, commented that I didn’t trust them. However, in time, everyone realized we were actually freeing them from unnecessary administrative work," says Jelko Gros.

With Spica's solution, Jelko Gros' colleagues can easily monitor their work schedules on their mobile phones. If someone forgets to register, they can correct it via the app, and the supervisor can approve the adjustment. Registration for remote work is also supported, while key fobs are used for clocking-in on site.

Challenge 2: Reallocation of working hours and tasks

Work at the Planica Nordic Centre is unique, which is where the Dynamic Scheduling functionality proves invaluable. Employees work with flexible hours, a system that can lead to various issues if work isn’t carefully planned and staff aren’t effectively deployed.

The types of jobs and workers at the Planica Nordic Center are highly diverse, ranging from maintenance staff, shop assistants, and receptionists to cleaners, cooks, tour guides, and ski lift operators. Each role comes with specific legal regulations that must be adhered to. 

"We need to comply with the rules 110% to ensure we stay on the right side of the law," says Jelko Gros. 

Additionally, their work must constantly adapt to variables, the most significant being the weather.

Solution: Managers relieved in the morning, employees better prepared

Spica's Dynamic Scheduling solution was implemented in 2022. According to Jelko Gros, it is essential that management gets thoroughly familiar with the system as soon as it is introduced. It’s not enough for only the accounting department to understand it as dynamic scheduling isn’t handled by accounting but rather by the managers who assign work tasks. Gros emphasizes that the solution must be understood and adopted by everyone across the organizational hierarchy.

With Spica's solution, employees are much happier and also better prepared for their tasks. Previously, they had to wait in the morning for their supervisors to assign them to work. Now, this only happens when someone is absent, requiring a reassignment. In such cases, managers prioritize tasks based on their urgency.

How does the system work in practice?

Employees 

Employees receive a detailed weekly plan outlining their tasks and assignment locations. Those with personal phones have the option to access their schedule via the app, while those with work phones are required to use it. For others, weekly plans are provided on paper at the workplace. Employees without phones or home email access can view their schedules anytime on a computer in the changing room.

Work planners

Work planners closely monitor the weather forecast. If no snow is expected in the coming week, work proceeds as usual. But if there's a heavy snowfall on Thursday? There are no call-ups from home, as all contract workers are already activated for their regular winter duties. However, with Spica's solution, work planners can easily check which workers are available based on task priorities. 

The app shows whether there is sufficient staff or if additional workers are needed. This avoids violating the right to disconnect, as it becomes easier to redeploy workers already on duty. The weather forecast remains the most critical tool for planning in Planica. When snow is expected, normal tasks are deprioritized, and workers are reassigned to priority jobs.

If snow doesn’t arrive despite the forecast, workers are redirected to other tasks. Even if snow falls unexpectedly on Tuesday, the planner can easily update the work plan and reassign workers using Spica's solution. 

Similarly, if a ski jumping competition is canceled, the ski lift doesn’t need to operate, allowing some workers to stay home. The planner can constantly monitor whose working hours are in surplus or deficit and adjust future schedules accordingly. This is how work operates in Planica using flexible hours.

Weather isn’t the only variable in Planica—races and tourist visits also play a significant role. Tourist visits usually conclude by 5 pm, but occasionally a group arrives an hour late. In such cases, around five employees need to extend their working hours. While this isn’t yet planned through Spica's solution, the system is used to register it.

What are some additional benefits of dynamic scheduling in Spica's solution?

Productivity

Spica's solution enhances not only organization but also productivity. The daily half-hour morning meeting previously used to assign tasks is no longer necessary. With 20 employees present, this would amount to 10 working hours lost every day. "But the boost in productivity from increased satisfaction is harder to measure. If someone earns more due to dynamic scheduling and higher workloads caused by weather conditions, they are also more motivated and productive," explains Jelko Gros.

Transparency

There is another important aspect. In Spica's solution, work is planned dynamically, specifying when an employee starts and finishes a task. Dynamic scheduling keeps track of employees' assigned tasks. Work presence is treated separately, as it includes the time spent arriving, preparing, and leaving the workplace. This portion of working time is highlighted in red, requiring the work planner to confirm whether it falls within acceptable limits. If an employee cannot justify additional time spent, the planner approves only the extra 15 minutes allocated in the work schedule.

Traceability

The audit trail feature in Spica's solution is also useful. The system records who makes corrections to the data. Knowing this, employees are discouraged from altering others' records. Additionally, the system provides visibility into all actions taken by supervisors. "If we ever need assistance with this, Spica's team is always available to help. Of course, everyone can check their own data in the app," adds Jelko Gros.

Semi-annual reporting

The law requires the organization to conduct annual planning and semi-annual reporting for employees. Workers must sign agreements for specific conditions, such as working up to 60 hours of overtime per year. By law, employees must consent to such arrangements, and the organization must retain evidence of their agreement.

The semi-annual report informs employees about the status of any surplus or deficit in hours. Surplus hours are typically either paid out or carried over to the next period for the worker to use, with most employees opting for the latter. In the case of a deficit in hours, no action is taken, as it is considered a result of poor planning.

Fair prices

But there’s more. Spica’s solution simplifies work planning for events. Using the app, specific workers, such as electricians or mechanics, can be scheduled, with arrival times carefully planned. "A Finnish TV series will soon be filmed in Planica. The organizers communicated their requirements, and we informed them that such requests usually translate into costs. I’ll need to assign workers for specific tasks, and they’ll need to cover those costs," Jelko Gros illustrates with a recent example. The bottom line: effective planning by filmmakers will result in fewer worker hours required. The tool facilitates accurate invoicing for all work performed. 

Additional solution: The inclusion of specific add-ons

"We’ve learned a lot and the system is now running smoothly, so it's time to add new modules. That’s the advantage of Spica’s solution, that modules can be added. We’re planning to implement two new ones soon," says Jelko Gros.

The Dynamic Scheduling Module will help predict overtime and increased workloads while ensuring greater traceability. For instance, if a worker is assigned a task that involves working at height, this should be automatically included in the payroll as an additional payment.

Currently, this functionality is not integrated yet, so such tasks are managed by adding notes. The new module will incorporate all additional pay elements. The existing solution already handles standard extras like working on Sundays and holidays, which are automatically detected and processed. However, additional allowances, such as for tasks that involve working at height and increased workload adjustments, are not yet included.

There is still room for improvement, but Jelko Gros highlights the key advantages of Spica's solution: 

"Under the law, workers must consent each time they are subjected to an increased workload. This often occurs during snowfall, which cannot be planned far in advance.

If the standard time for shoveling snow is two days but the worker finishes it in one, they are credited for the increased workload. Similarly, if a worker completes a task in one day that would normally take two days by using a more efficient method, this is also considered an increased workload.

It’s also a way to introduce rewards for workers in the public sector, especially if they can use those extra hours in the summer to enjoy an additional day off."

Key benefits

1. Rapid reassignment of staff to high-priority tasks
2. Increased employee productivity and motivation
3. Fair processing of all additional allowances
4. Protection against unintentional legal violations
5. Elimination of outdated and unnecessary bureaucracy