Spreadsheets are helpful for managing basic mining rosters – but really only for entry-level use. As a company expands, the more complex the spreadsheet becomes to manage and keep track of people movements. It becomes harder to report on and change data with multiple versions of the same file being used across the company. There is also an increased risk of human error with the use of spreadsheets as they can be highly inaccurate. A study completed by a US University showed that 88% contain some form of error in them.
Using spreadsheets to manage the rostering of employees to and from site can become troublesome as there are risks of employees not being properly notified of changes to their flights which could result in missed flights and on flow costs and logistical consequences.
Turn away from this outdated method of booking rosters and implement automated software to do the work for you. Achieve the following major benefits for your company in the long term.
Central source for data
A software system serves as a central source for all data. It can be easily accessed by those across the company and can be amended if and when needed. Any updates made from one user will be automatically visible to others. This removes the risk of running multiple versions of the same file. Especially when rostering, a feature that allows employees to be notified directly of any changes to their rosters reduces the likelihood of missed flights significantly.
Combine and merge fields
Software systems have the ability to combine and merge fields and datasets for performance optimization. If there are duplicates or an extensive amount of information to be analysed, automated systems can compress this data so it is easily accessible. Spreadsheets do not work this way, often causing computers to crash or not allowing the data to be viewed if file sizes are too large.
With software, reporting can be automated. These software systems allow for automatic data consolidation, data collection and scheduled data refreshes which makes manual entry obsolete. This frees up time for administrators to focus on more important tasks. Automation will also enable scheduled reports to deliver updates directly to users when required.
Standard spreadsheets do not have security gateways. They rely solely on operating systems, access rights and computer security settings for protection. If passwords and settings are not properly set up, anybody has access to update, delete or copy information in the file. This can compromise the data that is stored in the spreadsheet. Software systems monitor and control user activity and access rights based on the user’s security settings. The owner of specific dashboards can give access to key personnel based on their skills or responsibilities. This is important for rostering as it ensures only people who are required to make changes to rosters are able to do so.
Software systems are more time-efficient with less risk of human error. Updates are required to be entered once and the system can auto-populate the rest of the roster that it impacts. Spreadsheets require manual entry which is time-consuming as it is a tedious task having to fill out each cell but it also comes with a high chance of error. Implementing a software system like INX InFlight into your processes will help to improve productivity and reduce costs by managing all FIFO requirements including accommodation, rosters, and travel, all in one location. Easily set up and manage employee travel requirements and notify required personnel of any shift or travel amendments.