1. Shift Duty System Review Achieving a collective agreement Stuart Smith Director of Safer Communities

2. Background Fire and Rescue National Framework FRA’s should ensure that their human resources strategy fully reflects the needs set out in the IRMP, and included the use that will be made of flexible shift patterns and working practices. 2004/2005 FRA’s should make efficient and effective use of resources to implement the IRMP and action plan, including using more efficient working practices where appropriate. 2005/2006

3. Why Review ? The Fire and Rescue Authority identified in its first Integrated Risk Management Plan that a review of all duty systems would be undertaken. This was to ensure that the duty systems operating within Staffordshire aligned fully with the need to reduce risk identified within its communities.

4. Task and Finish Group Sub Group 1 Options for change Sub Group 2 Scrutiny Committee Sub Group 3 Legislation and HR

5. Criteria Will the shift pattern be in accordance with the NJC Scheme of Conditions of Service? – 42 hrs/week – Rest Periods – Min two 24 hr periods free from duty each week – Compliance with legislation – UK + European – Regards to special circumstances of individuals and be family friendly

6. W orking Together From the outset, the importance of working closely with staff and representative bodies was recognised. This would be paramount in order to achieve a satisfactory outcome of the review for all concerned. Leaders from Staffordshire Fire Brigade Union were invited to sit on the Task and Finish Group. A joint communication statement was issues from the Chief Fire Officer and the Fire Brigades Union informing all staff that the review was to commence and explaining the aims / objectives of the review.

7. Sub Group 1 & 3 Research and analyse existing shift system Identify new / alternative working patterns in other FRA’s Identify and examine alternative shift systems from other emergency services, business, industry CFOA Report “Working Patterns and Duty Systems”

8. Will the shift pattern; Improve delivery of risk reduction activities? Maximise productivity / efficiency? Maintain or improve operational response? Allow scope for overtime, part-time and flexible working? Fit Service budgets?

9. Sub Group 2 – Scrutiny Committee Challenge Examinethe work of SG 1/2 Analyse Scrutinise regularly

10. Three options were submitted to the T & F Group 1.5 watch pattern 18-2-2-4 2.4 watch 8-8-8 3.4 watch pattern modification to existing 2-2-4 2 X 12 hour shifts Option 3 was the preferred option which was recommended to the Policy Group

11. Option 3 Key Points Meets the needs of the community and will contribute to the delivery of IRMP Responds effectively to emergencies. Provides 24/7 cover and can work with all size stations Improves productivity. 12-hour shifts - additional positive hours, longer periods of activity Staff on duty for 42 hours per week Rostered leave

12. Option 3 Key Points Reallocation of part/all of ridership factor, allowing creation of central reserve Central reserve will provide cover for long term absence and can be used for risk reduction activities and training Option allows for progressive move to wakeful watch Possible to align working hours with Day Crewing Complies with all mandatory and some optional requirements of Working Time Regulations.

13. Option 3 Key Points Conforms to conditions of service as set out in the ‘Grey Book’. Scope for overtime. Part time work/job sharing could be an option Work/ life balance. - maintains 2-2-4 system. System provides for a range of working practices designed to enable employees to achieve a satisfactory work life balance.

14. Scoring Matrix

15. Impact Risk Analysis Option 3 UpsideDownside Increased compliance with Working Time Regulations. Requirement for new global crewing software, for effective management. Increase in productivity/maximises positive hours..Staff resistant to change due to rostered leave. Rostered leave assisting in management of crewing levels.Staff resistant to change in working hours / pattern. Maintaining existing 2-2-4 system. Popular with staff. Limited cost in terms of resource, in facilitating move to new system.

16. Staff Consultation It was recognised that this review was probably the most sensitive and emotive issue to face the Service for many years. Throughout the consultation there was a general acknowledgment by staff of the advantages to be gained from some aspects of the proposals, however, the clear preference was to retain both the existing 2-2-4 system together with the current start and finish times.

17. Staff Consultation Staff had to select one of the options, option 3 was chosen as this was the nearest to the current system. Following consultation, comments were considered and amendments made, specifically regarding start and finish times. 0800 – 1900 days & 1900 – 0800 nights (11 hrs & 13 hrs). Clear and regular statements were forwarded to all staff to advise all concerned of progress on the review.

18. Assessment of the fatigue risk associated with the 2-2-4 shift schedule Loughborough University – Awake Limited To compile this analysis a state of the art ‘Sleep-wake-predictor’ software programme was used to quantify the fatigue or sleepiness risk associated with shift schedules

19. Assessment of the fatigue risk associated with the 2-2-4 shift schedule The aim of this research was to evaluate the fatigue risks associated with working a 11 hour D and 13 hour N shift. In addition, the research considered the minimum rest and recuperation necessary to maintain performance during a 13 hour shift schedule.

20. Duty System - D D N N R R R R – no rest and recuperation This is the basic 2-2-4 shift pattern with dayshift duration of 11 hours and nightshift duration 13 hours.

21. Duty System D D N N R R R R – with rest and recuperation 02:00am – 06:00am

22. ShiftDuty hoursTotal hoursTime at risk (approx.) Percentage of shift spent ‘at risk’ D108:00 – 19:001100% D208:00 – 19:001100% N1 R&R19:00 – 08:001300:364.6% N2 R&R19:00 – 08:001300:425.4% Duty System with R&R from 2am to 6am– Risk per shift

23. Duty System (D D N N R R R R – with rest and recuperation) This rota system enables the firefighters, (operations permitting) to take scheduled rest and recuperation from 2am-6am during each night shift. This rest and recuperation clearly reduces the amount of fatigue endured by the firefighters during the night shift. In particular, firefighters will be in a much less sleepy state to cope with the drive home after the night shift

24. What did the shift review give us? Increased compliance with the Working Time Directive Provision of 11 hour rest period between night shifts Move to 11hrs D & 13hrs N shifts, allowing for increase in positive hours. Increase of 6 hrs per FF per tour of duty Start and finish times will allow for crews to engage with the community at realistic times

25. What did the shift review give us? Creation of a Resilience Team allowing for improved management of long term sickness, vacancies and training courses Rostered leave assisting in day to day management of crews Scope for overtime Allows for a move to wakeful watch Opportunity to refurbish the new rest rooms

26. Post Implementation Issues Officer visits Chairs Safety events Signing of the new collective agreement To sleep or not to sleep Industrial action

27. Review Period Review issues such as: Response turnout times Productivity in Risk Reduction activities Safety Events

28. Thank you Questions