#Japan #Chofu #Chofu City #Crossbit #Rakushifu

Introduction

In Chofu City, Tokyo, a new cloud shift management system, "Rakushifu," has been implemented to oversee early morning watch staff at elementary schools. Crossbit, a company focused on maximizing the value of work experiences, has collaborated with the Chofu City Citizen Service Corporation to address the pressing issue known as the "first-grade wall" faced by working parents.

Background: Addressing the 'First-Grade Wall'

The "first-grade wall" highlights the challenges parents experience when their work schedules do not align with their children's school hours, especially for dual-income families. Chofu City is pioneering efforts to address this issue through its "Mima Morning" initiative, which starts monitoring children before school from fiscal year 2025. This program engages a diverse team of watch staff, including local university students and long-term local residents, who rotate in providing oversight until the children are handed over to school staff.

Historically, the Chofu City Citizen Service Corporation has managed various public facilities, where shifts were adjusted among a small group of staff members on-site without the aid of technology. However, the introduction of the "Mima Morning" program unveiled a new set of challenges. Each school requires 10 to 15 watch staff, and the limited morning hours necessitate a more sophisticated management process. Additionally, the absence of desktop computers on school premises limited practical administrative solutions such as paper or verbal shift adjustments.

Decision for Implementation

To meet these challenges, the "Rakushifu" platform was introduced. This cloud-based system allows for centralized shift management, enabling staff to submit their shift preferences and check notifications easily through their smartphones. The system's design leverages familiar applications like LINE, facilitating smooth communication and quick responses to schedule changes.

One unique requirement was accommodating staff who could start as early as 7:15 a.m. but may also need to leave early. "Rakushifu" allows for individual preferences and schedules to be meticulously managed, ensuring flexibility in operations. Furthermore, the operating hours of the program often involve sudden absenteeism, making rapid response capabilities crucial. The available support from the "Rakushifu" help team enhances the reliability of the program, stabilizing operations.

Implementation Outcomes

Currently, "Rakushifu" is operational at ten schools in Chofu City, catering to a wide age range of watch staff from teenagers to individuals in their 80s. This diversity posed challenges in IT literacy and lifestyle differences; however, after just a month and a half since implementation, inquiries regarding the use of the system have diminished significantly, demonstrating its user-friendliness. The familiarity of LINE helped ease the onboarding process, and most staff could adapt without formal training.

In the administrative office, one staff member oversees shift creation, confirmations, and responses to sudden absences. Thanks to the user-friendly interface of "Rakushifu," efficient management has been achieved, and the chat feature allows for quick coordination between the team and the administration.

Adaptation to Unique Needs

Despite the unique constraints presented by the early morning operations of "Mima Morning," where computers cannot be installed, "Rakushifu" integrates seamlessly into this environment. It fosters intuitive use among staff and adapts readily for urgent situations, providing a balanced participation model involving students and longtime residents alike. The transition from reliance on individual preferences to a structured system has also improved the quality and stability of the oversight operations.

Future Outlook

With plans for expanding the "Mima Morning" initiative to more schools, the volume of staff is expected to increase, leading to more complex scheduling challenges. The structured approach by "Rakushifu" will be pivotal in accommodating these changes while maintaining a sustainable and effective monitoring system. If the operations are stabilized rigorously, it is anticipated that the expansion will occur without imposing excessive burdens on either the administrative body or the field workers.

Comments from Management

Representatives from the Chofu City Citizen Service Corporation emphasized that while traditional public facility management has not necessitated a digital shift structure, the unique needs of the school context have highlighted its importance. The ability of "Rakushifu" to utilize LINE for shift management directly impacts usability, and feedback indicates that adoption has been swift and effective, laying the groundwork for potential expansion into additional schools in the future.

About Crossbit

Crossbit supports efficiency in shift management amidst growing trends toward non-regular employment and on-demand work environments. The implementation of the "Rakushifu" system is part of a broader initiative to improve operational management, optimize expenses, and enhance workforce allocation utilizing AI technology moving forward.

For more details, visit the Rakushifu website.