A vacation scheduling algorithm for military flight crews: Maximizing satisfaction while maintaining military preparedness

This article develops a quantitative method of assigning leave to crewmembers in an operational military flying squadron. The objective of the assignment process is to maximize crew preferences. This objective is limited by manning constraints which limit the number of crews that can be on leave at the same time. The basis of the assignment process is a point system which allows each crew to bid for the periods they prefer. The periods are then assigned to the highest bidder. In this way, each crew is assured of an influence in the leave assignment process, and the results are entirely in the hands of the crews themselves. The method now used to assign leave was developed and refined during a three year period from 1981 to 1983. The 1983 method includes a two-phase partially open bidding system. In Phase I, crews signed up on a posted calendar for the periods they wanted, but they did not assign points to the periods. During this phase, crews could change their period request as they saw what other crews requested. This allows crews to sequence themselves to avoid conflicts. At the end of Phase I, the juggling process was closed, and crews could no longer change their period request. Crews were given a week between the close of Phase I and the start of Phase II to see how many other crews they were competing with. Then in Phase II, they submitted their points via closed bid. This system was very effective in both distributing the demand and preventing ‘gaming.’ There was a strong disincentive from changing a period request at the last minute. If they did, the competition had a week to see whom they were competing with and could then bid accordingly. It was to everyone’s advantage to avoid competition. Statistical analysis and positive feedback from crews and scheduling personnel have proven this method to be significantly superior to the former system.