FIREHOUSE Software Staff Scheduling User's Guide

Transcription

1 FIREHOUSE Software Staff Scheduling User's Guide

2 Xerox Government Systems, LLC. All rights reserved th St., Suite 309 Urbandale, IA WSpell ActiveX Spelling Checker Wintertree Software, Inc. PDF Rasterizer.NET TallComponents BV FIREHOUSE Software is a registered trademark of Xerox Government Systems, LLC. All rights reserved. Microsoft, MS, MS-DOS, Microsoft Visual FoxPro, and Microsoft Access are registered trademarks. Windows is a trademark of Microsoft Corporation. CAMEO is a registered trademark. ipad is a registered trademark of Apple, Inc. All other products or services mentioned in this manual are identified by the trademarks or service marks of their respective companies or organizations. Xerox disclaims any responsibilities for specifying which marks are owned by which companies or organizations. FIREHOUSE Software is protected by the copyright laws that pertain to computer software. It is illegal to make copies of the Software except for backups. It is illegal to rent, lease, sublicense, or otherwise transfer any of the materials. It is illegal to remove or obscure proprietary notices. It is illegal to duplicate and distribute the Software by any other means, including electronic transmission. To protect trade secrets contained in the Software, you may not decompile, reverse engineer, dissemble, or otherwise reduce the Software to human perceivable form. You may not modify, adapt, translate, rent, lease, or create derivative works based upon the Software or any part thereof. Xerox warrants the original media are free from defects in material and workmanship, assuming normal use, for ninety (90) days from the date of purchase. Except for express warranty of the original media set forth above, Xerox grants no other warranties, express or implied, by statute or otherwise, regarding the media related materials, their fitness for any purpose, their quality, their merchantability, or otherwise. The liability of Xerox, under the warranty set forth above, shall be limited to the amount paid by the customer for the product. In no event shall Xerox be liable for any special, consequential, or other damages for breach of warranty Xerox Government Systems, LLC.- Printed in the United States. All rights reserved. No part of this work covered by copyright hereon may be reproduced in any form by any means -- graphic, electronic, or mechanical -- including photocopying, recording, taping, or storage in any information retrieval system, without the written permission of the copyright owner. 2 FIREHOUSE Software Staff Scheduling User's Guide

3 Technical support FH Technical Support: Phone: , option 2 [email protected] Sales contacts Jim Brandariz Phone: , Fax: [email protected] AZ, CA, NV, OR, WA Mike Rogers Phone: , Fax: [email protected] AR, KS, LA, MO, MS, OK, TX Peter Eleftherakis Phone: , Fax: [email protected] CT, MA, ME, NH, NY, RI, VT, Ontario Forest Nace Phone: Fax: [email protected] DE, IN, KY, MD, NJ, OH, PA, VA, WV Roger DeDoncker Rebecca Sanger Phone: , ext. 1 Fax: [email protected] AK, AL, CO, GA, FL, HI, ID, IA, IL, MI, MN, MT, NC, ND, NE, NM, SC, SD, TN, UT, WI, WY, International FIREHOUSE Software Staff Scheduling User's Guide iii

4 Table of Contents Introduction 1 Activate FH Staff Scheduling 1 Configure FH Staff Scheduling 3 Assign security 3 Enable database audit tracking 6 Set administration scheduling options 7 Set workstation-specific scheduling options 8 Install schedule templates 13 Set up a schedule 15 Load a schedule template 15 Add a new schedule 16 Open an existing schedule 18 Set up shifts in a schedule 19 Add a shift to a schedule 19 Add individual staff members to a shift 21 Add a group of staff members to a shift 25 Edit or delete staff members on a shift 28 Define activity defaults for a shift 31 Define a duty cycle for a shift 33 Example: Add a shift starting Friday morning 35 Delete a shift 38 Work with the shift calendar 39 Add shifts to a schedule with the wizard 40 Set up staffing exchanges and exceptions in the schedule 48 Add staffing exchange or exception 48 Edit or delete a staffing exchange or exception 54 Filter the display of staffing exchanges and exceptions 56 Purge old staffing exchanges and exceptions 57 Add notes to a schedule 58 Add custom data user-defined fields to a schedule 59 Enter custom data in user-defined fields for a schedule 61 Add attachments and signatures to a schedule 62 Review the modification history of a schedule 64 iv FIREHOUSE Software Staff Scheduling User's Guide

5 Lock a schedule 65 Delete a schedule 66 Print a schedule from the Schedule dialog box 67 Use FH Staff Scheduling 74 Specify the schedule, date, time, and shift to work with 74 Display or hide information about the shift 78 Limit data display to what is current at the specified time 81 Add staff members to a shift 83 Add a staffing exchange or exception 86 Approve a staffing exchange or exception 87 Reassign a staff member on a shift 89 Delete a staff reassignment 92 Request time off 93 Request an extended leave 93 Transfer schedule information to the station roster 95 Create an activity 97 Update staff activities as automated tasks during a shift 98 Enable the automated task processor 100 Edit or delete an activity 101 Print a schedule from the Scheduling Console dialog box 102 Appendix A: Scheduling a leap year 103 FIREHOUSE Software Staff Scheduling User's Guide v

6 Introduction The FIREHOUSE Software Staff Scheduling User's Guide is designed to help you activate and configure FH Scheduling, set up schedules and shifts, and manage staffing changes as needed. Staff members can exchange hours or shifts, ask for exceptions to the schedule for vacations, sick times, and so forth. You also create activities that track the actual hours worked by staff members, and you can transfer the scheduling information to the station roster. You can print a shift schedule, display an individual staff member's schedule, and more. Activate FH Staff Scheduling Caution: If you purchased FH Staff Scheduling when you purchased FH, you can skip the steps below and continue with Configure FH Staff Scheduling, on page 3. Note: If you purchased your FH Staff Scheduling module after purchasing FH, you were sent a license activation code for Staff Scheduling through or regular mail. You need that activation code to complete the instructions below. 1. Log in to FH as an administrator. 2. Choose Administration Activate or Update Features Online System Activation. A dialog box appears. 3. Select Enter Activation Code, and then click OK. FIREHOUSE Software Staff Scheduling User's Guide 1

7 The Confirm Feature Activation dialog box appears. 4. In Serial Number and Activation Code, enter the serial number and code listed in the top of the license activation code document you were sent when you purchased FH Staff Scheduling. 5. Click OK. A confirmation dialog box appears, informing you that your license information has been updated. 6. Click OK. A second confirmation dialog box appears, informing you that the feature was successfully updated. 7. Click OK. 8. Continue with Configure FH Staff Scheduling, on page 3. 2 FIREHOUSE Software Staff Scheduling User's Guide

8 Configure FH Staff Scheduling Once the Staff Scheduling module is activated in FH, you need to assign security and enable database audit tracking. You can set administration scheduling options for all workstations, or scheduling options for individual workstations. You can also install several schedule templates that ship with FH. Assign security 1. Choose Administration Users and Security. The Feature Update dialog box may appear. If the Feature Update dialog box does not appear, the Users and Security dialog box appears. FIREHOUSE Software Staff Scheduling User's Guide 3

9 2. (If the Feature Update dialog box appeared) Click OK. The Users and Security dialog box appears. 3. Under User Name, select the name of a user you want to have access to the FH Staff Scheduling module, and then click Properties. The User Setup dialog box appears. 4. Click the Modules tab. 5. Under Tables, scroll down to the Staff Scheduling area. 4 FIREHOUSE Software Staff Scheduling User's Guide

10 6. Select or clear options for each of the rows as appropriate for that user. Information on each of the rights listed in the table is available in the FIREHOUSE Software User Guide. 7. Click Save. 8. Repeat steps 3-8 for each user who will use the Staff Scheduling module. 9. In the Users and Security dialog box, click Close. 10. Continue with Enable database audit tracking, on page 6. FIREHOUSE Software Staff Scheduling User's Guide 5

11 Enable database audit tracking 1. Choose Administration Administrative Options. The Administrative Options dialog box that appears. 2. Click the Database tab, and then click the Auditing tab. By default, basic audit tracking is enabled. 3. (Optional) Enable more detailed audit tracking. a. Select Enable detailed audit tracking. b. Depending on the level of changes you want to track, select Track changes to records or Track changes to fields. c. Under Select the databases for which you want to enable detail audit tracking, select or clear the types of information you want to track. 4. Click OK. 6 FIREHOUSE Software Staff Scheduling User's Guide

12 Set administration scheduling options 1. Choose Administration Administrative Options. The Administrative Options dialog box appears. 2. Click the Staff tab, and then click the Scheduling tab. 3. Select or clear Automatically lock duty activities created through scheduling to indicate whether or not to lock staff activity records created from scheduling. Locked activities can not be modified by users without administrations rights. 4. Select or clear Only allow updates to staff shift and station from scheduling (for staff linked to a schedule) to indicate whether or not to prevent the shift and station values from being changed in the Staff dialog box. Caution: When selected, the shift and station values for a staff member added to a shift schedule can only be changed in the Schedule Shift Personnel dialog box. 5. Select or clear Copy Roles to indicate whether or not to copy the value in Roles from scheduling or adding a group of staff members, to incident activities. 6. Select or clear Copy Position to indicate whether or not to copy the value in Position from scheduling or adding a group of staff members, to incident activities. 7. Click OK. FIREHOUSE Software Staff Scheduling User's Guide 7

13 Set workstation-specific scheduling options FH administrators can set global options for schedules on each workstations. 1. Choose Tools Workstation Options. The Workstation Options dialog box appears. 2. Click the Scheduling tab. 3. In Default Schedule, type the name of the schedule that you want displayed whenever you access the Scheduling Console dialog box, or click the lookup button use the Query dialog box which appears to select the schedule. The staff included in the specified schedule appear when adding staff to FH. and then 4. Select or clear Confirm reassignment when a change is made through drag-anddrop on the console to indicate whether the Schedule Personnel Reassignment dialog box appears after staff members are reassigned through drag-and-drop on the Scheduling Console dialog box. When this option is cleared, default information is used for the reassignment, and the user is not prompted for confirmation. Information on reassigning staff members is available in Reassign a staff member on a shift, on page FIREHOUSE Software Staff Scheduling User's Guide

14 5. Under Calendar Shift-Coloring, in Resolution, specify the degree of hourly accuracy with which shifts can be represented with color on a calendar. A day's block on a calendar can be divided into as many as 24 units, representing each hour in the day. Higher resolutions are necessary to display multiple shifts on a calendar, but may require more time to display. Lower resolutions may limit the number of shifts that can be displayed in one day. Example: For the first calendar below, Resolution has a value of 3, which sets the days on the calendar to display in eight-hour increments. For the second calendar, Resolution has a value of 1, which sets the days to display in one increment (of 24 hours). Notice that the second calendar can only display one shift for each day, since the entire 24-hour period must be represented by one increment. 6. From Show Color At, select the point in the increment to determine the color to display on the calendar. Example: If you have a 24-hour shift and Resolution has a value of 3,the day is displayed on the calendar as three 8-hour increments. If Show Color At has a value of Middle, the color displayed in the calendar is the color of the shift on duty in the middle of the 8-hour increment. If Show Color At has a value of Beginning, the color displayed in the calendar is the color of the shift on duty at the beginning of the 8-hour increment. Tip: Setting Resolution to 1 and Show Color At to Middle displays the primary shift on duty for the day, and meets the needs of most firehouses. FIREHOUSE Software Staff Scheduling User's Guide 9

15 7. From Journal Calendar, choose an option that indicates how shift coloring appears on the calendar in the Department Journal dialog box. Note: If you do not specify which schedule to use in step 3 for Default Schedule, your selection from Journal Calendar does not appear in the Department Journal dialog box. Select this Do not color calendar To do this Prevent shift color coding from appearing in the journal calendar. Note: Choose this option if you are using a low-speed connection to the FH database. Color background and use solid icons Use a solid color background for icons displayed in the journal's day blocks. Note: Choose this option if your shift colors obscure event icons.you can also enlarge the Department Journal dialog box to prevent colors from obscuring icons. Color background and use transparent icons Use a transparent background for icons displayed in the journal. Color day number Color the date number in a day's calendar block with the shift color, instead of coloring the background of the day's calendar block. Note: Only one shift color can be displayed for each day, even if multiple shifts occur that day. 10 FIREHOUSE Software Staff Scheduling User's Guide

16 8. From Date Lookups, select an option to indicate whether you want to display shift color coding when you click a lookup button that accesses the Calendar dialog box for selecting a date. Note: If you choose Color day number, only one shift color can be used for each day, even if multiple shifts occur that day. 9. From Other Calendars, select an option to indicate whether you want to suppress shift color coding on other calendars in FH, or whether you want the shift color coding to be applied to the day's calendar block or day's date number. Note: If you choose Color day number, only one shift color can be used for each day, even if multiple shifts occur that day. 10. Under Real Time Links, select or clear Real-time link with Station Roster to indicate whether or not to update the station roster with staff members associated with the current shift. Caution: Do not select this option if you are using a low-speed connection to the FH database. FIREHOUSE Software Staff Scheduling User's Guide 11

17 Tip: To take full advantage of the real-time link with station roster, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the Staff tab, and from Default Staff Group Select Method/Page, choose Station Roster. When you are later working in a dialog box and you click Add Group, the Staff Group Select dialog box appears listing staff associated with the current shift. 11. Select or clear Real-time link with data entry to indicate whether or not to add staff members on the current shift to a selection list anytime you browse for a group of staff members. Caution: Do not select this option if you are using a low-speed connection to the FH database. Example: If you access the NFIRS lncident Report dialog box, click the Units & Personnel tab, and then under Personnel, click Add Group, the Add From Scheduling option exists in the menu that appears. When you select Add From Scheduling, the Staff Activity - Group Add dialog box appears, listing the staff members on the shift, and you can click OK to add them to the incident report. Note: The date and time specified in the dialog box you are working in determines which shifts the staff members are drawn from. If the date and time in the dialog box are not available, the current time on your computer is used. 12. Click OK. 12 FIREHOUSE Software Staff Scheduling User's Guide

18 Install schedule templates A staff schedule includes base schedule information, on-duty and off-duty times (duty cycles) for shifts, and staff members assigned to the shifts. FH provides four popular schedule templates that you can use rather than creating one on your own, or that you can customize to fit your needs. Note: Installing and using schedule templates is optional. Once you have installed the schedule templates, you can load a template and work with it. Information on loading a template is available in Load a schedule template, on page Insert your FIREHOUSE Software installation CD into the CD or DVD player on your computer. 2. Choose Administration Install New or Updated Components. The Install New or Updated Components dialog box appears. 3. Click Install From, and then use the file browser that appears to navigate to the installation CD and into the Tools directory on the CD. 4. Select ScheduleTemplates.FHz, and then click OK. The four schedule templates provided with FH appear in the Install New or Updated FIREHOUSE Software Staff Scheduling User's Guide 13

19 Features dialog box. Name Number of shifts Description California Three Each 24 hour shift is on one day then off one day for six days, then off duty for four days. Four Day Weekend Simple Rotation Three Three A complicated shift schedule that results in three days on duty one week, then two weeks of two days on duty. Each 24 hour shift is on duty one day then off two days. Split Shift Four Each shift is on duty 14 hours, off duty for two days, on duty for 10 hours, then off duty for one day. 5. Select the templates that you want to install, and then click OK. 14 FIREHOUSE Software Staff Scheduling User's Guide

20 Set up a schedule A staff schedule includes basic schedule information, on-duty and off-duty times (duty cycles) for shifts, and staff members assigned to the shifts. You can create your own schedule, or you can load a schedule template that is pre-populated with typical information. You can add shifts, define the duty cycles, staff, and default activities of each shift, delete a shift, and work with the shift calendar. You can also add notes, user-defined fields and data, attachments and signatures. You lock a schedule record, review schedule modifications, and more. Load a schedule template If you installed any of the schedule templates that shipped with FH, you can load a template for a specific shift pattern. Information on installing a schedule template is available in Install schedule templates, on page (If one is not open already) Open an existing schedule, as described on page Choose Form Apply Memorized Templates. The Recall Memorized Template - Staff Schedules dialog box appears. 3. Under Memorized Templates, select the template you want to use for the schedule, and then click OK. The Schedule dialog box updates with information from the template. The base schedule and shift schedules are filled in by the template. However, you still need to add staff to each shift listed in the Shifts tab. Information on adding staff to a shift is available in Add individual staff members to a shift, on page Click Close. FIREHOUSE Software Staff Scheduling User's Guide 15

21 Add a new schedule A new staff schedule includes basic schedule information. Once you have added it, you can define the on-duty and off-duty times (duty cycles) for shifts, and staff members assigned to the shifts. 1. Choose File Staff Scheduling Add or Update Scheduling Definitions. A blank Schedule dialog box appears. 2. In Schedule Name, enter a name for the schedule you are creating. 3. In Schedule ID, type an ID number for the schedule, or press the Tab key on your keyboard to let FH automatically create an ID number. A dialog box stating that the schedule ID does not exist in the database, and asking if you want to create it. 4. Click Yes. 5. In Station, enter the station's code, or click the lookup button and then use the Lookup - Stations dialog box which appears to select the station's code. 6. In Start Date, type the date the schedule begins, or click the lookup button and then use the calendar which appears to select the date the schedule begins. 7. In Start Time, type the time the schedule begins. 16 FIREHOUSE Software Staff Scheduling User's Guide

22 8. Click the Other tab. 9. In FDID, enter the fire department's ID number, or click the lookup button and then use the dialog box that appears to select the ID number. Note: At this point, a basic schedule is created. If you installed FH's schedule templates, you can load a template that includes the shifts and shift schedules for a specific shift pattern. If you decide not to use a template, you need to add the shifts and shift schedules on your own. 10. Add any or all of the following to the new schedule. To do this See instructions in Add shifts Add a shift to a schedule, on page 19. Manage staffing exchanges and exceptions Add shifts to a schedule with the wizard, on page 40. Set up staffing exchanges and exceptions in the schedule, on page 48. Add notes Add notes to a schedule, on page 58. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures Add custom data user-defined fields to a schedule, on page 59. Enter custom data in user-defined fields for a schedule, on page 61. Add attachments and signatures to a schedule, on page 62. Lock a schedule Lock a schedule, on page 65. Review modification history Review the modification history of a schedule, on page 64. View the shift calendar Work with the shift calendar, on page Click Save. FIREHOUSE Software Staff Scheduling User's Guide 17

23 Open an existing schedule 1. Choose File Staff Scheduling Add or Update Scheduling Definitions. The Schedule dialog box appears. 2. Click Browse. The Query - Schedules by Name dialog box appears. 3. Select a schedule, and then click OK. The Schedule dialog box populates with information. 4. Add or update any or all of the following parts of the schedule. To do this See instructions in Add shifts Add a shift to a schedule, on page 19. Manage staffing exchanges and exceptions Add shifts to a schedule with the wizard, on page 40. Set up staffing exchanges and exceptions in the schedule, on page 48. Add notes Add notes to a schedule, on page 58. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures Add custom data user-defined fields to a schedule, on page 59. Enter custom data in user-defined fields for a schedule, on page 61. Add attachments and signatures to a schedule, on page 62. Lock a schedule Lock a schedule, on page 65. Review modification history Review the modification history of a schedule, on page 64. View the shift calendar Work with the shift calendar, on page Click Save. 18 FIREHOUSE Software Staff Scheduling User's Guide

24 Set up shifts in a schedule A shift includes the staff members working for a shift, the default activities of staff members on the shift, and the time span for the shift (duty cycle). Add a shift to a schedule Once you create a schedule, you need to add shifts to the schedule. Information on creating a schedule is available in Add a new schedule, on page (If one is not open already) Open an existing schedule, as described on page Click Add. The Schedule Shift dialog box appears. 3. In Shift Name, type a name for the shift you are adding. 4. Click in Shift Color, and then use the Color dialog box that appears to select a color for the shift. Note: You can set additional options for controlling shift colors in Set workstation-specific scheduling options, on page Select or clear Don't use a color for this shift to indicate whether the shift should be included in color-coded calendars. FIREHOUSE Software Staff Scheduling User's Guide 19

25 6. Do any or all of the following to the new shift To do this See instructions in Add personnel Add individual staff members to a shift, on page 21. Edit or delete staff members Add a group of staff members to a shift, on page 25. Edit or delete staff members on a shift, on page 28. Define activity defaults Define activity defaults for a shift, on page 31. Define a duty cycle Define a duty cycle for a shift, on page Click Save, and then click Close. Note: You can also use an FH wizard to Add shifts to a schedule with the wizard, as described on page FIREHOUSE Software Staff Scheduling User's Guide

26 Add individual staff members to a shift You can define activity values that are applied to all staff members on a shift by default. If necessary, you can override these defaults for individual staff members when you add them to the shift. Information on defining activity values to all the staff members on a shift is available in Define activity defaults for a shift, on page (If one is not open already) Open an existing schedule, as described on page (If one is not selected already) Click the Shifts tab. 3. Select the shift you want to add personnel to, and then click Open. The Shift dialog box appears. The Personnel tab is selected by default. 4. Click Add. FIREHOUSE Software Staff Scheduling User's Guide 21

27 The Schedule Shift Personnel dialog box appears. Caution: Values you specify on this tab for the individual staff member take precedence over values on the Activity Defaults tab, which apply to all staff members on the shift. If you leave a value in this dialog box blank, the corresponding value on the Activity Defaults tab is used. 5. In Staff, type the ID number of the staff member you want to add to the shift, or click the and then use the Query dialog box that appears to select the staff mem- lookup button ber. 6. In Activity Code, type the code for the activity performed during the shift, or click the lookup button and then use the Lookup - Staff Activity Types dialog box that appears to select the activity. 7. In Position, type the code for the position held during the shift, or click the lookup button and then use the Lookup - Staff Activity Positions dialog box that appears to select the position. 8. In Roles, type the code for the role filled during the shift, or click the lookup button and then use the Lookup - Scheduling Roles dialog box that appears to select the roles. 9. In Station, enter the station's code, or click the lookup button and then use the Lookup - Stations dialog box which appears to select the station's code. 10. In Shift, type the code for the shift, or click the lookup button and then use the Lookup - Shifts dialog box that appears to select the shifts. 11. In Unit, type the code for the vehicle used during the shift, or click the lookup button and then use the Lookup - Units dialog box that appears to select the vehicle. 22 FIREHOUSE Software Staff Scheduling User's Guide

28 12. Under Activity Type, select the activities performed during a shift. 13. In Hours Worked, enter the number of hours worked during the shift. 14. In Credit Points, enter the number of points the activity earns toward a training program. 15. Under Payroll Calculation, in Hours Paid, enter the number of hours paid for during the shift. 16. In Pay Scale, enter the flat rate paid for a specific activity, or click the lookup button and then use the Lookup - Pay Scales dialog box that appears to select the pay scale. Note: The flat rate set up for the pay scale is the same regardless of the number of hours entered in Hours Worked, unless you specify a combination of hours paid and pay scale, using the pay scale as the hourly rate, or an exception for a specific staff member. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. Information on specifying an exception is available in Add staffing exchange or exception, on page Select or clear Credit Both Hours Paid and Pay Scale to indicate if a combination of the hours paid and the flat-rate pay scale should be used. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. 18. Select or clear Use Pay Scale at the Hourly Rate to indicate if the flat fee for the activity is to be used as the hourly rate charged for performing the activity. 19. Select or clear Include This Staff Member In The On Duty Activity to indicate whether to include the staff member in activities created from staff scheduling. 20. Click Save. If scheduling conflicts appear, the Select Staff Master Defaults dialog box appears. FIREHOUSE Software Staff Scheduling User's Guide 23

29 21. (If the dialog box appears) Do one of the following. To do this Change settings in the Schedule Shift Personnel dialog box to resolve conflicts Override the settings in the Schedule Shift Personnel dialog box 22. Click Close. 23. In the Shift dialog box, click Save. Do this 1. Study the information in the dialog box to determine where the conflicts occur. 2. Click Cancel. 3. Change settings in the Schedule Shift Personnel dialog box as needed. 4. Click Save. If a check appears in the box to the left of the station name, the information in that row matches in the information in the Staff dialog box for that staff member. 1. From the list, select (highlight) the row that you want to change the information in the Staff dialog box to. Note: You can not select a row by putting a checkmark in the box to the left of the station name. 2. Click OK. 3. Click Save. 24 FIREHOUSE Software Staff Scheduling User's Guide

30 Add a group of staff members to a shift 1. (If one is not open already) Open an existing schedule, as described on page Click the Shifts tab. 3. Select the shift you want to add personnel to, and then click Open. The Shift dialog box appears. The Personnel tab is selected by default. Note: Values you specify on this tab take precedence over values you specify on the Activity Defaults tab. If you leave a value on the Personnel tab blank, the corresponding value defined on the Activity Defaults tab is used. 4. Click Add Group. FIREHOUSE Software Staff Scheduling User's Guide 25

31 The Staff Group Select dialog box appears. 5. In the list on the left, select the staff members you want to add as a group. Tip: You can select multiple, consecutive staff members by holding down the Shift key on the keyboard as you select names You can select multiple, non-consecutive staff members by holding down the Ctrl key on the keyboard as you select names. You can select all the names in the list by clicking Select All. You can clear the current selection of names by clicking Select None. You can display lists of staff members sorted by different categories of information (name, rank, status, station, and so forth) by clicking Select Using Query, and then using the Query dialog box that appears. Note: The fields on the Staff Master, Station Roster, and Saved Groups tabs help you filter the list of staff members displayed on the left side of the dialog box. Information on using these tabs is available in the FH online Help, in the Use Staff Group Select Staff Master Section topic, the Use Staff Group Select Station Roster Section topic, and the Use Staff Group Select Saved Groups Section topic. 6. Click OK. 26 FIREHOUSE Software Staff Scheduling User's Guide

32 The Shift Personnel - Group Add dialog box appears. Note: When adding a group of staff members to a shift, the checkboxes to the left of field names are locked, and any values you specify in the fields are not applied from this dialog box. You can change the values for these fields when you define activity defaults. Information defining activity defaults is available in Define activity defaults for a shift, on page Click OK. The names of the staff members you selected appear in the Shift dialog box. 8. Click Save. FIREHOUSE Software Staff Scheduling User's Guide 27

33 Edit or delete staff members on a shift You can edit the information for an individual staff member on a shift, or you can apply the same change to more than one member of the staff on a shift by editing a group of staff members. If needed, you can also delete staff members from a shift. 1. (If one is not open already) Open an existing schedule, as described on page (If one is not selected already) Click the Shifts tab. 3. Select the shift you want to edit or delete staff members on, and then click Open. The Shift dialog box appears. The Personnel tab is selected by default. Note: Values you specify on this tab take precedence over values you specify on the Activity Defaults tab. If you leave a value on the Personnel tab blank, the corresponding value defined on the Activity Defaults tab is used. 4. Do one or more of the following. To do this Edit an individual staff member's information Do this a. Select the staff member whose information you want to edit, and then click Open. The Shift Personnel dialog box appears, containing the current information for the staff member. b. Update the fields in the dialog box as needed. Information on the fields in the dialog box is available in Add individual staff members to a shift, on page FIREHOUSE Software Staff Scheduling User's Guide

34 To do this Edit information for a group of staff members a. Click Edit Group. Do this The Schedule Personnel - Group Update dialog box appears, displaying all the staff members that were listed on the Shift dialog box, Personnel tab. b. In the list on the left side of the dialog box, select the staff members you want to apply the changes to. Tip: You can select multiple, consecutive staff members by holding down the Shift key on the keyboard as you select names You can select multiple, non-consecutive staff members by holding down the Ctrl key on the keyboard as you select names. c. On the right side of the dialog box, for any field you want to change the value for, select the checkbox to the left of the field name. d. For the fields whose checkbox you selected, update the values in the fields as needed. Information on the fields in the dialog box is available in Add individual staff members to a shift, on page 21. e. Click OK. FIREHOUSE Software Staff Scheduling User's Guide 29

35 To do this Delete a staff member from a shift Do this 1. Select the staff member you want to delete from the shift. 2. Near the bottom of the dialog box, click Delete. A confirmation dialog box appears, asking if you are sure you want to delete the highlighted staff member. 3. Click Yes. The staff member is removed from the list on the Personnel tab. 5. In the Shift Personnel dialog box, click Save, and then click Close. 30 FIREHOUSE Software Staff Scheduling User's Guide

36 Define activity defaults for a shift You can define activity values that are applied to all staff members on a shift by default. If necessary, you can override these defaults for individual staff members when you add them to the shift. Information on adding individual staff members to a shift is available in Add individual staff members to a shift, on page (If one is not open already) Open an existing schedule, as described on page (If it is not selected already) Click the Shifts tab. 3. Select the shift you want to define activity defaults for, and then click Open. The Shift dialog box appears. 4. Click the Activity Defaults tab. 5. In Activity Code, type the code for the activity performed during the shift, or click the lookup button and then use the Lookup - Staff Activity Types dialog box that appears to select the activity. 6. In Position, type the code for the position held during the shift, or click the lookup button and then use the Lookup - Staff Activity Positions dialog box that appears to select the position. 7. In Roles, type the code for the role filled during the shift, or click the lookup button and then use the Lookup - Scheduling Roles dialog box that appears to select the roles. 8. In Station, enter the station's code, or click the lookup button and then use the Lookup - Stations dialog box which appears to select the station's code. FIREHOUSE Software Staff Scheduling User's Guide 31

37 9. In Shift, type the code for the shift, or click the lookup button and then use the Lookup - Shifts dialog box that appears to select the shifts. 10. In Unit, type the code for the vehicle used during the shift, or click the lookup button and then use the Lookup - Units dialog box that appears to select the vehicle. 11. Under Activity Type, select the activities performed during a shift. 12. In Hours Worked, enter the number of hours worked during the shift. 13. In Credit Points, enter the number of points the activity earns toward a training program. 14. Under Payroll Calculation, in Hours Paid, enter the number of hours paid for during the shift. 15. In Pay Scale, enter the flat rate paid for a specific activity, or click the lookup button and then use the Lookup - Pay Scales dialog box that appears to select the pay scale. Note: The flat rate set up for the pay scale is the same regardless of the number of hours entered in Hours Worked, unless you specify a combination of hours paid and pay scale, using the pay scale as the hourly rate, or an exception for a specific staff member. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. Information on specifying an exception is available in Add staffing exchange or exception, on page Select or clear Credit Both Hours Paid and Pay Scale to indicate if a combination of the hours paid and the flat-rate pay scale should be used. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. 17. Select or clear Use Pay Scale at the Hourly Rate to indicate if the flat fee for the activity is to be used as the hourly rate charged for performing the activity. 18. Click Save, and then click Close. 32 FIREHOUSE Software Staff Scheduling User's Guide

38 Define a duty cycle for a shift Tip: To see a visual representation of the duty cycle as you are defining on a calendar, enable the display of color coding as described in Set workstation-specific scheduling options, on page 8, before doing the steps below, 1. (If one is not open already) Open an existing schedule, as described on page (If it is not selected already) Click the Shifts tab. 3. Select the shift you want to define duty cycle for, and then click Open. The Shift dialog box appears. 4. Click the Duty Cycle tab. 5. To the right of the time grid, click the plus button. The first row of the time grid partially populates with data. The value in the Start Time column is based on the time you specified in the Schedule dialog box, in the Start Time field, when you added the schedule. Information on adding a schedule is available in Add a new schedule, on page 16. FIREHOUSE Software Staff Scheduling User's Guide 33

39 6. Click in the On Duty column, in the highlighted cell, and type a Y or an N on your keyboard to indicate whether the time range you are defining is an on-duty range (Y) or an off-duty range (N), and then press Tab or Enter on your keyboard. The cell in the Length (Hours) column for that row highlights. 7. In the Length (Hours) column, in the highlighted cell, type the number of hours in the cycle, and then press Tab or Enter on your keyboard. Tip: The number of hours for common intervals of time are listed in the dialog box, at the lower right corner of the time grid. Most shifts will have a duty cycle length that is divisible by 24. The cell in the Start Time column for that row highlights, and the value in the End Time column for that row is calculated for you, based on the start time and the length you specified. Caution: When defining the length of a duty cycle, you must keep in mind the date and time specified in the Schedule dialog box, in the Start Date and Start Time fields. To get a duty cycle to start on a specific day of the week and at a specific time, you may need to add an off-duty cycle before the on-duty cycle to achieve the actual start day/- time you want. Note: A detailed example of starting a duty cycle on a specific day of the week is available in Example: Add a shift starting Friday morning, on page Click the plus button to the right of the grid again, or press the down arrow key on your keyboard. A new row of data appears in the time grid. The value in the Start Time column for the new row is supplied for you, based on the value in the End Time column for the previous row. 9. Repeat steps 6-7 to fill in the information for the new row of data. The value in the End Time column for the new row is calculated for you. 10. Repeat steps 8-9 until you have added enough information to the time grid to complete the duty cycle. 11. Click Save, and then click Close. 34 FIREHOUSE Software Staff Scheduling User's Guide

40 Example: Add a shift starting Friday morning You want to add a new shift that is on duty every Friday, starting at 8:00 in the morning, and running for 24 hours. The schedule you are adding the shift to has a Start Date value of 12/05/2006, and a Start Time value of 08:00:00 (8:00 in the morning on a 24-hour clock). December 5, 2006, falls on a Tuesday, and you want your new shift to begin its on-duty cycle three days later, on a Friday. The shift needs to begin with a three-day (72-hour) off-duty cycle to account for Tuesday, Wednesday, and Thursday. Then the shift would continue with a one-day (24-hour) on-duty cycle for Friday, and finish with a three-day (72-hour) off-duty cycle to account for Saturday, Sunday, and Monday. Note: If the Start Time value for the schedule had not been the same as the time you wanted the new shift to start, you would have needed to adjust the length of the off-duty shifts to account for the hours offset. Example: If the schedule Start Time value had been 00:00:00 (midnight on a 24-hour clock) instead of 08:00:00, your first off-duty shift would have been 80 hours to account for midnight Tuesday through midnight Thursday (72 hours), plus eight more hours from midnight Thursday to 8:00 Friday morning. The second off-duty cycle would have been 64 hours long, to cover from 8:00 Saturday morning to midnight Tuesday. In the Shift dialog box, on the Duty Cycle tab, on the right of the time grid, you would click the plus button to add the first off-duty cycle. The first row of the time grid partially populates with data, and the value in the Start Time column is listed as 8:00 (the Start Time value in the Schedule dialog box). In the highlighted cell in the On Duty column, you would enter N, to indicate that this is not an onduty cycle. In Length (Hours), you would enter 72, to account for the number of hours from 8:00 A.M. Tuesday to 8:00 A.M. Friday. The value in the Start Time column is based on the Start Time FIREHOUSE Software Staff Scheduling User's Guide 35

41 value in the Schedule dialog box, and cannot be edited in the time grid. The value in the End Time column is calculated for you, based on the number of hours you entered in Length (Hours). To add the on-duty cycle, you would either click the plus button again, or you would press the down arrow key on your keyboard. A new row of data appears in the time grid. In the highlighted cell in the On Duty column, you would enter Y, to indicate that this is an on-duty cycle. In Length (Hours), you would enter 24, to account for the number of hours from 8:00 A.M. Friday to 8:00 A.M. Saturday. Note: If you had enabled the display of shift color coding on calendars, a color corresponding to the shift duty cycle you are defining appears on the calendar in the Shift dialog box. Because you have not defined the off-duty cycle for the remaining hours of the week yet, the shift does yet not consistently begin on Friday. To add the second off-duty cycle, you would either click the plus button again, or you would press the down arrow key on your keyboard. Another new row of data appears in the time grid. In the On Duty column in this row, you would enter N, to indicate that this is not an on-duty cycle. In Length (Hours), you would enter 72, to account for the number of hours from 8:00 A.M. Saturday to 8:00 A.M. Tuesday. 36 FIREHOUSE Software Staff Scheduling User's Guide

42 Now that all the hours in a seven-day week are accounted for, the calendar shows the shift as consistently starting on Friday morning and ending on Saturday morning. You would then click Save to save the duty cycle for the shift. FIREHOUSE Software Staff Scheduling User's Guide 37

43 Delete a shift 1. (If one is not open already) Open an existing schedule, as described on page (If it is not selected already) Click the Shifts tab. 3. Under Shift Name, select the shift you want to delete. 4. Do one of the following. To delete from The Schedule dialog box Do this a. Click Delete. A confirmation dialog box appears. The Shift dialog box b. Click Yes. The shift is removed from the list. a. Click Open. The Shift dialog box appears. b. Click Delete. A confirmation dialog box appears. c. Click Yes. The dialog box clears and is renamed Schedule Shift, so that you can add a new shift to the schedule. d. Click Close. 38 FIREHOUSE Software Staff Scheduling User's Guide

44 Work with the shift calendar 1. (If one is not open already) Open an existing schedule, as described on page (If it is not selected already) Click the Shifts tab. 3. Click Shift Calendar. The Shift Calendar dialog box appears. 4. Do any of the following. To do this Change the use of color on the calendar Include shift names in the calendar Print the calendar Do this In the lower right corner of the dialog box, select Do Not Color Calendar, Color Date Background, or Color Day Number. Select Include Shift Names in Calendar (up to 3/day). Note: This option is not available if Color Day Number is selected. 1. Click Print. A standard Print dialog box appears. 2. Fill out the parameters in the dialog box, and then click OK. 5. Click Close. FIREHOUSE Software Staff Scheduling User's Guide 39

45 Add shifts to a schedule with the wizard Once you create a schedule, you need to add shifts to it. If you are adding multiple shifts to a schedule, using a wizard is faster than adding the shifts manually. Note: If you only need to add a single shift, it may be faster to add the shift manually. Information on creating a schedule is available in Add a new schedule, on page 16. Information on manually adding a shift to the schedule is available in Add a shift to a schedule, on page Choose File Staff Scheduling Add or Update Scheduling Definitions. The Schedule dialog box appears. 2. Click Browse. The Query - Schedules by Name dialog box appears. 3. Select a schedule, and then click OK. The Schedule dialog box populates with information. 4. In the lower left corner of the dialog box, click Duty Cycle Wizard. 40 FIREHOUSE Software Staff Scheduling User's Guide

46 The Duty Cycle Setup Wizard appears. 5. Click Next >. The next screen of the wizard appears. FIREHOUSE Software Staff Scheduling User's Guide 41

47 6. Click New Shift. The Schedule Shift dialog box appears. 7. In Shift Name, type a name for the shift you are adding. 8. Fill out the remaining fields in the dialog box, as described in Add a shift to a schedule, on page 19, starting at step In the Schedule Shift dialog box, click Save, and then click Close. The shifts are listed in the Duty Cycle Setup Wizard in the following format: (shift code) Shift Name (duty cycle status) When you filled out the information in the Schedule Shift dialog box, if you specified a value on the Activity Defaults tab, in the Activity Code field, that value appears between the shift code parentheses in the Duty Cycle Setup Wizard. Shift code defines the shift rotation. When you filled out the information in the Schedule Shift dialog box, if you specified a value on the Duty Cycle tab, the message Currently has a Duty Cycle appears in the duty cycle status parentheses. Example: 10. Repeat steps 6-9 for any additional shifts you want to add to the schedule. 42 FIREHOUSE Software Staff Scheduling User's Guide

48 11. (If a shift does not have a value in the shift code parentheses) Do the following. a. Select (highlight) the shift name, and then click Change Code. The Enter a Value dialog box appears. b. Enter a shift rotation value, and then click OK. 12. In the wizard, select two or more of the shifts listed. Caution: A shift is selected only when a checkmark appears in the box in front of the shift code. Highlighting a shift does not select it. Example: Selected: Not selected: Note: Duty cycle information changes only for the selected shifts. Caution: All selected shifts must have a value in the the shift code parentheses. If a selected shift has a value in the duty cycle status parentheses, that duty cycle information is overwritten. 13. Click Next >. The next screen of the wizard appears. FIREHOUSE Software Staff Scheduling User's Guide 43

49 14. Depending on what kind of shift rotations you need, do one of the following. If this is the case Shifts always occur on specific days of the week Do this a. Select Our shift rotations depend on the day of the week. b. Click Next >. The next screen of the wizard appears, for defining the days shifts start on appears. c. Select each day that a new shift starts, and then click Next >. The next screen of the wizard appears for defining the shift, starting on the first checked day and ending on the day before the next checked day. Note: If only one day is selected, the shift spans the entire week starting on the checked day. 44 FIREHOUSE Software Staff Scheduling User's Guide

50 If this is the case Do this d. Choose one of the following. If the shift is One day Multiple days, and the shift advances each day sequentially A range of days, then advances the next week Select this Daily Rotation Daily Rotation Weekly Rotation Shifts depend on the day of the week a. Select Our shift rotations simply repeat. b. Click Next >. The next screen of the wizard appears, with only the Shift Rotations section of the screen active. 15. In Number of shifts per day, specify the number of shifts in a 24-hour period. Note: Four is the maximum number of shifts you can specify. Shift rotation information changes based on the number of shifts you specify. 16. (If necessary) In the first row, click in the Shift column, and then change the value to indicate the order a specific shift occurs in. 17. In the first row, click in the Length in Hrs column, and then type the duration of the shift. The times (on a 24-hour clock) in the Time From and Time To columns update automatically, based on the value you enter in Length in Hrs. 18. In the first row, click in the Shift Rotation Sequence column and then type the shift code for that shift. Tip: You specified the code for the shift in step 8 or Repeat steps for each shift, in their respective rows under Shift Rotations. 20. Click Next >. FIREHOUSE Software Staff Scheduling User's Guide 45

51 In step 14, if you decided that shifts always occur on specific days of the week, and if you selected more than one day of the week defining the days shifts start, the next screen of the wizard that appears lets you define the shift rotation, starting on the next checked day and ending on the day before the next checked day in the list. 21. (If another screen for defining a shift rotation appears) Repeat steps Click Next >. 46 FIREHOUSE Software Staff Scheduling User's Guide

52 The last screen of the wizard appears, summarizing the information you specified for the shifts and their rotations. 23. Click Finish. A confirmation appears, indicating that duty cycle records were created. 24. Click OK. FIREHOUSE Software Staff Scheduling User's Guide 47

53 Set up staffing exchanges and exceptions in the schedule Sometimes staff members need to exchange shifts with each other, and exceptions to the normal schedule occur when additional staff is needed for an event, staff members need time off for vacations, illness, and so forth. In FH, you can add these exchanges and exceptions to the schedule. Add staffing exchange or exception An exchange occurs whenever two or more staff members trade hours or shifts in the schedule. An exception occurs whenever a staff member is absent (for illness, vacation, and so forth) and it is not necessary to replace that person in the shift (no other staff member covers for the absent staff member), or when additional staff members are added to a shift for public events, training events, and so forth. Note: Any time staff members need to exchange shifts, an exchange record must be added to the schedule for each person covering the duties of another staff member. Example: If two staff members are needed to cover the shift of the regularly assigned staff member, two exchanges need to be added to the schedule. 1. (If one is not open already) Open an existing schedule, as described on page Click the Exchanges & Exceptions tab. 3. Click Add. 48 FIREHOUSE Software Staff Scheduling User's Guide

54 The Shift Personnel Exchange or Exception dialog box appears. 4. (If you are adding a staff member instead of replacing an absent staff member) Select This is additional staff, not an actual replacement. Assigned Staff, No covering staff necessary and the Assigned tab become disabled, and Covering Staff becomes required. 5. (If it is available) In Assigned Staff, type the staff ID number of the staff member assigned to work in the time period, or click the lookup button dialog box that appears to select the staff member. and then use the Query 6. In Start Date/Time and End Date/Time, type the beginning and ending dates and times for the staff member exchange or exception, click the lookup button for each field and then use the Calendar dialog box that appears to select the date and time, or click Shift Picker and use the Shift Picker dialog box to select the shift that needs to be covered. Note: The staff member you specified in step 5 must be on-duty in the dates and times you specify. 7. (If the staff member does not need to replaced) Select No covering staff necessary. Covering Staff, This is additional staff, not an actual replacement, and the Replacement tabs become disabled. FIREHOUSE Software Staff Scheduling User's Guide 49

55 8. (If the staff member does need to be replaced) In Covering Staff, type the staff ID number of the staff member who will replace the assigned staff member in the time period, or click the lookup button select the select the staff member. and then use the Query dialog box that appears to Note: The replacement staff member must not already be on duty in the specified time period. 9. (If you specified a staff member in Covering Staff) Select or clear Track for Trading Time to indicate whether FH should track staff member exchanges. If selected, you can later run a report in FH to see a list of trades (exchanges) that have occurred between staff members by choosing Reports Staff, Activity, and Training Reports, and then in the Reports dialog box that appears, select Staff, Activity, and Training Reports Staff Scheduling Reports Exchange Time Tracking. 10. In Notes, type an explanation for the exchange or exception. 11. In Request Date/Time, type the date and time the request for the exchange or exception is being made, or click the lookup button appears to select the date and time. and then use the Calendar dialog box that 12. (If it is available) In Approved By, type the staff ID number of the staff member who approves the change of staff members in the time period, or click the lookup button and then select an option from the menu that appears. Note: The staff member you selected must have the appropriate security rights to approve the change of staff members. 13. In Approval Date/Time, type the date and time the approval for the exchange or exception is granted, or click the lookup button appears to select the date and time. and then use the Calendar dialog box that 50 FIREHOUSE Software Staff Scheduling User's Guide

56 14. Click the Assigned tab. Note: Except for the required value in Activity Code, filling in the rest of the fields on this tab is optional. If the fields are left blank, FH uses the values from the original assignment for the staff member who will normally be assigned to the shift. You only need to specify values on this tab if you want to override the values from the original assignment. Example: In Activity, departments typically enter a code (such as VC for vacation, or SC for sick) to indicate why the staff member is not on duty during a time they are normally assigned. 15. In Activity Code, type the code for the activity performed during the shift, or click the lookup button and then use the Lookup - Staff Activity Types dialog box that appears to select the activity. 16. In Position, type the code for the position held during the shift, or click the lookup button and then use the Lookup - Staff Activity Positions dialog box that appears to select the position. 17. In Roles, type the code for the role filled during the shift, or click the lookup button and then use the Lookup - Scheduling Roles dialog box that appears to select the roles. 18. In Station, enter the station's code, or click the lookup button and then use the Lookup - Stations dialog box which appears to select the station's code. FIREHOUSE Software Staff Scheduling User's Guide 51

57 19. In Shift, type the code for the shift, or click the lookup button and then use the Lookup - Shifts dialog box that appears to select the shifts. 20. In Unit, type the code for the vehicle used during the shift, or click the lookup button and then use the Lookup - Units dialog box that appears to select the vehicle. 21. Under Activity Type, select the activities performed during a shift. 22. In Hours Worked, enter the number of hours worked during the shift. 23. In Credit Points, enter the number of points the activity earns toward a training program. 24. Under Payroll Calculation, in Hours Paid, enter the number of hours paid for during the shift. 25. In Pay Scale, enter the flat rate paid for a specific activity, or click the lookup button and then use the Lookup - Pay Scales dialog box that appears to select the pay scale. Note: The flat rate set up for the pay scale is the same regardless of the number of hours entered in Hours Worked, unless you specify a combination of hours paid and pay scale, using the pay scale as the hourly rate, or an exception for a specific staff member. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. Information on specifying an exception is available in Add staffing exchange or exception, on page Select or clear Credit Both Hours Paid and Pay Scale to indicate if a combination of the hours paid and the flat-rate pay scale should be used. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. 27. Select or clear Use Pay Scale at the Hourly Rate to indicate if the flat fee for the activity is to be used as the hourly rate charged for performing the activity. 28. Select or clear Include This Staff Member In The On Duty Activity to indicate whether to include the staff member in activities created from staff scheduling. 52 FIREHOUSE Software Staff Scheduling User's Guide

58 29. Click the Replacement tab. Note: Filling in the fields on this tab is optional. If the fields are left blank, FH uses the values from the original assignment for the staff member who is covering for the absent staff member.. You only need to specify values on this tab if you want to override the values from the original assignment. 30. Repeat steps as needed for this tab. 31. Click Create Exchange for Replacement. Caution: On the Basic tab, Approved By must be completed before the exchange or exception is complete. The approval can be completed now or later by a user with sufficient security rights. 32. Click Save, and then click Close. Note: Once you have set up a schedule, you can also create exchanges and exceptions through the Scheduling Console dialog box. Information on creating exchanges is available in Add a staffing exchange or exception, on page 86. Information on creating exceptions is available in Add staff members to a shift, on page 83 and Reassign a staff member on a shift, on page 89. FIREHOUSE Software Staff Scheduling User's Guide 53

59 Edit or delete a staffing exchange or exception 1. (If one is not open already) Open an existing schedule, as described on page Click the Exchanges & Exceptions tab. 3. Do one or more of the following. To do this Edit an exchange or exception's information Delete an exchange or exception from the Schedule dialog box Do this a. Select the exchange or exception you whose information you want to edit, and then click Open. The Shift Personnel Exchange or Exception dialog box appears, containing the current information for the exchange or exception. b. Update the fields in the dialog box as needed. Information on the fields in the dialog box is available in Add staffing exchange or exception, on page 48. a. Select the exchange or exception you want to delete. b. Near the bottom of the dialog box, click Delete. A confirmation dialog box appears, asking if you are sure you want to delete the highlighted exchange or exception. 54 FIREHOUSE Software Staff Scheduling User's Guide

60 To do this Delete an exchange or exception from the Shift dialog box c. Click Yes. Do this The exchange or exception is removed from the list on the Personnel tab. a. Select the exchange or exception you want to delete. b. Click Open. The Shift Personnel Exchange or Exception dialog box appears. c. At the bottom of the dialog box, click Delete. A confirmation dialog box appears. d. Click Yes. The dialog box clears and is renamed Schedule Personnel Exchange for, so that you can add a new exchange to the schedule. e. Click Close. FIREHOUSE Software Staff Scheduling User's Guide 55

61 Filter the display of staffing exchanges and exceptions 1. (If one is not open already) Open an existing schedule, as described on page Click the Exchanges & Exceptions tab. 3. Near the bottom of the dialog box, from Show, select the option that displays exchanges and exception meeting a specific criteria. The list of exchanges and options updates to display only items that match the selected criteria. 56 FIREHOUSE Software Staff Scheduling User's Guide

62 Purge old staffing exchanges and exceptions Older exchanges and exceptions should be periodically removed from the schedule, as FH does not use them to determine the actual hours scheduled staff members work. You can remove all exchanges and exceptions before a specific date by purging the schedule. 1. (If one is not open already) Open an existing schedule, as described on page Click the Exchanges & Exceptions tab. 3. Click Purge. The Enter a Value dialog box appears. 4. In Purge all exchanges prior to, enter the date you want to use as the baseline for removing old exceptions, or click Calendar and use the Calendar dialog box that appears to select the date. 5. Click OK. FIREHOUSE Software Staff Scheduling User's Guide 57

63 A confirmation dialog box appears. 6. Click Yes. Any exchange or exception older than the date you specified are removed from the Schedule dialog box. Add notes to a schedule You can add additional text information to the schedule. 1. (If it is not open already) Open an existing schedule, on page Click the Notes tab. 3. Click in the large area in the Notes tab, and then type any extra information you want to add to the record. 4. Click Save. 58 FIREHOUSE Software Staff Scheduling User's Guide

64 Add custom data user-defined fields to a schedule If your department needs to capture specific data, and if the fields for recording that information are not already provided in FH, you can define additional fields for capturing the data. 1. (If it is not open already) Open an existing schedule, on page Click the Other tab. 3. Click User Fields. A prompt dialog box appears, stating that no user fields are defined yet. Note: You can add custom data fields to theschedule dialog box only once. If you discover later that you need to add more custom data fields for a schedule, you can add them by choosing Administration User-Defined Fields and using the User- Defined Fields Setup dialog box that appears to add additional custom data fields. 4. Click Yes. FIREHOUSE Software Staff Scheduling User's Guide 59

65 The Staff Scheduling User Fields dialog box appears, with the User Fields Toolbar over it. 5. Use the User Fields Toolbar to add graphical user interface items for your own userdefined fields to the User Fields dialog box. Note: Information on adding user-defined fields is available in the FIREHOUSE Software Advanced Feature Reference, in "Chapter 6: User-Defined Fields." If you define any of your custom user-defined fields as required, a check appears in the Required column next to User Fields. A check appears in the Completed column if any data is entered in the custom user-defined fields for the current record. 6. Click Save. 60 FIREHOUSE Software Staff Scheduling User's Guide

66 Enter custom data in user-defined fields for a schedule Once custom user-defined data fields are added, you can use these fields to enter the custom data you want to capture. 1. (If it is not open already) Open an existing schedule, on page Click the Other tab. 3. Click User Fields. Note: If any of the custom user-defined fields are required, a check appears in the Required column next to User Fields. The Staff Scheduling User Fields dialog box appears. Note: The contents of this dialog box depends on what user-defined data fields were added earlier. 4. Enter data for the fields in thestaff Scheduling User Fields dialog box. 5. Click Save, and then click Close. A check appears in the check box in the Completed column next to User Fields. 6. Click Close. FIREHOUSE Software Staff Scheduling User's Guide 61

67 Add attachments and signatures to a schedule 1. (If it is not open already) Open an existing schedule, on page Click the Other tab. If any attachments or signatures are required, a check appears in the Required column next to Attachments & Signatures. 3. Click Attachments & Signatures. The Attachments & Signatures dialog box appears. 4. Use the dialog box to select files or signatures to add to the record. Note: Information on attaching files is available in the FH online Help, in the Attach Files topic. Information on capturing a signature is available in the FH online Help, in the About Signature Capture and related topics. 62 FIREHOUSE Software Staff Scheduling User's Guide

68 5. Click Close. A check appears in the check box in the Completed column next to Attachments & Signatures. A pair of numbers also appears next to the checkbox; the first number indicates the number of attachments, and the second number indicates the number of signatures attached to the record. 6. Click Close. FIREHOUSE Software Staff Scheduling User's Guide 63

69 Review the modification history of a schedule 1. (If it is not open already) Add a new schedule, on page Click the Other tab. 3. Click Record Modification History. The Record Modification History dialog box appears. Note: If the Record Modification History dialog box does not appear, audit tracking may not be enabled in FH. To enable audit tracking, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the Database tab, click the Auditing tab, select Enable detailed audit tracking, and then click OK. 4. Review the information in the dialog box, and then click Close. 64 FIREHOUSE Software Staff Scheduling User's Guide

70 Lock a schedule 1. (If it is not open already) Open an existing schedule, on page Click the Other tab. 3. Click Record Lock Status. The Record Lock Status dialog box appears. 4. Select or clear Lock Record to indicate the locked status of the schedule. Locked Date/Time and Locked By automatically populate with values. 5. Click OK. In the Schedule dialog box, a check appears in the check box in the Completed column next to Record Lock Status to indicate that the record is locked. 6. In the Schedule dialog box, click Close. FIREHOUSE Software Staff Scheduling User's Guide 65

71 Delete a schedule 1. (If one is not open already) Open an existing schedule, as described on page Click Delete. The Confirm Schedule Delete dialog box appears. 3. In the lower left corner of the dialog box, in Type "Yes" below to confirm this action, type yes. 4. Click OK. A second confirmation dialog box appears. 5. Click Yes. The schedule is deleted. 66 FIREHOUSE Software Staff Scheduling User's Guide

72 Print a schedule from the Schedule dialog box 1. (If it is not open already) Open an existing schedule, on page At the bottom of the dialog box, click Print. The Print Scheduling Console dialog box appears. 3. Under Print Schedule, type the name of the schedule you want to print, or click the lookup button and then use the Query dialog box which appears to select the schedule. 4. (Optional) Limit the amount of information included in the schedule you want to print. a. Click Filtering. The Filtering Options dialog box appears. FIREHOUSE Software Staff Scheduling User's Guide 67

73 Note: Divisions(s) and Battalion(s) do not appear in the dialog box unless you have accessed the Administrative Options dialog box, and on the License tab, under Station Organization, selected Use Division/Battalion. When this option is cleared, the Ignore items without Station, Shift, Division, or Battalion is renamed Ignore items without Station, or Shift. b. In Stations, type the codes for the stations you want to include, or click the lookup button stations. and then use the Lookup - Stations dialog box that appears to select the c. In Units, type the codes for the units you want to include, or click the lookup button and then use the Lookup - Units dialog box that appears to select the units. d. (If it appears) In Division(s), type the codes for the divisions you want to include, or click the lookup button and then use the Lookup - Divisions dialog box that appears to select the divisions. e. (If it appears) In Battalion(s), type the codes for the battalions you want to include, or click the lookup button and then use the Lookup - Battalions dialog box that appears to select the battalions. f. Select or clear Ignore items without Station, or Shift to indicate whether to include schedule information not tied to a station or a shift. Note: This field may also be named Ignore items without Station, Shift, Division, or Battalion, depending on whether the administration option is enabled. g. (Optional) Click Clear Filter to reset the values in the dialog box to blank. h. Click Apply Filter, and then click Close. 5. In Shifts & Staff Status At, type the date and time of the information you want included in the schedule to print, or click the lookup button box that appears to select the date and time. Tip: Click Now to use today's date and the current time. and then use the Calendar dialog The shifts on duty at the date and time you specify appear in the list in the center of the dialog box. 6. (Optional, if multiple shifts appear) From the list, select the shifts you want to work with, and then select or clear Only show staff from selected shift(s) to indicate whether or not you want to view only the staff on the selected shift. 68 FIREHOUSE Software Staff Scheduling User's Guide

74 7. (Optional) Include specific additional information in the schedule you are printing. a. Click Options. The Scheduling Console Options dialog box appears. b. Select or clear the options in the dialog box corresponding to the data you want to display in the printed schedule. Select this Display the All Involved section To do this Include the All Involved Staff section in the printed schedule. FIREHOUSE Software Staff Scheduling User's Guide 69

75 Select this Display the Assignments Not Covered section To do this Include the Assignments Not Covered section in the printed schedule. This section includes exchange records with no covering staff required. Count Roles Count roles and display the totals in the group heading. Count Positions Count positions and display the totals in the group heading. Highlight shift changes Show Staff Rank This option is not supported for printed reports. Display a staff rank column in the printed output. Tip: If you have schedules with numerous staff, disable this option to improve performance. Show Division and Battalion Group staff members by division and battalion. 70 FIREHOUSE Software Staff Scheduling User's Guide

76 Select this To do this Show Future Unapproved Exchanges for the next days Note: To activate this option, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the License tab, and then under Station Organization, select Use Division/Battalion. Click OK. Display exchanges in the future that have not been approved for the specified number of days. c. Under Data Options, select or clear the options corresponding to the data that should be limited to only what is current at the specified time. Example: An approved exchange has a staff member working the first two hours of a shift, but not for the rest of the shift, and you select Approved Exchanges in the Scheduling Console Options dialog box. The exchange information for that staff member appears in the Scheduling Console dialog box only if the time under Shifts & Staff Status At is within the first two hours of the shift. d. Select or clear Combine Multiple Shift Activities to indicate whether or not to create a single activity that combines information when there are multiple shifts active at the time the activity is created. Example: An additional staff member (Randy Smith) has been added to a shift. Any time additional staff members are added to a shift, an additional shift is created to account for the additional staff members. In the Scheduling Console dialog box, the list of shifts appears on the right side of the dialog box. If Combine Multiple Shift Activities is cleared, when you click Create/Edit Activity in the In the Scheduling Console dialog box, FH creates two activities-- one for the staff members normally on the shift, and one for any additional staff members. If Combine Multiple Shift Activities is selected, FH creates a single FIREHOUSE Software Staff Scheduling User's Guide 71

77 activity that merges the information from the two activities into a single activity. In this case, the information for Randy Smith is added to the activity record for the rest of the staff. Note: When you combine activities, some of the activity defaults may not match the shift defaults in the combined activity. e. Click OK. 8. Select or clear Print Working Staff Category to indicate whether or not to include the information in the left side of the Scheduling Console dialog box, under Working Staff On Duty. 9. Select or clear Print All Assigned Staff Category to indicate whether or not to include the information in the left side of the Scheduling Console dialog box, under All Involved Staff. 10. Select or clear Print Exchanges and Reassignments to indicate whether or not to include the assignment, exchange, and reassignment information in the lower left side of the Scheduling Console dialog box. 72 FIREHOUSE Software Staff Scheduling User's Guide

78 11. Click OK. The Output Report To dialog box appears. 12. Specify values in the dialog box as appropriate to your needs. 13. Click OK. 14. In the Print Scheduling Console dialog box, click Close. FIREHOUSE Software Staff Scheduling User's Guide 73

79 Use FH Staff Scheduling Once you have activated FH Staff Scheduling, configured it, and set up schedules and shifts, you are ready to use it to manage the schedule on a day-to-day basis. FH Scheduling provides a console you can use to enter exchanges between staff members and exceptions to the normal schedule, transfer the schedule to the station roster, access an individual staff member's schedule, create activities, and more. Specify the schedule, date, time, and shift to work with 1. On the main FH toolbar, click Sched. The Scheduling Console dialog box appears. 2. Under Showing Schedule, type the name of the schedule you want to work with, or click the lookup button and then use the Query dialog box which appears to select the schedule. 74 FIREHOUSE Software Staff Scheduling User's Guide

80 3. (Optional) Limit the amount of information included in the schedule you want to work with. a. Click Filtering. The Filtering Options dialog box appears. Note: Divisions(s) and Battalion(s) do not appear in the dialog box unless you have accessed the Administrative Options dialog box, and on the License tab, under Station Organization, selected Use Division/Battalion. When this option is cleared, the Ignore items without Station, Shift, Division, or Battalion is renamed Ignore items without Station, or Shift. b. In Stations, type the codes for the stations you want to include, or click the lookup button stations. and then use the Lookup - Stations dialog box that appears to select the c. In Units, type the codes for the units you want to include, or click the lookup button and then use the Lookup - Units dialog box that appears to select the units. d. (If it appears) In Division(s), type the codes for the divisions you want to include, or click the lookup button and then use the Lookup - Divisions dialog box that appears to select the divisions. e. (If it appears) In Battalion(s), type the codes for the battalions you want to include, or click the lookup button and then use the Lookup - Battalions dialog box that appears to select the battalions. f. Select or clear Ignore items without Station, or Shift to indicate whether to include schedule information not tied to a station or a shift. Note: This field may also be named Ignore items without Station, Shift, Division, or Battalion, depending on whether the administration option is enabled. g. (Optional) Click Clear Filter to reset the values in the dialog box to blank. h. Click Apply Filter, and then click Close. FIREHOUSE Software Staff Scheduling User's Guide 75

81 4. Under Shifts & Staff Status At, specify the date and time you want to work with in any of the following ways. Type the date and time you want to work with. Click the first lookup button and then use the Calendar dialog box which appears to select the date and time. Click the second lookup button and then use the Shift Picker dialog box which appears to select the shift you want to work with on a specific day. Click Now to enter current date and time in the date and time fields. Note: As you change the date and time, be aware of the shifts listed under Shifts & Staff Status At. The shifts displayed in this list depend on the date and time and the information displayed in the rest of the Scheduling Console dialog box depends on which shift is selected in this list. 5. (Optional) Adjust the date you want to work with in any of the following ways. To change the date by this Do this The next or previous 24 hours Click the arrow buttons on either side of 24hr. The next or previous time the selected shift is scheduled The next or previous shift on the schedule Click the arrow buttons on either side of Same Shift. Click the arrow buttons on either side of Any Shift. 6. (Optional, if multiple shifts appear) From the list, select the shifts you want to work with, and then select or clear Only show staff from selected shift(s) to indicate whether or not you want to view only the staff on the selected shift. 7. Continue with any of the following. To do this Customize information displayed Add, edit, or delete an activity See instructions in Display or hide information about the shift, on page 78. Limit data display to what is current at the specified time, on page 81. Create an activity, on page 97. Edit or delete an activity, on page FIREHOUSE Software Staff Scheduling User's Guide

82 To do this Transfer schedule information to roster Request time off or an extended leave Add staff members to a shift Reassign a staff member See instructions in Transfer schedule information to the station roster, on page 95. Request time off, on page 93. Request an extended leave, on page 93. Add staff members to a shift, on page 83. Reassign a staff member on a shift, on page 89. Approve an exchange Approve a staffing exchange or exception, on page 87. Show or hide information in the dialog box Print shift information Display or hide information about the shift, on page 78. Print a schedule from the Scheduling Console dialog box, on page 102. FIREHOUSE Software Staff Scheduling User's Guide 77

83 Display or hide information about the shift 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page In the lower right corner of the dialog box, click Options. The Scheduling Console Options dialog box appears. 3. Select or clear the options in the dialog box corresponding to the data you want to display in the Scheduling Console dialog box. Select this Display the All Involved section To do this Display the All Involved Staff section in the dialog box. 78 FIREHOUSE Software Staff Scheduling User's Guide

84 Select this Display the Assignments Not Covered section To do this Display the Assignments Not Covered section in the left section of the dialog box. This section includes exchange records with no covering staff required. Count Roles Count roles and display the totals in the group heading. Count Positions Count positions and display the totals in the group heading. Highlight shift changes Highlight staff added to the schedule. Show Staff Rank Display a staff rank column. Tip: If you have schedules with numerous staff, disable this option to improve performance. FIREHOUSE Software Staff Scheduling User's Guide 79

85 Select this Show Division and Battalion To do this Group staff members by division and battalion. Note: To activate this option, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the License tab, and then under Station Organization, select Use Division/Battalion. Click OK. Show Future Unapproved Exchanges for the next days Display exchanges in the future that have not been approved for the specified number of days. 4. Click OK. 80 FIREHOUSE Software Staff Scheduling User's Guide

86 Limit data display to what is current at the specified time By default, information displayed in the Scheduling Console dialog box covers the full time span of the shift. However, you can limit the information displayed to that which is current at the time specified under Shifts & Staff Status At. 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, as described on page In the lower right corner of the dialog box, click Options. The Scheduling Console Options dialog box appears. 3. Under Data Options, select or clear the options corresponding to the data that should be limited to only what is current at the specified time. Example: An approved exchange has a staff member working the first two hours of a shift, but not for the rest of the shift, and you select Approved Exchanges in the Scheduling Console Options dialog box. The exchange information for that staff member appears in the Scheduling Console dialog box only if the time under Shifts & Staff Status At is within the first two hours of the shift. 4. Select or clear Combine Multiple Shift Activities to indicate whether or not to create a single activity that combines information when there are multiple shifts active at the time the activity is created. FIREHOUSE Software Staff Scheduling User's Guide 81

87 Example: An additional staff member (Randy Smith) has been added to a shift. Any time additional staff members are added to a shift, an additional shift is created to account for the additional staff members. In the Scheduling Console dialog box, the list of shifts appears on the right side of the dialog box. If Combine Multiple Shift Activities is cleared, when you click Create/Edit Activity in the Scheduling Console dialog box, FH creates two activities--one for the staff members normally on the shift, and one for any additional staff members. If Combine Multiple Shift Activities is selected, FH creates a single activity that merges the information from the two activities into a single activity. In this case, the information for Randy Smith is added to the activity record for the rest of the staff. Note: When you combine activities, some of the activity defaults may not match the shift defaults in the combined activity. 5. Click OK. 82 FIREHOUSE Software Staff Scheduling User's Guide

88 Add staff members to a shift When necessary, you can add staff members to a shift for public events, training events, and so forth. 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the right side of the dialog box, click Add Personnel. The Schedule Additional Staff dialog box appears, partially populated with data. 3. In Start Date/Time and End Date/Time, type the beginning and ending dates and times for the added personnel, click the lookup button for each field and then use the Calendar dialog box that appears to select the date and time, or click Shift Picker and use the Shift Picker dialog box to select the shift that needs to be covered. 4. In Staff ID, type the ID number of the staff member you want to add to the shift, or click the lookup button member. and then use the Query dialog box that appears to select the staff 5. In Activity Code, type the code for the activity performed during the shift, or click the lookup button and then use the Lookup - Staff Activity Types dialog box that appears to select the activity. 6. In Position, type the code for the position held during the shift, or click the lookup button and then use the Lookup - Staff Activity Positions dialog box that appears to select the position. 7. In Roles, type the code for the role filled during the shift, or click the lookup button and then use the Lookup - Scheduling Roles dialog box that appears to select the roles. 8. In Station, enter the station's code, or click the lookup button and then use the Lookup - Stations dialog box which appears to select the station's code. FIREHOUSE Software Staff Scheduling User's Guide 83

89 9. In Shift, type the code for the shift, or click the lookup button and then use the Lookup - Shifts dialog box that appears to select the shifts. 10. In Unit, type the code for the vehicle used during the shift, or click the lookup button and then use the Lookup - Units dialog box that appears to select the vehicle. 11. Under Activity Type, select the activities performed during a shift. 12. In Hours Worked, enter the number of hours worked during the shift. 13. In Credit Points, enter the number of points the activity earns toward a training program. 14. Under Payroll Calculation, in Hours Paid, enter the number of hours paid for during the shift. 15. In Pay Scale, enter the flat rate paid for a specific activity, or click the lookup button and then use the Lookup - Pay Scales dialog box that appears to select the pay scale. Note: The flat rate set up for the pay scale is the same regardless of the number of hours entered in Hours Worked, unless you specify a combination of hours paid and pay scale, using the pay scale as the hourly rate, or an exception for a specific staff member. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. Information on specifying an exception is available in Add staffing exchange or exception, on page Select or clear Credit Both Hours Paid and Pay Scale to indicate if a combination of the hours paid and the flat-rate pay scale should be used. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. 17. Select or clear Use Pay Scale at the Hourly Rate to indicate if the flat fee for the activity is to be used as the hourly rate charged for performing the activity. 18. Select or clear Include This Staff Member In The On Duty Activity to indicate whether to include the staff member in activities created from staff scheduling. 19. In Notes, type an explanation for the additional staff member on the shift. 20. In Request Date/Time, type the date and time the request for the additional staff member is being made, or click the lookup button appears to select the date and time. and then use the Calendar dialog box that 21. In Approval Date/Time, type the date and time the approval for the additional staff member is granted, or click the lookup button appears to select the date and time. and then use the Calendar dialog box that 22. In Approved By, type the staff ID number of the staff member who approves the addition of a staff member in the time period, or click the lookup button option from the menu that appears. and then select an 84 FIREHOUSE Software Staff Scheduling User's Guide

90 Note: The staff member you select must log in with the appropriate security rights to approve the addition of the staff member. The staff member is not displayed under the new unit section in the Scheduling Console dialog box until Approved By is completed. 23. In Additional Start Dates, type the other dates the staff member is available to work, or click the lookup button of dates. and use the Calendar dialog box that appears to select a list Note: In the Calendar box, select a date and then click the right arrow (>) button to add the date to the list to the right of the calendar, and then click OK. If you do not add the date to the list before clicking OK, it does not appear in the Schedule Additional Staff dialog box, in Additional Start Dates. Caution: Any additional start dates you select must be after the date you specified in step 3 for in Start Date/Time. 24. Click Save. 25. (If you want to delete the current staff member addition) Do the following. Note: Once you close the Schedule Additional Staff dialog box, you cannot use it to delete additional staff members. Information on deleting staff members outside the dialog box is available in Edit or delete staff members on a shift, on page 28. a. Click Delete. A confirmation dialog box appears. b. Click Yes. 26. Click Close. The fields in the Schedule Additional Staff dialog box clear. FIREHOUSE Software Staff Scheduling User's Guide 85

91 Add a staffing exchange or exception Sometimes staff members need to exchange hours or shifts with each other, and exceptions to the schedule occur when additional staff is needed for an event, staff members need time off for vacations, illness, kelly days, and so forth. You can add these exchanges and exceptions to the schedule. 1. On the main FH toolbar, click Sched. The Scheduling Console dialog box appears. 2. Click Add Exchange. The Shift Personnel Exchange or Exception dialog box appears. 3. Go to Add staffing exchange or exception, on page 48, and follow the instructions from step 4 to the end of the topic to fill out the fields in this dialog box. 86 FIREHOUSE Software Staff Scheduling User's Guide

92 Approve a staffing exchange or exception 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the left side of the dialog box, under Unapproved Exchanges or Future Unapproved Exchanges, select the exchange or exchanges you want to approve. 3. Do one of the following. To do this Approve one or more exchanges at once Do this 1. On the right side of the dialog box, near the bottom, click Approve Exchanges. The Approve Exchanges and/or Exceptions dialog box appears. Approve one exchange 1. Double-click the exchange you want to approve. The Shift Personnel Exchange or Exception dialog box appears, with the approval fields near the bottom of the dialog box. FIREHOUSE Software Staff Scheduling User's Guide 87

93 4. In Approved By, type the staff ID number of the staff member who approves the change of staff members in the time period, or click the lookup button and then select an option from the menu that appears. Note: The staff member you selected must have the appropriate security rights to approve the change of staff members. 5. In Approval Date/Time, type the date and time the approval for the exchange is granted, or click the lookup button the date and time. and then use the Calendar dialog box that appears to select 6. (If in the Approve Exchanges and/or Exceptions dialog box ) Click OK. 7. (If in the Shift Personnel Exchange or Exception dialog box) Click Save, and then click Close. 88 FIREHOUSE Software Staff Scheduling User's Guide

94 Reassign a staff member on a shift A staff member reassignment occurs when a staff member needs to work with a different unit, perform different duties, and so forth. 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the left side of the dialog box, select the staff member you need to reassign, and then do one of the following. On the right side of the dialog box, click Reassign Staff. Hold down the mouse button and then drag-and-drop the staff member into the unit you want that person to be assigned to. The Shift Personnel Reassignment or Addition dialog box appears, partially populated with data. 3. (Optional) In Start Date/Time and End Date/Time, type the beginning and ending dates and times for the staff member reassignment, click the lookup button for each field and then use the Calendar dialog box that appears to select the date and time, or click Shift Picker and then use the Shift Picker dialog box to select the shift that needs to be covered. 4. In Activity Code, type the code for the activity performed during the shift, or click the lookup button and then use the Lookup - Staff Activity Types dialog box that appears to select the activity. 5. In Position, type the code for the position held during the shift, or click the lookup button and then use the Lookup - Staff Activity Positions dialog box that appears to select the position. FIREHOUSE Software Staff Scheduling User's Guide 89

95 6. In Roles, type the code for the role filled during the shift, or click the lookup button and then use the Lookup - Scheduling Roles dialog box that appears to select the roles. 7. In Station, enter the station's code, or click the lookup button and then use the Lookup - Stations dialog box which appears to select the station's code. 8. In Shift, type the code for the shift, or click the lookup button and then use the Lookup - Shifts dialog box that appears to select the shifts. 9. In Unit, type the code for the vehicle used during the shift, or click the lookup button and then use the Lookup - Units dialog box that appears to select the vehicle. 10. Under Activity Type, select the activities performed during a shift. 11. In Hours Worked, enter the number of hours worked during the shift. 12. In Credit Points, enter the number of points the activity earns toward a training program. 13. Under Payroll Calculation, in Hours Paid, enter the number of hours paid for during the shift. 14. In Pay Scale, enter the flat rate paid for a specific activity, or click the lookup button and then use the Lookup - Pay Scales dialog box that appears to select the pay scale. Note: The flat rate set up for the pay scale is the same regardless of the number of hours entered in Hours Worked, unless you specify a combination of hours paid and pay scale, using the pay scale as the hourly rate, or an exception for a specific staff member. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. Information on specifying an exception is available in Add staffing exchange or exception, on page Select or clear Credit Both Hours Paid and Pay Scale to indicate if a combination of the hours paid and the flat-rate pay scale should be used. Additional information on pay scales and combination with hours paid is available in the FH online help, in the Pay topic. 16. Select or clear Use Pay Scale at the Hourly Rate to indicate if the flat fee for the activity is to be used as the hourly rate charged for performing the activity. 17. Select or clear Include This Staff Member In The On Duty Activity to indicate whether to include the staff member in activities created from staff scheduling. 18. In Notes, type an explanation for the reassignment. 19. In Request Date/Time, type the date and time the request for the reassignment is being made, or click the lookup button select the date and time. and then use the Calendar dialog box that appears to 20. In Approval Date/Time, type the date and time the approval for the reassignment is granted, or click the lookup button select the date and time. and then use the Calendar dialog box that appears to 90 FIREHOUSE Software Staff Scheduling User's Guide

96 21. In Approved By, type the staff ID number of the staff member who approves the reassignment in the time period, or click the lookup button and then select an option from the menu that appears. Note: The staff member you select must log in with the appropriate security rights to reassignment of the staff member. The staff member is not displayed under the new unit section in the Scheduling Console dialog box until Approved By field is completed. 22. In Additional Start Dates, type the other dates the staff member is available to work, or click the lookup button of dates. and use the Calendar dialog box that appears to select a list Note: In the Calendar box, select a date and then click the right arrow (>) button to add the date to the list to the right of the calendar, and then click OK. If you do not add the date to the list before clicking OK, it does not appear in the Schedule Additional Staff dialog box, in Additional Start Dates. Caution: Any additional start dates you select must be after the date you specified in step 3 for in Start Date/Time. 23. Click Save, and then click Close. FIREHOUSE Software Staff Scheduling User's Guide 91

97 Delete a staff reassignment When you delete a staff reassignment, FH resets the staff member to their prior duty assignment (either an exchange, or the original assignment for the staff member). 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the left side of the dialog box, select the staff member whose reassignment you need to delete. 3. On the right side of the dialog box, click Reassign Staff. The Shift Personnel Reassignment or Addition dialog box appears. 4. Click Delete. A confirmation dialog box appears. 5. Click Yes. A second confirmation dialog box appears. 6. Click Save. 92 FIREHOUSE Software Staff Scheduling User's Guide

98 Request time off You can request time off by adding a staffing exchange to the schedule, and by indicating in the exchange whether or not the hours are covered by another staff member. If the hours need to be covered by more than one staff member, you must add an exchange for each staff member covering the hours. Example: You are planning a vacation and want to request time off for a 24-hour shift you would normally be on duty for. The shift must be covered by other staff members, but no one can cover the entire 24 hours themselves. Tom can cover eight hours of the shift, Dick can cover 12 hours of the shift, and Harry can cover the remaining four hours. To cover your 24-hour shift, you would need to add three exchanges to the schedule--one for each staff member covering your hours. Information on adding an exchange is available in Add a staffing exchange or exception, on page 86. You can also request time off for long periods of time by requesting an extended leave. Information requesting an extended leave is available in Request an extended leave. Request an extended leave 1. On the main FH toolbar, click Sched. The Scheduling Console dialog box appears. 2. Click Extended Leave. FIREHOUSE Software Staff Scheduling User's Guide 93

99 The Extended Leave dialog box appears. This dialog box is identical to the Shift Personnel Exchange or Exception dialog box used to create an exchange, with the following exceptions: o o On the Basic tab, This is additional staff, not an actual replacement, Track for Trading Time, and Shift Picker do not appear. On the Replacement tab, Create Exchange for Replacement does not appear. 3. Go to Add staffing exchange or exception, on page 48, and follow the instructions from step 4 to the end of the topic to fill out the fields in this dialog box. A confirmation dialog box appears to indicate that the appropriate number of exchanges were automatically created. 4. Click OK. 5. In the Extended Leave dialog box, click Save, and then click Close. 6. Approve the new exchanges created for the extended leave. Information on approving exchanges is available in Approve a staffing exchange or exception, on page FIREHOUSE Software Staff Scheduling User's Guide

100 Transfer schedule information to the station roster The station roster is a listing of the staff members and units available for selection when adding responding units and staff members to incident reports. You can transfer the information in the Scheduling Console dialog box to the station roster manually, or you can have FH transfer the information automatically in real time. To do this Manually transfer information Do this 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page 74. Note: Only information for the current date and time is transferred to the station roster. If the date and time you specify in the Scheduling Console is past or in the future, no information transfers to the station roster. 2. (If it is available) Click Transfer to Roster. Note: This button is not available if information transfers automatically. A confirmation dialog box appears. 3. Click Yes. All staff assigned to active shifts for the displayed date and time are transferred to the roster. The Station Roster & Availability dialog box appears. FIREHOUSE Software Staff Scheduling User's Guide 95

101 To do this Automatically transfer information Do this Caution: Do not automatically transfer information from the Scheduling Console dialog box to the station roster if you are using a low-speed connection to the FH database. 1. Choose Tools Workstation Options. The Workstation Options dialog box appears. 2. Click the Scheduling tab. 3. Under Real Time Links, select or clear Real-time link with Station Roster to indicate whether or not to update the station roster with staff members associated with the current shift. Tip: To take full advantage of the real-time link with station roster, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the Staff tab, and from Default Staff Group Select Method/Page, choose Station Roster. When you are later working in a dialog box and you click Add Group, the Staff Group Select dialog box appears listing staff associated with the current shift. 4. Click OK. Tip: You can access the station roster by choosing File Station Management Station Roster & Availability. 96 FIREHOUSE Software Staff Scheduling User's Guide

102 Create an activity Scheduling uses activities to track the actual hours worked by staff members. Departments typically create an activity from scheduling at the end of each shift to track staff member time. Caution: If you create an activity on a schedule before the shift finishes, and if there are then staffing changes before the shift finishes (for example, a staff member leaves early due to sickness), the only ways to change the activity are to manually delete the activity and recreate it, or to update the activity using an automated task. Information on adding automated tasks to update staff activities created from schedules is available in Update staff activities as automated tasks during a shift, on page 98. Note: When activities are created from the Scheduling Console dialog box, additional staff members are added as a separate shift. FH creates an activity for the active shift and a separate activity for any additional personnel. 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the right side of the dialog box, click Create/Edit Activity. The Staff Activity dialog box appears, displaying a new activity with all staff members associated with currently active schedule, including activity defaults or default information associated with each staff member. Note: Staff member defaults takes precedence over activity defaults. 3. Edit the fields in the dialog box as necessary for the activity. Information on the fields in the Staff Activity dialog box is available in the FH online Help, in the Add Non-Incident Staff Activity and Add Incident Staff Activity topics. 4. Click Save, and then click Close. FIREHOUSE Software Staff Scheduling User's Guide 97

103 Update staff activities as automated tasks during a shift You can set up automated tasks in FH to update staff activities. Tip: For each shift, you should set up three automated tasks that run about five minutes after the shift starts, halfway through the shift, and near the end of the shift. Caution: Be careful to time the last task so that it runs before the end of the shift, as tasks can be delayed if they are forced to wait for other tasks and processes. 1. Log into FH as an administrator. 2. Choose Administration Automated Tasks. The Automated Task Setup dialog box appears. 3. Click New. 98 FIREHOUSE Software Staff Scheduling User's Guide

104 The Automated Task Properties dialog box appears. 4. From Tasks to Perform, select Update Scheduling Activity. 5. In Automated Task Name, type a name that reflects the name of the shift and the time during the shift that the automated task runs. Example: Blue Shift, beginning 6. From Run How Often, select the option corresponding to how frequently you want the activity update for a shift to run. Depending on which option you select, additional options may appear to the right of Run How Often. Example: If you select Weekly or Monthly, the Day and Time of Day options appear. If you select Timed, the Every option appears. 7. (If additional options appear) Specify values appropriate for the additional options. 8. Select Run task at the following workstation only, and then select the name of the workstation you want. 9. Click Setup Task Parameters. The Query dialog box appears. 10. Select the schedule you would like to set up the automated activity update for, and then click OK. 11. In the Automated Task Properties dialog box, click Save, and then click Close. A dialog box prompting you to start the automated task processor appears. 12. Click No. 13. Repeat steps 3-12 for the remaining updates in a shift, and for each shift in the schedule. 14. In the Automated Task Setup dialog box, click Close. 15. Continue with Enable the automated task processor, on page 100. FIREHOUSE Software Staff Scheduling User's Guide 99

105 Enable the automated task processor Caution: To prevent problems with automated tasks, perform the steps below on a computer that is not normally used for normal FH data entry. 1. Choose Tools Workstation Options. The Workstation Options dialog box appears. 2. Click the Other tab, and then the Automated Tasks tab. 3. Select either Auto-Load on FIREHOUSE Software Startup or Auto-Load on Windows Startup. Auto-Load on FIREHOUSE Software Startup runs the automated task processor when someone is at the FH login screen or logged into FH. Note: If you set the automated task up as a timed task, you must select Auto-Load on Windows Startup. WARNING: Auto-Load on Windows Startup does not run the automated task processor the way a Windows task service runs. For this option, the FH automated task requires that a user always be logged into Windows on the machine running the FH task processor. 4. Click OK. 5. (If you chose Auto-Load on Windows Startup) Log off and restart your workstation, and then log in again. 100 FIREHOUSE Software Staff Scheduling User's Guide

106 Edit or delete an activity You can modify an activity if needed (for example, a staff member does not report for duty). If additional staff members are added to a shift, or if defaults change, these changes need to be manually added to the activity or added through an automated task. Note: In the Administrative Options dialog box, on the Staff tab, on the Scheduling sub-tab, under Scheduling Options, if Automatically lock duty activities created through scheduling is selected, then only users with administrative access users are able to make changes to an activity. 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the right side of the dialog box, click Create/Edit Activity. The Staff Activity dialog box appears, displaying the existing activity and its associated information. 3. Edit the fields in the dialog box as necessary. Information on the fields in the Staff Activity dialog box is available in the FH online Help, in the Add Non-Incident Staff Activity and Add Incident Staff Activity topics. 4. Click Save, and then click Close. FIREHOUSE Software Staff Scheduling User's Guide 101

107 Print a schedule from the Scheduling Console dialog box 1. (If you have not done so already) Specify the schedule, date, time, and shift to work with, on page On the right side of the dialog box, at the bottom, click Print. The Print Scheduling Console dialog box appears. 3. Select or clear Print Working Staff Category to indicate whether or not to include the information in the left side of the Scheduling Console dialog box, under Working Staff On Duty. 4. Select or clear Print All Assigned Staff Category to indicate whether or not to include the information in the left side of the Scheduling Console dialog box, under All Involved Staff. 5. Select or clear Print Exchanges and Reassignments to indicate whether or not to include the assignment, exchange, and reassignment information in the lower left side of the Scheduling Console dialog box. 6. Click OK. The Output Report To dialog box appears. 7. Specify values in the dialog box as appropriate to your needs. 8. Click OK. 9. In the Print Scheduling Console dialog box, click Close. 102 FIREHOUSE Software Staff Scheduling User's Guide

108 Appendix A: Scheduling a leap year A leap year is a year containing one extra day to keep the calendar year synchronized with the astronomical or seasonal year. In the Gregorian calendar, the current standard calendar in most of the world, most years that are evenly divisible by 4 are leap years. In each leap year, the month of February has 29 days instead of 28. Example: 2012 is a leap year. Because staff hours are tracked with staff activity records, not by the schedule, historic activities are not affected by the changes to the schedule. Some departments have all shifts work on February 29 to account for the extra day. Example: A department might split the February 29 into three, eight-hour shifts. By default, Staff Scheduling assigns the next shift for that day, which results in the schedule being off by a day after February 29. To accurately track staff hours, you need to: 1. Manually create an activity record for February Reset the start day for the schedule using March 1. Note: Depending on how the shifts land, you may need to re-run the Duty Cycle Wizard to get the correct shifts working the correct days. FIREHOUSE Software Staff Scheduling User's Guide 103