Kronos Workforce Advanced Scheduler v6.3 Creating and Managing Advanced Schedules

Transcription

1 Kronos Workforce Advanced Scheduler v6.3 Creating and Managing Advanced Schedules Course Guide

2 The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document is for the use of the intended recipient, and it may not be reproduced in whole or in part or used for any other purpose than that for which it was provided without the prior written permission of Kronos Incorporated. Copyright, Kronos Incorporated or a related company, All rights reserved. Altitude, Cambridge Clock, CardSaver, Datakeeper, Datakeeper Central, eforce, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper Central, Keep.Trac, Kronos, Kronos Touch ID, the Kronos logo, My Genies, PeoplePlanner, PeoplePlanner & Design, Schedule Manager & Design, ShopTrac, ShopTrac Pro, StarComm, StarPort, StarSaver, StarTimer, TeleTime, Timekeeper, Timekeeper Central, TimeMaker, Visionware, Workforce Accruals, Workforce Central, Workforce Decisions, Workforce Express, Workforce Genie, and Workforce TeleTime are registered trademarks of Kronos Incorporated or a related company. Altitude Dream, Altitude Pairing, Altitude PBS, Comm.Mgr, CommLink, DKC/Datalink, FasTrack, HR and Payroll Answerforce, HyperFind, Improving the Performance of People and Business, Kronos 4500, Kronos 4500 Touch ID, Kronos e-central, Kronos KnowledgePass, KronosWorks, KVC On Demand, Labor Plus, Momentum, Momentum Essentials, Momentum Online, Schedule Assistant, Smart Scheduler, Smart View, StartLabor, Start Quality, Start WIP, Starter Series, Timekeeper Decisions, Timekeeper Web, VisionPlus, Winstar Elite, WIP Plus, Workforce Activities, Workforce Attendance, Workforce Connect, Workforce Employee, Workforce HR, Workforce Leave, Workforce Manager, Workforce Mobile, Workforce MobileTime, Workforce Payroll, Workforce Record Manager, Workforce Recruiter, Workforce Scheduler, Workforce Scheduler with Optimization, Workforce Smart Scheduler, Workforce Tax Filing, Workforce Timekeeper, Workforce Analytics, Workforce Acquisition, Workforce View, Workforce Absence Manager, Workforce Device Manager, Workforce Integration Manager, Workforce Forecast Manager and Workforce Operations Planner are trademarks of Kronos Incorporated or a related company. IBM, eserver, and iseries are trademarks of International Business Machines Corporation. StandardsPro is a registered trademark of H.B. Maynard and Company, Inc. All other product and company names mentioned are for identification purposes only, and may be trademarks of their respective owners. When using and applying the information generated by Kronos products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that Kronos products comply with any such laws. These training materials are provided with the understanding that Kronos is not engaged in the business of rendering reader-specific legal, accounting, or regulatory compliance advice. If legal, accounting or other regulatory compliance consulting services are required, the services of an attorney, certified public accountant or other qualified professional, with full knowledge of your organization s particular operations, circumstances and policies, should be sought. Examples provided in these materials are for general educational purposes only. Readers are encouraged to consult with appropriate professional advisors concerning their individual circumstances before making decisions affecting their business operations. Last updated January 10, Kronos KnowledgePass subscription is designed to be your pre-training, post-training, and refresher skills destination. Kronos KnowledgePass contains tutorials, learning snippets, job aids, and much more to support the training you receive from Kronos-certified instructors. Kronos KnowledgePass education support materials stream right to your desktop and are all available 24/7. To find out if your organization subscribes to Kronos KnowledgePass, speak to the individual responsible for the Kronos solution at your organization. If you are not a subscriber and you are interested in Kronos KnowledgePass, please give us a call at Document Revision Product Version Release Date A Workforce Scheduler 6.3 September 2013

3 Table of Contents Getting Started... 1 Importance and Benefits of Workforce Scheduler... 1 Scheduler Overview... 2 Logging On... 7 Logging Off... 8 Using Genies... 9 Navigating the Schedule Planner Selecting Employees and a Time Period in the Schedule Planner Saving a Personal Location Search Query Adjusting the Schedule Planner View Setup Tasks Assigning Schedules Groups Refreshing and Saving Data in the Schedule Planner Assigning a Schedule Pattern Using a Pattern Template Assigning an Individual Schedule Pattern Reading Availability Assigning Individual Availability Patterns Using Online Help Pre-Schedule Build Managing Requests Periods for Employees to not be Scheduled Managing Employee Request Periods for Time-Off Responding to Time-Off Requests Attach Comments to Denied Time-Off Requests Retracting an Approved Time-Off Request Replacing a Shift with a Pay Code Edit (Using Schedule Toolbar) Updating Schedule Patterns Updating Availability Patterns Updating an Employee s Availability Maintaining Skill and Certification Information Schedule Build Processes Scheduling Process with Self Scheduling Scheduling Process without Self-Scheduling Building a Schedule: Managing Self Scheduling , HFHS University. All rights reserved. iii

4 Opening Schedule Sign-Up (Legacy/Process Manager) Locking Schedules for Departments Self Scheduling in Groups Monitoring Schedule Sign-Up (Process Manager/Legacy) Unlocking Schedules for Departments Self Scheduling in Groups Closing Schedule Sign-Up (Legacy/Process Manager) Building a Schedule: Evaluate and Update Overview Evaluating Schedule Rule Violations Evaluating Coverage Using Daily Coverage Evaluating Coverage with the Coverage Graph Navigating the Metrics Tab Evaluating Coverage with the Metrics Tab Evaluating Worked Hours Per Patient Day (HPPD) Evaluating Worked and Non-Productive Hours with the Hours Summary Tab Reviewing the Schedule Toolbar Balancing the Schedule Inserting a Shift Template Adding a Shift Using In-Cell Editing Copying and Pasting Shifts Editing a Shift Deleting a Shift Applying Pay Code Edits (Using Pay Code Editor) Scheduling a Job Transfer for a Shift Scheduling a Labor Account Transfer for a Shift Scheduling a Work Rule Transfer for a Shift (ie Oncall/Callback, Orientation, Training) Scheduling a Charge Nurse (Job Transfer and Work Rule Transfer) Assigning Comments Removing Comments Reviewing an Employee s Audit Trail Finalizing the Schedule Posting a Schedule Generating a Printable Schedule Post Schedule Build: Managing Open Shifts and Shift Swaps Creating Open Shifts for Open Shift Requests - Zones Creating Open Shifts for Open Shift Requests- Shift Set Managing Shift Swap Request Periods iv 2013, HFHS University. All rights reserved.

5 Handling a Shift Swap or Reassignment Manually Managing Open Shift Request Periods Responding to Open Shift and Shift Swap Requests Assigning an Open Shift Manually Call Offs and Shift Replacements Entering Call Offs Using the Call List to Find Shift Candidates Tracking Calls Reports Staffing Reports Using the Single Zone Report Running Other Reports Exporting Data in Genies and the Schedule Planner Reviewing the Work and Absence Summary Calendar Appendix Balancing Employees Schedules to Their FTE Locking Shifts and Days Assigning Notes Removing Notes Generating an Open Shifts Report , HFHS University. All rights reserved. v

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7 Getting Started Importance and Benefits of Workforce Scheduler Purpose Effective workforce scheduling is a challenge. Each employee at Henry Ford Health System provides a valuable service towards meeting Henry Ford Health System s business needs. The Workforce Scheduler application helps you meet business needs by providing you with resources and real time data to help you schedule the right number of the most appropriate people at the right time. The following Workforce Scheduler benefits enable Henry Ford Health System to: Optimize staffing resources by scheduling employees according to their availability, preferences, skills and certifications Compare staffing to workload requirements Produce more efficient schedules Reduce the time needed to build schedules Standardize and centralize the scheduling process Identify violations of employee and organizational guidelines Compare productive and non-productive scheduled hours Audit scheduling activities Provide employees access to self-service options from home Staff more fairly and equitably Exchange information in real time Integrate with time- and labor-tracking products 2013, HFHS University. All rights reserved. 1

8 Scheduler Overview Purpose Workforce Scheduler is a common system that allows multiple schedulers in different areas to create, maintain, and view schedules for their area. Workforce Scheduler also allows a Staffing Office and Schedulers to review the staffing levels for each shift and make adjustments as necessary. Employees can make requests that can impact the schedule. Staffing Requirements In order to schedule the correct number of employees in a location, you need to know the required staffing levels for each job. The number of employees required can be different for each location. In some locations, the staffing requirements may be based on census and acuity while the staffing requirement for other locations might be based on the number of tests they need to perform. This is called the workload. The workload is defined for each job in a location for a specified time span. Job Time period Sun Mon Tues Wed Thurs Fri Sat RN , HFHS University. All rights reserved.

9 Scheduling Strategies Scheduling strategies and processes will vary depending on the needs of the department. In some departments, employees may enter their shift preferences while in other departments; the employees schedules may be solely created by the scheduler. Some employees schedules change each week, while other employees schedules rarely change. If an employee generally works the same schedule each week, you can schedule the employee using a pattern. Some patterns are already created and saved in Workforce Scheduler. This is called a pattern template. If the employee works different days and times each week, you can schedule the employee as needed by entering the shift start and end times. Employee Job Scheduling Strategy Week Sun Mon Tues Wed Thurs Fri Sat IA Add a pattern template Week Week RN Add a pattern Week Week RN Enter a schedule as needed Week Week , HFHS University. All rights reserved. 3

10 Evaluating the Schedule Workforce Scheduler analyzes how many employees are scheduled to work in a specified time span and compares that number to the workload. Schedules can be viewed and adjusted for appropriate coverage at any point in the scheduling and staffing process. Employee Job Week Sun Mon Tues Wed Thurs Fri Sat RN Week RN Week RN Week RN Week RN Week RN Week Total RN s for Zone Workload Coverage Fully staffed Under staffed by 1 Under staffed by 1 Fully staffed Over staffed by 1 Fully staffed Under staffed by , HFHS University. All rights reserved.

11 In addition to coverage, Workforce Scheduler also analyzes the employee s schedule for violations of organizational policies. The violations can be at the employee level. For example, employees that are scheduled for more than forty hours in a week can have a violation. The violations can also be at the location level. For example, a location has to have a Charge Nurse for each shift. Employee Job Skills Sun Mon Tues Wed Thurs Fri Sat RN Charge Sally RN Charge Joan RN Sara Location Violation Employee Violation Sara is over 40 hours in a week No Charge Nurse for the shift 2013, HFHS University. All rights reserved. 5

12 Scheduling Building Blocks Once you decide on a scheduling strategy, Workforce Scheduler has a number of tools to help you create your employees schedules. These tools also help you maintain accurate schedules when an employee deviates from his or her schedule. Use the following table to assist you in scheduling employees. These tools are available in the Schedule Planner. The Schedule Planner is covered later in this course. Tool Pattern Template Pattern Editor Shift Template Pay Code Editor Schedule Tool Bar Self-Service Description Used to create an employee s schedule using a predefined pattern of days and shifts. A pattern can repeat forever or can have an end date. A pattern assignment is the method used to define the employee s standard schedule. Used to create an employee s schedule for selected days and shifts; unlike pattern templates they are not predefined. A pattern can repeat forever or can have an end date. A pattern assignment is the method used to define the employee s standard schedule. Used to update an employee s schedule by adding a pre-defined start and end time to a day they are expected to be at work. Used to add non-worked time to a schedule. Contains short cut icons to various scheduling building blocks. Used by employees to request shifts, time off, and other schedule changes. Possible Use Create a schedule for a new hire to work Monday through Friday from 09:00-17:00. :00. Create a schedule for an employee that works every other Saturday. Add an additional shift to one or more employee s schedule to work on Sunday. Replace an employee s shift with Jury Duty. Add the same shift to several employees schedules. Employee requests a day off , HFHS University. All rights reserved.

13 Logging On Single Sign-On Purpose Workforce Central is accessed via the Expressway in Manager/Employee Self-Service. Service. There is no additional ID/password needed for Kronos Workforce Central where you to perform your time and attendance tasks. Example You, as the department Manager, log on to the Workforce Timekeeper application at least once a day to review and work with your employees timecards and scheduling data. 1 Access the Employee and Manager Self-Service log in page. 2 Enter your user name and password in their designated fields. 3 Click the Kronos link in the Expressway. Business practice If you or an employee using Workforce Timekeeper forgets your Employee and Manager Self Service user name or password, contact the IT Help Desk. 2013, HFHS University. All rights reserved. 7

14 Logging Off Upon completion of your tasks, you must log off the application to ensure that your employees information is kept confidential. Caution Clicking the Close (X) button without first logging off might leave your connection to the application open, making it possible for unauthorized people to view and edit information. Timing Out If Workforce Scheduler doesn t detect activity within a specific amount of time, it will automatically time out to protect sensitive information. Shortly before the system times out, you will be prompted to click Yes to continue working or No to log out. Caution If you select No or the system times out, you will lose any unsaved changes. Business practice The inactivity timeout screen appears if there is no activity for # minutes , HFHS University. All rights reserved.

15 Using Genies Purpose Workforce Genies present customized views of employee information in a summarized, easy-to-read format so that you can quickly analyze and respond to scheduling needs. Each Genie is unique, but there are several common ways to view and use Genies. Example You want to check for employees with expiring licenses. Use the Expired License Genie to perform this task. 1 From one of the navigations tabs, select a Genie. 2 From the Show drop-down list, select the specific set of employees. 2013, HFHS University. All rights reserved. 9

16 3 From the Time Period drop-down down list, select the specific time period. 4 (Optional) Click up to two column headers to sort the data. A down arrow shows the column sorted in descending order; an up arrow shows the column sorted in ascending order. A number appears in each column heading next to the up or down arrow to identify which column is the primary sort and which column is the secondary sort. 5 Do one of the following: To work with a single employee, click an employee s name. To select more than one employee, hold the Ctrl key while clicking each employee s name, or click ck and drag to select names next to each other. 6 Which system component do you want to access? To access timecards for the selected employees, right-click and then select Timecard To access the Schedule Planner for the selected employees, right-click and then select Schedule To access the People Editor for the selected employees, rightclick and then select People To access the Reports for the selected employees, right-click and then select Reports , HFHS University. All rights reserved.

17 Genie Employee Skills License Phone List Sign Up Complete Description Use the Skills Genie to quickly locate employees on premises with a particular skill. Use the License Genie to identify employees with a specific license/certification and its expiration date. Use the Phone List Genie to locate employees phone numbers. Use the Sign Up Complete Genie to monitor employees who have identified themselves as having completed self-scheduling. Note The Show drop-down down list will display HyperFind queries for skills, current certifications, expired certifications, and overtime. 2013, HFHS University. All rights reserved. 11

18 Navigating the Schedule Planner Purpose The Schedule Planner is a timeline view of employees schedules during a specified time period. It is the primary work area where you create and maintain employees schedules. The key components the Schedule Planner Component Top tabs Scheduled Hours (Totals) Date columns Description The following four tabs that each displays schedule information differently: By Employee displays data by employee names By Group displays data by schedule group assignment By Job displays data by employees primary organizational job assignment By Employment Terms displays employees by employment terms or contract Column that displays the total number of scheduled hours for each employee during the selected time period, excluding any automatic meal deductions. Columns that display shift start and end times or shift labels for the date in the header. Pay codes also appear for scheduled non-worked hours , HFHS University. All rights reserved.

19 Component Schedule Toolbar Number of Employees Total Scheduled Bottom tabs Description Icons help streamline schedule tasks such as assigning a shift and minimize the number of mouse clicks to perform a task. Row that displays the total number of employees scheduled for each day, as well as the total number of employees scheduled for the selected time period. Row that displays the total number of scheduled hours for all employees each day, as well as the total scheduled hours for the entire selected time period. One or more of the following tabs that contain data and tools to assist with scheduling and analysis: Assignments, Call List, Comments, Cost Summary, Coverage, Hours Summary, Hours/Volume, Metrics, Multi-Edit, Requests, Rule Violations, Schedule Assistant, and Target Hours. Bottom Tabs 2013, HFHS University. All rights reserved. 13

20 Tab Assignments Call List Comments Cost Summary Coverage Hours Summary Hours/Volume Metrics Multi-Edit Requests Rule Violations Schedule Assistant Target Hours Description Identifies employees scheduled in overstaffed areas and suggests transfers to understaffed areas. Finds employees who are qualified and available to fill open shifts. Displays comments and notes added to shifts. Excludes time-off request comments, which can be viewed in the Requests tab. Displays schedule costs in wages and hours. Graphs schedule data to compare current coverage to the workload plan. Displays the total scheduled shift and pay code hours by the scheduled hours types, such as productive and non-productive. Compares the schedule in relation to productivity standard or used to view historical performance for locations and jobs in a specific time period. Provides detailed measurements that identify inefficiencies in schedules. Allows you to apply schedule edits to groups of employees. Lists all requests for time-off, open shifts, and shift swaps submitted by employees, and provides actions for approving or denying the request. Displays rule violations. The rule violations viewed are limited to 50 at one time. Assists with locating the best employee to fill a particular shift based on selected criteria. Compares Actual and Target Hours for employees who work by employment terms or contracts , HFHS University. All rights reserved.

21 Selecting Employees and a Time Period in the Schedule Planner Purpose Advanced Scheduler Course Guide You can choose to display schedules for the current or future period, or for a specific date or range of dates in the Schedule Planner. You can also choose to see schedules for all employees to whom you have access, or you can select employees in a specific location or locations, or who work specific jobs within a location. Note The All Home query limits Workforce Scheduler functionality. For example, this query will not let you evaluate coverage, review rule violations, or view open shifts. Example You need to review schedules for the RNs in the Maternity department for the next schedule period. 1 Access a Schedule Planner. 2 From the Show drop-down list, choose Select Locations. The Select Locations dialog box appears and all locations that you have access to are selected by default. 3 Click Clear All. 2013, HFHS University. All rights reserved. 15

22 4 Expand the organizational map by clicking the plus (+) signs until the appropriate locations and/or jobs appear. Select the check box(es) (es). 5 Click OK. 6 From the Time Period drop-down down list, select the time period. The Schedule Planner displays scheduling data for the selected employees and time period. Note Three Schedule Planner Genies will be available for schedulers. Each will default to either the current, next, or previous schedule period , HFHS University. All rights reserved.

23 Saving a Personal Location Search Query Purpose For employees in departments and jobs that you view frequently, you can save a set of locations or jobs as a reusable query that appears in the Show drop-down list. Personal location queries are not the same as HyperFind queries; they relate only to locations and jobs in an organizational map. Example You frequently need to evaluate the schedules of RNs in Maternity. You create a personal location query to make this task easier. 1 Access a Schedule Planner. 2 From the Show drop-down list, choose Select Locations. The Select Locations dialog box appears. 3 Select the locations and jobs you want to include in your query, and then click Save As. The Save Custom Location dialog box appears. 2013, HFHS University. All rights reserved. 17

24 4 In the Name field in, enter a name for your query and then click OK. Your new location query appears in the Show drop-down list with - location appended to the name. Tip When you first create a query it appears at the bottom of the Show drop-down down list. Placing a dash (-) in front allows this query to be higher in the list. Your query s name can be 30 characters long, and must not include any of the following characters: &_*?:;=()/[\] #@<>. To delete an existing location query, select a location query, click Edit, and then click Delete , HFHS University. All rights reserved.

25 Adjusting the Schedule Planner View Purpose You have the following options for manipulating how data appears in the Schedule Planner: Sort the data by certain columns; for example, by the Totals column Resize areas of the workspace Use options in the View menu to change time intervals, show shift times or shift labels, and show and hide data Use the Schedule Planner top tabs for different views of schedule data and employees: By Employee, By Group, and By Job View additional data about employees in tool tips Zoom in and out on date columns in the schedule grid area Example You want to review schedules for the next schedule period to locate employees in Maternity with the fewest scheduled hours. To easily see the data you want, sort employees by total hours and job. Feature Showing and hiding the banner Description Click the Show/Hide icon to hide the banner and view more of the page. Click the Show/Hide icon again to display the banner. Sorting columns Click a column header to sort data by item. Most columns are sortable. An arrow appears in the column header to indicate that the column is sorted. Click on the column header again to reverse the sort. 2013, HFHS University. All rights reserved. 19

26 Feature Resizing workspaces Description You can resize individual workspaces in the Schedule Planner to see more or less of the information they contain. For example, you can move the divider between the employee rows and bottom tabs up or down to display more or fewer employee rows. Using View menu options Use the options in the View menu to adjust how data appears in the Schedule Planner, including: Whether shift labels or shift times appear What time intervals appear Whether daily totals are included Whether to display the Schedule Toolbar This guide describes several of these View options. For information on all View options, refer to the online Help. Using the By Employee, By Group, and By Job tabs Use these tabs to display schedule data by employee, by group, or by job , HFHS University. All rights reserved.

27 Feature Tool tips Description Use tool tips to display data about scheduled employees and shifts. Zoom To resize columns in the Schedule Planner, click, drag, and release the mouse pointer over the day(s) you want to display in the Schedule Planner. The cells for the days resize to fit the window. Use the horizontal scroll bar to view adjacent days. Double-click a day in the header to return to the default column size. Note that resized columns are not saved, and revert back to the default setting each time you log on to Workforce Scheduler. Before After 2013, HFHS University. All rights reserved. 21

28 Setup Tasks Assigning Schedules Groups Purpose A schedule group is a collection of employees who work the same or similar shifts. You assign employees to schedule groups to facilitate creating and editing their schedules. Employees can be assigned to more than one schedule group. Example When evaluating and building your schedule, you find it helpful to view employees by their preferred shifts and jobs. You group your employees by assigning them to their preferred times. A new employee prefers to work days. You assign her to the Day schedule group. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select the By Group tab. 4 Do one of the following: Select the employee that you want to assign to a schedule group. Select multiple employees by holding the Ctrl key and singleclicking each employee s name. 5 Select Group > Add to Group , HFHS University. All rights reserved.

29 6 From the Schedule Group drop- down list, select the name of the schedule group to which you want to assign to the employee(s). 7 From the Start Date drop-down calendar, select the effective date for the schedule group assignment. 8 From the End Date drop-down calendar, select one of the following: Last date the schedule group assignment will be in effect. Forever for the assignment to be in effect with no end date. 9 Click OK. 10 Click Save. Business practice Contact Kronos@company.com or x555 to have a new schedule group created. 2013, HFHS University. All rights reserved. 23

30 Tip To remove an employee from a schedule group, repeat steps 1 and 2 but select Groups > Remove from Group. Select the schedule group from which you are removing the employee and the start and end dates during which the employee will no longer be a member of the group. To remove the employee from the schedule group indefinitely, select Forever. Business Process Some common schedule groups: Day Evening Night PRN Non-home Group 1 Group 2 Group , HFHS University. All rights reserved.

31 Refreshing and Saving Data in the Schedule Planner Purpose When you add or modify schedule data, the application displays your edits but does not save them automatically. You must tell the application to save the data. Prior to saving your data, you can cancel your edits if necessary. Visual indicators When you edit a schedule, the page name turns orange and an asterisk appears next to it to let you know that your data is not yet saved. After you save, the visual indicators no longer appear. Canceling edits The application does not save your edits until you tell it to do so. Up until that time, you can remove or cancel your edits using the Refresh button. When you click Refresh, the application re-displays the most recently saved information, overwriting any unsaved edits. Saving edits When you are satisfied with your edits, you must save them. If you close the Schedule Planner before you save the edits, they are not saved. Canceling edits 1 Access a Schedule Planner. 2 Perform edits to a schedule. Take note of the visual indicators that indicate unsaved data. 3 Click Refresh. 4 Do you want to cancel your changes? Click Yes to cancel your changes. Click No to keep your changes. 2013, HFHS University. All rights reserved. 25

32 Saving edits 1 Access a Schedule Planner. 2 Perform edits to a schedule. Take note of the visual indicators that identify unsaved data. 3 Click Save , HFHS University. All rights reserved.

33 Assigning a Schedule Pattern Using a Pattern Template Purpose Pattern templates let you quickly apply a set of shifts to employees who work the same shifts and days on a regular basis. A pattern template consists of one or more shifts that repeat over a specified time period. Example An employee regularly works every weekend. You want to apply a pattern for the employee that repeats so that you do not have to manually enter the same pattern every time you prepare a schedule. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Right-click the employee s name and select Add Pattern > Shift or Pay Code. 4 In the Pattern Editor, click Insert Pattern. The Select Pattern dialog box appears. 2013, HFHS University. All rights reserved. 27

34 5 Select the applicable pattern template and click OK. 6 From the Work Start Date dropdown calendar, select the effective date that the employee will start working the pattern. Note: The work start date must be within the selected time period in the Schedule Planner. For example, if the Time Period field in the Schedule Planner currently shows Next Schedule Period, the work start date you select must begin on or after the first day of that next schedule period. 7 From the Pattern Start Date dropthe date you down calendar, select want the pattern to start. 8 From the End Date drop-down calendar, select one of the following: Last date that the employee will work the pattern. Forever to have the assignment in effect with no end date. 9 Click OK. 10 Click Save , HFHS University. All rights reserved.

35 11 Click OK. 12 Click Refresh. 2013, HFHS University. All rights reserved. 29

36 Assigning an Individual Schedule Pattern Purpose When employees have a unique fixed schedule pattern that is not defined in a template, you can create and assign to them an ad hoc schedule pattern. Example An employee will be working 7:00 A.M. to 7:30 P.M. Monday, Tuesday, and Thursday. Because this is a unique pattern, you know that the pattern is not saved as a template. You create an individual schedule pattern for the employee. 1 Access a Schedule Planner. 2 Right-click the employee s name and select Add Pattern > Shift or Pay Code. 3 From the Work Start Date dropdown calendar, select the effective date that the employee will start working the pattern. Note: The work start date must be within the selected time period in the Schedule Planner. For example, if the Time Period field in the Schedule Planner currently shows Next schedule Period, the work start date you select must begin on or after the first day of that next schedule period. 4 From the Pattern Start Date dropselect the date you down calendar, want the pattern to start. 5 From the End Date drop-down calendar, select one of the following: Last date that the employee will work the pattern. Forever to have the assignment in effect with no end date. 6 In the Recurring field, enter the number of weeks or days that the pattern reoccurs and then select one of the following: Weeks Days , HFHS University. All rights reserved.

37 7 Click the day cells the employee will work. Tip: To select multiple days, hold the Ctrl key and click each day cell. 8 Click Insert Shift. 9 Select the applicable shift template and click OK. 10 Click OK. 11 Click Save. 2013, HFHS University. All rights reserved. 31

38 12 Click OK. 13 Click Refresh , HFHS University. All rights reserved.

39 Shift Template Naming Convention Character position First Second and third Description Shift length designation Shift hour start time in military time Examples E = 8 hours T = 10 hours W = 12 hours 07 = 7:00 A.M. 14 = 2:00 P.M. Fourth Shift quarter hour start time F = 00 Q = :15 H =:30 T =:45 Shift Template Examples Shift Label Shift Start and Stop Time Shift Length Other E07F 07:00-15:00 W19F 19:00-7:00 8 hours 12 hours 2013, HFHS University. All rights reserved. 33

40 Reading Availability Purpose Knowing your employees availability facilitates the scheduling process because you can immediately determine when an employee is available or unavailable to work a particular shift. In Workforce Scheduler, employees can update their own availability in self-service. You can also update their availability based on what employees tell you. Example It would be useful to see each employee s availability on the Schedule Planner. To display employees availability, select Availability from the View menu in the Schedule Planner. 1 Access a Schedule Planner. 2 Select View > Availability. 3 Review employees availability. Caution Workforce Scheduler assumes that the employee is available 24/7 unless the employee or Scheduler enters otherwise , HFHS University. All rights reserved.

41 Availability Indicators Purple Description Employee is not available to work. Dark Green Employee prefers to work. Green Employee is available to work. White Employee s availability is unknown. Pink Employee prefers not to work. 2013, HFHS University. All rights reserved. 35

42 Assigning Individual Availability Patterns Purpose When an employee has a unique fixed availability pattern that is not defined in a template, you can create an individual availability pattern and assign it to the employee. Example An employee will be unavailable to work between 7:00 A.M. to 7:00 P.M. on Sunday, Tuesday, and Friday. Because this is a unique pattern, you know that the pattern is not saved as a template. You create an individual availability pattern for the employee. 1 Access a Schedule Planner. 2 Right-click the employee s name and select Add Pattern >Availability. 3 In the Pattern Name field, enter a name for the availability pattern. 4 Confirm the default date in the Pattern Start Date field. 5 From the Availability Start Date drop-down calendar, select the date the employee will start using the pattern. 6 From the End Date drop-down calendar, select one of the following: Last date that the availability assignment will be effective. Forever to have the assignment in effect with no end date. 7 In the Recurring field, enter the number of many weeks or days the pattern reoccurs and select one of the following: Weeks Days , HFHS University. All rights reserved.

43 8 Click the day cells that you want to update the employee s availability. Tip: To select multiple days, hold the Ctrl key and click each day cell. 9 Click Hours Editor. The Hours Editor dialog box appears. 10 Do one of the following: Click the beginning half hour and drag through the ending hour. Then click the appropriate availability type button. In the Start Time field, enter the starting time. In the End Time field, enter the ending time. From the Type drop-down down list, select an availability type and click Apply. 11 Repeat step 9 as needed for all availability types. 12 Click OK. 13 Click OK. 2013, HFHS University. All rights reserved. 37

44 Using Online Help Purpose Workforce Central contains an online Help system to help you perform scheduling tasks. It contains contents and search capabilities to help you locate information about Workforce Central components, concepts, and procedures. 1 Click the Help utility link in the upper-right right corner of the banner. This link displays a Help topic specific to where you are in the application. Component Contents Search Description Collection of topics Tool for entering a specific word or phrase; topics appear with percent rankings that identify their relevance , HFHS University. All rights reserved.

45 Pre-Schedule Build Managing Requests Periods for Employees to not be Scheduled Purpose To account for your employees schedule preferences, you might decide to allow them to submit requests to not be scheduled. The time is unpaid and they are still required to work their expected hours in the week or pay period. You can define the date range when the employee can submit the request, and the requested dates that are not to be scheduled. Example For employees to update their schedule preferences, you open a request period to allow employees to submit requests to not be scheduled. 1 Access a Schedule Planner. 2 Select Actions > Manage Periods > Employee Request Periods. 3 Do one of the following: If an employee request period does not exist, click New. If an employee request period exists, select the period from the Name column and click Edit. Skip to step , HFHS University. All rights reserved. 39

46 4 In the Name field, enter a descriptive name. In the Description field, enter explanatory text about the employee request period. Note: An employee request period must have a unique name. 5 From the Request For drop-down down list, select the request type. 6 From the Employee Query dropdown list, select the specific set of employees who will be entering requests not to be scheduled. 7 In the Submission Period area, select one of the following: Specific Start Date and Time and End Date and Time to identify a specific timeframe when employees can submit requests. Any Time to allow employees to submit requests without restrictions. 8 In the Request Period area, select one of the following: Specific Start Date and End Date to identify the timeframe that the employee can request to not work. Any Date to allow the employee to request any day not to work without restrictions. 9 Click Save. 10 Click Close. Tip Instead of creating a new request for each schedule period for the not-to-be-scheduled request period, edit the dates when the schedule period changes. Business practice Because Workforce Scheduler does not limit employees to the number of not-to-be-scheduled requests they can submit, you will need to tell your employees how many requests they can submit. You can use the Notes field in each employee s request to enter a numeric value that will prioritize the request , HFHS University. All rights reserved.

47 Managing Employee Request Periods for Time-Off Purpose To allow employees to submit time-ofopened. An Employee Request Period defines who can submit a time-off request, when the employee requests such as PTO in self-service, a request period must be can submit a request, and the dates that can be requested off. Time-off request periods can be left open to allow employees to submit a time-off request for any time period. Employee Request Periods Name Request For Description Employee Query Submission Start and Submission End Request Start and Request End State Description Name of the employee request period. Type of request. Description of the request. HyperFind query that identifies the employees who can make a request. Beginning and ending dates and times that define the time period during which employees can submit requests. This option can also be set to Any Time for unlimited request submissions. Beginning and ending dates and times, which define the time period for which employees can make requests. This option can also be set to Any Date for unlimited request submissions. Status of the request period. 2013, HFHS University. All rights reserved. 41

48 Example You want to open a PTO-Vacation request period so that employees in Maternity can submit requests for the next schedule period. 1 Access a Schedule Planner. 2 Select Actions > Manage Periods > Employee Request Periods.. The Employee Request Periods dialog box appears. 3 Do one of the following: If an employee request period does not exist, click New. If an employee request period exists, select the period from the Name column and click Edit. Skip to step , HFHS University. All rights reserved.

49 4 In the Name field, enter a descriptive name. In the Description field, enter explanatory text about the employee request period. Note: An employee request period must have a unique name. 5 From the Request For drop-down down list, select the request type. 6 From the Employee Query dropdown list, select the specific set of employees who will be entering requests not to be scheduled. 7 In the Submission Period area, select one of the following: Specific Start Date and Time and End Date and Time to identify a specific timeframe when employees can submit requests. Any Time to allow employees to submit requests any time without restrictions. 8 In the Request Period area, select one of the following: Specific Start Date and End Date to identify the timeframe that the employee can request to be off of work. Any Date to allow the employee to request to be off of work on any date. 9 Click Save. Tip Instead of creating a new time-off request period for each schedule period, edit the dates when the schedule period changes. Business practice A time-off request submitted via the Kronos terminal will appear in the Kronos Inbox and will require approval. 2013, HFHS University. All rights reserved. 43

50 Responding to Time-Off Requests Purpose You can view and respond to My Requests self-service submittals in the Requests tab in the Schedule Planner. If you approve a request, the change is automatically made to the schedule and the employee is notified automatically. If you reject a request, the employee is notified automatically. You can also enter, edit, and delete requests for employees, and view details about a request s status changes. Response Options Add Request Edit Request Delete Request View History Approved Refused Pending Retracted Scheduler s Action Add a request for an employee. Edit a selected request for an employee. Delete a request if the status is Draft. Review a list of actions associated with the request. Approve an employee s request. Deny an employee s request. Mark a request as pending. The employee then knows that the request was received and is under consideration. Retract a submitted request for an employee. Example An employee submitted a time-off request. You want to review and respond to the request. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select the Requests tab. 4 From the Request For drop-down down list, select a request type , HFHS University. All rights reserved.

51 5 From the Status drop-down down list, select a status. 6 Click Reload. 7 Right-click a request est to display the request action list and select an action. 8 Click Save. Tip To display a request, at least one day of the request must be during the selected time period in the Schedule Planner. 2013, HFHS University. All rights reserved. 45

52 Attach Comments to Denied Time-Off Requests Purpose You can track an employee s denied time-off requests by attaching comments to it. If an employee fails to work his or her scheduled shift, you can review the Requests tab to see if a time-off request had been denied. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select the Requests tab. 4 From the Request For drop-down down list, select a request type. Note: Request actions do not appear with the All Requests selection; you must select a specific request type. 5 From the Status drop-down down list, select a status. 6 Click Reload , HFHS University. All rights reserved.

53 7 Right-click on the denied request and select Edit Request. 8 From the Comments drop-down down list, select the appropriate comment. 9 Click OK. 10 Click Save. 11 Review your comments by hovering your cursor over the Start Date of the denied request in the Requests tab. Time Off Denial Comment TOR-Denied-Coverage TOR-Denied-Insufficient Accrual TOR-Denied-Request Not Per Policy TOR-Denied-Request Request Submitted After Deadline TOR-Denied-Rotation When to Attach to a Submitted Request When denying the request because the employee is required to work for coverage reasons When denying the request because the employee does not have enough PTO to cover the time-off When denying the request because the request does not comply with corporate- or site-specific policies or procedures When denying the request because the request was submitted after the corporate- or site-specific deadline When denying the request because the employee is required to work for rotation reasons 2013, HFHS University. All rights reserved. 47

54 Retracting an Approved Time-Off Request Purpose A time-off request might need to be removed from an employee s schedule after you have approved it. Retracting a time-off request changes the request s status to Retracted. The employee can view the status change in self-service. Retracting a request does not remove the pay code amount from the schedule and does not replace the employee s previously scheduled shift. Example An employee submitted a time-off request that you approved. The employee s plans have changed and she would like to cancel her time-off request and work her previously scheduled shift. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select the Requests tab. 4 From the Request For drop-down down list, select a request type. 5 From the Status drop-down down list, select Approved. 6 Click Reload , HFHS University. All rights reserved.

55 7 Right-click a request est to display the request action list and select Retracted. 8 To remove the pay code edit from the schedule, access the Schedule Toolbar or Action Palette and click the Delete button. 9 Click the date cell(s) of the pay code you want to delete. 10 In the Schedule Toolbar, click the Shift Template button and select the applicable shift template. 11 Click the date cell for the employee you will schedule using the shift template. 12 Click Save. Note Employees are notified of a retracted time-off request in the Messages tab of the Kronos Inbox and in the My Current Requests view in employee self-service. Tip To display a request, at least one day of the request must be during the selected time period in the Schedule Planner. 2013, HFHS University. All rights reserved. 49

56 Replacing a Shift with a Pay Code Edit (Using Schedule Toolbar) Purpose Frequently, a scheduled shift needs to be replaced with a pay code edit, such as when an employee scheduled to work is called for jury duty or has a death in the family. The Schedule Toolbar includes a button to perform pay code edits that replace shifts with minimum clicks. Example Employee is scheduled to work this Friday but will be using a bereavement day. You want to schedule the bereavement time as a pay code edit. You know that you will need to create an open shift to find a replacement for the employee, so you use the Schedule Toolbar s Pay Code button. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 On the Schedule Toolbar,, click the Pay Code button, roll over a list, and select the appropriate pay code to apply. Tip: The available pay codes are categorized alphabetically into lists , HFHS University. All rights reserved.

57 4 Click the date cell of the shift you want to replace with the pay code edit. 5 (Optional) Click additional date cells to replace the shifts with the selected pay code. 6 Click Save. Note: : If you want to make other edits to the schedule before saving, be sure to click the Pay Code button again to turn it off. Tip When you use the Schedule Toolbar s Pay Code button, Workforce Scheduler automatically creates an open shift. Also availability is updated when certain pay codes are assigned. If you do not need to fill that open shift, you should delete it using the Schedule Toolbar s Delete button. 2013, HFHS University. All rights reserved. 51

58 Updating Schedule Patterns Purpose From time to time, employees regular schedule patterns might change for reasons such as workload changes, status changes, or terminations. When you need to change an employee s schedule pattern, you can override the existing pattern(s) to adjust for the changed circumstances. Example An employee will now be working 7:00 A.M to 3:30 P.M. on Monday, Tuesday, and Thursday instead of Tuesday, Wednesday, Friday and Saturday. You assign the new pattern and override the old pattern as of the first date of the next schedule period. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Right-click the employee s name and select Add Pattern > Shift or Pay Code. 4 From the Work Start Date dropdown calendar, select the effective date that the employee will start working the new pattern. 5 Select the Override other patterns check box. 6 Use one of the following options to enter the new shift pattern: Enter the shift start and end times in each applicable cell. Click the applicable cells, click Insert Shift, select the shift template, and click OK. Click the applicable cells, click Shift Editor, define the shift attributes, and click OK. Click Insert Pattern, select ect the pattern, and click OK. 7 Click OK , HFHS University. All rights reserved.

59 8 Click Yes when you see the message about selecting Override. 9 Click Save. Tip To update a pattern, it s easiest to follow the steps as if you were going to assign a new pattern and select the Override other patterns check box. The old pattern will be overridden as of the new work start date. To end an employee s pattern without replacing it with a new pattern, right-click on the employee s name and select Edit Pattern. Select End Date and enter the last date the pattern will be active. 2013, HFHS University. All rights reserved. 53

60 Updating Availability Patterns Purpose Similar to schedule patterns, employee s availability patterns may also require updating when personal events change in their lives. Example In two weeks, an employee will be singing in the church choir on Saturday evenings. The employee will be unavailable to work after 3:00 P.M. on Saturdays, but will be available all day Sunday. 1 Access a Schedule Planner 2 From the Show drop-down down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Click the employee s name and select Availability > Edit Pattern. 4 In the Availability Start Date dropwhen down calendar, select the date the employee s availability will change , HFHS University. All rights reserved.

61 5 Click the day cell to be changed. 6 Click Hours Editor. The Hours Editor dialog box appears. 7 Do one of the following: Click the beginning half hour and drag through the ending hour. Then click the appropriate availability type button. In the Start Time field, enter the starting time. In the End Time field, enter the ending time. In the Type drop-down down list, select an availability type and click Apply. 8 Click OK. 9 Repeat steps 5 through 7 for each day. 10 Click OK. 2013, HFHS University. All rights reserved. 55

62 Updating an Employee s Availability Purpose Your employees may maintain their own availability using self-service. However, you can update employees availability information in Workforce Scheduler as well. This allows for a single place of record to track availability. Example An employee has notified you that she will be unavailable to work between 12:00 P.M. and 8:00 P.M. on the first Monday of the next schedule period. You update that employee s availability for those times. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select View > Availability , HFHS University. All rights reserved.

63 4 Click the date cell and then select Availability > Add Override. 5 Do one of the following: Click the beginning half hour and drag through the ending half hour. Then click the appropriate availability type button. In the Start Time field, enter the starting time. In the End Time field, enter the ending time. From the Type drop-down down list, select an availability type and click Apply. 6 (Optional) Repeat step 4 for additional availability types. 7 In the Number of Days field, enter the number of days for which the override applies. 8 Click OK. 9 Verify your results in the Schedule Planner. Tip To remove an availability override, select the employee s name in the Schedule Planner and then select Availability > Delete Override. 2013, HFHS University. All rights reserved. 57

64 Maintaining Skill and Certification Information Purpose Workforce Scheduler has been configured to display a rule violation warning when an employee is scheduled to work a shift without the correct skills or current certifications. For this feature to be useful, you must maintain the status of your employees skills and certifications in Manager Self-Service. Skill and certification information is sent from Manager Self-Service and is displayed in the employees People records in Workforce Central. Example An employee recently renewed her license. You need to view her certification status in Workforce Scheduler. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select the employee s name and click the People quick link. The People Editor appears , HFHS University. All rights reserved.

65 4 On the Person tab, click the Skills & Certifications workspace. 5 Note the Skills & Certificates displayed. 2013, HFHS University. All rights reserved. 59

66 Schedule Build Processes Scheduling Process with Self Scheduling Purpose The following list describes the scheduling process for departments that self-schedule: 1. Non-standard events such as jury, training, orientation, or on-call time are entered in the schedule 2. Self-scheduling is opened 3. Schedules are locked and unlock to allow for self-schedule in groups 4. Self-scheduling is closed 5. Schedule is evaluated for rule violations and coverage 6. Schedule is balanced 7. Schedule is posted , HFHS University. All rights reserved.

67 Scheduling Process without Self-Scheduling Purpose The following list describes the scheduling process for departments that do not self-schedule: schedule: 1. Non-standard events such as jury, training, orientation, or on-call time are entered in the schedule 2. Schedule is evaluated for rule violations and coverage 3. Schedule is balanced 4. Schedule is posted 2013, HFHS University. All rights reserved. 61

68 Building a Schedule: Managing Self Scheduling Opening Schedule Sign-Up (Legacy/Process Manager) Purpose Self-scheduling electronically is called schedule sign-up in Workforce Scheduler. When you are ready to have your department sign up for shifts, you open the schedule sign-up period. Your employees will then be able to log on to self-service and select open shifts. Example With all shift patterns and time-off incorporated into the schedule, you are ready to begin self-scheduling. You open schedule sign-up to make sign-up available to your employees. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select Actions > Schedule Sign- Ups > Open Locations , HFHS University. All rights reserved.

69 4 Select which locations to open for sign-up and click OK. 5 When the confirmation dialog box appears, click OK. Caution You cannot open a departments schedule after it has been electronically posted in Workforce Scheduler. 2013, HFHS University. All rights reserved. 63

70 Locking Schedules for Departments Self Scheduling in Groups Purpose If you need employees to self-schedule schedule by groups, then you need to lock schedules for employees in the groups that schedule later in the schedule period. It is possible to lock the shift, day, or a range of dates. In this case, you will lock days. Locking a day for an employee prevents anyone, including the employee, from modifying the scheduled contents of that day for the employee. This including both the shifts and pay code edits. Example Employees self-schedule schedule by groups. For the next schedule period, the employees assigned to the Day group are going self-schedule schedule first. You need to lock days for employees in the Eve group. 1 From a schedule planner, select the specific set of employees from the Show drop-down down list. Select the specific time period from the Time Period drop-down list. 2 Click the BY GROUP tab , HFHS University. All rights reserved.

71 3 Locate the group. Click the first employee s name. Hold the Ctrl key and click other employees names as needed. 4 Select Actions > Lock > Days 5 To lock a range of dates, from the Start Date drop-down down list, select the first date to lock. From the End Date drop-down down list, select the last date to lock. 6 Click OK. 2013, HFHS University. All rights reserved. 65

72 7 Click Save , HFHS University. All rights reserved.

73 Monitoring Schedule Sign-Up (Process Manager/Legacy) Purpose After you open schedule sign-up, a message is automatically sent to employees Kronos Inbox stating that the schedule has been opened for sign-up. Employees can then log on to self-serviceservice and select shifts. When employees finish signing up for shifts, they can mark the schedule completed in self-service. You can monitor the sign up process by viewing the Sign-Up Complete Genie, which identifies employees who have and have not marked their schedules completed. After you close schedule sign-up, a message is automatically sent to employees Kronos Inbox stating that the schedule is closed to sign-up. Example You want to view employees who have completed schedule sign-up. You access the Sign-up Complete Genie to view employees who have marked their schedules completed. 1 From the Related Items pane select the Sign-up Complete. 2 Click the Schedule Sign Up Complete column to sort the list of employees by the dates and times of the completed schedule signups. Note: The date and time the employee marked their schedule complete displays. Note: If there is no date and time in the Schedule Sign Up Complete column, then the employee has not marked the schedule complete. Advanced Scheduler Course Guide 2013, HFHS University. All rights reserved. 67

74 Unlocking Schedules for Departments Self Scheduling in Groups Purpose If employees are scheduling by group, you will need to unlock the employees schedules for the group that will schedule next. Unlocking Days Example You are ready for employees assigned to the Eve schedule group so you need to unlock the next schedule period for the Eve group. 1 From the Schedule Planner, select the specific set of employees from the Show drop- down list. Select the specific time period from the Time Period dropdown list. 2 Click the BY GROUP tab , HFHS University. All rights reserved.

75 3 Click the first employee s name. Hold the Ctrl key and click other employees names as needed. 4 Select Actions > Unlock > Days 5 To lock a range of dates, from the Start Date drop-down down list, select the first date to lock. From the End Date drop-down down list, select the last date to lock. 6 Click OK. 7 Click Save. Tip The Unlock sub-menu includes the same options as the Lock menu. Or, using the Schedule Toolbar, select the unlock button then select the locked shift. 2013, HFHS University. All rights reserved. 69

76 Closing Schedule Sign-Up (Legacy/Process Manager) Purpose You also control when schedule sign-up ends. When the schedule sign-up is closed employees are no longer allowed to sign-up for shifts and a message is automatically sent to employees Kronos Inbox stating that the schedule has been closed for sign-up. Example After your employees have finished review the schedule. 1 Access a Schedule Planner. signing up for shifts, you close the schedule sign-up period and 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select Actions > Schedule Sign- Ups > Close Locations. 4 Select the locations for which you want to close sign-up and click OK. 5 When the confirmation dialog box appears, click OK , HFHS University. All rights reserved.

77 Tip Shifts signed up for during schedule sign-up appear bold in the Schedule Planner. 2013, HFHS University. All rights reserved. 71

78 Building a Schedule: Evaluate and Update Overview Purpose After the schedule is built by schedule patterns, self-scheduling, scheduling, or a combination of the two, it is then reviewed for schedule rule violations, coverage, and finally balanced. This module will cover how the schedule is evaluated and updated using Workforce Scheduler tools , HFHS University. All rights reserved.

79 Evaluating Schedule Rule Violations Purpose Several scheduling policies and guidelines have been incorporated into the application as schedule rules. When your schedule violates any of these rules, the application calls attention to the violation on the employee row in the Schedule Planner and also on the Rule Violations tab. Example As you finalize your schedule, you want to check to confirm whether the schedule is violating any schedule rules. If so, you want to make adjustments and recheck the rules. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select the Rule Violations tab if necessary. 4 From the Filter row by Type droprule violation down list, select the type you want to view. Tip: Select All to display location and employee rule violations. 5 Click Check Violations to display all rule violations for the selected filter type. 2013, HFHS University. All rights reserved. 73

80 6 Click a row in the Rule Violations tab to highlight the applicable employee row in the Schedule Planner. Rule Violation Indicators Warning Description (!) Warning You can correct or ignore a Warning rule violation. a Warning rule violation is saved in the database. Informational (i) Informational a guideline has been broken, but one with the lowest level of severity. No Save (x) No Save Employee Rule Violation that prevents you from saving the schedule. No record of this type of violation is saved , HFHS University. All rights reserved.

81 Employee Warning Rule Violation Text Not eligible to work the job <job code> in the shift starting at <date and time>. Scheduled for <number of hours>; this is more than the maximum hours per day allowed. Scheduled for <number of hours> hours, this is more than the weekly maximum of xx hours. Unavailable to work some portion of the shift starting at <date and time>. Scheduled for <number of hours>; this is less than the minimum shift length allowed. Scheduled for <number of hours>; this is more than the maximum shift length allowed. Scheduled for two shifts with <number of hours> between shifts; this is less than the minimum hours required between shifts. Scheduled for <number of days>; this is more than the maximum days per week allowed. Scheduled for <number of days> consecutively; this is more than the maximum consecutive days per week allowed. Scheduled for a <number of hours> -hour shift starting at <date and time>; this is longer than the maximum hours allowed. Scheduled but has expired certifications. Description Occurs when an employee is scheduled for a job that is not in his or her job transfer set. Occurs when an employee is scheduled for more than xx hours in a day. The amount of hours can vary by employee type. Occurs when an employee is scheduled for more than xx hours for a week. The amount of hours can vary by employee type. Occurs when an employee is scheduled during a time period that has been identified as unavailable. Occurs when an employee is scheduled for a shift that is less than xxx hours. The amount of hours can vary by employee type. Occurs when an employee is scheduled for a shift that is more than xxx hours. The amount of hours can vary by employee type. Occurs when an employee is scheduled for two shifts that are less than xx hours apart. The amount of hours can vary by employee type. Occurs when an employee is scheduled for more than xx days in a week. The amount of hours can vary by employee type. Occurs when an employee is scheduled for more than xx consecutive days in a week. The amount of hours can vary by employee type. Occurs when an employee is scheduled for more than 17 hours straight. Occurs when an employee is scheduled for a job but has one or more expired certifications. Employee Informational Rule Violation Text Description Does not have any scheduled events for the week. Occurs when an employee has no scheduled shifts or non- worked hours within in a week. Applies only to FT and PT hourly and salaried employees. Does not apply to PRNs or non-employees. Scheduled for <number of hours>; ; this is less than the Occurs when an employee is scheduled for less than xx minimum hours per day allowed. hours in a day. The amount of hours can vary by employee type. Scheduled for <number of hours>; ; this is less than the Occurs when an employee is scheduled for less than xx minimum hours per week allowed. hours in a week. The amount of hours can vary by employee type. 2013, HFHS University. All rights reserved. 75

82 Organizational Warning Rule Violation Text Location has <number of staff> scheduled for <certification> in the <span>; this is less than the minimum required for this span in this location. Description Occurs when a location is scheduled for less than xx of staff for the <certification> in a week. The skill can vary by location. Organizational Informational Rule Violation Text Location has <number of hours> scheduled for <pay code>; this is less than the minimum hours per week allowed for <pay code> for this location. Location has <number of staff> scheduled for <skill> in the <span>; this is less than the minimum required for this span in this location. Description Occurs when a location is scheduled for more than xx hours of the <pay code> in a week. The pay code can vary by location. Occurs when a location is scheduled for less than xx of staff for the <skill> in a week. The skill can vary by location. Note The following five schedule rule violations use actual hours with scheduled hours to determine possible violations: Minimum hours per day that the employee can be scheduled Minimum hours per week that the employee can be scheduled Maximum hours per day that the employee can be scheduled Maximum hours per week that the employee can be scheduled Maximum hours per bi-weekly period that the employee can be scheduled Tip An icon appears next to name of the employee with the rule violation. Select the employee s name in the Schedule Planner to highlight his or her name in the Rule Violations tab. Click the Name column header to sort the data by the employee name. If an employee has more than one rule violation, sorting by the Name column will list the violations together. Note You do not have to save the schedule to have rule violations display , HFHS University. All rights reserved.

83 Caution A maximum of 50 rule violations appear in a Schedule Planner. A message in the Rule Violations tab tells you if you have reached the limit. To view all rule violations, select a smaller group of employees and or a smaller time period. 2013, HFHS University. All rights reserved. 77

84 Evaluating Coverage Using Daily Coverage Purpose You need to evaluate coverage often to determine whether the schedule satisfies your core-coverage requirements. The Schedule Planner provides a Daily Coverage view to help review coverage. You can also evaluate and address coverage using the following Schedule Planner tabs: Coverage Metrics Assignments Example You want to validate that you scheduled enough employees in the Medical department for all zones. If you discover that there are too many or too few employees scheduled, you can modify the schedule by adding or deleting shifts to meet the workload plan. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period 3 Select View > Daily Coverage. 4 From the View drop-down list, select one of the following: Counts Coverage , HFHS University. All rights reserved.

85 5 From the Job drop-down list, select one of the following: Specific job List All Jobs 6 From the Span drop-down list, select one of the following: Specific span View All Day Daily Coverage View Option Counts Coverage Description Displays planned and scheduled coverage data numerically in the form of X/Y, where X is the number of people scheduled and Y is the number of people planned. If you select Total Jobs from the Job drop-down list, a plus (+) sign indicates over-scheduling and a minus (-) sign indicates under-scheduling. Displays planned and scheduled coverage data graphically using a shaded bar graph. Tool tips display variances between scheduled and planned workloads. 2013, HFHS University. All rights reserved. 79

86 Counts View Examples Description This example shows one person scheduled for the RN job and three people planned. You are understaffed by two RNs. The color green indicates that you are understaffed. This example shows three people scheduled for the RN job and two people planned. You are overstaffed by one RN. The color pink indicates that you are overstaffed. This example shows three people scheduled for the RN job and three people planned. You are scheduled to the planned amount. The color white indicates that you are staffed to plan. Coverage View Examples Description The number 1 indicates how many people are scheduled. The green bar below the white line indicates that the job is understaffed. The information in the tool tip indicates that between 6: you are short by two people. The number 3 indicates how many people are scheduled. The pink bar above the white line indicates that the job is overstaffed The information in the tool tip indicates that between 14:00 18:00 you are overstaffed by one person. The number 3 indicates how many people are scheduled. The white line with no colored bars indicates that you are scheduled to plan , HFHS University. All rights reserved.

87 The Coverage tab lets you select a date and job to view the differences between the workload plan and the current schedule graphically in 15-minute intervals. Scroll left or right to view coverage for the previous or next day. The red line indicates your workload requirements, the blue line indicates your current staffing, the lime green en line indicates open and scheduled shifts, and the dark green line indicates the scheduled variance. Select the Toggle Bar/Line to switch between line and bar graphs. 2013, HFHS University. All rights reserved. 81

88 Evaluating Coverage with the Coverage Graph Purpose You can review coverage to quickly identify areas of over-coverage and under-coverage to fine tune your schedule. The Coverage Graph data lines up with the shift assignment data in the Schedule Planner and displays a graphical representation of that data in a just-in-time view. Data options include Scheduled, Open & Scheduled, Planned, and Coverage Variance. Example It is two hours before the start of the next shift. You use the Coverage Graph to review the coverage information for the Medical department to identify any coverage gaps that you need to address. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select View > Coverage Graph. 4 From the Job drop-down list, select one of the following: Specific job Total Jobs 5 Select one or more of the indicator check boxes and click Reload. 6 Review the coverage data in the graph , HFHS University. All rights reserved.

89 Navigating the Metrics Tab Purpose The Metrics tab in the Schedule Planner displays data you can use for evaluating coverage. This tab lets you review how well a location is staffed. By reviewing the over- and under-coverage, you can see where staffing changes might be required. The metric data can roll up to provide totals by job, zone, or even higher up the organizational map. Multiple metrics are available to display different indicators for coverage evaluation. The Key Components of the Metrics tab Component List of metrics Summary Indicators Daily Columns Description Contains a list of different types of metrics you can display on the Metrics tab. Displays totals at the highest level selected in the Show field. Display the type of metrics selected. Indicators are Scheduled hours, Hours Over Scheduled, Hours Required, and Hours Under Scheduled per day and are totaled in the All Days column. Represent the daily totals of the indicators displayed in the Metrics tab. Note You can export Metrics tab data to Excel for a report-like view and further data analysis. 2013, HFHS University. All rights reserved. 83

90 Evaluating Coverage with the Metrics Tab Purpose You need to evaluate coverage to determine whether the schedule is balanced with respect to workload requirements. You can use the Metrics tab in the Schedule Planner to evaluate coverage by job and zone for each day and week in the schedule period. The Metrics tab allows for evaluating coverage and workload for a job in multiple locations. For example, you can evaluate coverage for the RN job by combing totals for Medical wing 1 and 2. Example You want to confirm that you scheduled enough RNs in Medical. If you discover that there are too many or too few RNs scheduled, you can modify the schedule by adding or deleting shifts to accommodate the workload. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select the Metrics tab. 4 Select a metric from the drop-down down list and click Load , HFHS University. All rights reserved.

91 5 Click the plus (+) sign to expand the table and display the metric indicators data. 6 Review the data for each day. Note: The indicators that appear in the Metrics tab are determined by the metric you select. Scheduled-Required Hours by Job and Shift Use the XXXXX Metric to evaluate the balance of scheduled hours to budgeted hours for a selected time period. The metric shows rows of values by job, and for each job shows comparison values for each schedule zone (Day, Eve, and Night). Each job in the table has its own summary. Each cost center has a summary that includes values for all jobs in that cost center. For this example, the values show: When values are in balance, the Hours Variance number is zero. When scheduled hour amounts are less than the budgeted hours, the Hours Variance shows a negative number and is color-coded in blue. When scheduled hour amounts are greater than the budgeted hours, the Hours Variance shows a positive number and is color-coded in red. Column Department Job Shift Description Cost center location. Organizational job for which hours are being evaluated. Time in the schedule for which hours are being evaluated. (Day, Eve, Night) 2013, HFHS University. All rights reserved. 85

92 Column Indicators All Days Date Description Shift hour values being compared by the Metric. (Hours Variance, Scheduled Hours, workload Hours) Total sum of the hours values for each of the indicators for the days in the selected time period. Calendar dates of the shifts being evaluated. The dates are determined by the dates selected in the Time Period field in the Schedule Planner. Business practice Data will automatically roll up into the Summary and All Days amounts by the sum of all values, the average of the values, the maximum value, or the minimum value. Tip Review these reasons why a schedule might not balance to the workload: You still need to schedule full-time and part-time staff into the shift. You still need to schedule PRNs into the shift. Employees are out on PTO and the resulting open shifts are not covered. You have several vacancies and the resulting open shifts are not covered. You have someone on a leave of absence or workers compensation, and the resulting open shifts are not covered. Tip The Export button lets you export all data on the Metrics tab to an Excel spreadsheet. A default naming convention is used when saving the data to Excel. However, you can specify a different name in the File Download window. You can also specify a location for the downloaded file. The column names in Excel will match the column names on the Metrics tab , HFHS University. All rights reserved.

93 Evaluating Worked Hours Per Patient Day (HPPD) Purpose The Hours/Volume tab lets you examine labor productivity using the hours/volume statistic. You can compare daily scheduled, actual, and budget hours/volume data to see how well scheduled and actual use of resources match expectations. Values can be reflected at various levels in your organization, such as job and department. Use the Hours/Volume tab to evaluate the impact of your schedule in relation to your productivity standards and to view historical performance. Example You want to evaluate labor productivity for jobs in each department. Indicators Hours Type Current Day Weekend Day Budgeted Value Target Value Scheduled Value Actual Value Variance Value Volume Hours/Volume Variance Indicators Description Patient care as direct, indirect, or total hours. Today s date, outlined by a black border. Days of the weekend with blue column headings. Calculation derived by multiplying the span of each zone segment by the number of positions in the location s baseline workload plan. Example: 8 hour Day zone X 8 RN positions = 64 budgeted hours Calculation derived by multiplying the span of each zone segment by the number of positions in the location s adjusted workload plan. Value derived from the productive hours scheduled in the Schedule Planner. Value derived from the combined actual hours in employees timecards. Difference between the actual values and budgeted values from past dates. The difference between the scheduled and budgeted values from current and future dates. Budgeted, target, and actual values in the Volume columns come from the Workload Planner s Volume tab. Calculation derived by dividing the hour by volume values. Light orange background in a cell that indicates a positive variance value. A light red background in a cell indicates a negative variance value. 2013, HFHS University. All rights reserved. 87

94 Evaluating Worked and Non-Productive Hours with the Hours Summary Tab Purpose The Hours Summary tab displays summarized scheduled hours by shift hours and pay code types. Typically the data includes productive shifts and non-worked or non-productive pay codes. The tab might also display other schedule hours types. Example You want to review non-productive hours scheduled for the next schedule period. Indicators Summary Type Detail Schedule Hours Type Shift Hours Job or Date Column Description Displays the data by a location or by employee. Displays the data for the selected location or employee. Categorizes the hours to make it easier for you to evaluate the data. Displays the total number of scheduled hours, excluding automatic meal deductions. Displays data by jobs in the selected location when you select Location in the Summary Type field. Displays data by dates when you select Employee in the Summary Type field , HFHS University. All rights reserved.

95 Reviewing the Schedule Toolbar Purpose The Schedule Toolbar helps you to streamline schedule tasks and minimize the number of mouse clicks to perform a task. Example When balancing your schedule, you note several employees with over- and under-minimum scheduled hours amounts. You use the Schedule Toolbar to perform several shift swaps between employees. 1 Access a Schedule Planner. 2 Select View > Schedule Toolbar. The Schedule Toolbar displays on the menu bar. 2013, HFHS University. All rights reserved. 89

96 The following table describes the functions available on the Schedule Toolbar. Icon Name Description Assign Click the Assign button, then click an open shift in the schedule, and then click on the date cell of the employee that you want to work the shift. Shift Transfer Swap Click the Shift Transfer button to view a list of possible jobs you can reallocate employees to in your cost center. Select a job from the list, and then click a shift in the schedule to perform the reallocation. Click the Swap button, click the shift of the first employee whose shift you want to swap, and then click the shift of the second employee. Unassign Click the Unassign button, and then click the shift of the employees you want to remove from a scheduled shift. The shift becomes an open shift for you to fill. Comment Pay Code Shift Template Delete Click the Comment button to view a list of comments you can apply to employees. Select a comment from the list, and then click a shift to add that comment to an employee s schedule. Click the Pay Code button to view a list of pay codes you can apply to employees. Select a pay code from the list, and then click a date cell to add that pay code to an employee s schedule. Click the Shift Template button to view a list of shift templates you can apply to employees. Select a shift template from the list, and then click a date cell to add that shift to an employee s schedule. Click the Delete button, and then click the shifts or pay codes in the schedule to delete them. Paste Click the Paste button to copy and paste a shift or pay code. The first click copies the item; subsequent clicks paste the item. Lock Click the Lock button and select the shifts to lock. Unlock Click the Unlock button and select the shifts to unlock. Sort Employees Click the drop-down arrow and select a sort procedure to sort employees , HFHS University. All rights reserved.

97 Balancing the Schedule Purpose You should review the schedule to confirm that each employee s scheduled hours match his or her expected weekly hours and that the department hours are in budget. If employees schedules and department hours for the schedule period do not match their expected or required hours, you will need to edit the schedule. Edits can include inserting shifts, copying and pasting shifts, deleting shifts, or swapping shifts to balance the schedule. 2013, HFHS University. All rights reserved. 91

98 Inserting a Shift Template Purpose You can add a shift to an employee s schedule by entering the start and end times directly into the date cells of the Schedule Planner. If the shift times are standard, you might have a shift template that you can use. Shift templates define the start and end times of standard shifts that employees work regularly. A shift template does not include specific days or dates. You can use the Schedule Toolbar to insert a shift template. These tools list the shift templates in alphabetical order. Example An employee agreed to work an additional eight-hour shift on Tuesday beginning at 3:00 P.M. This is a common shift, so a shift template exists. You can use a shift template to insert the shift into the employee s schedule. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 On the Schedule Toolbar, click the Shift Template button and select a shift template. 4 Click the date cell for the employee you will schedule using the shift template. 5 (Optional) Click additional date cells to add the shift template to additional days or employees. 6 Click Save. Note: : If you want to make other edits to the schedule before saving, be sure to click the Shift Template button again to turn it off , HFHS University. All rights reserved.

99 Business practice Contact or x555 to have a new shift template created. Shift Template Naming Convention Character position First Second and third Description Shift length designation Shift hour start time in military time Examples E = 8 hours T = 10 hours W = 12 hours 07 = 7:00 A.M. 14 = 2:00 P.M. Fourth Shift quarter hour start time F = 00 Q = :15 H =:30 T =:45 Shift Template Examples Shift Label Shift Start and Stop Time Shift Length Other E07F 07:00-15:00 W19F 19:00-7:00 8 hours 12 hours 2013, HFHS University. All rights reserved. 93

100 Adding a Shift Using In-Cell Editing Purpose When there is no shift template for a shift, you can add the shift by entering the shift start and end times into the date cell. Example An employee can work only from 7:00 A.M. to 12:00 P.M. on the first Wednesday of the next schedule period. This is not a typical shift, so there is no shift template available to add to the schedule. Add the shift to the employee s schedule using in-cell editing. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Click the date cell for the employee who will work the shift. 4 Enter the shift start and end times separated by a hyphen; for example, Note: : The application considers all times from 0:00 to11:59 as A.M. and all times entered from 12:00 to 12:59 as P.M. If you are entering other times using the 12-hour format, be sure to enter the a or p as applicable. 5 Click Save. Tip Always look for a shift template to use in place of adding a shift using in-cell editing. When you add a shift via in-cell editing, the shift label displays the shift s actual start and end times. Right-click on the shift and select Edit > Shift to change its shift label if necessary. Shift labels appear in many reports instead of actual start and end times. When shifts are edited or manually entered, these reports display shift start times rather than shift labels , HFHS University. All rights reserved.

101 Copying and Pasting Shifts Purpose You can copy and paste shifts and pay code amounts from one day to another, or from one employee to another, to speed up the scheduling process. Example An employee can also work from 7:00 A.M. to 12:00 P.M. on the second Wednesday of the next schedule period. Since you added this shift to the first Wednesday of the next schedule period, you can use the Schedule Toolbar to Copy and Paste the shift. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 On the Schedule Toolbar, click the Paste button. 4 Click the date cell of the shift or pay code you want to copy. 5 Click the date cell into which you want to paste the shift or pay code. 6 (Optional) Click additional date cells to paste the shift or pay code to additional days. 7 Click Save. Note: : If you want to make other edits to the schedule before saving, be sure to click the Paste button again to turn it off. Tip To save time, use the copy-and-paste function for more complex shifts that involve transfers to jobs and or work rules. 2013, HFHS University. All rights reserved. 95

102 Editing a Shift Purpose You can change the start or end time of a scheduled shift so that you know when the employee will be arriving and leaving work. Accurate schedules will allow you to track and report on attendance violations. Example An employee discovers that he can work until 2:00 P.M. on the first Wednesday of the next schedule period. You want to edit his shift to change the end time. 1 Access a Schedule Planner. 2 Highlight the portion of the shift in the date cell that you need to change. 3 Enter the new time. 4 Click Save. Tip When you edit the shift s start or end time, the shift label displays either the original shift label or the shift s actual start and end times. Right-click on the shift and select Edit > Shift to change its shift label if necessary. Shift labels appear in many reports instead of actual start and end times. When shifts are edited or manually entered, these reports may display the incorrect shift label , HFHS University. All rights reserved.

103 Deleting a Shift Purpose When an employee is scheduled for a shift by mistake, you can delete the shift so that it does not count towards coverage requirements. Accurate schedules will allow you to track and report on attendance violations. Example Employee is mistakenly scheduled to work the Night shift on the first Sunday of the next schedule period. Right now, you know that you do not need someone else to fill that shift. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 On the Schedule Toolbar, click the Delete button. 4 Select the shift you want to delete. 5 (Optional) Click additional shifts to delete those shifts. 6 Click Save. Note: : If you want to make other edits to the schedule before saving, be sure to click the Delete button again to turn it off. Tip You use the Schedule Toolbar s Delete button to remove a shift when: A shift has been added in error. You do not plan to find a replacement for the shift. The employee will not be paid non-worked time in place of the shift. 2013, HFHS University. All rights reserved. 97

104 Applying Pay Code Edits (Using Pay Code Editor) Purpose In addition to adding pay codes with the Schedule Toolbar you can add them using the Pay Code Editor. Use this when the pay code is applied to an unscheduled day, when the amount you want to add is less than the shift length, or when you would like to define something other than the default logic of the Schedule Toolbar s pay code button. The default logic is to replace the employee s full shift, create an open shift, and mark the employee to be unavailable for 24 hours beginning at the employee s scheduled start time. Example Employee has jury duty the first Thursday of the next schedule period. You want to add the jury duty to the schedule so that the time is tracked and the employee is not scheduled to work a shift on that day. You add a pay code edit using the Jury pay code. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Click the date cell in which you want to add a pay code edit, and then select Pay Code > Add , HFHS University. All rights reserved.

105 4 Confirm the date that appears in the Effective Date box. 5 From the Pay Code drop-down down list, select the pay code. 6 In the Amount (hh:mm) field, do one of the following: Enter a specific number of hours From the Amount drop-down down list, select a dynamic pay code. 7 Select Override Shift if the pay code amount should replace the shift and then select one of the following: Whole Shift to replace the entire shift with the pay code amount. Partial Shift to replace a segment of the shift. Note: If you select Partial Shift, the override begins at the Start Time and ends when the Amount is reached. 8 From the Start Time drop-down down calendar, enter the effective time for the non-worked hours. Note: If the employee has a scheduled shift, the shift start time appears as default text. 9 In the Repeat for (D) field, enter the number of consecutive days for which the pay code applies. 10 (Optional) Select Create Open shift to create an open shift. 11 In the Unavailable Start Time field, enter the time the employee will be unavailable to work. Note: If the employee has a scheduled shift, the shift start time appears as default text. 12 In the Unavailable Amount field, enter the number of hours the employee is unavailable to work. 13 Click OK. 14 Click Save. 2013, HFHS University. All rights reserved. 99

106 Business practice Some of the common situations in which you will apply a pay code edit are PTO, Vacation, EIB, Bereavement, Jury Duty, and Suspend. Tip The availability fields in the Pay Code Editor dialog box allows entries for pay code types that make the employee unavailable. Caution When creating open shifts and partial shifts from pay code amounts, split shifts might occur and might require editing or deleting. Tip To view your employee s accrual amounts, right-click the employee s name and select Accruals. The employee s accrual benefits appear. When you are finished reviewing the employee s accrual information, click OK , HFHS University. All rights reserved.

107 Scheduling a Job Transfer for a Shift Purpose You can schedule an employee to work an entire shift in a job that is not his or her primary job assignment. The shift transfer might be in a different department or in the same department but in a secondary role (for example, a CNA acts as Department Clerk for the shift). In Workforce Scheduler, you can schedule this shift as a job transfer. By scheduling the job transfer, you ensure that the shift s hours apply towards the correct coverage count. Example On the first Monday of the next schedule period, employee will transfer into the Maternity department to fill an evening shift opening. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select an employee that requires a labor account transfer. 4 Select Shift > Insert Transfer. 2013, HFHS University. All rights reserved. 101

108 5 In the Effective Date field, enter the date of the transfer. 6 In the Transfer Start Time,, enter the start time of the transfer. Note: : This may be in the begging or middle of a shift. Note: Multiple transfers can be applies to the same shift. 7 From the Transfer drop-down down list, select one of the following: Recent transfer that appears in the list. Skip to step 11. Click Search. 8 In the Job section, select the organizational job the employee is transferring to. 9 Click OK. 10 Click OK. 11 Click Save , HFHS University. All rights reserved.

109 Tip Job Transfers can also be applied using the Schedule Toolbar. Click the Transfer button, select the Job from the list, and then click the employee s shift. The transfer is applied to the full shift. The jobs selected in the Show drop-down down list determine which jobs are available for you to select on the Schedule Toolbar. Update your Show drop-down down list before selecting the Schedule Toolbar s Transfer button. For common department and/or job transfers, you may want to create Personal Location Queries. Your access may limit the departments and jobs you can select in the Show field. If this is the case, you will need to apply transfers using the Insert Transfer option from the Shift menu. The Insert Transfer option may provide you with a larger selection of departments and jobs to choose from. The list of department and jobs available to you is known as a Job Transfers Set or JTS. 2013, HFHS University. All rights reserved. 103

110 Appearance Shift in a gray cell with (x) (No italics) Italicized Shift in gray cell with (x) (light-grey font) Italicized Shift (light-grey font) Pay code abbreviation and hours Event An employee transfers to a department that is currently displayed in the Schedule Planner from a department that is not currently displayed in the Schedule Planner. An employee transfers to a department that is not currently displayed in the Schedule Planner. An employee transfers to a department that is currently displayed in the Schedule Planner from a department that is not currently displayed in the Schedule Planner. Time-off edit. Example The Maternity department schedule is currently displayed. Teresa DiCarli, an RN in the Medical department that is not currently displayed, is transferred to work as an RN in the Maternity department. The Maternity department schedule is displayed. The Medical department schedule is not displayed. Meghan Hou, an LNA is transferred to a job in Medical department. The Maternity department schedule is displayed. The Medical department schedule is not displayed. Teresa DiCarli, an RN in a Medical department is transferred to work as an RN in the Maternity department. Her shifts in other departments are indicated by light-gray italicized text. Meghan Hou has scheduled time off during the displayed time period , HFHS University. All rights reserved.

111 Scheduling a Labor Account Transfer for a Shift Purpose When an employee works in a secondary role, the employee s time must be charged to the correct labor account. In addition to scheduling a job transfer, you might need to schedule a transfer to the correct labor account. By scheduling the labor account transfer, the worked time will automatically be charged to the correct labor account and the employee will not need to perform that transfer when he or she clocks in to work the shift. Example An employee will be working in her secondary job as an LPN in her primary department on the first Tuesday of the next schedule period. You schedule a labor account transfer as part of her shift so that the time is allocated to the correct general ledger. You schedule a job transfer to the LPN job so that the shift s coverage is for the LPN job and not her primary job of RN. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select an employee that requires a labor account transfer. 4 Select Shift > Insert Transfer. 2013, HFHS University. All rights reserved. 105

112 5 In the Effective Date field, enter the date of the transfer. 6 In the Transfer Start Time,, enter the start time of the transfer. 7 From the Transfer drop-down down list, select one of the following: Recent transfer that appears in the list. Skip to step 11. Click Search. 8 In the Labor Account section, select the applicable labor level. 9 From the list of Available Entries, select the specific job for the labor account transfer. 10 Click OK. 11 Click OK 12 Click Save , HFHS University. All rights reserved.

113 Scheduling a Work Rule Transfer for a Shift (ie Oncall/Callback, Orientation, Training) Purpose Workforce Scheduler uses the information in the database to calculate employees pay correctly. When employees attend training or orientation during their shifts and their pay is calculated differently as a result, you need to perform a work rule transfer in Workforce Scheduler. Example An employee will attend orientation during her shift on the first Monday of the next schedule period. This will require a different pay calculation so you perform a work rule transfer identifying that the employee was in orientation during her shift. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select an employee that requires a labor account transfer. 4 Select Shift > Insert Transfer. Advanced Scheduler Course Guide 2013, HFHS University. All rights reserved. 107

114 5 In the Effective Date field, enter the date of the transfer. 6 In the Transfer Start Time,, enter the start time of the transfer. 7 From the Transfer drop-down down list, select one of the following: Recent transfer that appears in the list. Skip to step 11. Click Search. 6 From the Work Rule drop-down down list, select the specific work rule. 7 Click OK. 8 Click OK. 9 Click Save. Tip Shifts with the assigned work rule Orientation, Training, and Work Related Travel are excluded from counting toward staffing requirements , HFHS University. All rights reserved.

115 Scheduling a Charge Nurse (Job Transfer and Work Rule Transfer) Purpose When creating a schedule for an upcoming period, you want to assign an RN to work as a Charge Nurse. When an RN acts as a Charge Nurse, the application needs to account for this change in roles in the schedule coverage and the RN needs to be paid differently. You first schedule the RN to a shift. Then you perform a job transfer and add the pay code for a Charge Nurse so that she is counted for coverage correctly and is paid correctly. Example An RN in the Medical Department is to act as Charge Nurse for the 7:00 A.M. to 3:30 P.M. shift on the first Friday of the next schedule period. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select an employee that requires a labor account transfer. 4 Select Shift > Insert Transfer. 2013, HFHS University. All rights reserved. 109

116 5 In the Effective Date field, enter the date of the transfer. 6 In the Transfer Start Time,, enter the start time of the transfer. 7 From the Transfer drop-down down list, select one of the following: Recent transfer that appears in the list. Skip to step 11. Click Search. 8 In the Job section, expand the organizational map to locate the department where the employee will be the Charge Nurse and select the charge job. 9 From the Work Rule drop-down down list, select the specific work rule. 10 Click OK , HFHS University. All rights reserved.

117 11 Click OK. 12 Click Save. 2013, HFHS University. All rights reserved. 111

118 Assigning Comments Purpose Comments provide additional useful information about a shift or a pay code edit. Example On the first Tuesday of the next schedule period, an employee picked up an additional shift that might bring her into overtime. Add the Approved comment. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 On the Schedule Toolbar, click the Comment button and select the comment you want to add. 4 Select the shift you want to add the comment. 5 (Optional) Click additional shifts to add the comment. 6 Click Save , HFHS University. All rights reserved.

119 Comment Purpose Exception Associated With Absence Points SCH-Absent-Called off Attach to a shift in the schedule when an employee calls off for a scheduled shift Uncategorized Absence (Didn t show up for scheduled shift) 1 Point SCH-Absent-FMLA-ADA Attach to a shift in the schedule when an employee is absent for a scheduled shift due to FMLA or ADA Uncategorized Absence (Didn t show up for scheduled shift) SCH-Absent-No Call No Show Attach to a shift in the schedule when an employee does not show up and does not call in for a scheduled shift Uncategorized Absence (Didn t show up for scheduled shift) 1 Point SCH-Absent-Workers Compensation Attach to a shift in the schedule when an employee is absent for a scheduled shift due to workers compensation Uncategorized Absence (Didn t show up for scheduled shift) SCH-Time-Off Request Denied Attach to a shift in the schedule to keep track of dates time-off requests were denied in case the employee calls off for the shift N/A Tip Shifts with the assigned comments Flex Time, FMLA, Working Off Site and Work Related Travel are excluded from counting toward staffing requirements. 2013, HFHS University. All rights reserved. 113

120 Removing Comments Purpose Comments entered by mistake can be removed from the system. You can delete a comment that you no longer want to appear in the Schedule Planner s Comments tab or the Comments By Employee report because it is no longer valid. Example You mistakenly added a comment to the wrong employee s shift. You remove the comment so it will no longer appear in the Schedule Planner. Deleting comments attached to shifts 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select the Comments tab. 4 Click the comment you want to remove. 5 Click the shift and then select Shift > Edit. 6 From the Comments drop-downdown list, select the blank comment. Tip: : The blank comment appears first in the list , HFHS University. All rights reserved.

121 7 Click OK. 8 Click Save. Deleting Comments attached to pay codes 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select the Comments tab. 4 Click the comment you want to remove to highlight the shift in the Schedule Planner. 5 Click the shift and then select Pay Code > Edit. 6 From the Comments drop-downdown list, select the blank comment. Tip: : The blank comment appears first in the list. 7 Click OK. 8 Click Save. 2013, HFHS University. All rights reserved. 115

122 Reviewing an Employee s Audit Trail Purpose The audit trail lists all schedule and pay code edits performed in the Schedule Planner, as well as schedules entered from group edits that affect the employee s schedule. The audit trail also includes the user name of the person who made the edits, and the date and time of the edits. Example You know that there were changes made to an employee s schedule. View the audit trail to see the edits that were made. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Right-click the employee s name and select Audits , HFHS University. All rights reserved.

123 4 From the Type of Edit drop-down down list, select the type of schedule edit you want to review. 5 From the From drop-down calendar, select the first date of the schedule edits you want to view. 6 From the to drop-down down calendar, select the last date of the schedule edits you want to view. Note: The date range must be within the selected time period in the Schedule Planner. 7 (Optional) Click Print to print the information. 8 When you are finished, click Close. 2013, HFHS University. All rights reserved. 117

124 Finalizing the Schedule Posting a Schedule Purpose In Workforce Scheduler, posting a schedule saves a copy of the schedule to the database and creates an audit trail log entry. It is important to mark a schedule as posted in order to track the number of changes made to a schedule after it has been completed. It is also important to mark a schedule as posted in order for employees to request shift swaps. Example You have just completed your schedule for the next schedule period. You post the schedule in Workforce Scheduler before making a hard copy to post on the wall. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select Actions > Post Schedule , HFHS University. All rights reserved.

125 4 Click Yes to confirm the posting. 5 When the system displays a message confirming that the schedule has been successfully posted, click OK. Business practice Schedules are posted two weeks before the start of the next schedule period. Caution Schedule sign-up cannot not be opened after the department s schedule has been posted. 2013, HFHS University. All rights reserved. 119

126 Generating a Printable Schedule Purpose Workforce Scheduler reports include several schedule formats that can be printed or ed as a PDF attachment. Several reports are useful for printing and posting on a wall; the most commonly used schedule report is the Location Schedule Monthly. Example After posting the schedule electronically, you want to print out a copy that you can post on the wall. 1 Do one of the following: To run a schedule for all of your employees, select General > Reports. To run a report for selected employees, access a Genie, select the employees, and then click the Reports quick link. OR 2 On the Select Report tab, click the plus (+) sign to display a category s contents and select the report , HFHS University. All rights reserved.

127 3 If you did not select employees in step 1, from the Show drop-down down list, select the specific set of employees. 4 From the Time Period drop-down down list, select the specific time period. 5 From the Schedule drop-down down list, select Current or Posted. Note: A copy of the schedule is saved when you post the schedule electronically in Workforce Scheduler. Select Posted to view the schedule as of the date and time of the locations last post. Select Current to display the schedule as it appears in the Schedule Planner at the time you generate this report. 6 Click Run Report. 7 On the Check Run Status tab, click Refresh Status. Note: : A refresh icon will display on the Status column heading until the report status changes to Complete. 8 Click View Report. Note: : The report might appear as a separate tab in the browser. 2013, HFHS University. All rights reserved. 121

128 Tip Other reports that are useful as schedules include: Location Schedule Weekly Location Schedule with Coverage Employee Schedule Monthly Employee Schedule Weekly Staffing Sheet Daily , HFHS University. All rights reserved.

129 Employee Schedule Reports Answers the scheduler s question, Where are my employees working? And answers the employee s question Where am I working? Shows the schedules of selected employees whose primary job is in the location. Shows employees transfers to other locations, pay codes, and shifts. Weekly reports display shift start and end times, with seven days appearing across the page. Do not show open shifts and planned/variance in the workload. Monthly reports display shift labels, with 28 days appearing across the page. Location Schedule Reports Answers the scheduler s question, Who is scheduled to work here? Shows all employees who are scheduled to work in the selected location regardless of their primary job. Shows open shifts, scheduled shifts, and pay codes for home employees; planned/variances in the workload are not displayed. Can be run for the current or posted schedule. Weekly reports display shift start and end times, with seven days appearing across the page. Monthly reports display shift labels, with 28 days appearing across the page. Business Practice Employees can view their own schedules via the Touch ID Terminal or via a PC or kiosk using self-service. Business Practice Employees can print their own schedules via a PC or kiosk using self-service. 2013, HFHS University. All rights reserved. 123

130 Post Schedule Build: Managing Open Shifts and Shift Swaps Creating Open Shifts for Open Shift Requests - Zones Purpose The Schedule Generator automatically creates open shifts needed for coverage. The Schedule Generator deletes any open shifts in the Schedule Planner, and then calculates how many open shifts are needed by comparing current scheduled shifts to workload requirements ements in the Workload Planner. This option is available only for locations using zone sets for coverage. To allow employees to submit open shift requests, it is a two-step process. Create open shifts using the Schedule Generator and then create an open shift request period. Example After completing self-scheduling scheduling for the upcoming schedule, you want to generate open shifts that still need to be filled for the department. Because the department uses zones, you use Schedule Generator to create those open shifts, starting with the RN job. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select Actions > Run Schedule Generator , HFHS University. All rights reserved.

131 4 From the Start Date drop-down down calendar, select the start date for which to generate open shifts. 5 From the End Date drop-down down list, select the last date for which to generate open shifts. 6 From the Settings drop-down down list, select the appropriate setting to generate open shifts. 7 Click OK. 8 (Optional) Click Details to display a separate window that shows the actions the Schedule Generator performed. Click Close to close the Details window. 9 Click Close. 10 Click Save. Caution The Schedule Generator is used only for locations assigned to zone sets. Tip The recommended practice is to run the Schedule Generator for one job at a time. To do this, select a single job from the Show drop-down list. 2013, HFHS University. All rights reserved. 125

132 Creating Open Shifts for Open Shift Requests- Shift Set Purpose The Calculate Open Shifts feature automatically creates open shifts needed for coverage for departments that use shift sets for coverage. Workforce Scheduler calculates how many open shifts are needed for coverage by comparing current scheduled shifts to workload requirements in the Workload Planner. To allow employees to submit open shift requests, it is a two-step process. Create open shifts using the Calculate Open Shifts feature and then create an open shift request period. Example The department wants to generate open shifts. Because the department schedules according to shift sets, you can use the Calculate Open Shifts feature. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select Actions > Calculate Open Shifts , HFHS University. All rights reserved.

133 Caution Calculate Open Shifts is used only for locations assigned to shift sets. 2013, HFHS University. All rights reserved. 127

134 Managing Shift Swap Request Periods Purpose When you are ready to have your employees request shift swaps, you can open the shift swap request period. In addition to managing the shift swap request period the schedule must be posted for the time period they are requesting the swap. Employees can then log on to self-service and request to swap shifts with their co-workers. Note For additional help, reference the steps for in Managing Employee Request Periods for Time- Off topic located earlier in this guide , HFHS University. All rights reserved.

135 Handling a Shift Swap or Reassignment Manually Purpose The Schedule Toolbar s or Action Palette s Swap button helps you to make schedule changes quickly, including shift swaps and shift reassignments. Example Two employees inform you that they would like to swap their Monday and Wednesday shifts for the first week of the next schedule period. Rather than send them into self-service to make the swap, you can make it yourself using the Schedule Toolbar. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 In the Schedule Toolbar, click the Swap button. 4 Select a shift to swap or reassign. 5 Do one of the following: If you want to swap the shift, select the other shift in the swap. If you want to reassign the shift, select the empty date cell for the employee to which the shift is being reassigned. The shift will be swapped with the empty day. 6 When you are done swapping or reassigning shifts, click the Swap button to turn it off. Managing Open Shift Request Periods Purpose When you are ready to have your employees request open shifts, you can open the open shift request period. Employees can then log on to self-service and request open shifts. Opening an open shift request period is a two-step process that involves opening the visibility period and then managing the request period. 2013, HFHS University. All rights reserved. 129

136 Example With open shifts in the schedule, you want to open the request period for employees. 1 Access a Schedule Planner. 2 Select Actions > Manage Periods > Open Shifts Visibility Periods. 3 Do one of the following: If no open shifts visibility period exists for open shift requests, click New. If an open shifts visibility period exists for open shift requests, select the period from the Name column and click Edit. Skip to step 7. Note: Click View More,, select the specific locations and jobs, and click View to review open shifts visibility periods. 4 In the Name field, enter a descriptive name. In the Description field, enter explanatory text about the open shifts visibility period. Note: Open shifts visibility periods must have a unique name. 5 From the Employee Query dropdown list, select the specific set of employees you want to include. 6 In the Open Shifts Visibility Locations area, select the locations and jobs that will be available for employees to select , HFHS University. All rights reserved.

137 7 In the Visibility Period area, select one of the following: Specific Start Date and Time and End Date and Time to identify the timeframe when employees can submit requests. Any Time to allow employees to submit requests any time without restrictions. 8 In the Open Shift Period area, select one of the following: Specific Start Date and End Date to identify the timeframe containing the open shifts that will be visible to employees. Any Date to allow all open shifts to be visible to employees. 9 Click Save. 10 Click Close. 11 From the Schedule Planner, Select Actions > Manage Periods > Employee Request Periods. 2013, HFHS University. All rights reserved. 131

138 12 Do one of the following: If an open shift employee request period does not already exist, click New. If an open shift employee request period does exist, select the request period, click Edit,, and skip to step , HFHS University. All rights reserved.

139 13 In the Name field, enter a descriptive name. In the Description field, enter explanatory text about the employee request period. Note: An employee request period must have a unique name. 14 From the Request For drop-down down list, select the request type. 15 From the Employee Query dropdown list, select the specific set of employees who will be entering be self-scheduling. Tip: Select the same employee query that you selected in the Open Shifts Visibility Editor. 16 In the Submission Period area, select one of the following: Specific Start Date and Time and End Date and Time to identify a specific timeframe when employees can submit requests. Any Time to allow employees to submit requests any time without restrictions. Note: Select the same dates and time range entered for the open shifts visibility period. 17 In the Request Period area, select one of the following: Specific Start Date and End Date to identify the timeframe containing the open shifts that will be visible to employees. Any Date to allow all open shifts to be visible to employees. Note: : Select the same date range entered in the Open Shifts Visibility Editor for open shift period. 18 Click Save. 19 Click Close. 2013, HFHS University. All rights reserved. 133

140 Open Shift Request Types Label Request Type Description Approval OS OSA OSP OSS Open Shift Open Shift Auto Approved Request for an open shift Not required Open Shift Primary Job Open Shift Staffing Request for an open shift Request for an open shift for primary job only Schedulers might choose to use this during the schedule build Request for an open shift during the staffing period Required Required Required Tip Instead of creating new time-off and shift swap employee request periods for each schedule period, edit the dates when the schedule period changes , HFHS University. All rights reserved.

141 Responding to Open Shift and Shift Swap Requests Purpose You can view and respond to open shift and shift swap submittals in the Schedule Planner s Requests tab. If you approve a request, the change is automatically made to the schedule and the employee is notified automatically. If you reject a request, the employee is notified automatically. Requests for shift swaps are sent to you for approval after being approved by the other employee. You can also enter, edit, and delete requests for employees, and view details about a request s status change in the Schedule Planners. Response Options Add Request Edit Request Delete Request Submitted View History Approved Pending Retracted Refused Scheduler s Action Add a request for an employee. Edit a selected request for an employee. Delete a request if the status is Draft. After submitting a request it will have Draft status. You will need to submit it before it can be approved. Review a list of actions associated with the request. Approve an employee s request. Mark a request as pending. The employee then knows that the request was received and is under consideration. Retract a submitted request for an employee. Deny an employee s request. Example An employee submitted an open shift request. You want to review and respond to the request. 1 Access a schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 Select the Requests tab. 2013, HFHS University. All rights reserved. 135

142 4 From the Request For drop-down down list, select a request type. 5 From the Status drop-down down list, select a status. Click Reload. 6 Right-click a request est to display the request action list and select an action. 7 Click Save , HFHS University. All rights reserved.

143 Assigning an Open Shift Manually Purpose The Schedule Toolbar s Assign button helps you quickly assign an open shift to an employee. Example An employee can fill one of the open shifts in your schedule. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 In the Schedule Toolbar, click the Assign button. 4 Select the open shift to be assigned. 5 Select the date cell for the employee to whom you want to assign the shift. 6 (Optional) Repeat steps 3 4 for additional open shifts you want to assign. 7 When you are done assigning open shifts, click the Assign button again to turn it off. Caution If you add a shift to an employee s schedule by inserting a shift template, using in-cell editing and copying and pasting, then you will need to delete the open shift. A recommended practice is to always assign the open shift with the Schedule Toolbar or Action Palette, which will assign it to the employee and remove the open shift from the schedule. 2013, HFHS University. All rights reserved. 137

144 Call Offs and Shift Replacements Entering Call Offs When an employee calls in for their shift, the missed time must be accounted for in the schedule. You can add the applicable time via a pay code. Hours entered into the schedule will flow to the timecard to be paid accordingly. Note For additional help, reference the steps for in Replacing a Shift with a Pay Code Edit task located earlier in this guide , HFHS University. All rights reserved.

145 Using the Call List to Find Shift Candidates Purpose The Call List is your primary tool for identifying employees to potentially fill openings in your schedule. The list displays candidates to fill an open shift, sorted according to employees worthiness to fill the shift. Employees who are not worthy candidates are not listed. Example You still have openings for the Day shifts tomorrow. You can select each open shift and use the Call List to identify candidates that you can call to offer the shifts. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select the Call List tab. 4 Select an open shift from the list. 5 From the Sorting and Matching Procedure drop-down list, select the appropriate procedure. 6 Click Reload. 7 To assign an employee to the open shift, do one of the following: Double-click the employee s name Select the employee from the list and click Assign 8 Confirm the shift assignment and then click Save. 2013, HFHS University. All rights reserved. 139

146 Sorting and Matching Procedure 1 - PJ Assign Only 2 - PJ, Not Working Avail-No OT 3 - JTS, Not Working-Avail-No OT 4 - PJ, Scheduled, No OT 5 - PJ, Scheduled, Allow OT 6 - JTS, Scheduled Allow OT Description Open shift candidates are determined by staff skills, weekly scheduled hours, primary job or job transfer set, and schedule rule violations. Open shift candidates are determined by staff skills, weekly scheduled hours, primary job only, available, not scheduled for the day, do not allow overtime. Open shift candidates are determined by staff skills and weekly scheduled hours, JTS, available, not scheduled for the day, do not allow overtime. Open shift candidates are determined by staff skill, weekly scheduled hours, primary job, already scheduled, do not allow overtime. Open shift candidates are determined by staff skills, weekly scheduled hours, Primary job, already scheduled, allow overtime. Open shift candidates are determined by staff skills, weekly scheduled hours, Primary job or JTS, already scheduled, allow overtime. Business practice Select Sorting and Matching procedures in numeric order to choose the best match using the pre-defined rules. Tip When you place the cursor over an employee s name on the right side of the Call List, a tool tip appears listing useful information about the employee , HFHS University. All rights reserved.

147 Tracking Calls Purpose Tracking calls in Workforce Scheduler ensures that you don t call the same employees multiple times and that you have a record of employees responses. Example An employee is needed at the location on Friday of this week. The Call List identified candidates who can fill the open shift. You called an employee about working the extra shift. You left a message because there was no response. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down down list, select the specific time period. 3 In the Schedule Toolbar or Action Palette, click the Shift Template button and select the Track shift template. 4 Select the employee s date cell of the shift to be filled. 2013, HFHS University. All rights reserved. 141

148 5 In the Schedule Toolbar or Action Palette, click the Comment button and select the comment that best describes the call results. Examples are: Accepted Shift Declined Shift No Answer Left Message 6 Click the Track shift template added in step 3. 7 Click Save. 8 View the results in the Comments tab. Tip Refer to the section on availability for information on updating an employee s availability if he or she is unable to work the shift in question. Changing the employee s availability to unavailable will remove the employee from the Call List so that others will not try to call the employee for the same shift , HFHS University. All rights reserved.

149 Reports Staffing Reports Purpose There are several staffing reports available in Workforce Scheduler. These reports can help you make scheduling decisions, identify and track issues, and evaluate your scheduling success. Tip You can generate any report using the same process described in a previous report topic. Note that the options available under Set Options will be unique to each report (and some reports have no options). Other common reports Report All Zone Single Zone Staffing by Zone Staffing Efficiency Staffing Sheet - Daily Staffing Sheet - Weekly Staffing Sheet Daily Staffing Sheet Detail Daily Daily Staffing Assignment by Zone Description Displays coverage for a department across all zones. This report displays scheduled coverage to planned coverage, target, budget, and actual; and hours-per-patient shift results. Displays coverage across multiple departments for a single zone. This report displays scheduled coverage to planned coverage, target, budget, and actual; and hours-per-patient shift results. Displays weekly staffing for selected locations. This report lists the schedule and variance from the plan within each schedule zone. Measures how effectively the staffing plan was executed. This report is typically used for TJC (The Joint Commission) inspections. Lists, by employee, the comments associated with shifts or pay code edits. Shows weekly staffing for selected locations. This report lists the schedule and variance from the plan within each shift or schedule zone. You can use this report to determine if the schedule meets the planned coverage requirements. Shows daily staffing for selected locations. This report lists the schedule and variance from the plan within each shift or zone. You can use this report to determine if the schedule meets planned coverage requirements. The report provides a space for writing comments or patient assignments. Shows daily staffing details for selected locations. This report lists the schedule and variance from the plan in 15-minute intervals. You can use this report to determine if the schedule meets planned coverage requirements. Displays employees by zone for selected locations and dates. This report provides a space for writing comments or patient assignments. 2013, HFHS University. All rights reserved. 143

150 Using the Single Zone Report Purpose The Single Zone report provides a quick view of your required workload and actual coverage across many departments for a given shift , HFHS University. All rights reserved.

151 Section Header Locations Job groups Description Shows the date and time of the last database update, as well as who ran the report, when it was printed, the selected time period, and the selected schedule zone. Shows each department selected for the report by its full organizational path. Shows the job types worked by employees at each location. For each job group, the report shows the following information: Planned (Pln) the headcount planned to provide coverage for this location and job as defined in the location s Workload Planner. Scheduled (Sch) the headcount scheduled for this location and job. This calculated value is the total number of hours scheduled for all employees divided by the zone length. Variance (Var) the variance between the planned and scheduled headcount. A positive value indicates overstaffing; a negative value indicates understaffing. Totals (Tot) the total planned and scheduled staff and the variance between the planned and scheduled staff. A positive value indicates overstaffing; a negative value indicates understaffing. Productivity measures Scheduled employees Shows actual census for each department and budgeted, projected, and actual hours-perthe application does not automatically calculate staffing workload for the department. patient day. These items are blank if Shows employees who are scheduled to work on this date, zone, and location by name, job, and shift. Shifts can appear as shift labels or shift start times. Job transfers are indicated by an x. Caution The Single Zone report is used only for locations with assigned zone sets. 2013, HFHS University. All rights reserved. 145

152 Running Other Reports Purpose In addition to printable schedules, there are several other useful reports available in Workforce Scheduler. These reports can help you with making scheduling decisions, identifying and tracking issues, and evaluating your scheduling success. Tip You can generate any report using the same process described in the topic, Generating a Printable schedule. Options available under Set Options are unique to each report and some reports have no options. Other common reports Report Open Shifts Monthly On Call Float Comments by Location Comments by Employee Staffing Efficiency Actual vs. Coverage by Job Staffing By Zone Daily Staffing Assignment by Zone Coverage Weekly Location Schedule with Coverage Muster Roll Holiday Credits Employees Currently Earning Time Description Displays all open shifts for the month for the selected location. Provides a list of employees who are scheduled as On Call. This report includes a comments area for any handwritten notes about the shift. Lists the employees floated in and out of a location and totals those hours for the location. Lists, by location, the comments associated with shifts or pay code edits. Lists, by employee, the comments associated with shifts or pay code edits. Measures how effectively the staffing plan was executed. This report is typically used for TJC (The Joint Commission) inspections. Displays a summary of individual employees and groups actual, scheduled, and projected hours for the selected period, sorted by job. Displays weekly staffing for selected locations, listing the schedule and variance from the plan within each schedule zone. Displays employees by zone for selected locations and dates. This report provides a space for writing comments or patient assignments. Provides weekly staffing coverage for a location. Each job is listed by zone with planned and variance number. Combines data from the Location Schedule and coverage reports. Displays schedule and staffing coverage numbers for a location regardless of primary job. This report groups shifts by location, zone, and then by primary job. Displays which days were worked in a given month. Displays holiday credits issued or denied for each employee. Displays employees with an in punch but no out punch from when the report was generated , HFHS University. All rights reserved.

153 Exporting Data in Genies and the Schedule Planner Purpose You can export information to Microsoft Excel from the Schedule Planner or any Workforce Genie. Example You want to export Schedule Planner data to post it as a report in order for employees to view their schedules. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Select Actions > Export to Excel. 2013, HFHS University. All rights reserved. 147

154 4 Click Open to view the exported data, or click Save to save the Excel file. Note: Exported Workforce Scheduler or Genie data can be used in lieu of Workforce Central reports , HFHS University. All rights reserved.

155 Reviewing the Work and Absence Summary Calendar Purpose The Work & Absence Summary calendar displays absence and time trends for an employee over a selected time period. The calendar uses color codes, icons, and text to highlight critical information about an employee s worked and non-worked time. These indicators make it easier for you to quickly spot deviations in an employee s time, schedule, and attendance. Example You want to view the trends of an employee who works nights on the weekend. You review the Work and Absence Summary calendar for weekend night shifts. 1 Access the Work and Absence Summary. 2013, HFHS University. All rights reserved. 149

156 2 From the Show drop-down list, select the specific set of employees. 3 From the Name & ID drop-down down list, select an employee. 4 From the Time Period drop-down down list, select the specific time period. 5 Click one of the View Width options. 6 Click Apply. 7 Review the information in the calendar workspace. Action Select a specific date Deselect a selected date View non-abbreviated details of a particular day View a legend showing descriptions of abbreviations and colors View different calendar formats Step Click the date cell in the calendar; its fill color changes to show that you selected the date. Click the date cell a second time; its fill color reverts to normal to show that the date is no longer selected. Click the date cell and select Day Detail from the menu options. Select Legend from the menu options. Select Week to view one week across the screen. This view displays the most detail. Select Month to view each month across the screen. This view displays trends. Select Multiple Months to view several months across the screen. This view displays several months at a time , HFHS University. All rights reserved.

157 Appendix Balancing Employees Schedules to Their FTE Purpose You review the schedule for a week at a time to confirm that each employee s scheduled hours match their expected weekly hours. You can change the time period in the Schedule Planner to view one week (Sunday Saturday). Example You are evaluating the schedule you are creating for the upcoming schedule period. You view one week at a time in the Schedule Planner to review FTE statuses for the employees in your department. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select Range of Dates. Select the beginning and ending dates for the first week in the next schedule period and click OK. 3 Compare the values in the Expected Weekly Hours column to the Scheduled Hours column and make necessary adjustments to the schedule for that week. 4 Repeat steps 2-3 for each week in the schedule period. 2013, HFHS University. All rights reserved. 151

158 Locking Shifts and Days Purpose Locking a day for an employee prevents anyone from modifying the scheduled contents ts of that day for the employee, including both the shifts and pay code edits. Locking Days Example An employee is not required to work the upcoming holiday. You lock the day to ensure that the employee is not accidentally scheduled for a shift that day. Locking Shifts Example Because of an employee s ACLS skill, his services are needed in ICU on the first Monday of the next schedule period. You lock his Monday shift to ensure that the employee is not accidentally floated elsewhere. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Do one of the following: To select one employee, click the employee s name. To select multiple employees, hold the Ctrl key and click all applicable employees name. 4 Select Actions > Lock and then select one of the following: Selected Shift All Shifts and skip to step 7 Shifts By Date Days , HFHS University. All rights reserved.

159 5 From the Start Date drop-down down calendar, select the first date to lock. 6 From the End Date drop-down calendar, select the last date to lock. 7 Click OK and confirm the locked shifts/days in the Schedule Planner. 8 Click Save. Tip If you need to lock only a single shift, you can right-click the shift and select Lock. Or, using the Schedule Toolbar, you can select the Lock button and then select the specific shift. Tip To unlock shifts, use Actions > Unlock. The Unlock list provides the same options as the Lock list. Or, using the Schedule Toolbar, select the Unlock button and then select the locked shift. 2013, HFHS University. All rights reserved. 153

160 Assigning Notes Purpose When you add a comment to shift or pay code you can also add a note. A note is free-form form text to provide additional details. Example On the first Tuesday of the next schedule period, an employee picked up an additional shift that might bring her into overtime. Add the Approved comment and an applicable note to her Tuesday shift. 1 Access a Schedule Planner. 2 From the Show drop-down list, select the specific set of employees. From the Time Period drop-down list, select the specific time period. 3 Click the shift that requires a comment and select Shift > Edit. 4 From the Comments drop-down down list, select the applicable comment. 5 (Optional) Repeat step 4 for additional comments , HFHS University. All rights reserved.

161 6 In the Notes section, click Add. Tip: If the Add button is not active (blue), select a comment to activate it. 7 In the Note field, enter free-form form text. 8 Click OK. 9 Click OK. 10 Click Save. 11 A comment icon appears in the date cell. Click on the Comments tab to view the comment(s) and note(s). 2013, HFHS University. All rights reserved. 155