Difference between revisions of "Scheduler Configuration"

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{{Under Construction}}
 
{{Under Construction}}
  
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This is a step by step guide to configuring the [[Scheduler]].
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<!-- '''TO DO'''
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* Shift colors, scheduler start date (single scheduler only)
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* Labor Levels
 +
* Scheduler Periods
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* Base Schedules (linking) - "OFF"
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* Budget / Build Date - Base Schedule and Scheduler Periods must show in the budget
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* Schedule Patterns - place employees into budget group, users should place in home floor - "OFF", order with default first
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* Planned Absences - schedule status types (planned versus day of)
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* Employees into Scheduler
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* Delete Schedules
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* Scheduler Groups / Budget Groups
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* Scheduler Screen - use prior, columns, filter, group, colors (if they clash with shifts).
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* Daily Staffing - markup, sheet name, fit to page
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* Monthly Schedule - Use Monthly Schedule Sheets, monthly sheets, assigning budgets
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* Build Schedules
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* Display Scheduler -->
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This is a step by step guide for configuring the [[Scheduler]]. Detailed instructions on setting up the items needed for scheduling will be on the page dedicated to the configuration of that item. This step by step guide provides the links between each step.
  
 
== Labor Levels ==  
 
== Labor Levels ==  
  
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You need define labor levels to enforce your scheduling and budget. For example, you may have a department structure like CNA Day, CNA Evening and CNA Night, but from a budgetary viewpoint, all CNA departments fall under the CNA budget. You would define a labor level above the department level, such as “Budget Group” or “Division” that would act as an "umbrella" over one or more departments.
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You need to define labor levels that represent the divisions between the type of job titles / position that employees work, and the different places that an employee can work within your facility. A very simple example is:
  
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== Budget ==
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{| class="wikitable"
  
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The budget defines the number of schedules created based on the day of week, the shift, and the labor levels. For example, your CNA budget for Unit 1 for weekdays in the Day shift is seven shifts. The Scheduler is “budget controlled,” because the budget level controls the number of schedules created.
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|-
 +
! Nurse Type
  
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== Scheduler Periods ==
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|-
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| RN
  
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Defines a start and end date for each of your scheduler periods. Typically, this is from 1 week to 8 weeks in length.
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|-
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| LPN
  
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== Employee Schedule Pattern ==
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|-
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| CNA
  
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Define when the employee works on a regular basis. This is also known as the Master Schedule. The schedule pattern can be a single or multi-week pattern and allows you to define the day of the week, the week number, the shift, and the labor level placement.
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|}
  
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== Planned Absences ==
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{| class="wikitable"
  
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Planned days off are entered as soon as they are known. This eliminates manual changes to your schedules. When the schedules are built, the employee is not assigned a schedule if they are in a planned absence. Instead, they are given a placeholder in lieu of the schedule.
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|-
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! Floor
  
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== Replacements ==
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|-
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| 1st Floor
  
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As a schedule moves between employees and the available pool, history is maintained. This allows the software to be able to display replacement information.
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|-
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| 2nd Floor
  
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== Building Schedules ==
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|-
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| 3rd Floor
  
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Builds the schedules for the selected scheduler period and selected budgetary labor levels. The schedules are assigned to the employees who have a matching schedule pattern. Schedules that remain unassigned are available to assign manually.
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|}
  
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== Available Schedules ==
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You are defining two things:
  
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After the schedules are built, those schedules that remain unassigned are known as the available schedules, because they are available to be assigned to employees.
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# The names of the labor levels (Nurse Type and Floor)
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# The items with each labor level (RN, LPN, CNA and 1st, 2nd and 3rd Floor).
  
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== Scheduler Grid ==
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In the software we would designate the Nurse Type to be the '''Budget Group Labor Level''', and the Floor to be the '''Floor / Unit Labor Level'''. This designation is done in the [[System Configuration#Labor Level Designations|System configuration, Labor Level Designation ]] tab. Two labor levels are the minimum required to use the scheduler. There is one more level that is required when you need more than one scheduler in your software. If for example you want to schedule your nursing, dietary and housekeeping staff in three distinct groups then you would need to add a labor level for this and define this as the Scheduler Labor Level in the [[System Configuration#Labor Level Designations|System configuration, Labor Level Designations]] tab.
  
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Displays the schedules for each employee within the scheduler period. The grid uses color and text to provide information about where and when an employee is working. The scheduler grid includes schedule totals and available schedules. Move schedules between employees, between an employee and the available pool, and between the available pool and an employee. Filter, sort, and search the information displayed in the grid.
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=== Department ===
  
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== Reporting ==
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You may think that your department labor level is already defined in the software and your budgeted staffing levels can be based on your department. In most facilities, there is often more than one department that would be considered to be RNs, LPNs, CNAs etc. If you have separate departments for agency employees, or separate departments for Day, Evening and Night employees, or a separate Per Diem department, then you cannot use the department labor level as one of the two levels required for the scheduler.
  
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Use reports throughout the scheduling process. Examples of reports include:
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=== Multi Facility ===
  
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* Pinpoint where the employee's schedule patterns do not match the employee's shift level.
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If your software contains multiple facilities then you automatically get a scheduler per facility by designating the facility labor level as the Scheduler Labor Level in the [[System Configuration#Labor Level Designations|System configuration, Labor Level Designations]] tab. If you want to have multiple schedulers per facility then you will need to add a labor level. The items within this labor level would be named in this manner:
  
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* Show where budgetary hours and schedule hours are not aligned.
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{| class="wikitable"
  
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* Highlight where schedule patterns exceed budget and therefore would leave some employees unscheduled although their schedule pattern defines them as working.
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|-
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| Facility ABC Nursing
  
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* Display the schedule pattern projected as a master schedule considering employee status and planned absences.
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|-
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| Facility ABC Dietary
  
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* Give employees a one-page calendar view of their schedules.
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|-
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| Facility ABC Housekeeping
  
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* Post monthly schedule reports, so that employees can see when they are working.
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|-
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| Facility XYZ Nursing
  
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* Replacement and daily staffing reports.
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|-
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| Facility XYZ Dietary and Housekeeping
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 +
|}
 +
 
 +
This allows you to groups your scheduled staff differently in each facility.
 +
 
 +
=== Budget or Scheduling Labor Level ===
 +
 
 +
When labor levels are defined in [[System Configuration#Labor Levels|System configuration, Labor Levels]] tab, you can designate the labor levels to be Budget based and/or Scheduling based. Budget based labor levels will show in the [[Budget Configuration]] screen. Scheduling based labor levels will show in the employee's [[Employee Scheduling #Schedule Patterns|Schedule Patterns]] tab, allowing you to schedule the employee.
 +
 
 +
==== Scheduler Labor Level ====
 +
 
 +
Despite it's name, because employees do not work outside of their scheduler labor level, this would be a Budget based labor level only.
 +
 
 +
==== Budget Group Labor Level ====
 +
 
 +
If employees will only work within their home Budget Group(e.g. an RN will not cover for a LPN position) then Budget Group labor level would be just a Scheduler based level. If you need to allow employees to work in one or more budget groups then you will need to make this labor level a Scheduling level, or make the Department level a Scheduling level. Whatever level you so use, you must also make this a Restricted scheduling labor level. Otherwise, all employees can accept any schedule, i.e. a CNA can accept a RN schedule. You will need to define the Allowable Budget Group Scheduling Labor Levels in [[System Configuration#Labor Level Assignments|System configuration / Labor Level Assignments]] tab.
 +
 
 +
==== Department Labor Level ====
 +
 
 +
If you want employees to be paid from a different department when they work in a different Budget Group then the Department labor level is defined as a Scheduling Labor Level. You must also make this a Restricted scheduling labor level otherwise all employees can accept any schedule. You will need to define the Allowable Department Scheduling Labor Levels in [[System Configuration#Labor Level Assignments|System configuration / Labor Level Assignments]] tab. There is one additional step required when you use departmental scheduling. Because the department labor level is not defined as a Budget labor level, but the Budget Group level is defined as a Budget labor level, you need to make the relationships between the departments and the budget group. This is done in [[System Configuration#Labor Level Assignments|System configuration / Labor Level Assignments]] tab, using the One to One Budget Group Labor Level Assingment table.
 +
 
 +
==== Floor / Unit Labor Level ====
 +
 
 +
This will always be a budget and scheduler based labor level.
 +
 
 +
== Scheduler Periods ==
 +
 
 +
Your scheduler periods will typically be from 1 week to 8 weeks in length. They can also be calendar month based. If you defined Scheduler Labor Levels then you can use different scheduler periods with each Scheduler Labor Level, e.g. Nursing schedules 4 weeks at a time, while Dietary works one week at a time. You create the relationship between a scheduler labor level and a scheduler period group in the [[System Configuration#Labor Level Assignments|System configuration / Labor Level Assignments]] tab.
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 +
== Base Schedules ==
 +
 
 +
You need to know the schedule choices required for each budget group. An identifier for each unique schedule choice is entered in [[Sub Shift Configuration]], within the [[Shift Configuration|shift]] that each sub shift falls under. In the [[Base Schedule Configuration|base schedules]] configuration, you define a base schedule group, and add the base schedules, assigning the shift / sub shift to each base schedule.
 +
 
 +
You now need to link the budgets groups to the base schedule groups. This is done in the [[System Configuration#Labor Level Assignments|System configuration / Labor Level Assignments]] tab. If using a Scheduler Labor Level then you need to link the Scheduler and Budget Group to the Base Schedule Group.
 +
 
 +
For example, Employee A is placed in the CNA budget group, the CNA budget group is linked to the Nursing base schedule group, the Nursing base schedule group has three schedules, each schedule is assigned to a different shift / sub shift. When you click on the Shift drop down in this employee's [[Employee Scheduling#Schedule Patterns|Schedule Patterns]] tab, the drop down will contain the same three choices that you see in the base schedules.
 +
 
 +
== Budget ==
 +
 
 +
To Be DELETED
 +
The budget defines your desired staffing levels based on the day of week, the shift, and the labor levels that you defined to be the budgetary levels. Here is a sample budget:
 +
 
 +
{| class="wikitable" style="text-align: center;"
 +
 
 +
|-
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! Days of Week
 +
! Shift
 +
! Budget Group
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! Floor
 +
! Count
 +
 
 +
|-
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| All Days
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| Day
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| LPN
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| Floor 1
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|1
 +
 
 +
|-
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| All Days
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| Day
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| LPN
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| Floor 2
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|1
 +
 
 +
|-
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| All Days
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| Evening
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| LPN
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| Floor 1
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|1
 +
 
 +
|-
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| All Days
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| Evening
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| LPN
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| Floor 2
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|1
 +
 
 +
|-
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| All Days
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| Night
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| LPN
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| Floor 1
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|1
 +
 
 +
|-
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| All Days
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| Night
 +
| LPN
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| Floor 2
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| 1
 +
 
 +
|}
 +
 
 +
For all but the smallest budgets, you would use the [[Budget Import]] to enter your budget into the software. After the budget is entered you must see that the Base Schedule Group and Scheduler Period Group columns are not blank.
 +
 
 +
== Schedule Patterns ==
 +
 
 +
Schedule patterns can be entered on an employee once the employee is assigned to a budget group. The base schedules that belong to the base schedule group thru the labor level assignment will appear as choices in the Shift column drop down.
 +
 
 +
== Planned Absences ==
  
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* Placeholder reports.
+
In the [[Schedule Status Types Configuration]], you can add the choices that you want to see in the [[Employee Scheduling#Planned Absences|Planned Absences]] tab and in the [[Scheduler]] by selecting Display At Planned Absence Level and/or Display At Scheduler Level. Generally, you want to limit that the attendance issues that occur "day of" like Called Sick are not available to select in the planned absences, while the planned attendances like Vacation are not available to select in the [[Scheduler]].
  
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* Employee contact information such as a phone list.
+
You should encourage the users to enter the planned days off are entered as soon as they are known. This will also eliminate the scheduler user from forgetting to remove the employee off the schedule.

Latest revision as of 14:16, 20 February 2017

This topic is for under construction


This is a step by step guide for configuring the Scheduler. Detailed instructions on setting up the items needed for scheduling will be on the page dedicated to the configuration of that item. This step by step guide provides the links between each step.

Labor Levels

You need to define labor levels that represent the divisions between the type of job titles / position that employees work, and the different places that an employee can work within your facility. A very simple example is:

Nurse Type
RN
LPN
CNA
Floor
1st Floor
2nd Floor
3rd Floor

You are defining two things:

  1. The names of the labor levels (Nurse Type and Floor)
  2. The items with each labor level (RN, LPN, CNA and 1st, 2nd and 3rd Floor).

In the software we would designate the Nurse Type to be the Budget Group Labor Level, and the Floor to be the Floor / Unit Labor Level. This designation is done in the System configuration, Labor Level Designation tab. Two labor levels are the minimum required to use the scheduler. There is one more level that is required when you need more than one scheduler in your software. If for example you want to schedule your nursing, dietary and housekeeping staff in three distinct groups then you would need to add a labor level for this and define this as the Scheduler Labor Level in the System configuration, Labor Level Designations tab.

Department

You may think that your department labor level is already defined in the software and your budgeted staffing levels can be based on your department. In most facilities, there is often more than one department that would be considered to be RNs, LPNs, CNAs etc. If you have separate departments for agency employees, or separate departments for Day, Evening and Night employees, or a separate Per Diem department, then you cannot use the department labor level as one of the two levels required for the scheduler.

Multi Facility

If your software contains multiple facilities then you automatically get a scheduler per facility by designating the facility labor level as the Scheduler Labor Level in the System configuration, Labor Level Designations tab. If you want to have multiple schedulers per facility then you will need to add a labor level. The items within this labor level would be named in this manner:

Facility ABC Nursing
Facility ABC Dietary
Facility ABC Housekeeping
Facility XYZ Nursing
Facility XYZ Dietary and Housekeeping

This allows you to groups your scheduled staff differently in each facility.

Budget or Scheduling Labor Level

When labor levels are defined in System configuration, Labor Levels tab, you can designate the labor levels to be Budget based and/or Scheduling based. Budget based labor levels will show in the Budget Configuration screen. Scheduling based labor levels will show in the employee's Schedule Patterns tab, allowing you to schedule the employee.

Scheduler Labor Level

Despite it's name, because employees do not work outside of their scheduler labor level, this would be a Budget based labor level only.

Budget Group Labor Level

If employees will only work within their home Budget Group(e.g. an RN will not cover for a LPN position) then Budget Group labor level would be just a Scheduler based level. If you need to allow employees to work in one or more budget groups then you will need to make this labor level a Scheduling level, or make the Department level a Scheduling level. Whatever level you so use, you must also make this a Restricted scheduling labor level. Otherwise, all employees can accept any schedule, i.e. a CNA can accept a RN schedule. You will need to define the Allowable Budget Group Scheduling Labor Levels in System configuration / Labor Level Assignments tab.

Department Labor Level

If you want employees to be paid from a different department when they work in a different Budget Group then the Department labor level is defined as a Scheduling Labor Level. You must also make this a Restricted scheduling labor level otherwise all employees can accept any schedule. You will need to define the Allowable Department Scheduling Labor Levels in System configuration / Labor Level Assignments tab. There is one additional step required when you use departmental scheduling. Because the department labor level is not defined as a Budget labor level, but the Budget Group level is defined as a Budget labor level, you need to make the relationships between the departments and the budget group. This is done in System configuration / Labor Level Assignments tab, using the One to One Budget Group Labor Level Assingment table.

Floor / Unit Labor Level

This will always be a budget and scheduler based labor level.

Scheduler Periods

Your scheduler periods will typically be from 1 week to 8 weeks in length. They can also be calendar month based. If you defined Scheduler Labor Levels then you can use different scheduler periods with each Scheduler Labor Level, e.g. Nursing schedules 4 weeks at a time, while Dietary works one week at a time. You create the relationship between a scheduler labor level and a scheduler period group in the System configuration / Labor Level Assignments tab.

Base Schedules

You need to know the schedule choices required for each budget group. An identifier for each unique schedule choice is entered in Sub Shift Configuration, within the shift that each sub shift falls under. In the base schedules configuration, you define a base schedule group, and add the base schedules, assigning the shift / sub shift to each base schedule.

You now need to link the budgets groups to the base schedule groups. This is done in the System configuration / Labor Level Assignments tab. If using a Scheduler Labor Level then you need to link the Scheduler and Budget Group to the Base Schedule Group.

For example, Employee A is placed in the CNA budget group, the CNA budget group is linked to the Nursing base schedule group, the Nursing base schedule group has three schedules, each schedule is assigned to a different shift / sub shift. When you click on the Shift drop down in this employee's Schedule Patterns tab, the drop down will contain the same three choices that you see in the base schedules.

Budget

To Be DELETED The budget defines your desired staffing levels based on the day of week, the shift, and the labor levels that you defined to be the budgetary levels. Here is a sample budget:

Days of Week Shift Budget Group Floor Count
All Days Day LPN Floor 1 1
All Days Day LPN Floor 2 1
All Days Evening LPN Floor 1 1
All Days Evening LPN Floor 2 1
All Days Night LPN Floor 1 1
All Days Night LPN Floor 2 1

For all but the smallest budgets, you would use the Budget Import to enter your budget into the software. After the budget is entered you must see that the Base Schedule Group and Scheduler Period Group columns are not blank.

Schedule Patterns

Schedule patterns can be entered on an employee once the employee is assigned to a budget group. The base schedules that belong to the base schedule group thru the labor level assignment will appear as choices in the Shift column drop down.

Planned Absences

In the Schedule Status Types Configuration, you can add the choices that you want to see in the Planned Absences tab and in the Scheduler by selecting Display At Planned Absence Level and/or Display At Scheduler Level. Generally, you want to limit that the attendance issues that occur "day of" like Called Sick are not available to select in the planned absences, while the planned attendances like Vacation are not available to select in the Scheduler.

You should encourage the users to enter the planned days off are entered as soon as they are known. This will also eliminate the scheduler user from forgetting to remove the employee off the schedule.

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