Steps for Creating a Selection Style to Enable Rotating Schedules

The employee rotating schedules are referenced when the automatic scheduling process is run AND the Selection Style is set up to validate them.

To set up a selection style that validates the rotating schedule rules, complete the following steps:

1. Open the Configuration section>Scheduling card>Selection Styles screen.
2. Click on the Add button to create a new record.
3. Complete the information on the General tab:
   1. Enter an identifying Code and Description for this Selection Style record.

      The label describing the selection style record.

      The short alphanumeric name or abbreviation identifying the selection style record.

   2. Select the Type of Auto Scheduling.

      Indicates the type of selection style being created or viewed (i.e. Auto Schedule, Edit Validation, etc).

      The following Type options are available:

      Auto Schedule	Determines the rules validated when running the automatic scheduling process.
      Edit Validation	Determines the rules validated when an employee activity is manually added to the schedule, such as from self scheduling or shift trading and offering.
      Scheduling Assistant Call In	Determines the rules validated when searching for a qualified employee to fill a schedule opening.
      Scheduling Assistant Call Off	Determines the rules validated when searching for a scheduled employee to remove from the schedule.
      Schedule Period Validation	Determines the rules validated when using Minimum Staffing. For more information, see the Minimum Staffing User Guide in the Feature Set Up Instructions section.

   3. Save the record.

Core Schedule Pass

1. Click on the Passes button, in the left pane, to open a screen to configure the passes to be run for this Selection Style. Multiple passes can be set up to determine the hierarchy of employees selected for scheduling or for the scheduling assistant. Click on the Add button to open a screen to add passes.
   1. In the Selection field, choose the Core Schedule option from the Field Look Up Values in the right pane.

      The Selection Rule button opens a screen to display the type of process using this rule.

   2. Enter a Description identifying this pass.

      The label used to describe this selection style pass.

   3. Save this page.
2. Click on the Qualification Rules button, in the left pane, to open the screen to determine the rules to be validated with this pass.
   1. Drag the rules to be validated from the Available Rules section to the Selected Rules section. Highlight the rule in the Available Rules section, and drag the rule to the Selected Rules column. See the Qualification Rules List for explanations of each of the available rules.
   2. When all rules are selected, Save this page.

Rotating Schedules With Preferences Pass

1. Click on the Passes button, in the left pane, to open a screen to configure additional passes for this Selection Style.
2. Click on the Add button to open a screen to add passes.
   1. In the Selection option choose either Core Staffing Plan or Staffing Plan, depending on which template is being used by the organization unit.

      The Selection Rule button opens a screen to display the type of process using this rule.

      • If a Staffing Template is used by the organization unit (staffing needs are set up by coverage periods and profiles), select the Staffing Plan option.
      • If a Core Staffing Template is used by the organization unit (staffing needs are set up by activity codes and profiles), select the Core Staffing Plan option.
   2. Enter a Description identifying this pass.

      The label used to describe this selection style pass.

   3. Enter the percentage of Staffing Level for this pass. For example, one pass can be set up to populate at 80% of needs, and another pass can be created to populate at 100% of needs.

      The percentage of staffing needs the schedule should be populated up to, during this need-based scheduling pass. Enter the whole/decimal number of the percent (for example, enter 80.5 for 80.5% population of needs).

      • This setting can be used to populate all eligible employees on a holiday. For example, if the staff requirements on the Staffing Plan is set to 10, but there are 12 employees who are eligible to work a holiday, set this value to 120% or higher and all employees will be scheduled.
      • This setting can also be used to "even out" under-staffing of a schedule when an organization unit doesn't have enough staff available. For example, one pass can be set up to populate at 80%, and a second pass can be set up to populate at 100%. The first pass populates each day in the schedule up to 80% of staffing needs, and the second pass populates as many days as possible up to 100%.

        With that setting, if the needs for a coverage period is 10 RN's, the system first populates 8 RN's every day, and then goes back and tries to populate 10 RN's on as many days as possible (without breaking overtime/approved hours rules). If this staffing level value is left at 100%, the days initially populated by the schedule may have 10 RN's, but the days populated later may only get 6.

   4. Save this page.
3. Click on the Qualification button, in the left pane, to open the screen to determine the rules to be validated with this pass.
   1. Highlight the Preferences rule in the Available Rules box, and drag the option to the Selected Rules box.
      • The Rotations option in the Preferences card must be set to Yes for the system to use the employee rotating schedules when populating the schedule.
      • Set the Position, Activity, and Shift Values options to Yes, so these preferences are also validated. Note: The employee preference values are set up in the Employee record>Schedule Preferences screen. These preferences are also validated when a Preference Override is set up on a rotating schedule

        To set one or more Override Schedule Preference, after selecting the days to configure as preferred days to work, click on the Add button. Enter any fields to override the default preference values. For example, the employee preference is set up to work the D8 activity code every day of the week. However, on alternate Thursdays, the employee wants to work the D12 activity code. Therefore, on the second Thursday in the rotation grid, a preference override must be set up in the Activity field.

        Not all fields in this screen need to be completed. For example, if an Activity Code is entered as a preference, the Start Time and Hours Value are already built into the activity code. If an employee wants to work a 10-Hour activity code, but doesn't care about the start time, the employee can enter 10 in the Length field.

        Note: The fields that are validated during a specific scheduling pass are determined by the fields set to Yes in the Selection Style Configuration table>Qualification Rules section> Preferences option.

        Only selects employees with the indicated matching activity code, position or shift value combination from the employee Schedule Preferences screen or Rotating Schedule screen. Select Yes from the drop down menu to choose the preferences to be validated.

        The following fields display when configuring the Preferences rule:

        Rotations	When set to Yes, the preferences for the rotating schedules are validated. If the employee does not have a preference or preference override set up on a rotating schedule, the preferred day to work is validated instead. When this value is set to No, employee preferred day and preferred day override settings are not validated.
        Rotations Only	When set to Yes, employees must have a preferred day or preferred day with override set up on a Rotating Schedule to qualify. When set to No, employees who do not have a rotation schedule are also eligible for this pass,as long as other preference criteria are met.
        Priority	Populates only employee schedule preferences that have a matching priority value set up. For example, if this value is set to 1, the system searches for qualified employees with a schedule preference set up with a priority value of 1. Employee priority values are set up on the employees' Schedule Preferences screen. Note: The Preference Rule Priority is used to have employees scheduled into their first preference before their second preference, then their third preference, etc. This requires that several passes exist within the selection style being processed when creating the schedule. Leave this field blank to accept all matching employee preferences regardless of the priority value (or if the priority value is left blank) in the employee record.
        Position	When set to Yes, qualifying employees must have a matching Position code set as a preference in their Schedule Preferences screen. When set to No, position preferences are not validated.
        Activity	When set to Yes, qualifying employees must have a matching activity code set up in their Schedule Preferences screen in their employee record. When set to No, activity code preferences are not validated.
        Shift Values	When set to Yes, the system selects only employees with values set up in their Schedule Preferences screen that do not conflict with the schedule opening. When set to No, shift value preferences are not validated.
        Days of Week	Qualifying employees must have a matching day of the week set up as a preference (set to Yes) in their Schedule Preferences screen. When set to No, day-of-week preferences are not validated.

        Steps to Set Preferred Overrides

        After selecting the Set Preferred button, a message appears saying "The employee's default schedule preferences will be used for the selected days; override schedule preferences do not exist." To set specific activity codes or parameters to limit the activities an employee is scheduled on the selected days, a Preferred Override can be set up on this screen.

        Preferred Days are populated when the scheduling process is run and the Auto Schedule selection style pass specifies Core Staffing Plan or Staffing Plan. The override profile/activity codes in this rotation are populated when the employee has the day selected in the rotation, meets all qualifications, and there is a Need in the schedule for the employee.

        Note: Not all fields in this screen need to be completed. For example, if an Activity Code is entered as a preference, the Start Time and Hours Value are already built into the activity code. If an employee wants to work a 10-Hour activity code, but doesn't care about the start time, the employee can enter 10 in the Length field. Any fields left blank work as a "wild card" and the employee can be assigned any available schedule that doesn't conflict with values entered in this screen.

        To set specific profile/activity code combinations for specific days, complete the following steps:

        1. Highlight the date in the rotation by clicking on the heading.
           • To select a single cell, click on the upper border of the cell to highlight it.
           • To select multiple adjacent days (horizontally or vertically), hold down the Shift key, and then click on the upper border of the first cell, then click on the upper border of the last cell. The entire range of cells is highlighted.
           • To select multiple non-adjacent days, hold down the Control key on the keyboard, then click on the upper border of each cell to be configured. Each selected day is highlighted.
        2. Click on the Set Preferred button in the left pane. A message appears stating the default preferences will be used.
        3. Click on the Add button in the left pane.
        4. Enter the Position Code and Activity Code the employee wants to work on the selected Preferred days OR enter the Start Time and Hour Value or Shift Length (Hours) value for a more flexible range of activity codes.

           The length in whole and/or decimal hours of this preferred schedule assignment. For example, an eight and one half hour schedule is entered as 8.5. This value can be combined with the Start Time and Hour Value. For example, a Start Time of 0700 with Hour Value of 12 and a Length of 8 indicates that the employee is willing to work any 8-hour shift that starts on or after 0700, as long as it ends before 1900.

           The number of hours in the range of time the employee prefers to work, beginning with the entered Start Time. For example, a Start Time of 07:00 with Hour Value of 12.5 indicates that the employee is willing to work any shift that starts on or after 07:00, as long as it ends on or before 19:30. IMPORTANT NOTE: Be sure to include the lunch length when calculating the Hours Value. If the user wants to work up to a 12-hour shift with a 1/2 hour lunch, the ending time is 12.5 hours after the start time, and so 12.5 should be entered in the Hour Value field.

           The starting time of the range of time in which the employee prefers to work. This is commonly combined with the Hour Value. For example, a Start Time of 0700 with Hour Value of 12 indicates that the employee is willing to work any shift that starts on or after 0700, as long as it ends before 1900.

           The activity code to assign to this rotation day. Note: The position code field must be entered before the activity code options (for the same labor distribution as the position) are available in the Look Up Values screen.

           The position code to be assigned with this preference override. The position code options displayed are previously set up on the employee Labor Distributions screen.

        5. Click on the Save button to save this record.
        6. Preferred Overrides are displayed on the rotation grid with the Preferred with Override Preferences icon .

           

        The following actions are available in the left pane:

        Add	Opens a screen to add an override preference to the highlighted day of the rotation.
        Delete Selected	To remove one or more preferred override records, check the box to the left of the record(s) and click on the Delete Selected button. The cell is still configured as a preferred day of the week.
        Remove Day Preference	When a cell with a schedule preference is open, remove the preference by selecting the Remove Day Preference button. Preferences can also be removed (if the cell is not open) by clicking on the Clear Selected Day button.

   2. Drag the additional rules to be validated from the Available Rules column to the Selected Rules column. See the Qualification Rules List for explanations of each of the available rules
   3. When all rules are selected, Save this page
4. With the Staffing Plan and Core Staffing Plan options, an additional Sorting Rules button is available to rank the qualified employees. If there are multiple employees that meet the criteria to fill a schedule opening, the values in this screen determine which employees are scheduled first.
   1. Drag the rules to be used to rank employees from the Available Rules column to the Selected Rules column. See Sorting Rules for explanations of each of the available rules.
   2. When all fields are completed, Save this page.

Ordering Passes

1. To create additional passes, click on the Passes button and repeat steps 2-4 above.
2. When more than one pass is created for a selection style, the pass numbers default to the order they were created.
3. To reorder the Pass sequences, click on the number of a record under the Pass column and change it.
4. The numbering sequences of the other passes are updated. For example, if there are four passes configured, and pass 3 is updated to number 2, passes 2, 3 and 4 are automatically updated to the proper number sequence. In the same manner, if one or more passes are deleted, the system automatically adjusts the numbering sequence of the remaining passes.
5. When all appropriate passes have been changed, click on the Update Order button to save the sequence.