Additional Needs-Based Scheduling Set Up

The following additional set up may be required when using needs-based scheduling for populating weekend time frames. Some or all of this set up may already be completed.

Create a Staffing Template

Create a Core Staffing Template (only if staffing needs are based on activity codes)

Update Activity Codes to Allow Need Based Scheduling

Add Profile Activity Code Selection

Set up Priority Days

Set Up Employee Schedule Preferences

Create a Staffing Template

The Staffing Template is a staffing grid indicating the baseline staffing levels needed for an organization unit. These staffing needs are set up for each combination of profile and coverage period.

Staffing templates are used to create the Staffing Plan, which indicates the staffing needs for a specific scheduling period. Auto Schedule Passes where the Selection is set to Staffing Plan use this information when running the scheduling process.

For more information on setting up a staffing template, see the Configuration section>Scheduling card>Staffing Template screen.

To add a new Staffing Template record, complete the following steps:

1. Select the Staffing Template icon from the Configuration pages, Scheduling section.
2. Click on the Add button to open a screen to add a new record.
3. Enter a Code and Description to identify this Staffing Template.

   The label describing this staffing template code.

   The short, alphanumeric name or abbreviation identifying this staffing template.

4. Select the Coverage Set Code from the listing to indicate the coverage periods. The staffing needs will be set up by coverage periods that exist within the selected coverage set. Note: If the coverage set selected does not match the one set up for the organization unit on the Staffing Configuration screen, an error message is generated.

   The code for the coverage set that is used by this staffing template. The coverage set selected determines the coverage periods that are available for configuration.

5. In the Active field, indicate if this Staffing Template is currently active and available to be assigned.

   Indicates whether this staffing template is currently being used by the system and can be assigned (Yes/No).

6. Enter the Number Of Weeks of this template. This indicates the number of weeks of rotation before the same staffing needs pattern is repeated. Note: In most cases, this staffing needs template is the same every week, and this value is set to one.

   The number of different weeks of rotation required to configure this staffing template. For example, if all weeks of a scheduling period have the same baseline staffing, this value can be set to 1. If alternating weeks in a schedule have different baseline staffing needs, this value can be set to 2 and the two weeks set up differently.

   Note: When a scheduling period is opened, the system replicates this template to fill all weeks of a schedule. For example, if the number of weeks is set to 1, when a four-week scheduling period is opened, the system replicates this template four times to fill the four-week scheduling period.

7. Indicate whether this template is to be the Default for this organization unit. When this value is set to Yes, this template is automatically loaded when the Open Staffing Plan button is selected.

   Indicates whether this staffing template is the default template to be assigned to this organization unit (Yes/No). If a Default template is assigned, that template automatically loads when the schedule is opened for the organization unit.

   Note: The Default Staffing Template values are used for the Budgeted Hours and Costs in the Productivity Report.

8. Enter the Organization Unit values indicating the labor distribution where this staffing template will be applied.

   The organization unit that is assigned to use this staffing template. The organization levels and label names that display depend on the organization structure.

9. Click on the Save button.
10. A grid is displayed to set up the staffing needs for this organization unit, for the number of weeks indicated.
11. In the Profile box, select a profile for this organization unit.

    The profile (work assignment) as selected from the drop down menu for this Staffing Template entry.

12. In the Coverage Period box, select one of the coverage periods from the selected coverage set.

    The coverage period being set up for staffing levels (for example, Day, Eve or Night). The coverage periods available from the drop down menu are determined by the Coverage Set Code chosen for this Staffing Template.

    The code for the coverage set that is used by this staffing template. The coverage set selected determines the coverage periods that are available for configuration.

13. For each day in the week, enter the number of staff needed for that profile/coverage period combination. This is the number of staff needed during the coverage period, not an FTE value. A value of 1 for a 4-hour coverage period indicates needs for four hours of coverage. A value of 1 for a 12-hour coverage period indicates needs for twelve hours of coverage. A value of .5 in an 8-hour night coverage period indicates that four hours of coverage are needed during that time frame.
14. Repeat steps 11-13 until each profile/coverage period combination for the organization unit is configured.
15. Click on the Save button to save the record.

To delete one or more lines of the Staffing Template, complete the following steps:

1. Position the cursor in the box to the left of the record and click. The row is now highlighted.
   • To highlight multiple consecutive rows for deletion, after highlighting the first row to be deleted, hold down the <Shift> key on the keyboard and highlight the last row to be deleted. The first, last and all records in between are now highlighted.
   • To highlight multiple non-consecutive rows for deletion, after highlighting the first row to be deleted, hold down the <Control> key on the keyboard and click on the box to the left of each row to be deleted. All selected records are now highlighted.
2. When all rows are selected for deletion, click on the <Delete> key on the keyboard.
3. A warning message is generating, verifying the rows are to be deleted. Click on Yes.

Note: Be sure to use the <Delete> key on the keyboard, not the Delete button in the left pane. Clicking on the button in the left pane will delete the entire template.

Create a Core Staffing Template

The Core Staffing Template is a staffing grid used for populating needs-based schedules in an organization unit. These staffing needs are set up for each combination of profile and activity code. This option can be used to set up staffing needs for organization units that use “staggered shifts” where coverage for specific time frames are needed.

For more information, see the Configuration section>Scheduling card>Core Staffing Template.

To add a new Core Staffing Template record, complete the following steps:

1. Select the Core Staffing Template icon from the Configuration pages, Scheduling section.
2. Click on the Add button to open a screen to add a new record.
3. Enter a Code and Description to identify this core staffing template.

   The label describing this core staffing template.

4. In the Active field, indicate if this template is currently active and available to be assigned.

   Indicates whether this core staffing template is currently being used by the system and can be assigned (Yes/No).

5. Indicate whether this template is to be the Default for this organization unit. When this value is set to Yes, this template is automatically loaded when the Open Core Staffing Plan button is selected.

   Determines whether this record is the default core staffing template, which is automatically loaded to the core staffing plan screen (Yes/No).

6. Enter the Number Of Weeks of this template. This indicates the number of weeks of rotation before the same staffing needs pattern is repeated. Note: In most cases, this staffing needs template is the same every week, and this value is set to one.

   The number of weeks of rotation required to configure this core staffing template. For example, if all weeks of a scheduling period have the same baseline staffing, this value can be set to 1. If alternating weeks in a schedule have different baseline staffing needs, this value can be set to 2 and the two weeks set up differently.

   Note: When a core staffing template is assigned to a scheduling period, the system replicates this template to fill all weeks of a schedule. For example, if the number of weeks is set to 1, when a four-week scheduling period is opened, the system replicates this template four times to fill the four-week scheduling period.

7. Enter the Organization Unit values indicating where this staffing template will be applied.

   Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

8. Click on the Save button.
9. A grid is displayed to set up the staffing needs by activity code for this organization unit, for the number of weeks indicated.
10. In the Profile box, select a profile for this organization unit.

    The profile (work assignment) as selected from the drop down menu for this Core Staffing Template entry.

11. In the Activity box, select one of the activity codes from the drop-down menu.

    The profile's activity code assignment for this Core Staffing Template entry.

12. For each day in the week, enter the number of staff needed for that profile/activity code combination.
13. Repeat steps 10-12 until each profile/activity code combination for the organization unit is configured.
14. Click on the Save button to save the record.

To delete one or more lines of the Core Staffing Template, complete the following steps:

1. Position the cursor in the box to the left of the record and click. The row is now highlighted.
   • To highlight multiple consecutive rows for deletion, after highlighting the first row to be deleted, hold down the <Shift> key on the keyboard and highlight the last row to be deleted. The first, last and all records in between are now highlighted.
   • To highlight multiple non-consecutive rows for deletion, after highlighting the first row to be deleted, hold down the <Control> key on the keyboard and click on the box to the left of each row to be deleted. All selected records are now highlighted.
2. When all rows are selected for deletion, click on the <Delete> key on the keyboard.
3. A warning message is generating, verifying the rows are to be deleted. Click on Yes.

Note: Be sure to use the <Delete> key on the keyboard, not the Delete button in the left pane. Clicking on the button in the left pane will delete the entire template.

Add Need-Based Schedule Authorization to Activity Codes

An Activity Code indicator setting determines whether an activity code can be used by the system when creating need-based schedules. Only codes with this value set to Y may be used by the system when creating a needs-based automatic schedule.

The indicator setting of multiple activity codes can be set to Y at the same time, by using the Replace feature, as outlined below.

To update the activity code indicators, complete the following steps:

1. From the Configuration section>Scheduling card, open the Activity Code screen.
2. Enter search criteria to find the activity codes that should be activated for automatic scheduling.
3. Click on the check box to the left of each record that should be updated.
4. Click on the Replace button in the left pane to open a screen to update all selected records at the same time.
5. Select the Indicators tab and then open the Schedule Process category card.
6. Click on the check box to the left of Activity Code Indicator Schedule Standard 3 to enable the field.

   Activity Code Indicator Schedule Standard 3 determines whether a specific activity code can be used by the system when populating need-based schedules.

   This streamlines the schedule population process, since the system does not need to consider each and every activity code when building the schedule. Other activity codes that should NOT be included are codes that are always manually assigned (such as meetings), codes that are only used for core schedules, non-productive activities (such as OFF or PTO), codes for seldom-used activities (such as a 4-hour shift), etc.

   Note: If activity codes are set up under a Profile record, those are the only activities that can be scheduled for that profile. Be sure some of these activity codes are set to Y to allow automatic population.

   The default for this indicator is set to N, so only those indicators that should be used for automatic scheduling need to be updated. Multiple activity codes can be updated at the same time by using the Replace feature.

   Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and/or parameter values. Note: Not all screens have the Replace feature available.

   1. Using the Search page selection criteria, search for all the records to be updated. Multiple searches can be conducted to build a results list.
   2. To select one or more record, click on the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
   3. Click on the Replace button in the left pane.

      A screen is displayed with all replaceable fields showing as read only.

   4. Check the box to the left of a field to be updated. The field is then enabled.
   5. Enter the new information in the field.
   6. Update any additional fields in all tabs.
   7. Values in the Indicator and Parameter tabs can also be updated by entering values in each field.
   8. To reset all the values back to the previously saved ones, click on the Reset button. Note: Once the records have been saved, the values cannot be reset to the previous values. They would have to be re-entered as updated values, following steps 1-10.
   9. Click on the Save button to save the changes.
   10. All selected records are now updated, with the new information replacing the old information in the selected fields.

       Note: For more information, see Replacing Record Values under the Help section>Record Management.

   Valid Indicator Options:

   N	This activity code can not be used when automatically populating a schedule.
   Y	This activity code can be used when automatically populating a schedule.

   Note: This indicator can be found in the Configuration section>Scheduling card>Activity Codes screen>Schedule Process card.

7. Set this value to Y to authorize the selected activity codes to be available for use when the system creates automatic need-based schedules.

Click on the Save button at the bottom of the screen to save and update all selected records.

Add Profile Activity Code Selection

For each profile, specific activity codes can be authorized for automatic scheduling. The Activities button opens a screen to search for and select specific activity codes that are authorized for automatic scheduling for this profile. The activity codes available are assigned to the same organization unit as the open Profile record.

• When no activity codes are selected on this screen, all activity codes set up for the related organization unit are authorized for this profile.
• When any activity codes are entered on this screen, if creating automatic need-based schedules for the profile, the system validates the Auto Schedule box setting.
  • When any activity codes in the Activities screen are set to Yes, only those activity codes are used when creating need-based automatic schedules.
  • When all activity codes in the Activities screen are set to No, all activity codes set up for the related organization unit can be used when creating need-based automatic schedules.

Steps to Add Activity Codes to a Profile

To add one or more Activity Codes to a profile, complete the following steps:

1. From the Configuration section>Labor Distribution card, open the Profiles screen.
2. Select the Activities button from the left pane.
3. Click on the Add button in the left pane to open the Activity Codes Search to filter search criteria when searching for an existing Activity Code.
4. After entering values in the selected fields, click on the Search button. The results are listed below the search screen.
5. To select one or more record, click the selection box to the left of the record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
6. After selecting activity codes, click on Assign: Common Data to add the same Auto Schedule values to all records or select Assign: Individual Data button to assign individual values to each record.

   Indicates whether this activity code can be used to create schedule assignments for this profile when running the automatic scheduling process (Yes/No).

   Note: Activity codes can be set up to be used for either Auto Schedule, Requests to Work, Self Scheduling or any combination of the three, but at least one option must be set to Yes.

   Note: Only activity codes assigned to the same organization unit as this profile in the Activity Codes configuration screen are included in the results set. For more information on the fields available when filtering the list, or when adding, editing or viewing a record, see the Configuration section>Scheduling card>Activity Codes screen.

Set Up Priority Days

The Priority Days button opens a screen to indicate the order that the days of the week should be scheduled. For example, weekend days can be set up to schedule before week days. When using needs-based weekend staffing, scheduling weekend days first makes it more likely that employees will be scheduled their eligible weekends. Otherwise, an employee might reach their weekly approved hours or overtime hours limit before the weekend is populated.

When the scheduling process is run, all instances of the highest priority day of the week (as displayed in the Assigned Days section) within the scheduling period are scheduled first, in chronological order. Then the second highest priority day of the week is scheduled for all those days of the week, in chronological order. Any days of the week not selected are scheduled chronologically.

As an example, the system starts with the days selected in the Assigned Days column and populates all the Sundays in the scheduling period, then all the Saturdays, and then all the Fridays. The system then moves to the Available Days column and populates the Mondays, the Tuesdays, the Wednesdays, and finally the Thursdays.

Setting Up Priority Days

To set the order the days of the week should be scheduled, complete the following steps:

1. From the Configuration section>Scheduling card, select the Staffing Configuration screen.
2. Search for and select a record to be set up. Click on the Priority Days button in the left pane.
3. Highlight the first day of the week to be scheduled from the Available Days column and drag the name of the day to the Assigned Days column.
4. Continue to drag each day into the Assigned Days column.
5. To change the sort order of the days, highlight the day to be moved, holding down the left mouse button, and move the day up or down in the list sequence. Red arrows indicate where the record will display in the sort priority.
6. To remove a day from the scheduling priority, highlight the day and drag it back to the Available Days column.
7. When the sort order of the days is completed, click on Save to save the record.

Employee Schedule Preferences

Schedule Preferences may need to be added to employee records to ensure they are assigned to the activity times they prefer to work. These preferences are validated during scheduling passes where the Preferences criteria option is selected.

When populating need-based schedules, the system uses activity codes where Activity Code Indicator Schedule Standard 3 is set to Y. The system then attempts to match qualified employees with these activity codes. Be sure that one or more employee preference records will match the activity codes set up. For example, if only 8-hour activity codes are allowed with automatic scheduling, and all the employee preference records say the employee prefers activities with a shift length of 12 hours, this will not create a scheduling match.

Note: When fields are left blank, the system allows any values in these fields. Therefore, when less information is entered in this screen, the employee is eligible to work more activity codes and is more likely to be added to the schedule.

Set up Employee Schedule Preferences

To set up employee schedule preferences, complete the following steps.

1. Search for and open the employee record of the employee to set up.
2. From the Employee Sections in the left pane, select the Schedule Preferences option.
3. Click the Add button to open the setup screen.
4. Enter the Effective Date of when these preferences are effective.

   The date this schedule preference record becomes effective.

5. Enter an Expiration Date if these preferences will expire on a certain date. To leave these effective indefinitely, do not enter a value in this field.

   The date this schedule preference record is no longer effective, if applicable.

6. If using Priority values, enter a number in this field. Note: The system will only populate preferences in this record if this Priority value matches the Priority set up on the selection style.

   Numeric value that can be matched when using a selection style that specifies this same value. For example, if the selection style requires a schedule preference with a priority of 1, only employee preferences that have a value of 1 in this field are considered a match.

7. Enter a Start Time for the preferred working time frame. This setting is used with the Hour Value to indicate the preferred working time frame. For example, if the Start time is set to 700 and the Hour Value is set to 12.5, the system can populate any activity code that starts on or after 0700 and ends on or before 19:30 (which is 12.5 hours after the start time).

   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 used in conjunction with the Hour Value. 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.

8. In the Shift Length (Hours) field, enter the length of schedule the employee would like to work, for example, 8-hour or 12-hour. This can be used in conjunction with the Start Time and Hour Value information.

   The length of the work shift (in whole and decimal hours) the employee prefers to work. This value can be combined with the Start Time and Hour Value. For example, a Start Time of 07:00 with Hour Value of 12.5 and a Length of 8 indicates that the employee is willing to work any 8-hour shift that starts on or after 07:00, as long as it ends on or before 19:30. Note: The length value does not include lunch length.

9. In the Position Code field, enter the position code linked to profiles that the employee prefers to be assigned.

   The position code the employee wants to work in this preference record. The options available in the Look Up Values are previously set up in the employee's Labor Distribution section.

10. In the Activity Code field, enter the activity code the employee would like to be scheduled.

    The activity code the employee would like to work with this preference record. Note: The Position field must be filled in first, so that the system can display activity codes associated with the same labor distribution as the position.

11. In the Sunday through Saturday fields, set each day of the week to Yes to indicate the types of schedules the employee prefers to work on the selected days of the week. Different scheduling criteria can be set up for different days of the week. For example, the employee may want to work only 8-hour schedules on Saturday and Sunday but is willing to work any length shift the other days of the week.

    Indicates which day(s) of the week the employee prefers to work (Yes/No). Set the value to Yes for each day of the week to include in this preference record.

12. Click on the Save button at the bottom of the screen to save the record.
13. To create additional preferences, click on the Add button in the left pane and complete steps 5-13 for each preference record.