Opening a Schedule

The Open Schedule screen is used to enter criteria when opening the Schedule for a single organization unit or for a schedule group.

An archived schedule can be opened by accessing the Open Archive tab and completing the screen displayed. Note: For more information, see Opening an Archived Schedule.

To open a schedule, complete the following steps:

1. In the Open Schedule area, select the appropriate option button to enable the corresponding selection fields.

   Option buttons are displayed in the system when a user must select a single option from a list of options. A colored dot is displayed within the button circle to indicate the option that has been selected.

   • When an option button list is displayed, mouse click on one option to select it. All the other option buttons are then disabled (deactivated).
   • To select a different option, click on the new option and all other options (including the previously selected option) are then disabled.

   For example, option buttons are displayed in the Schedule set up screen for the user to select either a single Organization Unit or a Schedule Group. The Field Look Up Values options available in the left pane depend on which button is selected.

   • Select the Organization Unit button to open the schedule for a single organization unit. The trunk level (for example, facility) and branch level (for example, department) organization unit levels are required. The leaf level (for example, unit) level is optional.

     The organization unit where the employee is scheduled to work. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

   • Select the Schedule Group/Profile Groups button to open the schedule for a Schedule Group, which contains multiple organization units set up together, as well as Profile Groups. Note: Schedule Groups must be previously set up on the Schedule Group screen. The Profile Groups that are available must be previosuly added on the Profile Group screen, and then assigned on the Profile screen.

     Profile groups allow you to combine similar profiles to view a summary of coverage information instead of only viewing them separately.

     Example: Profiles RN1, RN2, and RN3 are qualified to work the same shifts. You can group them together in a single RN profile group.

     The schedule group to open this scheduling period for. Schedule groups can contain multiple organization units or profile groups, and are predefined on the Schedule Groups screen.

     Note: Users must have data access to all organization units in the Schedule Group to be able to see it in the Field Look Up Values list and select it. For more information on Schedule Groups, see the Configuration section>Scheduling card>Schedule Groups screen.

2. If defaults are set up for the organization unit or schedule group, these fields are automatically filled. However, a different organization unit or schedule group can be entered. Click on the search icon to the right of the field to access the options for the field.

   Note: For more information on setting up a default organization unit, see Preferences, Default Organization Unit. For more information on setting up a default scheduling group, see Preferences, Default Scheduling.

   

3. In the Select Date area, select the appropriate option button to activate the corresponding date fields.
   • Select the Schedule Period option to select a predefined scheduling period for the organization unit or scheduling group. This value defaults to the schedule period that contains the current date. Click the drop-down menu icon to the right of the field to view a listing of the schedule periods.
   • Select the Custom Date option to define the time frame to open. Enter the Start Date to indicate the first day of the date range to open and the End Date to define the last day of the date range. Click the drop-down menu icon to open a calendar to select the dates.

     The last day of the scheduling time frame to be included.

     The Scheduling Periods for this organization unit are displayed in the Field Look Up Values with the current scheduling period highlighted. If a scheduling period is selected, the Start Date and End Date fields are automatically filled in.

     Note: The Scheduling Periods are calculated from the Resume Date and the Number of Weeks fields on the Configuration section>Scheduling card>Staffing Configuration screen.

     The number of weeks in a scheduling period for this organization unit.

     The first day of a scheduling period. Using this date and the Number of Weeks field, the system calculates all scheduling periods.

     The first day of the scheduling time frame to be included. The Scheduling Periods for this organization unit are displayed in the Field Look Up Values with the current scheduling period highlighted. If a scheduling period is selected, the Start Date and End Date fields are automatically filled in.

4. When all options are filled in, click on the Open Schedule button. Note: To stop the process of opening the schedule, click on the Cancel button. This set up screen is closed.