About the Current Staffing Overview Screen

The CSO screen is organized into the following areas.

• Header
• Left pane: Staffing details
• Right pane: Roster and Qualified Staff tabs, and Assign and Compare buttons

Header

At the top of the screen, you can view a summary of the organization unit or schedule group that you selected. The summary area shows the following information.

• The organization unit or schedule group you are viewing and the date and time you specified
• A pencil icon to change the organization unit, schedule group, or date that you are viewing
• Status counts

  Note: Clicking any of the status values takes you to the ActiveRoster tab. For more information, see Using ActiveRoster.

• The Broadcast Summary tab shows a list of broadcasts that have been sent, their statuses, and the status of responses.

  This screen is only available if your system is licensed for Open Shift Notification.

• A search field that allows you to search for employees. Select an employee from the results to display a two-week calendar with the employee's scheduled activities. From the two-week calendar, you can assign the employee to a transaction (activity or pay code). For information, see the "Assign a transaction" section in Using Current Staffing Overview.

Staffing Details

Tip: Use the arrows above the table to navigate to a different day or coverage period.

The staffing details on the Current Staffing Overview screen are arranged in the following ways.

• The rows are organized first by coverage period and coverage period start time, then by organization unit.
• The columns contain the following information.

  Tip: Click a value in any of the fields to display the employees in the Roster pane who have scheduled activities. If an employee has other activities that overlap the coverage period you are viewing, those activities also appear in the Roster.

  • Organization unit codes and descriptions
  • Ratio

    The employee-to-patient ratio represents the number of scheduled employees compared to the number of patients (from the most recent census download). The values in the ratio are rounded to the nearest whole number.

    Example:
    A ratio of 1:5 could indicate many different scenarios, such as:
    - One nurse and five patients
    - Two nurses and ten patients
    - Two nurses and nine patients. This is a nurse-to-patient ratio of 2:9, or reduced to 1:4.5, and then rounded to 1:5.

• Census

  Tip: Click a census value to view the details.

• HPPD

  Hours per patient day (HPPD) is an alternate way to view the ratio of scheduled effort to patient census. It represents the number of hours scheduled in direct patient care per patients on the unit. If your department maintains target or budget HPPD numbers, you can compare these to the scheduled HPPD values in the Current Staffing Overview screen.

  Note: HPPD is calculated by dividing the sum of the scheduled productive hours and scheduled productive overtime hours by the census value. When census is 0, HPPD is represented with a dash (-).

• Caregiver Utilization (%)

  The Caregiver Utilization value indicates a comparison of scheduled employees to the optimal staffing target, shown as a percentage. The ideal value is 100. The value in blue indicates underutilized, while red indicates overutilized.

  The Caregiver Utilization is calculated as follows:

  [(Sum of the qualifying profile needs) / (Sum of the qualifying profile coverage)] x 100

  Note: The Caregiver Utilization column may not be enabled for your organization.

• Profile Groups with Coverage and Need

  Click a coverage/need value to view the details. This opens a box with coverage, need, and variance values, broken out by profile.

  If you use Open Shift Notifications, the broadcast icon also appears on a profile's row when an Open Shift broadcast has been sent. For more information, see Open Shift Notifications.

  Click a profile row to display the employees in the Roster pane who have scheduled activities in the selected Profile Group. If an employee has other activities that overlap the coverage period you are viewing, those activities also appear in the Roster.

  Note: The Other column includes all profiles that are not part of a profile group.
  The Indirect column includes employees whose coverage is classified as indirect patient care.

Roster Tab

Click a value in any of the fields in the staffing details area to view employees on the Roster tab.

The information in the Roster includes:

• Employee name and primary phone number
  • (F) appears next to the names of employees who came from a float department.
  • The boxes next to the employee names are used to make selections for the Assign and Compare buttons.
• Transactions
  • To appear in the Roster list, employees must have a transaction (productive schedule or calendar) in the coverage period you are viewing or within the same number of hours before or after the coverage period. For example, if you are viewing a coverage period of 12 hours, you will see employee transactions from 12 hours prior to the coverage period until 12 hours after.
  • Requests are shown with a flag symbol.
  • The word Extra appears under schedules that are determined to be extra shifts.

    Tip: Hover over a transaction to view more information about it. Click a transaction to open a dialog box where you can edit or delete the transaction. For more information, see Using Current Staffing Overview.

Qualified Staff Tab

Click a profile (within a profile group) to view employees on the Qualified Staff tab.

On the Qualified Staff tab:

• Click the filter symbol to open a list of filtering options.

  These filter options allow you to tailor the staff list to help you find the best matching employee for the shift. In addition, this allows you to quickly send a broadcast to a select group of employees. For example, you can filter for only qualification Level 1 and Receives Broadcast, then select all the employees and broadcast to this smaller group.

  • On Call - displays employees with an on-call activity code scheduled
  • Overstaffed - displays employees in an organization unit that is determined to be in an overstaffed situation
  • Float Staff - displays employees whose home labor distribution is a float organization unit
  • Productive Schedule - displays employees who are scheduled with productive schedules
  • Not Scheduled - displays employees who do not have a schedule or those who have scheduled activity codes with a length of zero hours
  • Matching Shifts - displays employees whose home labor distribution contains the same shift defined for the selected coverage period
  • Qualification Levels - displays employees who match the selected qualification level
  • Receives Broadcast - displays employees who have a phone or email notification method set up
• Sort the staff list within each qualification level by clicking the column names in the header row. There may be additional pages of employees; click the page numbers to move to the next set of employees.
• Broadcast open shifts to the selected employees. For information, see Open Shift Notifications.

The information in the Qualified Staff list includes:

• Qualification level

  Profile qualifications allow your organization to define levels of requirements that an employee must meet to be included on the Qualified Staff tab. Administrators define these levels starting with employees whose profiles match exactly and then defining larger groups of employees by relaxing the requirement restrictions.

  Example:
  An administrator could set up profile qualifications for RNs in the Med/Surg department as follows:
  To fill RN vacancies in the schedule, administrators want exact matches first, then RNs from similar units (schedule partners), then RNs from similar jobs in dissimilar units (schedule partners), and then, in an emergency, any RN.

• Employee name
  • (F) appears next to the names of employees who came from a float department.
  • The boxes next to the employee names are used to make selections for the Assign and Compare buttons, and for sending a broadcast.
  • The phone number that displays is either the employee’s Open Shift Notification phone number (if it is supplied on the employee’s Preferences screen) or the employee’s highest priority phone number from the employee record.
• Transactions
  • To appear in the Roster list, employees must have a transaction (productive schedule or calendar) in the coverage period you are viewing or within the same number of hours before or after the coverage period. For example, if you are viewing a coverage period of 12 hours, you will see employee transactions from 12 hours prior to the coverage period until 12 hours after.
  • Requests are shown with a flag symbol.
  • The word Extra appears under schedules that are determined to be extra shifts.
• Group Variance

  A Group Variance value only appears for employees with existing transactions and shows whether the organization unit where the transaction occurs is over- or understaffed. This helps you make staffing decisions based on the staffing levels of the unit where an employee is scheduled. Because of this, the variance may not match the variance of the organization unit you are currently viewing.

  The Group Variance is determined as follows:

  Once the employee's scheduled profile is identified, the system determines whether the profile belongs to a Profile Group. If so, all the profiles for the Profile Group are processed as defined below and combined to determine the Profile Group Variance value.

  • The Need is found by checking the Staffing Plan for the selected profile, coverage period, and date.
  • The Coverage is found checking the schedule for the selected profile, coverage period, and date.
  • The variance is found by subtracting the Need from the Coverage. A negative value is considered understaffing and is shown in red. A positive value is considered overstaffing and is shown in blue. A zero value is considered even staffing and is shown in gray.

Assign and Compare Buttons

The Assign and Compare buttons are available on Roster and Qualified Staff tabs.

• Assign button

  Assigns selected employees to open shifts.

• Compare button

  Select at least one employee from the Roster, and then click the Compare button.

From the Compare Staff dialog box, you can:

• Compare the staffing details of the selected employees, allowing you to make more informed staffing decisions, such as who to call off because overtime, seniority, or last call information.
• Link to an employee's TCS (Time Card Screen) in a new browser window by clicking an employee's name.
• Assign employees to open shifts.
• Add, edit, and delete activities.
• View a two-week calendar to see the employee's scheduled activities.

  To view the calendar, click the arrow to the left of an employee's name.

  • Click the left or right arrow to move ahead or back another two weeks.
  • Press a plus symbol to add a new schedule.
• Broadcast open shifts to employees. Select the employees to receive the broadcast and click the broadcast icon . For more information about broadcasts, see Open Shift Notifications.

The following table provides definitions for the columns in Compare Staff dialog box.

The following table provides more information about the information found in the transactions column.