Completing the Automatic Scheduling Process

The following gives the sequence for the automatic scheduling process:

1. Prior to running the scheduling process, supervisors should handle any employee Unavailability Requests. When a request is approved, the system will not schedule the employee during the request off time frame.
2. Load either the Staffing Plan or Core Staffing Plan to the schedule time frame.
   • The Staffing Plan indicates the required staffing levels for the organization unit by profile and coverage period. Select the plan from the list of Staffing Templates previously set up, or make a custom Staffing Plan for this scheduling period only.
   • The Core Staffing Plan indicates the required staffing levels for the organization unit by profile and activity code. Select the plan from the list of Core Staffing Templates previously set up, or make a custom Core Staffing Plan for this scheduling period only.
3. Run the scheduling process. See Steps for Running the Create Schedule Process.
4. Open the Schedule to view the populated schedule.
   • Enter the single organization unit or select the schedule group from the drop down listing.
   • Enter the scheduling period date range. Once the labor distribution is filled in, the scheduling time frames are available for selection in the right pane.
5. From this screen, employee schedules can be added, edited or deleted.
6. To find available employees for unscheduled shifts, run the Scheduling Assistant from the Schedule Tools in the left pane.
7. Once the schedule is completed, Publish the schedule to post the schedules to the schedule. This is found in the Schedule Tools in the left pane.
8. Archive the schedule. This takes a snapshot of the schedule, for reference purposes.
   • Changes made to the schedule after the archive will not change the archive.
   • Multiple archives can be taken of the same scheduling period.
9. Generate printed Reports. Organization Unit schedules can be printed and posted, Daily Rosters created, etc.
10. During the scheduling period, continue to handle Unavailability Requests, Trade Requests and schedule incentive requests submitted by employees.
11. If a new employee is added to the schedule, use the Create Employee Schedule feature to run the scheduling process for that single employee.
12. Maintain changes to the schedule, such as sick calls, transfers, employees sent home early for low census, etc.
13. Use the Recalculate Staffing Needs wizard to adjust the staffing needs based on actual patient census and acuity.
14. Use the Scheduling Assistant to locate employees to call in if the schedule is under-staffed, or to call off employees if the schedule is over-staffed.
15. After the scheduling period is completed, additional Reports can be generated.