TASS Scheduling for Employees Time & Schedule Solution

St. Luke’s Center for Learning and Development

CONTENTS TASS SCHEDULING FOR EMPLOYEES .......................................................................... 3 Scheduling TImelines ..................................................................................................................................................... 3 Logging into PC Portal .................................................................................................................................................... 3 Home Screen – New Cards ............................................................................................................................................ 4 Employee Screen – Scheduling Specific Features .......................................................................................................... 5 Unavailability Requests ................................................................................................................................................. 6 To Request Unavailability...................................................................................................................................... 6 To Cancel Unavailability Request .......................................................................................................................... 7 Entering PTO .................................................................................................................................................................. 8 To Add a Calendar Request for a Single Day ......................................................................................................... 8 To Add A Calendar Request for Multiple Days ...................................................................................................... 9 Self Scheduling ............................................................................................................................................................. 11 To Self Schedule .................................................................................................................................................. 11 Edit or Delete Pending Self Scheduled Shift ........................................................................................................ 12 Viewing Employee Schedule ........................................................................................................................................ 13 Viewing Schedule via Monthly View ................................................................................................................... 13 Viewing Schedule via the Home Screen .............................................................................................................. 14 Viewing Department Schedule .................................................................................................................................... 14 Printing Employee Schedule ........................................................................................................................................ 15 To Print your Schedule ........................................................................................................................................ 15 Trading/Offering Shifts ................................................................................................................................................ 17 To Trade a Shift ................................................................................................................................................... 17 To Accept a Trade Request ................................................................................................................................. 19 To Offer a shift .................................................................................................................................................... 20 Request to Work .......................................................................................................................................................... 21 To Request to Work a Vacancy ........................................................................................................................... 21 Tracking Shift Requests................................................................................................................................................ 23

APPENDIX A: EMPLOYEE TASS SCHEDULING ICON DEFINITIONS .................................. 24 APPENDIX B: GLOSSARY ........................................................................................ 26

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TASS SCHEDULING FOR EMPLOYEES This guide provides an overview of the St. Luke’s Health System (SLHS) scheduling solution. TASS Scheduling, a part of the Time & Schedule Solution, provides a standard system-wide electronic scheduling solution. This guide for employees provides an overview of the features of the solution available for employees. This guide assumes that you are already using the TASS PC Portal for Time & Attendance purposes. SCHEDULING TIMELINES

Scheduling is a time-sensitive process. Here are general guidelines to help you understand your scheduling timelines:  Department Schedules are created in 4, 8, or 12-week increments. 

Time Off Requests must be submitted in advance of the department scheduling period.



Individual St. Luke’s department usage of TASS Scheduling may vary. Please confirm your department’s processes.



Department Scheduling timelines can be found at stlukesonline.org/tass.

LOGGING INTO PC PORT AL

There are three ways to log in to the PC Portal. At work use a SLHS Computer to: 1. Click the Time and Schedule desktop

icon.

2. Go to Internet Explorer http://inside.slrmc.org  Time and Schedule  Click Log-In to Time and Schedule. From home: 3. Go to http://www.stlukesonline.org/tass/. Click Go to Log In Page. Log in information: Username = Your SLHS Network ID (example: smithm) Password = Your SLHS Network Password

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HOME SCREEN – NEW CARDS

The Home section is the default page you will see once you login. With your TASS Scheduling privileges, you’ll find new cards on this page. In addition to the cards used for Time and Attendance, you will have new cards: My Unavailability Requests, My Trade Requests, My Requests to Work, and My Schedule.

MY UNAVAILABILITY REQUESTS This card will help you view the status of your unavailability requests.

MY TRADE REQUESTS This card lists the status of requests you have made for schedule trades and offers.

MY REQUESTS TO WORK This card lists the status of requests you have made to pick up additional shifts.

MY SCHEDULE This card displays your schedule for the next two weeks. The red arrows on the far right of each card are detail buttons. Clicking on the red arrow will display the details of that specific card.

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EMPLOYEE SCREEN – SCHEDULING SPECIFIC FEATURES

The Employee screen will have scheduling functions added. 1. Scheduling Calendar Items: Once your schedule has been created, a calendar item for each shift appears on your Transaction card. Hover over the calendar to see shift start time, length, special codes(if applicable), department and job class. 2. Add Unavailability: Click here to request specific days away from work (unpaid). 3. Open Current Schedule: Use this button to view your entire department’s scehdule. This is also one path toward making a trade or offering a shift. 4. Open Self Schedule: If your department uses the TASS Self Scheduling feature, use this link to open Self Schedule during your scheduling period.

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UNAVAILABILITY REQUE STS

Use an Unavailability Request to request time you would like to be blocked from being scheduled. TO REQUEST UNAVAILABILITY 1. Go to the Employee section  Employee Actions  Select Add Unavailability

2. A Request window will open. Complete the following fields: 

Classification o

Unavailability: Includes a specific date range you are not available to be scheduled. Example- Vacation, Doctor Appointment, or Leave of Absence.

o

Recurring Unavailability: A pattern of days and times you are not available to work. Example- Education class on Mondays and Wednesdays from 9:00-11:00.



Range Begin Date



Range Begin Time



Range End Date



Range End Time



Range End Time



Do not fill in Pay Code or Activity Code



Reason

3. Click Save Note: If you want to be marked as Unavailable for the entire day, enter 0000 for the Range Begin Time and 23:59 for the Range End Time to cover the entire day. Otherwise, you can enter the start and end time during that day you will be unavailable to be scheduled.

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TO CANCEL UNAVAILABILITY REQUEST Unavailability Requests can be canceled from the My Unavailability Requests card on the Home screen or from the Requests card on the Employee screen. To cancel from the Employee screen follow these steps. 1. Go to the Employee screen  Lower center pane  Requests 2. Select the type of request – Requested, Pending Review or Approved. 3. Use the drop down arrow to cancel.

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ENTERING PTO

To enter PTO, Sick Time, set up your On Call schedule and other “off-the-clock” events, go to the Employee Screen. You may be familiar with this process from Time and Attendance. TO ADD A CALENDAR REQUEST FOR A SINGLE DAY 1. Go to Employee Screen  Employee Favorites  Add Calendar.

Fill in the following fields: A. Date: Day of PTO B. Pay Code: Use appropriate code from list C. Time: Your typical shift start time. D. Hours/Units: How many hours of PTO do you want for this day (8, 10, 12?) E. Requested Reason: Supply a short, HR appropriate explanation to help your supervisor understand the request. Click Save.

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TO ADD A CALENDAR REQUEST FOR MULTIPLE DAYS To request several days at once: 1. Use the Monthly View option.

2. Hold the left mouse button down and drag across the days you’d like to take off. Press CRTL + click with mouse to select individual, non-consecutive days.

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3. Select Add Calendar from Employee Favorites. 4. Fill in the following fields: A. Date: This is auto-filled from Monthly View. B. Pay Code: Use appropriate code from list. C. Time: Your typical shift start time. D. Hours/Units: How many hours of PTO you want per day (Do not multiply by number of days; computer will do the math.) E. Requested Reason: Supply a short, HR appropriate explanation to help your Supervisor understand the request. 5.

Click Save.

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SELF SCHEDULING

This feature enables employees to provide input into their personal schedule and to set-up all or a portion of their future schedule. Note: Although the schedulers will attempt to honor requests as much as possible, employee-entered shifts may need to be changed on the final schedule to meet staffing needs. TO SELF SCHEDULE 1. Go to Employee Section  Employee Actions  Open Self Schedule. 2. If you hold multiple positons, adjust the Profile to match the position you are trying to schedule for (i.e. RN, Charge RN, etc.). 3. The image below shows all coverage periods (Day, Eve 1, Eve 2, & Night), use the Coverage Period field to limit this view to your assigned coverage period. 4. Menu arrows appear on days that are open for self-scheduling. In the Add row just below My Schedule, click and select an activity code for the start time and length of shift you wish to work. 5. The information in the Needs cells indicates shift that need coverage. 6. Click Save. It is highly recommended you click Save after entering shifts for each week. This will make it easier to review any validation errors. The application will not save your changes if there is a validation error.

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EDIT OR DELETE PENDING SELF SCHEDULED SHIFT To edit or delete a pending shift: 1. Click on the shift in the schedule in My Schedule.

A pop up box appears. 

To edit the shift, click on the Activity drop down arrow and choose a different shift.



To delete the shift click Delete.

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VIEWING EMPLOYEE SCHEDULE

There are two ways to view your personal work schedule, using the Monthly View or the Home Screen. VIEWING SCHEDULE VIA MONTHLY VIEW 1. Go to the Employee Section  Employee Favorites

Monthly View (found on left side of Employee Screen)

The Monthly View will open up with your schedule for the month. You can use the arrows at the top to look at prior/future months.

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VIEWING SCHEDULE VIA THE HOME SCREEN You can also look at a quick view of your schedule for the next 2 weeks from your Home Screen by opening the My Schedule card.

VIEWING DEPARTMENT S CHEDULE

To view the schedule for your whole department use Open Current Schedule. 1. Go to Employee screen  Employee Actions (click red arrow on left to open options)  Open Current Schedule. 2. This view lets you see when your co-workers are scheduled. You can see your entire department’s schedule from the “Current Schedule.”

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PRINTING EMPLOYEE SCHEDULE

This feature allows you to print a copy of your schedule. TO PRINT YOUR SCHEDULE 1. Click on the Reports button on the top toolbar.

2. Click on the folder to open the My Schedule Report.

3.

Enter the Start/End Dates you want to see and click Request Report.

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4. The report will open in window. To print you need to Format to PDF and print from the PDF. At this time, some browsers (I.E. 11) will create an error if you simply click Print.

Note: You can click Add under Report Favorites on the bottom left toolbar so the report is visible in your left toolbar. WARNING: Use the Time and Schedule Solution for accuracy. Remember, a printed schedule can be obsolete as soon as it is printed!

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TRADING/OFFERING SHI FTS

This feature allows staff to make changes to a published schedule. A schedule must be published before trading/offering is allowed. Trades/offers are available from the day the schedule is published up to 3 days prior to the shift. TO TRADE A SHIFT 1. Go to the Employee Section  Employee Actions  select Open Current Schedule. 2. In the top middle screen in “My Schedule” click on the shift you want to trade. In this example, Wednesday, 9/10 CH7-12. A box will open up with shift details and the “Trade” and “Offer Shift” buttons. (If the Trade/Offer buttons aren’t there, then the shift is not available for trade and you may need to talk to your supervisor). Please discuss the trade with your trading partner before initiating the trade in TASS.

3. Click Trade to trade shift. The shifts eligible for trade will highlight in yellow. Click on the shift you want to trade with.

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4. A box will open up with the trade details (Employees requesting and accepting, shift details, etc.). 5. If the information looks correct, enter comments noting when trade was communicated to the other employee, select Submit Trade.

6. The shift will not move on the schedule until the other employee accepts the trade. The supervisor will be notified but the trade will only happen if both employees agree to the trade. While the shift is waiting for the other employee’s response, you will see an upside down question mark on your schedule indicating it is a pending trade. Hover over the shift to see the details of the trade or you click on the shift and the pending trade box will open with details.

7. You will see any Trade Requests on your home screen when you log in under My Trade Requests.

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TO ACCEPT A TRADE REQUEST 1. Select the folder to the left to open request. 2. Select Accept in Trade Actions to accept the trade.

3. Once a trade has been accepted, you are expect to work the shift for which you have traded. You do not have to wait for manager, supervisor or scheduler approval. Note: The Save button at the bottom is only for saving the Comments. You need click Accept in order for the trade to go through.

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TO OFFER A SHIFT If you cannot find someone to trade shifts with or you simply have do not want to work a specific shift, you may offer the shift for any eligible co-workers. To offer a shift: 1. Go to the Employee Section  Employee Actions  select Open Current Schedule. 2. In the top middle screen in “My Schedule” click on the shift you want to offer. In this

example, Wednesday, 9/10 CH7-12. A box will open up with shift details and the “Trade” and “Offer Shift” buttons. (If the Trade/Offer buttons aren’t there, then the shi ft is not available for trade and you may need to talk to your supervisor).

Click Offer to offer a shift to eligible co-workers. The shift will show as a Vacancy on the schedule. An offered shift is still your shift to work until it has been requested by another employee and approved by the manager or supervisor.

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REQUEST TO WORK

This feature enables employees to pick up vacant shifts. TO REQUEST TO WORK A VACANCY 1. From the Employee Screen  Employee Favorites  Select Monthly View.

2. Click on Vacancy to see what shifts are available.

3. The shifts that are available to pick up will display on the right listing. If there is a shift that you are interested in working, click on Request.

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4. A window will pop up with the Submit Request to Work. You can add a Comment if you choose, then click Submit to send the request to your supervisor for approval. 5. You will be notified of the approval/denial in the My Requests to Work section of the Home Screen. Note: The requested shift is not yours to work until approved by your manager, supervisor, or scheduler.

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TRACKING SHIFT REQUE STS

As you requests trades or offer shifts and when others request a trade from you, messages will be created and posted to the Home section of the Time & Schedule PC Portal. Look for a numeral in parenthesis to indicate there are messages in an area.

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APPENDIX A: EMPLOYEE TASS SCHEDULING ICON DEFINITIONS

Home Screen Icons Approved

The request is approved by the supervisor.

Canceled

The request has been canceled by either the supervisor or the employee.

Denied

The request is not allowed by the supervisor.

Requested

The request has been submitted and is pending approval or denial from the supervisor.

Accepted Offer

Indicates the current employee has accepted a schedule that was offered by another employee.

Trade

Indicates the current employee is trading schedules with another employee.

Offer

Indicates the current employee has offered a schedule.

Unavailability

This icon indicates a single transaction or time frame for unavailability (for example, vacation).

Recurring Unavailability

This icon indicates a recurring cycle of unavailability on specific days of the week (for example, for a Continuing Education class).

Adjustment

This icon indicates an adjustment transaction request.

Calendar

This icon indicates a calendar transaction request.

Clocking

This icon indicates a clocking transaction request.

Waiting Approval

A trade request has been submitted and is waiting for the second employee (accepting employee) to approve the trade.

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Monthly View Icons Schedules (Home)

Indicates the home labor distribution schedules for the employee.

Schedules (Alternate)

Indicates the alternate labor distribution schedules for the employee.

Calendars

Indicates submitted calendar entries, for example, vacation time.

Adjustments

Indicates an adjustment was made to the employee's transactions. Click on the + sign to open and view the pay code and hours details on this record.

Clocking

Indicates an employee has a clocking that has not been through calculations to determine if it is an IN or OUT punch.

Clocking In punch

Indicates the employee has a clocking that was determined to be IN punch. Click on the + sign to open and view the pay code and hours details on this record.

Clocking Out Punch

Indicates the employee has a clocking that was determined to be an OUT punch. Click on the + sign to open and view the pay code and hours details on this record.

Details

Click on this icon to open a screen with details on the transaction.

Unavailability

Indicates the employee has an approved unavailability request and is not available to be scheduled to work.

Recurring Unavailability

Indicates the employee has an approved request for a recurring pattern of unavailability, and is not available to be scheduled to work during those days/times.

Incentive Schedule (Home)

Indicates a schedule awarded through Schedule Incentive (formerly Schedule Bid) in the employee’s Primary Home labor distribution.

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APPENDIX B: GLOSSARY

ACTIVITY CODES Timeframes (shifts) used to schedule work, meetings, orientation, on call, etc.

CALENDAR ENTRY A calendar is a scheduled activity where the employee is NOT clocked in and working. Some examples of calendar entries are vacation, sick, jury duty, etc.

COVERAGE PERIODS Blocks of time within a Coverage Set.

COVERAGE SETS A scheduling timeframe spanning the time a department is staffed.

DEPARTMENT An organizational Unit within a business structure.

LICENSE Licenses are used in the scheduling system to show what departments including the employee’s home department, they are oriented to work in or fl oat to.

JOB CLASS Identifies the types of jobs in an organization.

OFFERS The ability for an employee to post one or multiple shifts that she does not wish to work for other qualified employees to indicate they would work the shift in her place.

POSITION CODES An identifier related to employees that combines the facility, department, and job class within an organization.

PREDEFINED NOTES Standardized messages that are attached to a schedule when a scheduling issue occurs.

POSITION A position is an alphanumeric value that identifies where someone works in an organization and what they do.

PROFILES Identifies specific jobs within a department.

SELF-SCHEDULING The ability for employees to set up their own work schedules.

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STAFFING CONFIGURATION Indicates scheduling criteria such as how many weeks a schedule will be, the Coverage Set used for the schedule, the day of the week the schedule will begin, etc.

STAFFING DISTRIBUTIONS A formula used to adjust staffing needs relative to patient census a nd acuity.

STAFFING TEMPLATE A grid that indicates the baseline staffing levels needed for a department schedule.

STATIONS Identifies proficiencies considered when scheduling an employee in addition to the qualifications identified in the Selection Styles.

TRADES The act of two employees exchanging their scheduled shifts.

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