TASS Scheduling Leadership Guide Time & Schedule Solution

TASS Scheduling Leadership Guide Time & Schedule Solution St. Luke’s Center for Learning and Development TABLE OF CONTENTS INTRODUCTION TO THE ST. ...
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TASS Scheduling Leadership Guide Time & Schedule Solution

St. Luke’s Center for Learning and Development

TABLE OF CONTENTS INTRODUCTION TO THE ST. LUKE’S TIME & SCHEDULE SOLUTION (TASS) ....................... 6 SECTION 1 – SET-UP AND SCHEDULE CONFIGURATION ................................................ 7 Configuring TASS Scheduling ......................................................................................................................................... 7 What is Configuration? ......................................................................................................................................... 7 Who Does the Configuring? .................................................................................................................................. 7 Functional System Adminstrator (FSA) ................................................................................................................. 7 TASS Scheduling Support Structure ............................................................................................................................... 7 Access ............................................................................................................................................................................ 8 Login Information .......................................................................................................................................................... 8 Navigation ...................................................................................................................................................................... 9 The Schedule Screen ............................................................................................................................................. 9 Scheduling Screen Basic Layout .......................................................................................................................... 11 Schedule Components ........................................................................................................................................ 12 Schedule Screen Details ............................................................................................................................................... 14 Schedule Grid Functionality ......................................................................................................................................... 16 Schedule Grid Images .......................................................................................................................................... 16 Scheduling Grid Legend....................................................................................................................................... 17 Employee Information Area ........................................................................................................................................ 18 Employee Information Area Functionality .......................................................................................................... 18 Employee Information Short Cut Menu .............................................................................................................. 19 Configuring the Employee Information Area and Pop-up Window .................................................................... 19 Connecting Information ...................................................................................................................................... 20 Assigning Licenses to Positions ........................................................................................................................... 20 Schedule Components that Work Behind the Scenes ................................................................................................. 21 Positions .............................................................................................................................................................. 21 Stations ............................................................................................................................................................... 21 Licenses ............................................................................................................................................................... 24

SECTION 2 - CREATING AND BALANCING A SCHEDULE ............................................... 27 Automating Department Schedules ............................................................................................................................ 27 Establishing Rotating Schedules .......................................................................................................................... 27 Creating a RoTating Schedule ...................................................................................................................................... 28

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Searching for Employee Records ........................................................................................................................ 28 Opening Multiple Employee Records .................................................................................................................. 29 Rotating Schedule Setup ..................................................................................................................................... 30 General ................................................................................................................................................................ 31 Rotation .............................................................................................................................................................. 31 Setting Up a Rotating Schedule ........................................................................................................................... 32 Quick Guide: Entering an Employee Rotating Schedule ..................................................................................... 33 Expiring a Rotating Schedule ............................................................................................................................... 34 Expiring a Rotating Schedule When an Employee Transfers .............................................................................. 34 Deleting Rotating Schedules ............................................................................................................................... 35 Modifying a Rotating Schedule ........................................................................................................................... 35 Creating Employee and Department Schedules (Untilizing Rotating Schedules) ........................................................ 36 Creating a Schedule for a Department................................................................................................................ 36 Example of Base Schedule from Rotations ......................................................................................................... 37 Responding to Employee Requests ............................................................................................................................. 38 Requests .............................................................................................................................................................. 38 Filter the Requests List ........................................................................................................................................ 40 Balancing the Schedule ................................................................................................................................................ 41 Balancing Grid ..................................................................................................................................................... 41 Adjusting the Schedule ................................................................................................................................................ 43 To Adjust Staffing ................................................................................................................................................ 43 Making Changes Directly on the Schedule Screen .............................................................................................. 44 Employee Scheduling Exceptions ................................................................................................................................ 46 Viewing Exceptions on the Schedule Screen ....................................................................................................... 46 Validating an Employee Schedule ....................................................................................................................... 47 Publish the Schedule ................................................................................................................................................... 48 Retaining Schedule History by Archive ........................................................................................................................ 49 Viewing an Archived Schedule ............................................................................................................................ 50 Archive Schedule Screen Characteristics ............................................................................................................ 50 Self Scheduling ............................................................................................................................................................. 51

DEPARTMENT SCHEDULING SUMMARY ................................................................... 52 Time & Schedule Workflow ......................................................................................................................................... 52 Employee Calendar: Self Scheduling Department .............................................................................................. 53 Reports ........................................................................................................................................................................ 54

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DAILY SCHEDULE MAINTENANCE ............................................................................ 55 Current Staffing Overview ........................................................................................................................................... 56 Current Staffing Overview Screen ....................................................................................................................... 56 The Qualified Staff Area Features ....................................................................................................................... 57 Daily Scheduling Tasks ................................................................................................................................................. 58 Guide to the Current Staffing Overview.............................................................................................................. 59 Staffing Situation (Over- and Understaffing) ...................................................................................................... 60 Compare Screen .......................................................................................................................................................... 66

APPENDIX A: GLOSSARY ........................................................................................ 72 APPENDIX B: BASE ACTIVITY CODE LIST .................................................................. 74 APPENDIX C: OPTIONAL ACTIVITY CODE LIST ........................................................... 75 APPENDIX D: EMPLOYEE USER GUIDE ..................................................................... 77 Scheduling TImelines ................................................................................................................................................... 77 Logging into PC Portal .................................................................................................................................................. 77 Home Screen – New Cards .......................................................................................................................................... 78 Employee Screen – Scheduling Specific Features ........................................................................................................ 79 Unavailability Requests ............................................................................................................................................... 80 To Request Unavailability.................................................................................................................................... 80 To Cancel Unavailability Request ........................................................................................................................ 81 Entering PTO ................................................................................................................................................................ 82 To Add a Calendar Request for a Single Day ....................................................................................................... 82 To Add A Calendar Request for Multiple Days .................................................................................................... 83 Self Scheduling ............................................................................................................................................................. 85 To Self Schedule .................................................................................................................................................. 85 Edit or Delete Pending Self Scheduled Shift ........................................................................................................ 86 Viewing Employee Schedule ........................................................................................................................................ 87 Viewing Schedule via Monthly View ................................................................................................................... 87 Viewing Schedule via the Home Screen .............................................................................................................. 88 Viewing Department Schedule .................................................................................................................................... 88 Printing Employee Schedule ........................................................................................................................................ 89 To Print your Schedule ........................................................................................................................................ 89 Trading/Offering Shifts ................................................................................................................................................ 91

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To Trade a Shift ................................................................................................................................................... 91 To Accept a Trade Request ................................................................................................................................. 93 To Offer a shift .................................................................................................................................................... 94 Request to Work .......................................................................................................................................................... 95 To Request to Work a Vacancy ........................................................................................................................... 95 Tracking Shift Requests................................................................................................................................................ 97

APPENDIX E: EMPLOYEE TASS SCHEDULING ICON DEFINITIONS .................................. 98

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INTRODUCTION TO THE ST. LUKE’S TIME & SCHEDULE SOLUTION (TASS) This guide provides an overview of the St. Luke’s Health System (SLHS) staffing and scheduling solution, TASS Scheduling. The Time & Schedule Solution will create a standard system-wide electronic time, attendance, staffing, and scheduling solution, which will facilitate organizational alignment, accuracy of pay practice, and ultimately provide a greater patient experience through a greater employee experience. This guide will serve as the Management Guide for the Staffing and Scheduling features of the Time & Schedule Solution. The SLHS Time & Schedule Solution is designed to schedule the right people in the right place at the right time. It will help you to better utilize your staff, minimize the costs associated with scheduling, and communicate both current and future scheduling information to employees and management. This guide ensures that The SLHS Time & Schedule Solution is set up for your department and that you understand features, functions, and tasks well enough to manage your department’s schedules. A separate guide dedicated to the Time & Attendance features of the Time & Schedule Solution is available in the User Guides and References section of the Time & Schedule Solution website, www.stlukesonline.org/tass.

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SECTION 1 – SET-UP AND SCHEDULE CONFIGURATION CONFIGURING TASS SCHEDULING

Creating an automated schedule is much more involved than creating a list of employees with the dates and times they will work. In order to create an automated schedule, TASS Scheduling must first be configured for each St. Luke’s department. WHAT IS CONFIGURATION? Configuring Staffing and Scheduling is the process of entering specific values to ensure the creation of a balanced schedule that puts the right people in the right place at the right time. Once configured, it will retain set values until they are changed. WHO DOES THE CONFIGURING? Most of the configuration is completed by one of SLHS’s Applications Analyst with information provided by SLHS’s Functional System Administrator with the assistance of the Scheduling Office and department Schedulers. Both of these user types are the people responsible for maintaining Staffing and Scheduling functionality. FUNCTIONAL SYSTEM ADMINSTRATOR (FSA) The FSA is responsible for maintaining Staffing and Scheduling functionality. FSAs may not be involved with the creation and maintenance of schedules, but they do ensure that the Time & Schedule PC Portal is working properly. Requests for adjustment by the FSA can be submitted through your Scheduling office.

TASS SCHEDULING SUPPORT STRUCTURE

Please follow this path in seeking help to resolve issues with TASS Scheduling. The HELP function within the PC Portal is a great place to start when you have issues with the tool. Contact

Details

1

Department Leadership

2

Scheduling Office

Treasure Valley - [email protected] or - 208-381-4944 Magic Valley – [email protected] or 208-814-1350

4

Help Desk

(208) 381-4357 or myServiceCenter

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ACCESS

Location

Access

At work, on a SLHS network computer

Click the icon labeled Time & Schedule

At work, on a SLHS network computer

http://www.stlukesonline.org/employees/tass

At home, not on SLHS network

http://www.stlukesonline.org/tass

LOGIN INFORMATION

This login screen will appear for all users.

Username

Default Password

SLHS Network ID (example: smithm)

SLHS Network Password

Users will automatically be logged out of the system after 15 minutes of inactivity.

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NAVIGATION

For detailed information on navigating the Time and Attendance function of the Time & Schedule Solution PC Portal, please review the Time and Attendance Supervisor Manual available in the User Guides and References section of the Time & Schedule webpage at www.stlukesonline.org/TASS. THE SCHEDULE SCREEN 1. Log in to the TASS PC Portal. 2. Click the Actions section Click the Scheduling card Click the Schedule screen.

3. Enter the appropriate information in the Open Schedule window. Click the magnifying glass next to the field to display a list of entry options. 

Organization Unit or Schedule Group



Process Level (Facility)



Department



Unit – Leave blank



Schedule Period or Custom Date

4. Click Open Schedule.

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If you always work on a consistent department schedule, you can set defaults for launching the scheduling screen. Click the Preferences section  select Default Organizational Unit  fill in applicable fields  click Save.

The Schedule Screen opens in a separate window from the TASS PC Portal. This allows you to go back and forth between the schedule and employee records without closing one screen to view another. The Schedule screen is used to add, edit, or view employee schedule assignments and/or staffing coverage for a selected date range for a department, a unit or a schedule group. If the schedule screen does not appear after selecting Schedule, it may be accessible from the bottom of the computer screen. Look for a purple calendar icon.

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SCHEDULING SCREEN BASIC LAYOUT

STAFF LIST Lists people available for scheduling.

SCHEDULE This area of the screen is used to display the scheduled days and shifts as well as other activities such as on call, vacation, and education events.

DEPARTMENT PROFILES Identify the jobs that are worked in that department.

BALANCING GRID An area that indicates whether you are overstaffed, understaffed, or on target.

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SCHEDULE COMPONENTS The first time you open a schedule it will be blank unless it has been populated with pre-approved vacations/calendar entries. In order to populate the schedule, you will perform an action referred to as “Create Schedule.” Before you use the Schedule screen it will be helpful to become familiar with some of the schedule components used to create/manage a schedule.

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ACTIVITY CODES Activity codes identify the timeframes used to schedule staff. These codes identify both productive time and non-productive time such as on call. Activity codes are often called shift codes. Example: In the Time & Schedule PC Portal a 0700-8 activity code represents a shift that begins at 7:00 A.M. and is eight hours in length.  Each department will work with the FSA and Scheduling office to define a department specific set of Activity Codes, those will be t he only Activity Codes seen while working with that specific department.  Activity codes can be associated with either productive (worked) time or non productive time (such as on call, attending educational events, etc.).  Each different combination of a start time/length of shift needs an activity code.  The naming of an activity code is to use the start time and length of shift (for example: 0700-8; 0800-10; 1900-12). The maximum length of an activity code is eight characters.  New Activity Codes are created by request through the Scheduling Office.  See Appendix for List of SLHS Activity Codes.

PROFILES Profiles in The Time & Schedule PC Portal are the specific jobs within a department. They are used in establishing department staffing needs. Each department must have its own set of profiles. Two departments may need the same profiles, such as RN, Techs, Clerks, etc.; but each must have its own profiles for scheduling. The recommended naming includes a department identifier (that is, RN -ICU, RN-ER, and RN3S). Many people can qualify to work the same profile. For example, if your unit has both LPN and CNA profiles, any LPN would be able to work a CNA shift. This flexibility is useful when you are short-staffed. New Profiles are created by request through the Scheduling office.

COVERAGE PERIOD Timeframes used to define when people work. St. Luke’s Magic Valley will be using a D/E/E/N coverage period.  Day (07:00-15:00)  Eve 1 (15:00 – 19:00)  Eve 2 (19:00 – 23:00)  Night (23:00-07:00) St. Luke’s Treasure Valley will use D/D/E/E/N.  Day 1 (07:00-11:00)  Day 2 (11:00-15:00)  Eve 1 (15:00 – 19:00)  Eve 2 (19:00 – 23:00)  Night (23:00 – 07:00). Coverage Periods can be adjusted by department to meet specific needs.

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SCHEDULE SCREEN DETAILS

6a

The Schedule Screen is organized into the following areas:

#

Item

Description

1

Title Bar

Shows the code of the open department or schedule group and the solution description.

2

Menu Bar

Shows menus with various functions available and icons for saving and refreshing the schedule. Click on the menu option to open the listing of functions.

3

Scheduling Period Navigator

Shows the date range of the scheduling period shown on the screen. Click on the left arrow to scroll to the previous scheduling period or click on the right arrow to scroll to the next scheduling period.

4

Message Box

Shows informational messages, such as notifying the user that changes were added to the master schedule for open schedule screen. Example: Two Users are in the Schedule at the same time.

5

Filter

Filters the information displayed in the screen limiting the number of records showing. For example, a filter can be applied to display only the RN's scheduled on the evening shift.

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6/6a

Employee Information

Shows the names of the employees in the open schedule. Additional information for each employee (such as phone numbers, approved hours, overtime hours, etc.) can also be displayed in this section. As a user you are able to select the options displayed from a right-click menu. The same or different employee information can be selected to display as a tool tip when hovering the cursor over the employee name.

7

Schedule Grid

Shows the schedule assignments for each employee, for each day of the open schedule. Hold the cursor over the cell to display a tool tip with details about the profile, start/end times of the activity and organization unit.

8

Scroll Bars

Moves the information within the panes so the user can view cells that are not currently visible. The horizontal scroll bars move the panes to the right or left. The vertical scroll bars move the panes up or down.

9

Balancing

Shows the staffing needs and coverage for each profile/coverage period combination for each day. This view can be modified to show coverage only, needs only, or coverage/needs. Click on a cell and the employee schedules that are providing coverage for that profile/date are highlighted in the schedule grid.

10

Requests

Opens a screen to view the pending requests for this organization unit. Authorized users can handle (approve, deny, delete) requests from this screen. Click on a request record and the related employee schedules are highlighted in the schedule grid.

11

Activity Balancing Grid

To accommodate the Core Staffing by Activity Code feature, the Activity Balancing Grid tab is available to allow you to view the activity code needs.

12

Information Bar

Shows information regarding the status of the screen and/or functions (such as validating changes, synchronizing the schedule, etc.).

13

Zoom Control

Increases or decreases the magnification of the schedule screen. Click on the slider in the middle and move it to the left to decrease the zoom or to the right to increase the zoom.

14

Employee Schedule Exceptions

The Employee Schedule Exceptions tab displays all the employees who have exceptions.

Throughout the TASS PC Portal, there are mouse over or hover features. Holding the cursor over any area will produce a pop up label for the area.

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SCHEDULE GRID FUNCTIONALITY

SCHEDULE GRID IMAGES The Schedule Grid combines various codes, icons, colors, and shading to visually distinguish schedule information. Examples: 

Pending schedules display with muted (almost transparent) colors.



Published schedules display with bold colors



Projected and actual overtime displays with a red background

Information displayed on the grid includes: Shifts (Activity Codes) that people are working. 

These appear as activity codes formatted to indicate start time and length of shift; for example 2300-8



Day, evening, and night shifts each display in a different color

Schedule Requests (Calendar items) 

A calendar is a scheduled activity where the employee is NOT clocked in and working. Some examples of calendar entries are PTO, On Call, Sick Time, Jury Duty, etc.

Employees submit scheduling requests called calendars to communicate pending schedule change information to their supervisor. Authorized users will approve, deny, or cancel the request depending on the scheduling need of the department. 1. Each request icon has yellow star to indicate it is a request. 2. Each request type has its own icon.

Examples of pending request icons: Unavailability: Indicates days and times an employee is unable to work.

Calendar Request: Indicates days an employee would like PTO, On Call, Jury Duty, etc.

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After requests are approved, they appear on the schedule as transactions to indicate time off/nonproductive time. Examples of Approved requests: Unavailability:

PTO:

SCHEDULING GRID LEGEND This legend is always available via Help.

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EMPLOYEE INFORMATION AREA

The Employee Information area displays information specific to each employee listed on the schedule grid. In addition to employee names you will be able to view other employee information from this area such as their phone numbers, job class descriptions, the employee class (full time, part-time, etc.), and other helpful items. This area is particularly handy when you are calling employees on or off. You can adapt the type of information that is displayed as well as the order it appears on the screen to make it easier for you to work.

EMPLOYEE INFORMATION AREA FUNCTIONALITY Hover anywhere on a row to display a pop-up window with additional employee information. Clicking on any column heading will sort employee information into that order. Examples:  Click the Job Class label in the column header to view available CNAs in ascending or descending order. 

Click Last Name to organize by last names within that group.



Click and drag column headings to rearrange the order in which columns are displayed.



Resize columns by moving the mouse pointer in the header row until a double headed arrow appears. Then click and drag.



Link to an employee in the portal.



Insert blank rows between employees.

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EMPLOYEE INFORMATION SHORT CUT MENU Right-click in the Employee Information area to display the short cut menu.

This function will arrange employee Information into groups. Groups are separated by headings. Available groups include the following:  None (ungrouped) 

Job Class



Shift



Class



Home Distribution



Status

It is possible to change the order in which employees are displayed within a group by dragging and dropping the employee name to the desired location. This order will remain until it is changed again even if the schedule window is closed.

CONFIGURING THE EMPLOYEE INFORMATION AREA AND POP-UP WINDOW The Employee Information Area can be customized to display the specific information needed. 1. Right-click anywhere in the employee

information area. Left click Show/Hide Details on the short cut menu. Check the desired items for both the Display in List and Display in Pop Up columns. Click Close.

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CONNECTING INFORMATION At times it is important to connect different types of information together. For example, connecting home addresses to zip codes helps to ensure that the mail is delivered correctly. In TASS Scheduling we create data connections by assigning one type of information to another. These assignments ensure schedules are properly created. Please check your department’s employee list to confirm that the correct licenses are connected to each employee prior to attempting to create a schedule. ASSIGNING LICENSES TO POSITIONS Earlier in the implementation, the FSA(s) connected your department’s license and certification information to positions. A position identifies where people work and the job they do. This limits scheduling to only people who have valid credentials for those positions.

LABOR DISTRIBUTION For Staffing and Scheduling the labor distribution provides three employee labor divisions.  Job Class – the job category an employee works such as RN, HUC, and Administrative Assistant.  Positions – identify where an employee works and what they do.  Profiles - the employees’ specific jobs in their departments.

STATION Stations associate additional expertise or qualifications to a Profile. Example: The Emergency Room may need RNs who have experience in working as a charge nurse, trauma, pediatrics, cardiac care, etc. Stations identify these different job skills.

LICENSES Licenses are used in the scheduling system to show what departments including the employee’s home department, they are oriented to work in or float to. Please check your department’s employee list to confirm that the correct licenses are connected to each employee prior to attempting to create a schedule.

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SCHEDULE COMPONENTS THAT WORK BEHIND THE SCENES

POSITIONS A position is an alphanumeric value that identifies where someone works in an organization and what they do.  Positions are used in determining the schedules an employee is authorized to work. It is the position that puts someone on the Schedule screen. 

These positions come from the Human Resources (myBC) database and are never changed in The Time & Schedule PC Portal.



The alphanumeric value most commonly represents a combination of the facility, department, and job class.

STATIONS Stations associate additional employee expertise not identified by the profile. For example, a Medical/Surgical unit may need RNs who have verified experience in such things as diabetes and wound care. Stations identify these different job abilities. Only the employees who meet station requirements become automatically scheduled to work in job roles requiring the designated station. Stations are: 

Different from licenses/certifications because they do not have expiration dates.



Assigned to a profile to indicate an additional required expertise.

 To view Stations associated with a department or facility 1. Click the Configuration section  Click the Labor Distributions  Click the Profile

screen.

Search for the desired profile (in this example, a department was selected as a search criteria). Open the desired profile by clicking the folder to the left of the profile.

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Click Stations.

A list of stations associated with that profile will appear. Examples: CCRN-MV – Critical Care Resource –Magic Valley, RESRN-TV – Resource Nurse – Treasure Valley New Stations are created by request through the Scheduling Office.

 To Assign a Station to an Employee Profile Log in to the TASS PC Portal and go to the Employee Section  Search. Enter the Employee’s name or Employee number (use the Code field for employee number). Select Search. Choose the employee from the results list by clicking on the yellow folder to the left of the employee name. Select Labor Distributions from the Employee Favorites area in the left navigation bar. Click on the yellow folder to the left of the positon to which you would like to add a station.

Select Stations from the Labor Distribution Sections area.

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Under the Actions area select the ADD button.

A search window will appear to the right. Leave the Code and Description fields empty and click the Search button.

The search will produce all the Stations currently available for your department (minus any already assigned to the employee).

Check the white box to the left of the station you’d like to add to the employee’s profile. Click on Assign Common Data button under the Labor Distribution Station area.

Simply click Save. Do not fill in the Skill Code area. The station will now be a part of the employee’s profile. 23 Back to Table of Contents Time & Schedule Solution – Schedule Management Guide – 3/07/2016

LICENSES In TASS Scheduling, Licenses are used to track the departments to which employees are oriented to float.

 To Assign Licenses to Employee Profiles Log in to the TASS PC Portal and go to the Employee Screen  Search. Enter the Employee’s name or Employee number (use the Code field for employee number). Select Search. Choose the employee from the results list by clicking on the yellow folder to the left of the employee name. Next, select Licenses from the Employee Section field on the left of the screen.

After pressing Licenses, a new field, Actions, will appear. Select Add.

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This will open up a data entry field that will allow you to add department specific orientation data for the employee. Complete the following fields:            

License Code: From list on right, select license for department that employee is oriented to float. Number: Leave blank State/Province: Leave blank Country: Leave blank Effective Date: Date orientation completed Expiration date: Leave blank Verified: YES (Drop Down Menu) Verified by: Enter Your Name Verification Method: System (Drop Down Menu) Copy Obtained: No Verification Comments: Leave blank Save when complete.

The new license data will be listed for the employee.

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To Expire an Employee License

To expire an employee license, follow steps 1. – 6. above. Then, open the record of the license you’d like to expire by using the red arrow to the right of the license title.

Enter the desired date in the Expiration Date field and select Save.

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SECTION 2 - CREATING AND BALANCING A SCHEDULE AUTOMATING DEPARTMENT SCHEDULES

ESTABLISHING ROTATING SCHEDULES The first task that schedulers must consider during this initial schedule set up is whether to establish rotating schedules or not. Rotating schedules are recurring days and shifts that an employee works that evolve into predictable work patterns. Rotating schedules are necessary to automatically place the staff on the schedule and can greatly reduce the time necessary for creating and balancing a department’s schedule. Using rotating schedules are optional. Some departments choose to use rotating schedules to fill only weekend and holiday shifts while allowing flexible scheduling on the weekdays. This is a great way to allow staff to self-schedule while ensuring that weekend and holiday shifts are distributed equitably. Schedulers can make changes to rotating schedules when they occur. The following is an example of a rotating schedule. Robert Carpenter, an RN, always works the evening shift on Mondays, Wednesdays, Thursdays, and every other weekend. The following table is an example of how Robert’s rotating schedule would look. Sunday

1500-4

Monday

Tuesday

Wednesday

Thursday

1500 – 12

1500-12

1500-12

1500-12

1500-12

1500-12

Friday

Saturday 1500-4

TASS Scheduling will use this pattern to place Robert on the department schedule with that exact work pattern every time a schedule is created. Although the pattern is set up for two weeks, it will be repeated for the entire schedule period (four, eight, or twelve weeks).

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CREATING A ROTATING SCHEDULE

Rotating schedules are built by setting up a specific rotation for each employee (with a rotating schedule) within each department. This data is input within the Time & Schedule screens rather than the within Scheduling Grid. SEARCHING FOR EMPLOYEE RECORDS Begin by searching for the employees who will form the base of the schedule. 1. In the TASS PC Portal, select the Employee screen  Search.



Leave the search fields blank and click the Search button.



Type search criteria in a field and click the Search button.



Use the Advanced search option, located on the left side in the Actions section, to access additional fields that are used to narrow results displayed on screen.

Search results appear in the lower portion of the window. In the following image, the Search criteria was left blank, returning a result which includes all employees.

Select the desired folder

to open the employee information.

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OPENING MULTIPLE EMPLOYEE RECORDS 1. Select the checkbox to the left of the employee names to open.

Click on the folder of one employee to open that time card, all of the other employees selected will be available to view. Select the left or right facing arrows that appear in the Employee Navigator area in the upper portion of the left pane of the Time card Screen to display the next employee’s time card.

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ROTATING SCHEDULE SETUP To access the Rotating Schedule screens, select specific employee. Then, Employee Sections  Rotating Schedules. 1.

Next, click the folder next to the appropriate date (to edit an established rotating schedule) OR select Add (to establish a new rotating schedule).

Two screens are used to set up a rotating schedule: General – defines the rotation, the date the rotation starts, how long it will last, etc. Rotation – defines the schedule details, the job, day and times staff will work.

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GENERAL Begin setting up a rotating schedule on the General screen. The following list defines the type of information in each field. 

Effective Date: typically the same as the start of a scheduling period or pay period date.



Expiration Date: normally left blank.



Number of Weeks: weeks within the rotation, may be any length up to 52 weeks. This number is determined by the employees recurring work pattern. If they have the same schedule each week, then the number of weeks is one. If their pattern lasts two weeks, then the number of weeks is two.



Begin Week Number (required field): normally set to 1 to indicate that the rotation should begin on the same day as the effective date. This field can be used to begin the rotation in a different week of the schedule.

Click Save when key data has been entered. ROTATION Click Rotation to display a calendar that is used to select the days an employee will be scheduled.

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SETTING UP A ROTATING SCHEDULE There are three steps in setting up a rotation: 1. Selecting the days to be scheduled. There are two Selection Methods: 

Selecting a single day, click in the dark bar on the top of the day.



Selecting multiple days: o

To select random days: depress the Control (CTRL) key while clicking the days.

o

To select contiguous days (days next to each other): depress the SHIFT key while clicking both the first and last day.

Use the Add Activity screen to configure employee-scheduling criteria. Click in each of the following fields to display a list of data in the right pane. 

Position Code – Indicates the facility, department, and job class the employee will work.



Profile Code – The specific job the employee will be doing in the department.



Activity Code (shift code) – start time and shift length staff will be working.



Example: 0000 – 12: Employee working a 12-hour shift beginning at midnight.



Unit (optional): Leave blank.

Click Save. The rotation calendar will now display a “Locked Schedule” icon on the scheduled days.

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QUICK GUIDE: ENTERING AN EMPLOYEE ROTATING SCHEDULE To summarize the Rotating schedule process, follow this Quick Guide. 1. Click the Employee section. 2. Search for the desired employee. 3. In the left pane, Employee Sections, click Rotating Schedules and then click Add. 4. Enter the appropriate data in on the General screen and click Save. 5. Click Rotation (left pane > Employee Rotating Schedule section). 6. Select the days to be scheduled on the calendar and then click Add Activity. 7. Enter the appropriate Position, Profile, and Activity Codes. 8. Click Save.

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EXPIRING A ROTATING SCHEDULE For employee schedule changes, such as when an employee increases or decreases their normal hours, always expire the old rotation and create a new one, unless the change is minor and can be adjusted through a minor edit. It is beneficial to have a historical reference of an employee’s previous rotation. Example: If a trial rotation is requested and found to not be as expected, it will be easy to return to the previous rotation. It is simply a matter of un-expiring the old rotation and expiring the new one.

 To Expire a Rotating Schedule Click the Employee section Search for desired employee. In the left pane, Employee Sections, click Rotating Schedules. Click the folder to open the rotation screen. Enter a date in the Expiration Date field. Click Save.

It is recommended that you expire rather than delete rotating schedules to keep historical data.

EXPIRING A ROTATING SCHEDULE WHEN AN EMPLOYEE TRANSFERS When an employee transfers to another department, you will need to enter an expiration date for their current rotating schedule. You can help the new department by editing and changing the schedule –no expiration needed. Department transfer only works to unit that uses rotating schedules. Remember to clear any existing schedules that occur after the transfer date!

Scenario Kirk McDonald, an RN, is transferring to another department. 1. Originating Scheduler: Before Kirk’s transfer date the rotating schedule in the current department any existing shifts that occur after the transfer date must be cl eared. Collaborate with the new department to transfer/edit the rotation schedule. 2. Receiving Scheduler: The edited rotating schedule must be set up after the transfer date occurs. The exceptions to this are when a receiving scheduler has data access to th e sending department, to Nancy Nurse’s data, or when Nancy has an alternate labor distribution for the receiving dept. 34 Back to Table of Contents Time & Schedule Solution – Schedule Management Guide – 3/07/2016

DELETING ROTATING SCHEDULES There may be times it is necessary to delete a rotating schedule. For example, a rotation may have been entered for the wrong employee. Rotating schedules should be expired rather than deleted. That way you have a history of an employee’s past rotations. Note that expiring is preferred for record keeping.

 To Delete a Rotating Schedule 1. Click Employee section. 2. Search for desired employee. 3. In the left pane, Employee Sections, click Rotating Schedules. 4. Check the schedule to be deleted. 5. Click Delete Selected.

MODIFYING A ROTATING SCHEDULE For various reasons you may need to modify an employee’s rotating schedule. For example, a rotation may have been entered incorrectly. If an employee’s position changed within your department, the employee’s rotating schedule will need to be modified.

 TO MODIFY A ROTATING SCHEDULE 1. Click the Employee section. 2.

Search for desired employee.

3. In the left pane, Employee Sections, click Rotating Schedules. 4. Click the folder to open the rotation screen. 5. On the left menu, click Rotation. 6. Click the day to be modified and modify appropriately. 7. Repeat steps for each day being modified. 35 Back to Table of Contents Time & Schedule Solution – Schedule Management Guide – 3/07/2016

CREATING EMPLOYEE AND DEPARTMENT SCHEDULES (UNTILIZING ROTATING SCHEDULES)

Once a rotating schedule has been created for each applicable employee, it is time to apply these rotating schedules to the staff schedule screen through an action called Create Schedule. If your department does not use Rotating Schedules, you will not use the Create Schedule function.

T HE C REATE E MPLOYEE SCHEDULE F UNCTION A wizard used to run the scheduling process for a single employee.

T HE C REATE SCHEDULE F UNCTION A wizard used to run the scheduling process for the open organization unit or schedule group. The process begins with opening the wizard where you will define schedule criteria. CREATING A SCHEDULE FOR A DEPARTMENT To fill in a schedule with all rotating schedules for employees in your department, complete the following steps with TASS Scheduling open. 1. Launch department schedule from the Home screen Schedule  Create Schedule. This action will take all current Rotating Schedules and populate the Staff Scheduling Screen with this data set as pending.

Confirm the Start and End Dates. Select Finish.

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EXAMPLE OF BASE SCHEDULE FROM ROTATIONS The following image is an example of an RN schedule created from Rotating Schedules.

1. Rotating Schedules for Alice Davis and Jose Garcia populated the schedule using the

Create Schedule function. The Activity Codes for these scheduling are faded until the schedule is published. That indicates a pending schedule. The Coverage Needs for RNs are noted. Each day, one additional RN is needed and two Charge RNs. Joan Edwards has Unavailability Requests on Wednesday and Thursday. Her leadership team will need to approve or deny those requests using the Requests tab (next to Balancing Grid tab), then begin completing the schedule. Each department will want to respond to all employee requests before beginning to work on balancing the schedule.

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RESPONDING TO EMPLOYE E REQUESTS

Employees submit information that affects the schedule via requests. These requests can be for PTO, unavailability, working extra shifts, trading shifts with co-workers, or asking someone else to cover their shift. As a supervisor/scheduler you will need to respond to these requests on a daily basis. REQUESTS

 To View Requests from TASS PC Portal Log in to the Time & Schedule Solution PC Portal. Go to Actions  Approval Transaction Requests or Trade Requests or Unavailability Requests or Requests to Work. You will want to review each type of request before creating the schedule.

Add the appropriate details in the search screen. 



Required Search Fields: o

Status: Approved, Denied, Canceled, Requested, Pending Review, OR Needs Review

o

Date Range Begin: Choose a start date for the search

Optional Search Fields: o

Classification: Calendar, Clocking, OR leave blank to view both Calendar and Clocking entries

o

Date Range End: Choose an end day or leave blank.

Choose the Request you’d like to review. Click the folder icon to open.

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With each request open, you can Approve, Deny, or Set Pending Review.

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 To View Requests from the TASS Scheduling screen The Requests tab opens a screen that displays pending employee requests. Authorized users will handle (approve, deny, or cancel) requests from this screen. 1. Select the Request Type from the Request menu, choose the type of request desired,

each type of request must be selected individually. The fields that display on the requests screen are determined by the request type selected.

When you check (select) a request, the Schedule Grid will automatically scroll to display and highlight the correlating schedule item you are reviewing. Double-click the item in either the Request Grid or the Schedule Grid to open the detail window. Items can be approved, denied, or deleted from the detail window. When the item is approved, it will disappear from the Request Grid and the request will be changed to the approved item in the Schedule Grid. FILTER THE REQUESTS LIST On the right side of the screen, enter criteria in the Enter Filter Term field. The filter is automatically applied. The filter is alphanumeric so you are able to use dates, names, etc.

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BALANCING THE SCHEDU LE

After creating a schedule it is necessary to confirm that the right mix of staff is scheduled for each shift. The Balancing Grid feature of the SLHS Time & Schedule Solution is a tool used to complete this task. BALANCING GRID The Balancing Grid provides an “at a glance look” of the schedule status by indicating if you are overstaffed, understaffed, or correctly staffed. You are able to determine the scheduling status from three different perspectives; coverage period, profile, or organization unit. The information provided on the Balancing Grid helps the scheduler determine if the right number and type of staff are scheduled to meet the needs of the department. With this information you are able to add, move, or delete staff to ensure that each shift is staffed as required. Let’s take a look at how this information is organized.

The left pane of the balancing grid in the above graphic shows the coverage period (day, night, evening) and correlating profiles (RN, CNA, HUC) to be scheduled in a department. The right pane shows the number that each profile (job) is either overstaffed or understaffed on each day of the schedule. These schedule needs are usually based on budgeted staffing needs, but can be adjusted for census and acuity changes. The balancing grid uses both numbers and colors to display scheduling variance information. 

Dimmed zeros indicate the scheduling is staffed appropriately.



Negative red numbers indicate how far understaffed.



Positive blue numbers indicate how far overstaffed.

BALANCING G RID F UNCTIONALITY Click and drag headers to rearrange item order. Mouse over a balancing grid cell to view details.  Coverage  Needs  Variance

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BALANCING G RID RIGHT C LICK MENU A right click menu can be displayed for the balancing grid. With the cursor in any of the tabs of the balancing grid, right mouse click. At St. Luke’s we’ll be using Add Schedule Note and View Schedule Notes. Item

Description

Add Schedule Note

Opens a screen to add a new schedule note to a date and coverage period in the open schedule. Opens a screen to view the schedule notes attached to dates in the open schedule.

View Schedule Notes

A CTIVITY B ALANCING G RID The fourth tab from the left is called Activity Balancing Grid. This function allows you to view the activity code needs.

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ADJUSTING THE SCHEDULE

The balancing grid indicates whether or not a coverage period is staffed appropriately. Use that data as a guide to adjust coverage as necessary. TO ADJUST STAFFING 1. Click a needs value cell to highlight correlating schedule items that count toward the

coverage. 2. Once you have identified the correlating cells you may add, delete, edit, or move

activities (shifts) as necessary to achieve balance. 3. Double-clicking on a coverage cell (0.13 below) will pop up a box detailing who is

providing that coverage.

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MAKING CHANGES DIRECTLY ON THE SCHEDULE SCREEN The Schedule screen is designed to be easily and quickly changed. There are multiple tools available to make changes.

RIGHT -C LICK MENU Right-clicking on a Schedule screen cell will display a menu used to change the schedule. Left-click on a menu item to activate the related functionality.

C OPYING D ATA Use the right-click menu to copy information from one or more cells to another. It is possible to copy whole schedules if desired.

 To Copy and Paste Data 1. 2. 3. 4.

Highlight cell(s) to be copied. Right-click and select Copy. Highlight destination cell(s). Right-click and select Paste.

Information already in a cell will be replaced with the newly pasted information. Be aware that ALL the copied information will be pasted including the employee’s profile. Example: If you copy 0700-8 from an LPN to an RN, that RN will now be scheduled in the LPN profile.

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SWAPPING A CTIVITY C ODES FROM O NE C ELL TO A NOTHER You may swap items between cells. This function is similar to trading a shift from one day to another and even from one person to another.

 To Swap Activity Codes 1. 2. 3. 4.

Select the first code. Right-click and select Swap From. Select the second code. Right-click and select Swap To.

A DDING A SECOND A CTIVITY C ODE TO A C ELL There will be times when you will need to add an additional activity code to a cell that already contains a code. Example: An RN scheduled to work the second shift has called in sick. One of the first shift RNs has agreed to stay late and work an additional four-hour shift. To reflect this change on the schedule you will add a four-hour second shift to the same cell.

 To Add an Additional Activity Code in a Cell 1. Click in the cell to which you are adding the new code. It is important to click in the cell and not on the Activity Code. If you click on the Activity Code, the “Add New Code” function will be unavailable. 2. Right-click and select Add New Code. 3. Type the desired code into cell.

A DDING A S CHEDULE N OTE Schedule notes inform schedulers and managers of situational items that affect the schedule for the specified day. They typically provide details such as low or high census to e stablish insight into staffing decisions for that day or coverage period.

 To Add a Schedule Note 1. Right-click the appropriate date header on the Balancing Grid. 2. Select Add Schedule Note. 3. Select the Date. 4. Select the Coverage Period. 5. Select a Predefined Note Code. 6. The Predefined Note Code will automatically populate the Subject field and body of this note. 7. Click Save.

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EMPLOYEE SCHEDULING EXCEPTIONS

The Employee Schedule Exceptions tab enables you to view schedule exceptions. Schedule exceptions are violations of minimum scheduling rules and are determined by the Schedule Period Validation selection style. VIEWING EXCEPTIONS ON THE SCHEDULE SCREEN On the schedule screen, violations appear as an

icon in the Exceptions column.

 To View All Violations (Exceptions) Click the Employee Schedule Exceptions tab. The total number of exceptions appears in parentheses. A list appears with the details of the exceptions, such as employee information and the type of violation. The following image informs you that these employees are violating the Minimum Shift Equity rule by not having the required number of day, evening, and night schedules.

 To View an Employee's Violations (Exceptions) Click

in the appropriate employee's row.

The employee's violations appear on the Employee Schedule Exceptions tab. The employee's name appears in the filter field. View all employee exceptions by clicking X in the filter field.

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 To Highlight Affected Period To view the period that the violation affects, click a box on the Employee Schedule Exceptions tab. The affected period, such as a week or entire the schedule period, appears in yellow in the schedule grid.

VALIDATING AN EMPLOYEE SCHEDULE After making changes, such as adding, editing, and deleting schedules, the employee validation process determines if any minimum staffing rules are violated. However, instead of waiting for the next instance of the process to run, you can force the validation to occur immediately. Right click on the row for the employee you are validating and click Validate Employee Schedule. If a violation occurs, the Exceptions column and the Employee Schedule Exceptions tab are updated.

In this example, Robert was short on evening shifts.

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PUBLISH THE SCHEDULE

Publish the schedule when you are ready for staff to view it. The recommendation is to publish the schedule fourteen days prior to the beginning of the schedule period. From the open Staff Scheduler screen click Schedule. Click Publish Schedule. Choose either All Schedules or Visible Schedules. Choose Current Distribution or All Distributions (includes alternate shifts). Current Distribution(s): Publishes only the activities in the currently open department(s). Activities in alternate departments are left pending. All Distributions: Publishes activities for employees in the currently open department(s) and activities for employees on the schedule from alternate department(s). Enter appropriate dates and click Publish.

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RETAINING SCHEDULE H ISTORY BY ARCHIVE

It is important to retain a history of the schedules used by your organization for legal purposes and to answer questions that may arise. An archive is a historic record of a published schedule. You can equate the archive to a snapshot of the schedule at that specific point in time. Archived copies cannot be edited; they are available for historical analysis.

 To Archive a Schedule 1. Click Schedule (on the menu bar of the Schedule window).

Click Archive Schedule. Enter a description. Multiple schedules may be archived for the same schedule period. Use a standard department description that includes the following terminology for the appropria te type of archive: 

Planned: This archive is saved prior to the beginning of the schedule period. It is the suggested schedule.



Worked: This archive is the schedule that is saved when the schedule period begins.



Actual or Final: This archive is saved after the schedule period is over. It indicates the days and times that employees actually worked.

Click Save to finish the archive process.

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VIEWING AN ARCHIVED SCHEDULE Archived schedules are used to verify questions about past schedules. An archived schedule is for viewing and cannot be changed.

 To Open an Archived Schedule 1. Click Schedule.

Click Open. Click the Open Archive Tab (a). To look for a specific archive, enter appropriate search criteria. Select the desired item from the list that appears in lower half of window. Click Open Schedule (b).

ARCHIVE SCHEDULE SCREEN CHARACTERISTICS The following are Archive Schedule screen characteristics: 

This screen looks similar to current Schedule screen.



The header states “Archive” and the date.



There are limited menu items available on menu bar.



This screen is read-only and cannot be edited.

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SELF SCHEDULING

Once the Schedule has been published, if your department chooses, it can be opened for employee Self Scheduling. There are four features included with Self Scheduling Self-Schedule - A feature that allows employees to set up all or a portion of their sche dule Shift Trading - Employees are able to trade shifts with other qualified employees Shift Offering - The ability for an employee to post shifts that she does not wish to work Request to Work - Enables employees to search for a list of available shifts they are eligible to work Appendix D in this guide provides an employee guide to accessing these features.

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DEPARTMENT SCHEDULING SUMMARY Now that you are familiar with how to create and balance a department schedule, we will explore how to intertwine scheduling tasks into your scheduling workflow. The following table shows the standard tasks and timelines involved in creating a department schedule. TIME & SCHEDULE WORK FLOW

Task

Timeframe

1

Review unavailability and calendar requests; deny and approve as appropriate

At least 6 weeks prior to beginning of schedule period

2

Populate rotating schedules by running the core schedule pass. Staff Scheduling Screen  Schedule  Create Schedule Verify rotating schedules populated as expected

3

Publish entire department schedule (locks the core schedules so employees cannot change during selfscheduling) Schedule  Publish Schedule

4

Self-Scheduling opens for staff (automatically)

35 days prior to beginning of schedule period

5

Self-Scheduling closes for staff (automatically)

6

Archive the schedule (optional)

21 days prior to beginning of schedule period

Schedule  Archive  ”SELF-SCHED 6/08/14” 7

Add, move, or adjust schedules as needed to even out staffing levels to finalize schedule

21 to 14 days prior to beginning of schedule period

8

Continue review of unavailability and calendar requests; deny and approve as appropriate

Ongoing

9

Publish the Schedule

2 weeks prior to beginning of schedule period

Schedule  Publish Schedule 10 Archive the Schedule Schedule  Archive  “POSTED 6/29/14” 11 Employees can begin trading and requesting to work 12 Approve/deny submitted employee trade and requests to work

Daily beginning 2 weeks prior to beginning of schedule period

13 Update other schedule changes as necessary per department and/or organization staffing policies

Daily when schedule begins 52

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14 Float staff to areas of need as necessary per department and/or organization staffing policies using CSO tool 15 Archive the Schedule Schedule  Archive  ”WORKED 6/29/14”

Daily when schedule begins

The week after the schedule periods ends (or when payroll closes)

Changes cannot be made to schedule once Payroll closes.

EMPLOYEE CALENDAR: SELF SCHEDULING DEPARTMENT Example: 8-week Schedule starting 6/29/2014 Schedule Period Start

Due Date

Task

6/29/2014

5/18/14

Unavailability and PTO calendar requests are due

5/25/14

Self-Scheduling Opens for Staff

6/08/14

Self-Scheduling Closes for Staff

6/15/14

Schedule Published for 6/29/14-8/23/14

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REPORTS

There are many reports available within the PC Portal. Below are the top seven reports Supervisors or Schedulers may need. Each report can be saved as a PDF file and printed as needed. 2 or 4 Week Schedule – Displays a schedule view with scheduled Activity Codes and Profiles for each employee 2or 4 Variance – Displays the information from the Balancing Grid (coverage, need, variance, etc.) Attendance Tracking – Displays any differences between employee’s scheduled time and clockings Daily Rosters (Unit, Shift, List, etc.) - Used to print per shift for the person in charge to document patient, room, bed assignments Daily Volume – Displays historical census/visit information Employee Clockings and Schedule – Displays time scheduled compared to times clocked in/out Employee Licenses – Lists employees with one or more licenses assigned to them to show units they are oriented to float to Employee Yearly Calendar - Displays an overview of an employee’s schedule history Self Schedule Group – Shows the open and end dates and times of the access periods for each Self Scheduling group for scheduling periods that overlap the entered date range SLHS Employee Activity History – Displays compilation of common activity codes and total hours by employee SLHS Employee Position and Stations Report – Lists employee’s Positions and Stations (if applicable) Unscheduled Absence – Displays occurrences of unscheduled absences for employees

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DAILY SCHEDULE MAINTENANCE At this point you have become familiar with creating, balancing, publishing and archiving a department schedule. All of these processes occur weeks before the schedule is actually followed. They are the first steps in managing a schedule. Another very important aspect of using TASS Scheduling is to update the current schedule each day as it changes. Daily Schedule Maintenance is the term used to describe how to respond to everyday scheduling events that change a department’s final published schedule. The final published schedule is the one used by the staff to know when to work, see who is on vacation, who is out of the department for education purposes, or who is simply unavailable. Let’s look at how respond to and record daily schedule changes. Daily Schedule Maintenance enables schedulers to maintain accurate and timely scheduling information, which in turn contributes to informed responses to scheduling issues and requests. By entering schedule changes on a daily basis you will be able to identify who is available and has the necessary skills to fill schedule gaps, avoid overtime situations, and ensure necessary decision information is current. Daily maintenance provides your organization’s management with current scheduling information at all times and is instrumental in creating timely, accurate reports. An additional benefit of maintaining schedule changes on a daily basis is that the time spent at the “end of a pay period” to ensure information is correct greatly decreases. It is vital to enter schedule changes daily to give an accurate account of your department’s needs and fiscal operations. No edits to schedule can be make after the pay period close!

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CURRENT STAFFING OVE RVIEW

The Current Staffing Overview (CSO) displays staffing details for single units or a schedule group. The screen provides a simple way to view the current staffing situation and to contact qualified staff to fill open shifts. It shows information for a single day. This allows for easy daily maintenance and communication to staff when a shift is available to work. CURRENT STAFFING OVERVIEW SCREEN

#

Item

1 2

Navigation Tabs Schedule Notes

3

4 5 6

7

8

Description

Use these tabs to switch between the CSO screen and ActiveRoster. Add Schedule Notes to a schedule to give information about the staffing situation for that coverage period. For example, information may be about census, weather, holidays or other events causing staffing variations. Staffing Summary For each coverage period, a Staffing Summary appears. The information includes the organization unit, nurse-to-patient ratio, census, staffing variance by profile groups, and the number of employees providing indirect coverage. Staffing Detail The Staffing Details area provides coverage information broken down by profiles with their respective needs and variance. Coverage Periods The coverage periods for the next 24 hours are available for viewing. Roster & The Roster tab displays employee lists from the previous, current, and Qualified Staff next coverage periods, based on the selected coverage set. The Qualified Tabs Staff tab displays employees preselected as qualified to work an unfilled shift. Compare The Compare feature allows you to view more than one employee, side by side, to help you make scheduling decisions, such as who to call off because of projected overtime. Roster This area displays the employees currently scheduled to work, either for the entire department or by profile.

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THE QUALIFIED STAFF AREA FEATURES

#

Item

Description

9

Assign

Use the Assign button to select qualified employees to assign to open shifts. It will place an Activity Code for the new shift on the Schedule.

10 Filter

Use the Filter button to adjust the list of qualified employees by factors such as being in an overstaffed unit, being on call, or not currently scheduled.

11 Compare

The Compare feature allows you to view more than one employee, side by side, to help you make scheduling decisions, such as who to call in or who to assign to a shift.

12 Qualified Staff List

This area displays lists of employees that are determined to be qualified to work the selected schedule, based on Profile Qualifications and Schedule Partners.

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DAILY SCHEDULING TAS KS

Let’s identify typical staffing scheduling scenarios and become skilled at the processes necessary to respond to each scenario. These scenarios include the tasks performed both with Staffing and Scheduling as well as those processes completed outside of TASS Scheduling.

 To Access the CSO Screen. 1. From the TASS PC Portal, choose Actions  Scheduling  Current Staffing Overview

Enter the desired Organization Unit data (department specific) or Schedule Group Select a Coverage Set (Day, Evening, Night, etc.) Enter desired Date Click Open

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GUIDE TO THE CURRENT STAFFING OVERVIEW

a) Coverage Period arrows - The selected coverage period appears at the top of the list of coverage periods. Click the arrows to move other periods to the top of the list. b) Date arrows - The date selected when you opened the CSO appears. Click the arrows to move to another date. c) Coverage Period - To open a coverage period card, click period card, click .

. To close a coverage

d) Profile Groups – Select to change the information displayed on the Coverage period card. To view all the employees scheduled in the organization unit, click the Organization Unit row. The employees appear on the Roster.

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To view the employees scheduled in a specific profile, click the Profile Group summary cell, then click the Profile row.

STAFFING SITUATION (OVER- AND UNDERSTAFFING) The Profile group columns display a summary of the coverage. The numbers represent scheduled coverage compared to need, such as 5.00 scheduled/4.00 needed. 

When scheduled equals need, the numbers appear in gray.



When scheduled is greater than need, the numbers appear in blue.



When scheduled is less than need, the numbers appear in red.

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To view coverage details, click a Profile Group cell. The record expands to display each scheduled profile. In the example, even though the coverage summary displays full coverage (4.00/4.00), the RN profile is overstaffed by one and the MGR profile is understaffed by one.

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 Responding to A Sick Call A staff member calls in to state they will not be able to come to work today. In response to this issue, complete the following steps: 1. Open the CSO screen

Enter the Sick Call Data. On Current Staffing Overview tab, click on Coverage Period for the department where the staff member was scheduled to work. On the right side of the screen the Roster will appear.

Scroll until you find the correct staff member. Click on the Transaction (Activity Code) next to the employee. 

The transaction screen will appear. Enter correct Activity Code (e.g. ABS-EI, ABS-OTH, ABS-FMLA).



In the General section:   

Time = Start time (0600, 0645, 0700) Hours/Units = Length of shift Lunch length = 0

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Use the scroll bar to access the Notes Section. You can access Predefined Notes. Select HR approved notes only. No need to enter additional informati This transaction will auto-publish when you click Save.

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 Responding to Someone who will be an Hour or More Late If an employee will be an hour or more late for their shift, complete the following steps: 1. Open the CSO screen.

Enter two schedule modifications to record Late Call Data. First, add an Activity Code to reflect the employee’s updated schedule. 

On the Roster Screen, click on the check box to left of staff members name.



Click on Assign tab at the top of the Roster screen (under the Roster tab). The Creating Schedule/Calendar Transaction screen will pop up.

In the Activity Code box enter VAR – Variable Hours Worked or use an Activity Code that reflects the new schedule they will be working. 

In the General section:   

Time = Start time (0645, 0700, 1445) Hours/Units = Length of shift Lunch length = if needed (.50)

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Next, record an Activity Code to document the late behavior. On Current Staffing Overview tab, click on Coverage Period for the department where the staff member was scheduled to work. On the right side of the screen the Roster will appear. Scroll until you find the correct staff member. Click on the Activity Code next to the employee. Change the Activity Code to ABS- OTH - Absent – NOT Employee Illness   

Time = Start time (0645, 0700, 1445) Hours/Units = Length of time employee will miss Lunch length = if needed (0.00)

Scroll to the Notes Section Add a Predefined Note Code. Select Save.

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COMPARE SCREEN

When a department is understaffed, you will be calling in staff or floating them from another department. The Compare feature allows you to view data on selected employees to help you make decisions in scheduling situations, such as call in or call off.

F EATURES OF THE C OMPARE STAFF SCREEN Home Department – this is the primary department in which an employee works. In Overtime – A check mark in the box indicates that an employee has projected, actual or scheduled overtime hours. Approved Hours - the hours an employee is approved to work. Scheduled Hours - the total scheduled hours for the pay period including the date you are viewing. Actual Hours - the actual hours an employee has already worked in the current pay period including the date you are viewing. Last Call In - the date this employee was last called in and worked. Last Call Off - the date this employee was called off and didn’t work. Last Float - the date of the last time an employee worked in a non-home department. An employee whose home department is “float” will not have a date in this field. Last Float Hours - the hours associated with the most recent occurrence of a float transaction (schedule or clocking). An employee whose home department is “float” will not have hours showing in this field.

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 Using Compare Data to S end Employees Home Low Census When your department is overstaffed due to Low Census, you’ll want to select employees to be sent home either as Canceled (shift closed, no expectation to return) or placed on Available (asked to be Available for rest of shift in case needed). The Compare feature provides you with data that will help your determine which employees should be sent home. Follow these steps to access the Compare feature: 1. From the Current Staffing Overview screen, click the Profile group cell in the

appropriate coverage period (RN – 3S in this example).

All the employees scheduled in the department appear in the Roster on the right of the screen.

In the Roster, select the employees you would like to compare for sending home available or cancel. Click Compare.

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In the sample data above the employee highlighted in green would likely be asked to stay and the other employee would likely be sent home Canceled or Available because the highlighted employee is not close to his FTE and the other one is very close to her FTE. After the decision has been made as to which employee to send home, follow these steps: 1. Go back to the Roster screen.

Click on the Activity Code next to the employee that you are sending home. The transaction screen will appear. Enter correct Activity code – CANCEL - Cancelled Shift – Staffing Needs or AVIMM – Available Pay – Immediate Shift. In the General sections 

Time = Start time (0645, 0700, 1445)



Hours/Units = Length of shift



Lunch length = if needed (.50)

Click Save.

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 Calling Employees in Due to Census change When the department census mandates additional staff. Use the Qualified Staff List to determine which staff members are best qualified to be contacted to come to work to cover the staffing need. 1. Access the CSO screen.

Click the desired Profile group (RN in example below) summary cell and then click the appropriate Profile row (RN-GM in example).

If the Roster tab is selected, the employees already scheduled in this profile appear. Click the Qualified Staff tab. Click Filter. The filter options menu appears.

O PTIONS AVAILABLE UNDER F ILTER TAB Clear Filter - clears any filters that you have applied to display all qualified employees On Call - displays employees who are scheduled as on call. Overstaffed - displays employees in an overstaffed department. Float Staff - displays employees whose home department is float Productive Schedule - displays employees whose schedules are defined as productive Not Scheduled - displays employees who do not have a schedule 1. Select the desired filter option to refresh the list of qualified staff displayed. 2. The Filter button changes to Filter Applied. 3. Add additional filters as needed by clicking Filter and selecting additional filters. 4.

To remove filters, click Filter and complete one of the following options.

5. Click the filter option to remove the checkmark. 6. Click Clear Filter to remove all filter options. 7.

Make appropriate calls for staffing needs from the list on the Qualified Staff screen.

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As you are calling the qualified staff, you can assign the employee the appropriate Activity Code (LM – Called – Left Message, NO – Called – Declined Shift). When an employee accepts the shift, add him/her to the schedule by following these steps: 1. On the Qualified Staff list, select the employee to assign to the shift.

Click Assign. In the Activity Code box enter the correct available activity code. In the General sections   

Time = Start time (0645, 0700, 1445) Hours/Units = Length of shift Lunch length = if needed (.50)

Click Save.

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 Selecting Employee(s) to assign to Float due to Census Change When the Census changes you may need to assign employees to float to a different department to help with their staffing needs. 1. Compare employees on the Roster. Once you have picked the staff member that will

float. Go back to the Roster screen. Click on the Activity Code next to the employee that you are floating. The Modifying Schedule/Calendar Transaction screen will appear. Update Activity Code to match shift if needed. In the General sections: 

Time = Start time (0645, 0700, 1445)



Hours/Units = Length ofshift



Lunch length = If needed (.50)

In the Labor Distribution section enter the department number the staff member will be floating to and change positon and profile if needed. Click Save.

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APPENDIX A: GLOSSARY 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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APPENDIX B: BASE ACTIVITY CODE LIST The following list of Activity Codes will be available for all departments.

Code

Description

ABS-OTH

Absent-NOT Employee Illness

ABS-EI

Absent-Employee Illness

ABS-EFLU

Absent-Employee Illness - Flu

Absent-Family ABS-FMLA Medical Leave Absence CANCEL CMMTG

Cancelled ShiftStaffing Needs Committee/Meeting

EDU-MAN

Education Mandatory

EDU-VOL

Education Voluntary

MODDUTY NOSHOW

Modified Duty No-Call/No-Show

Notes Used if employee calls in for a shift not related to personal illness Note: Employee will need to use Add Calendar for PTOVA to receive paid time off for this. Used if employee calls in for a shift that is related to personal illness Note: Employee will need to use Add Calendar for SICKTM – Sick Time to receive paid time off for this. SICKTM accrues toward ELS. Used if employee calls in for a shift that is related to a personal illness d/t flu like symptoms Note: Employee will need to use Add Calendar for SICKTM – Sick Time to receive paid time off for this. SICKTM accrues toward ELS. Used in addition to ABS-OTH or ABS-EI if employee calls in and indicates absence is FMLA related Note: Employee will need to use Add Calendar to receive paid time off for this. Either SICKTM or PTOVA depending on circumstances. Used to show on the schedule if employee shift was cancelled due to staffing need Used for scheduling committee or meeting hours Used to show on the schedule if someone is attending mandatory education Note: Employee will need to clock to Mandatory Education or create an Add Calendar for Mandatory Education. Used to show on the schedule if someone is attending voluntary education Note: Employee will need to clock to Voluntary Education or create an Add Calendar for Voluntary Education. Used to show on the schedule if an employee is on modified duty for Work Comp Used to indicate employee was a no-call or no-show for their shift

Note: Employee will need to use Add Calendar for PTOVA to receive paid time off for this. OR-VAR VAR

Orientation Variable Hours Variable Hours Worked

Used to schedule Orientation or On-the-Job Training shifts (Code is T-VAR, will prompt for hours Used to indicate a variable hours shift not part of regular scheduled shifts

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APPENDIX C: OPTIONAL ACTIVITY CODE LIST St. Luke’s department leadership will work with the TASS Scheduling FSA to select any optional activity codes needed. Codes can be chosen from the following list. Code

Description

Notes

0700-12 0800-10+

0700-1930 0800-1900

0600-8H

0600-1500

0700-6N

0700-1300

0700-12 ADMIN

0700-1930 Administrative Time Available Pay Travelers Available Pay Core Shift Available Pay Immediate Shift Available Pay Critical Shift Available Pay Overtime Available Pay Per Request Available Pay Extra Shift Charge 18000630 Charge - Variable Core Staffing Shift Critical Staffing Shift DevelopmentalRN Floated to NonSched Dept./Site Float to ICU

Code is shift start-# of hours. If shift length is at the 1/2 hour (10.5 for example), # of hours will be followed by a + If shift includes a 1-hour meal period, # of hours will be followed by an H If shift does not include any meal period, # of hours will be followed by an N Code is shift start-# of hours. Used for staff working on administrative tasks (evaluations, etc.)

AVTRVL AVCOR AVIMM AVCRI AVOVT AVREQ AVXTRA CH18-12 CH-VAR CORE CRITICAL DEV FLOAT FL-ICU FL-JIT

Float to Just In Time Training

Used to track travelers placed on Available Pay Used to show on the schedule if employee is put on AVP for a Core shift Used to show on the schedule if employee is put on AVP for an Immediate shift Used to show on the schedule if employee is put on AVP for a Critical shift Used to show on the schedule if employee is put on AVP and is on overtime Used to show on the schedule if employee is put on AVP by request Used to show on the schedule if employee is put on AVP for an Extra shift Used for scheduling Charge shifts (Code is CHG/Shift Start/# of hours) Used for scheduling variable Charge shifts Used to show on the schedule if a shift is a Core Staffing Shift Used to show on the schedule if a shift is a Critical Staffing Shift Used to show on the schedule a new grad RN that has completed orientation Used to show on the schedule if an employee is floated to a dept. or site that is not using scheduling Used to show on the schedule if someone has floated to another dept. Will set up by dept. need Used to show floated to Just In Time Training shift (Magic Valley)

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FL-TASK

Float to Task

IMMED

Immediate Staffing Shift Just in Time Training Core Shift Just in Time Training Immediate Called - Left Message Called - Declined Shift Called - No Answer On Call 08002000 On Call - Variable Orientation 0600-1830 Preceptor – Variable Shift Request to take Available PayOther 1st Requested for Available Pay 2nd Requested for Available Pay 3rd Requested for Available Pay Shared Governance Supporting Transitioning and Relationships Super User/Project Willing to WorkAny Unit Qualified Willing to WorkHome Unit Only Extra Shift

JIT-COR

JIT-IMM

LM NO NA OC8-12 OC-VAR OR6-12 PR-VAR REQ*

REQ1 REQ2 REQ3 SHRD-GOV STAR

SUPERU WWANY

WWHOME XTRA

Used to show if employee has floated to a dept. to task (not fully oriented to unit) (Treasure Valley) Used to show on the schedule if a shift is an Immediate Staffing Shift Used to show on the schedule Just In Time Training Core shift (Magic Valley) Used to show on the schedule Just In Time Training Immediate shift (Magic Valley) Used to show on the schedule if you left a message for an employee regarding a shift Used to show on the schedule if an employee was called and declined shift Used to show on the schedule if called EE and got no answer (used to know who to call again) Used to schedule On-Call shifts (Code is OC/Shift start-# of hours) Used to schedule On-Call Variable shift hours Used to schedule Orientation or On-the-Job Training shifts (Code is T/Start time/# of hours) Used to schedule employee as a Preceptor for a shift Used to note employee the manager wants put on available pay for a shift Used to note the 1st person requesting to be put on available pay for a shift Used to note the 2nd person requesting to be put on available pay for a shift Used to note the 3rd person requesting to be put on available pay for a shift Used to show on the schedule if employee is at Shared Governance (Magic Valley) Used to show on the schedule as STAR time (Magic Valley)

Used to show on the schedule if employee is working as a Super User on a project Used to show on the schedule if employee is willing to work in any unit qualified Used to show on the schedule if employee is willing to work in home unit only Used to indicate that employee is working an Extra shift 76

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APPENDIX D: EMPLOYEE USER GUIDE 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 E: 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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