Manage Centralized Scheduling

Generate a shift request for an unassigned shift 

1. Go to: Agency > Centralized Scheduling > Shift Management > Facility Shift Management.
2. Click Service Facility and select the facility.
3. Click Select Program and select the program. 
4. Click the Generate Shift Request check box for the shift.
5. Click Generate Shift Request. 

Note: If you select more than one shift for a given day, clicking this button generates shift requests for all the selected shifts.

6. In the confirmation window click Yes to confirm the shift request. 
7. In the Shift Request window click Reason and select the reason for the shift request. 

• The Requirements section will be pre-filled with information defined in the Shift Management area. This information can be edited for the particular shift request. This allows you to override and require fewer or more requirements for this particular shift.

8. Change any of the shift requirements.
9. Click Save. The shift now appears with a Staff Request link that you can click to view the request.

Record staff member time off 

A staff member scheduled for a shift may have to call out due to illness, vacation, and so on. Staff Time Off can be recorded either from Centralized Scheduling (using the staff name as a link to the Staff Information standalone formset) or through the Staff Information > Vacation Schedule form.

The Staff Time Off – People form and Staff Time Off Batch – People form now display the following check box: Generate Centralized Scheduling Shift Request. When this check box is selected, the Shift Requests are automatically generated.

1. Go to Agency > Staff & Security > Staff Information > Vacation Schedule.
2. Click New Manual Event and select the type of event.
3. Complete the fields.
   Note: You must select the All Day check box.
4. Click the Generate Centralized Scheduling Shift Request(s) check box.
5. Click Save. Shift requests are automatically generated for those dates.

Manage shift requests 

Once a shift request has been generated, there are a number of tasks a supervisor can perform:

• Assign a Matched Staff
• Assign a Staff
• Cancel a Shift Request
• Deny Staff that accepted a shift
• Send Alerts to Matched Staff
• Split a Shift
• Send Alerts to Shift Split Staff
• Refresh the Matches

Assign a matched staff 

Although staff receive an alert when they are matched to a shift, you can assign a matched staff to a shift directly from this form.

1. In _________ right-click the row and click Assign a Matched Staff.

 Note: You could also click the underlined Matches link.

3. In the Matched Staff window, click the staff member to assign to that shift. 
4. In the confirmation window, click Yes. The row has a white background and displays the name of the assigned staff member.

Send alerts to matched staff 

Once you create a shift request, a system utility runs daily to create the staff alerts. However, you can send the alerts on-demand as well from this form.

Note: A system utility is available that will send all alerts on demand for multiple shifts. Information on this utility is located in the Centralized Scheduled Setup Guide.

2. In ___________ right-click the row and click Send Alerts to Matched Staff. 
3. In the confirmation window click Yes. A window opens notifying you the number of alerts that were sent.
4. Click Ok.

Manually assign a staff member to a shift

While the Centralized Scheduling feature will match staff based on shift requirements, there may be times you want to manually assign a staff member not included in the matched list. You can assign any staff member to a shift directly from this form as well.

1. In _________ right-click the row and click Assign a Staff.
2. Search for and select a staff member.
3. In the Available Staff window, enter any name or job title and click Search.
4. Click the name of the staff member to assign to that shift. 

5. In the confirmation window click Yes. The system automatically verifies the shift requirements and hourly caps. If the staff member does not meet the requirements, a window displays the results of the validation, similar to the following example. 
6. Click Yes to override the validations. The row now appears in white and displays the name of the assigned staff member.

Cancel a shift request 

If a shift request was made in error or is no longer needed, you can cancel the shift request. However, this will leave the shift as No Staff Assigned on the Facility Shift Management form and will require you to regenerate the shift request if it is still needed.

1. In ________ right-click the row and click Cancel Shift Request. 
2. In the confirmation window click Yes.
3. In the next confirmation window click Ok.
4. The row disappears in the grid and the shift is open. An alert is sent to the shift supervisor indicating the shift request was canceled. You can now generate a new shift request from the Facility Shift Management form.

Deny staff that accepted a shift 

There may be times that a matched staff member accepts a shift but you later determine that you do not want the staff member working that shift.

1. In ________ right-click the row and click Deny Staff. 
2. In the Shift Requests Denial Reasons window, search for and select a reason for the denial.
3. Enter any name or job title and click Search.
4. Click the reason for denying the request.
5. Click the staff member to assign to that shift. In the confirmation window click Yes to assign the staff to the shift request. 

Note: The Matches link will list that staff member in the Matched Staff window along with Status of Denied and the reason selected.

Split a shift between staff

If you are unable to find a single staff member to fill a shift, Centralized Scheduling provides the ability to split a shift between multiple staff members. If one staff could stay after their shift to cover a portion of the unfilled shift, then the split shift option can be used to note their hours as well as additional staff to cover the remainder of the shift. It is important to capture those hours for the staff that remained to cover so that the hourly caps verification will be accurate.

This is a manual process and provides all staff to choose from since Centralized Scheduling cannot match a “portion” of a shift. 

1. Click the Requirements link for the shift.
2. In the Shift Request window, click the Staff Name and search for and select a staff member. 
3. Enter the Hour Start and Hour end for that staff member's portion of the shift.
4. Continue adding staff members to the shift.
5. Click Save.

Note: If the shift still has unallocated time, the shift displays in pink and shows the filled times on both the Shift Requests Management and Facility shift Management forms.

If the shift is completely filled, the shift will appear in white and display the filled times on the Shift Requests Management form.
On the Facility Shift Management form, the entire block will be green (filled) and display the times.

Note: Split-shift staff are managed the same as single-shift staff. You can click the staff member’s name to enter time off. Centralized Scheduling will keep a history of staff changes on the Shift Requests Management form.

Send alerts to staff who split a shift 

With a split shift you have the ability to send an alert to all staff members who are part of a split shift as well as to the shift supervisor.

1. In ______ right-click the row and click Send Alerts to Split Shift Staff. 
2. In the confirmation window click Yes.
3. A window opens notifying you the number of alerts that were sent. Click Ok.

An alert is sent to the shift supervisor that shows the staff names and the times they are splitting the shift.