Time & Schedule Management
Daily Maintenance Guide
Time & Schedule Solution
St. Luke’s Center for Learning and Development
INTRODUCTION TO THE SLHS 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.
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Staffing And Scheduling
SUPPORT STRUCTURE
Please follow this path in seeking help to resolve issues with the Time and Schedule PC Portal. The
HELP function within the PC Portal is a great place to start when you have issues with the tool.
Escalation Process
Employee Action
1
Supervisor or Super
User
See WWW.StLukesOnLine.org/TASS for Super User list
2
Central Scheduling
Support
MV = (208) 814-0801 OR TASSSched@slhs.org
Help Desk
(208) 381-4357 or www.inside.slrmc.org/helpdesk
3
TV = (208) 381-2906
Select Helpdesk Online Form
YOUR DEPARTMENT’S CONFIGURATION
The FSA, Super Users and Application Analysts based your department’s configuration on known
leading practice information and on information gathered during a discovery process that occurred
early in the implementation.
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ACCESS - LOGGING ONTO THE SLHS TIME & SCHEDULE PC PORTAL
Location
Access
At work, on a SLHS network computer
Click the icon labeled, Time & Schedule
At home, not on SLHS network
http://www.stlukesonline.org/tass/
In the live environment, employees will use their windows system logon to enter the site. Example:
doej for Jane Doe.
LOGGING ON TO THE SLHS TIME & SCHEDULE PC PORTAL
During training, each participant will log on using assigned Training log on and password. During
the training session, participants will log in with rights to view Supervisor Level informatio n for
both Time & Attendance and Staffing & Scheduling. Depending on your role with St. Luke’s, you
may see less when you log to the live system using your network password.
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Staffing And Scheduling
NAVIGATION
USING SEARCH RESULTS AND OPENING RECORDS
Use the search functionality to display a list of all the employees in your department. Click the top
check box to activate all the records. Click a folder to open the records.
OPENING RECORDS
Go to Employee Section Leave fields blank to view all employees in your department  Click
Search.
Use this checkbox to
activate all the records.
Results of an open search in Training Database
MOVING BETWEEN RECORDS/SEARCHING AGAIN
Click on one of the folders to the left of the check box to open an Employee Record.
Use the left and right arrows to move between employee
records.
Use the Search button to start a new search.
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SCREEN COMPONENTS
There are several conventions used throughout the Time & Schedule PC Portal.
Notice the active Employee section, indicated by the yellow halo around the icon.
CARDS
Cards group together screens with similar information and functionality. Cards are the second
highest level of the hierarchy. Each section you open will display different cards.
RECORD S ECTIONS
Record Sections are used to group related information within the record. Some of the more
complex records have a “record” section area that appears in the left pane.
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Staffing And Scheduling
S CREENS
Screens are used to view and manipulate data.
RECORDS
A record is a group of related information. Each employee has an employee record which may
include information such as a hire date, birthday, title, etc.
T ABS
Tabs appear on the top of an area to organize related information. Clicking on the tab opens
screens containing related information.
F IELDS
A field is space allotted for a particular item of information. For example, the last name field
contains last names. Fields are the lowest level of the structure hierarchy. Watch the left menu and
notice that the options listed change as you access varying screens.
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NAVIGATION ICONS
The following icons or images are used for navigation.
C OLLAPSE A RROW
Collapses the display view to hide information.
E XPAND A RROW
Expands the display view to show additional information.
P USH P IN
Reduces the size of the selected pane and expands the middle pane view area.
D ROP D OWN M ENU A RROW
Opens a short list of standard options for a field such as Yes/No, Before/After, Home/NonHome/Both, etc.
READ ONLY A CCESS
Appears in text fields that are not editable.
RED A STERISK
Appears next to fields to indicate that a value must be entered (required) into the field before the
record can be saved.
LIST S ELECTOR
Click this icon to view and select listed values or to open a search area on the bottom of the screen.
F IELD HELP
Rest the cursor on this icon for an explanation of the field. Click the icon to open the Help “page”
for additional information. Use this icon when the right pane Help is not available.
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Staffing And Scheduling
THE STAFF SCHEDULER SCREEN
Now that you are aware of basic screen organization and navigation concepts, let’s open the
Schedule screen.
Click the Actions section Click the Scheduling card Click the Schedule screen.
Enter the appropriate information in the Open
Schedule window.
Click the magnifying glass next to the field to
display a list of entry options.
Click Open Schedule.
Notice that the Schedule screen opens in a
separate window. This allows you to go back and
forth between the schedule and employee
records without closing one screen to view
another.
If you will always be working on a consistent schedule, you can set defaults for launching the scheduling
screen. Click the Preferences section  select Default Organizational Unit  fill in applicable fields  click
Save.
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The Schedule screen is used to create and edit schedules.
S TAFF L IST
Lists people available for scheduling.
S CHEDULE
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.
D EPARTMENT P ROFILES
Identify the jobs that are worked in that department.
BALANCING G RID
An area that indicates whether you are overstaffed, understaffed, or on target.
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Staffing And Scheduling
SCHEDULE SCREEN
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.
Authorized users can add new employee schedules by typing them in or by copying and pasting
schedules from other employees. The start/end times and labor distribution of the schedules can
be modified.
The staffing levels and variances can be viewed on the balancing grid on the lower section of the
screen. Right click to access the Scheduling Assistant to add staff to understaffed profiles or remove
staff for overstaffed profiles.
The following graphic provides detailed information about the schedule screen.
To access the Schedule Screen to go:
Actions Scheduling Create Schedule OR Schedule.
If the schedule does not pop up,
you may find it resting in your
System Tray. It will look like this.
The Schedule Screen opens in a separate window from the PC Portal.
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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 referre d
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.
This illustration shows schedule components that are physically displayed on the Schedule screen. Notice that positions
and stations do not appear on the screen. The staff listed on the screen is based on their positions. An employee’s
stations are considered during the schedule creation to determine if he/ she is eligible to work an open shift.
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Staffing And Scheduling
A CTIVITY C ODES
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 new 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 d epartment
specific set of Activity Codes, those will be the 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 Central Scheduling Office.
See Appendix for List of SLHS Activity Codes.
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P ROFILES
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 RN-3S). 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 Central Scheduling office.
COVERAGE P ERIOD
Timeframes used to define when people work. SLHS coverage periods are Day (07:00-15:00), Eve 1
(15:00 – 1900), Eve 2 (1900 – 2300), and Night (23:00-07:00). Coverage Periods but can be adjusted
by department to meet specific needs.
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Staffing And Scheduling
SCHEDULE SCREEN DETAILS
14
Schedule Screen Details
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.
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.
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.
2
3
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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.
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.
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.
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.
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.
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.
4
5
6
7
8
9
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Staffing And Scheduling
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.
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.
Information
Bar
Shows information regarding the status of the
screen and/or functions (such as validating
changes, synchronizing the schedule, etc.).
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.
10
11
12
13
14
Employee
Schedule
Exceptions
The Employee Schedule Exceptions tab displays all
the employees who have exceptions.
Throughout the Time & Schedule PC Portal, there are mouse over or hover features. Holding the cursor over
any area will produce a pop up label for the area.
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.
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Example Employee Information area
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 the Staffing and
Scheduling Solution 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 lim its
scheduling to only people who have valid credentials for those positions.
LABOR D ISTRIBUTION
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.
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Staffing And Scheduling
EMPLOYEE INFORMATION AREA FEATURES –
Rest the mouse pointer 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.
SHORT CUT MENU FUNCTIONALITY
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
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.
The employee names can only be changed/sorted within a group; it cannot be moved from one group to
another.
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CONFIGURE THE EMPLOYEE INFORMATION AREA AND CORRELATING POP-UP WINDOW
1. Right-click anywhere in the employee information area.
2. Left click Show/Hide Details on the short cut menu.
3. Check the desired items for both the Display in List and Display in Pop Up columns.
4. Click Close.
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Staffing And Scheduling
SCHEDULE LEGEND
The schedule legend is always available via help.
SLHS will not be utilizing the Education Features .
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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.
 Mouse and keyboard functions
 Right-click menu
 Tool Bar Menu Options
Explore Making Schedule Changes
Explore each of the items in the following list. Check off each item as you have tested the
functionality. Use the online help if you need assistance.
 Rest your mouse pointer on a filled cell to view additional information (that is, Profiles,
Dates, Department).
 Click and drag cell contents to copy from one cell to another.
 Depress the SHIFT key and simultaneously click. Then drag contents to move information to
other cells.
 Highlight multiple cells (including blank cells) and type in appropriate information to
enter/change data in multiple cells at one time.
 Click in the open space of the cell and drag across multiple cells to highlight several at one
time and then change data as necessary (paste information from other cells, delete
information, or type in different information, etc.).
 Use the Online Help to trial the Clear Wizard function found on the Schedule menu. First
trial clearing a single employee schedule and then trial clearing multiple employee
schedules. This functionality will be useful when you are balancing the schedule.
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Staffing And Scheduling
RIGHT-CLICK MENU
CELL
A small component of the whole grid where the row and column intersect.
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.
COPYING DATA
Use the right-click menu to copy information from one or more cells to another. It is possible to
copy whole schedules if desired.
T O COPY AND P ASTE D ATA
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 LPN will now be scheduled into the RN profile.
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ADDING A SECOND ACTIVITY CODE TO A CELL
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.
T O A DD AN A DDITIONAL A CTIVITY C ODE IN A CELL
1. Click in the empty portion of the cell (not on the activity code) to which you are adding
the new code.
2. Right-click and select Add New Code.
3. Type the desired code into cell.
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.
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Staffing And Scheduling
ADDING A SCHEDULE NOTE
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 establish insight into
staffing decisions for that day or coverage period.
T O A DD A S CHEDULE N OTE
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.
Note screen and sample Predefined Notes List
An icon is displayed in the date header of the balancing grid to indicate there is a schedule note on that day.
Right-click the header and select View Schedule Notes to see note details.
To view all notes in the schedule period click View  Schedule Notes.
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Learner Activity: Practice using the Right Click Menu to Edit the Schedule
Add some activity codes to three more people on the Schedule screen. Enter items that y ou would
see if you were creating an actual schedule.
1. Copy three items, one at a time, and then paste them into other cells.
2. Change three activities.
a. Move two shifts for the same employee from one day to another.
b. Move two shifts from one employee to another.
c. Change your choice of activity. Use a realistic scenario for your swap.
3. Add three new activity codes to the schedule.
a. At least one new code will be to work an additional shift.
b. At least one new code will reflect that someone is On Call.
c. The third new code is your choice. Use a realistic scenario for adding the new
activity
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Staffing And Scheduling
RESPONDING TO EMPLOYEE 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.
Before creating a schedule, it is recommended that you always respond to employee re quests. In the long
run this will save you time.
REQUESTS
The Requests tab opens a screen that displays pending employee requests. Authorized users will
handle (approve, deny, or cancel) requests from this screen.
T O S ELECT THE REQUEST T YPE
From the Select Request Type 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.
Sample Requests screen

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.
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LIMITING SCHEDULE INFORMATION DISPLAYED: A FILTER
Filters are used to limit the schedule information displayed on the screen. The schedule filter area
is found on the top right side of the Schedule screen.
T O A PPLY S CHEDULE F ILTERS
1. Type the filter information into the filter options dialog box or choose items from the
menu.
2. Click Apply Filter.
When a filter is applied, only employees meeting those filter conditions are displayed
CREATING A NEW SCHEDULE FILTER
Authorized users may create schedule filters that can be saved and reused. These filters allow users
to focus on items related to both schedule information (that is, activities/requests) and employee
information (names, jobs, etc.).
Filter Options Expand/ Collapse Arrow
T O REMOVE A F ILTER
1. Click Clear Filter.
2. All the employees display.
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Field
Operations
Search/Dialog Box
Staffing And Scheduling
Learner Activity: Using and Creating Schedule Filters
1. Add a Filter that Looks for Nurse Job Class and the Day coverage period.
2. Save this filter.
3. Remove the filter.
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DAILY SCHEDULE MAINTENANCE
At this point in the training you have become familiar with creating, balancing, publishing, printing
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 The Time & Schedule PC Portal is to update the current schedule each day as it changes.
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.
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 th e 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. The core of this training segment is to ensure you
know how respond to and record daily schedule changes.
Why is daily maintenance an important function of The Time & Schedule PC Portal? It 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.
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Staffing And Scheduling
CURRENT STAFFING OVERVIEW
Even the most carefully planned schedule will need to be modified during a scheduling period. As
the needs of the department change, so do staffing needs. Low or high census, acciden ts and
illness, or personnel changes may affect staffing levels. The heart of this section focuses on the
recording of daily changes.
The Time & Schedule PC Portal provides the ability to manage and communicate staffing
information to employees and managers. Because the information available is much more than a
piece of paper on the wall, it is necessary to decide what information will be passed on to
management and archived for future use. Also, it is necessary to consider how immediate or “just
in time” changes to the schedule effect the most current information.
The Current Staffing Overview (CSO) provides the ability to focus on current staffing details for
single or multiple units (schedule or cluster group). It has simple methods for viewing and
contacting qualified staff to fill open shifts. Rather than focusing on an entire schedule period an
interactive screen is viewed that provides information on a single day. The CSO improves daily
schedule maintenance (for central schedulers and department schedulers) and simplifies
communication to staff about open shifts.
A UDIENCE
This segment of training will particularly benefit Central Staffing Office representatives and nurse
managers who make staffing decisions.
These individuals know the day-to-day staffing practices and issues relating to staffing. They also
understand the need for proper daily maintenance. This knowledge makes them natural advocates
for improved staffing practices including improved daily maintenance.
OBJECTIVES
At the end of this training segment the learner will be able to demonstrate using the CSO to
respond to:
1. Someone calling in sick.
2. Someone calling in to say they will be late
a. By one hour.
b. By two or more hours.
3. Low census/acuity.
4. High census/acuity.
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WORKING WITH THE CURRENT STAFFING OVERVIEW
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.
The CSO shows information for a single day. This allows for easy daily maintenance and
communication to staff when a shift is available to work.
To access the CSO, Select Actions section  Scheduling card  Current Staffing Overview.
CSO NAVIGATION
Let’s look at the type of information that is available on the Current Schedule Overview Screen.
We’ll begin the tour with some definitions.
COVERAGE PERIOD
Timeframes used to define when people will work. Example of Coverage Period: Day (06:45-15:15),
Evening (14:45-23:15) and Night (22:45-07:15). Coverage Periods can be any length of time and do
not have to be the same length.
COVERAGE SET
A coverage set is a group of Coverage Periods spanning the times the organization unit is staffed. If
an organization unit is staffed 24 hours per day, the coverage periods should span 24 hours. If an
organization unit is only open from 7:00 AM to midnight, the coverage periods should span those
hours. Examples of typical coverage periods are Day, Evening, Night or Day1, Day2, Eve1, Eve2,
Night1, Night2.
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Staffing And Scheduling
THE CURRENT STAFFING OVERVIEW SCREEN
1. N AVIGATION T ABS
Use these tabs to switch between the CSO screen and ActiveRoster. The current organization unit
appears on the final tab.
2. S CHEDULE N OTES
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.
3. S TAFFING S UMMARY
For each coverage period, a staffing summary appears. T he information includes the organization
unit, nurse-to-patient ratio, census, staffing variance by profile groups, and the number of
employees providing indirect coverage.
4. S TAFFING D ETAIL
The staffing details area provides coverage information broken down by profiles with their
respective needs and variance (the difference between the need and the coverage).
5. C OVERAGE P ERIODS
The coverage periods for the next 24 hours are available for viewing.
6. R OSTER AND QUALIFIED S TAFF T ABS
The Roster tab displays employee lists from the previous, current, and next coverage periods, based
on the selected coverage set. The Qualified Staff tab displays employees preselected (based on
your decisions) as qualified to work an unfilled shift.
7. C OMPARE
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.
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8. R OSTER
This area displays the employees currently scheduled to work, either for the entire departm ent or
by profile.
THE QUALIFIED STAFF AREA
9. A SSIGN
Use the Assign button to select qualified employees to assign to open shifts.
10. F ILTER
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. C OMPARE
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 .
1. B ROADCAST
SLHS will not be using the Broadcast feature as of 6/1/2014; it may be utilized in the future, this
feature connects to mobile phones.
13. Q UALIFIED STAFF L IST
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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Staffing And Scheduling
DAILY SCHEDULING TASKS
This segment of training is scenario based, meaning we will identify typical scheduling scenarios
and become skilled at the processes necessary to respond to each scenario. These scen arios include
the tasks performed both with The Time & Schedule PC Portal as well as those processes completed
outside of the SLHS Time & Schedule Solution.
STAFFER
Staffers are responsible for daily schedule maintenance such as documenting that someone called
in to say they are unable to work their shift, finding someone else to work to work absent the
employee’s shift and then to enter the changes into The Time & Schedule PC Portal.
RESPONDING TO SOMEONE WHO HAS CALLED IN SICK
EMPLOYEE CALLING IN SICK.
In response to this issue you will be completing the following tasks:
1. Open the CSO.
2. Analyze the current staffing situation.
3. Compare available employees and identify candidates who are best suited to fill the shift.
4. Contact available employees to find someone who is able to work using current process for
calling in employees different by department
5. Confirm employee will work and assign them to the open shift in The Time & Schedule PC Portal.
In the next segment of this training guide we will discuss each of these tasks and learn how The
Time & Schedule PC Portal is used in the process.
T ASK 1 - OPEN THE CSO
1. Click Actions > Scheduling > Current Staffing Overview to
open this following window.
2. Enter either the desired Organization Unit information or
select a Schedule Group
3. Select a Coverage Set
4. Click Open
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TASK 2 – ANALYZE THE CURRENT STAFFING SITUATION
The CSO provides information about staffing levels in a va riety of ways by viewing and choosing
different areas of the screen.
Examples:
 Is your department under or overstaffed? If it is overstaffed you will
simply remove the person from the schedule and mark them as either
receiving paid time off or not –depending on the employee’s
situation. What indicates overstaffed?

When you are understaffed you will need to find someone to work
the shift.
o Is there anyone available from an overstaffed partner unit?
o If not - is there anyone designated on call to fill the shift?
o If there is no on-call staff available what other steps can you
take to fill the shift?
V IEW E MPLOYEES
In the event that you are understaffed, view employee information to determine the employee(s)
who qualify and are logical candidates to fill the shift. The CSO will help you identify if:

An employee qualifies to fill the shift.

There are employees working in an overstaffed area who can be floated to the
understaffed department.

An employee is short on hours and has not met their minimum staffing le vel.

An employee will be put into overtime if they are called in to fill the open shift.
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Staffing And Scheduling
GENERAL
The general tab is the first place to begin analyzing criteria for filling the shift. To help in the
analysis of your staffing needs.

To change the date, coverage period, or profile group that you are viewing. To modify
the information that appears on the screen, click the following, as needed.
Current Staffing Overview Screen
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
. To close a
coverage period card, click .
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. The Other profile group includes all profiles that are not
part of a profile group.
Examples: An LPN may be working a CNA profile for that shift or a RN may be working
an LPN profile.
S TAFFING S ITUATION (O VER - AND UNDERSTAFFING )

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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.
Staffing And Scheduling

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.
TASK 3 - Compare EMPLOYEES
This task will be completed if you will be calling in staff or floating them from another department.
The Compare feature is used to view data on selected employees that is used to help you make
decisions in scheduling situations, such as call in and call off.
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.
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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.
T O COMPARE E MPLOYEES ON THE R OSTER OR QUALIFIED S TAFF LIST
1. Click the desired Profile Group cell in the appropriate coverage period.
2. All the employees scheduled in the department appear in the Roster; no employees
appear on the Qualified Staff list.
3. Optional. To view only the employees scheduled in a specific profile, click the appropriate
Profile cell.
4. To compare employees on the Qualified Staff list, this step is required.
5. In the Roster or the Qualified Staff list, select the employees you would like to compare.
6. Click Compare.
FILTER THE QUALIFIED STAFF LIST
While viewing employees on the Qualified Staff list, you can filter the list to help you easily find the
right employee for the vacant shift.
T O FILTER THE QUALIFIED S TAFF L IST
1. Click the desired Profile Group summary cell and then click the appropriate
Profile row.
2. If the Roster tab is selected, the employees already scheduled in this profile appear. Click
the Qualified Staff tab.
3. Click Filter.
The filter options menu appears.
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Staffing And Scheduling
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
4. Select the desired filter option to refresh the list of qualified staff displayed.
5. The Filter button changes to Filter Applied.
6. To add additional filters, repeat steps 3 and 4.
7. To remove filters, click Filter and complete one of the following options.
8. Click the filter option to remove the checkmark.
9. Click Clear Filter to remove all filter options.
QUALIFIED STAFF REPORT
This report allows you to view a list of employees who are qualified to work in an organization unit.
The employees are the same as those found on the Qualified Staff tab on the Current Staffing
Overview screen. Employees are sorted first by Qualification Level, then by Profile, and finally
alphabetically by Last Name.
Sample Qualified Staff Report
TASK 4 – CONTACT AVAILABLE STAFF
Use your department’s current process to contact staff.
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TASK 5 – ASSIGN EMPLOYEES TO OPEN SHIFTS
After you find a qualified employee, you can schedule (assign) the employee to the open shift.
1. On the Qualified Staff list, select the employee to assign to the shift.
2. Click Assign. The Create/Edit Schedule dialog appears.
3. Enter an Activity Code. All of the other information is automatically filled in.
4. As needed, edit or update any of the other information.
5. Click Save.
The manual edit validation style for this organization unit is used to validate the new schedule.
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Staffing And Scheduling
RESPONDING TO AN “I’LL BE LATE” CALL
What is the process you will use to respond to someone calling in late by an hour or more?
T O RESPOND TO AN “I’ LL BE LATE ” CALL
1. Open the CSO and identify the employee’s arrival time (if unknown).
2. Assess the current staffing situation. Identify someone currently working to fill the shift
or, if there is time; call someone in who is already scheduled to cover the hour or two.
Be aware that you may be putting someone into overtime.
3. Determine if you have enough staff to cover for the hour or two.
a. Check to see if another unit is currently overstaffed and could send someone
over until the tardy employee arrives.
b. Identify people who are currently working and check to see if one of them is
able to stay until the tardy employee arrives.
c. If there is enough time before the shift begins find someone on the next shift to
come in early.
4. If you find someone to cover the shift edit the schedule according to your
organization’s policies.
SEND SOMEONE HOME DUE TO LOW CENSUS
It is important to consider cost savings when sending someone home due to low census or patient
acuity. The CSO can provide you with information about who may go into overtime, as well as who
hasn’t worked their minimum number of hours.
1. Using the knowledge you have acquired during this training to identify the best person
to send home early.
2. Use the compare feature to identify employee actual hours, scheduled hours and who
may be going into overtime to help in your decision.
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BASE LIST - To be included as a base for all departments using scheduling
Code
Description
Notes
ABS-OTH
Absent-NOT
Employee Illness
Used if employee calls in for a shift not related to
personal illness (note reason in comments)
ABS-EI
Absent-Employee
Illness
Used if employee calls in for a shift that is related to
personal illness
ABS-EFLU
Absent-Employee
Illness - Flu
Used if employee calls in for a shift that is related to a
personal illness d/t flu like symptoms
ABSFMLA
Absent-Family
Medical Leave
Absence
Used in addition to ABS-OTH or ABS-EI if employee calls
in and indicates absence is FMLA related
CANCEL
Cancelled ShiftStaffing Needs
Used to show on the schedule if employee shift was
cancelled due to staffing need
CMMTG
Committee/Meeting
Used for scheduling committee or meeting hours
EDU-OFF
Education Off-Site
Used to show on the schedule if someone is offsite for
education
Note: This will NOT automatically pull PTO in the New
PC Portal
EDU-ONS
Education On-Site
Used to show on the schedule if someone is onsite for
education
MODDUTY
Modified Duty
Used to show on the schedule if an employee is on
modified duty for Work Comp
NOSHOW
No-Call/No-Show
Used to indicate employee was a no-call or no-show for
their shift
NOTE: This will NOT automatically pull PTO hours in the
New PC Portal
OR-VAR
Orientation Variable Hours
Used to schedule Orientation or On-the-Job Training
shifts (Code is T-VAR, will prompt for hours
VAR
Variable Hours
Worked
Used to indicate a variable hours shift not part of
regular scheduled shifts
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Staffing And Scheduling
OPTIONAL ACTIVITY CODE LIST
Code
Description
Notes
0700-12
0700-1930
Code is shift start-# of hours.
0800-10+
0800-1900
If shift length is at the 1/2 hour (10.5 for example), # of
hours will be followed by a +
0600-8H
0600-1500
If shift includes a 1-hour meal period, # of hours will be
followed by an H
0700-6N
0700-1300
If shift does not include any meal period, # of hours will be
followed by an N
0700-12
0700-1930
Code is shift start-# of hours.
ADMIN
Administrative Time
Used for staff working on administrative tasks (evaluations,
etc.)
AVTRVL
Available Pay Travelers
Used to track travelers placed on Available Pay
AVCOR
Available Pay - Core
Shift
Used to show on the schedule if employee is put on AVP for
a Core shift
AVIMM
Available Pay Immediate Shift
Used to show on the schedule if employee is put on AVP for
an Immediate shift
AVCRI
Available Pay - Critical
Shift
Used to show on the schedule if employee is put on AVP for
a Critical shift
AVOVT
Available Pay Overtime
Used to show on the schedule if employee is put on AVP and
is on overtime
AVREQ
Available Pay - Per
Request
Used to show on the schedule if employee is put on AVP by
request
AVXTRA
Available Pay - Extra
Shift
Used to show on the schedule if employee is put on AVP for
an Extra shift
CH18-12
Charge 1800-0630
Used for scheduling Charge shifts (Code is CHG/Shift Start/#
of hours)
CH-VAR
Charge - Variable
Used for scheduling variable Charge shifts
CORE
Core Staffing Shift
Used to show on the schedule if a shift is a Core Staffing Shift
CRITICAL
Critical Staffing Shift
Used to show on the schedule if a shift is a Critical Staffing
Shift
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DEV
Developmental-RN
Used to show on the schedule a new grad RN that has
completed orientation
FLOAT
Floated to Non-Sched
Dept./Site
Used to show on the schedule if an employee is floated to a
dept. or site that is not using scheduling
FL-ICU
Float to ICU
Used to show on the schedule if someone has floated to
another dept. Will set up by dept. need
FL-JIT
Float to Just In Time
Training
Used to show floated to Just In Time Training shift (Magic
Valley)
FL-TASK
Float to Task
Used to show if employee has floated to a dept. to task (not
fully oriented to unit) (Treasure Valley)
IMMED
Immediate Staffing
Shift
Used to show on the schedule if a shift is an Immediate
Staffing Shift
JIT-COR
Just in Time Training
Core Shift
Used to show on the schedule Just In Time Training Core
shift (Magic Valley)
JIT-IMM
Just in Time Training
Immediate
Used to show on the schedule Just In Time Training
Immediate shift (Magic Valley)
JIT-VAR
Just in Time Training
Variable
Used to show on the schedule Just In Time Training Variable
shift (Magic Valley)
LM
Called - Left Message
Used to show on the schedule if you left a message for an
employee regarding a shift
NO
Called - Declined Shift
Used to show on the schedule if an employee was called and
declined shift
NA
Called - No Answer
Used to show on the schedule if called EE and got no answer
(used to know who to call again)
OC8-12
On Call 0800-2000
Used to schedule On-Call shifts (Code is OC/Shift start-# of
hours)
OC-VAR
On Call - Variable
Used to schedule On-Call Variable shift hours
OR6-12
Orientation 0600-1830
Used to schedule Orientation or On-the-Job Training shifts
(Code is T/Start time/# of hours)
REQ*
Request to take
Available Pay- Other
Used to note employee the manager wants put on available
pay for a shift
REQ1
1st Requested for
Available Pay
Used to note the 1st person requesting to be put on
available pay for a shift
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Staffing And Scheduling
REQ2
2nd Requested for
Available Pay
Used to note the 2nd person requesting to be put on
available pay for a shift
REQ3
3rd Requested for
Available Pay
Used to note the 3rd person requesting to be put on
available pay for a shift
SHRD-GOV
Shared Governance
Used to show on the schedule if employee is at Shared
Governance (Magic Valley)
SOAR
Supporting
Onboarding &
Retention
Used to show on the schedule as SOAR time (Magic Valley)
SUPERU
Super User/Project
Used to show on the schedule if employee is working as a
Super User on a project
WWANY
Willing to Work- Any
Unit Qualified
Used to show on the schedule if employee is willing to work
in any unit qualified
WWHOME
Willing to Work- Home
Unit Only
Used to show on the schedule if employee is willing to work
in home unit only
XTRA
Extra Shift
Used to indicate that employee is working an Extra shift
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