Rotas and Availability - 2059
Contents
1. X 42 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 2 Rotas amp Availability Access Start Up MIS Double click onto the Pharos icon Database logon You may get a Database Logon box appear if so Usemame Password Address sopht_4 e Click the Cancel button oracle Version oracle J The Application Register window will open Cancel application Register E iani xl Configuration Sopht DV Command Net development version 1NSDURCE PHAROSNSDURCE shells Q0379900 Ibr The Application Register sometimes gives you more than one option Sopht D V Pharos release version ASOPHT_1 SOURCE PHAROS SSOURCE sshellssQ0370000 Ibr Sopht DV WAND Mobile SSSOPHT 1SSOLIRCE PHAROSSSOLRCE shells wandmobile lbr to choose from if this is the case e Click onto the Pharos option e Click onto the Open Application button Clear default Set as default Open application New connection Help SophtLoge Development E rrvwonment j Net for general release or distribution e Enter your Username EUM Usei nome ssessesses8 e Enter your Password Servers Lid Company Database e Click onto the Servers arrow e Click onto a Station If you only work at the one Brigade then this option should be defaulted to your brigad2. 13 CHANGE OFFIC ER DUTY 14 DUTY ROTA BOOK 17 DUD OTAS REED RM 18 HOW OT CHOU MMS CONC OS ane 18 Setting Availability Keys 20 SPECIFY DUTY STATUS ie nasa cT 21 Entering Brigade Availability 21 TICINO AN CSOULCE Avala DU Uy 21 BEnigrmne Specie Dy 22 TOI CIA XT CREE D pc 23 ENTERENGSSICKNESS t pU Cd edem Le 24 DS EAE ae aig te P 25 Im MEM MM UE 25 Effective To and From DUIS ocn Aurion tata pd 26 Duty Clashes shite Mises vua tout htec AC
3. sels REG Officer Ou Tzu Too Lom You results will appear in the main window as shown SLUM paglish T RAT Du M n ru L m m d att pa ta Wee Huges pe ALO Office Du 2a n o 22 fno wo oor 100 oe SRO ORE Baia aii Hogan Click onto one of the gray squares Crouch AE ALOT Bua 3g tot car al 2 WWD Offices Dun 54 4 the Specify the Status window will appear Specify duty status for D McGovern Audit Reference 0 as at 09 05 2007 E Help Status Status lie EM Remarks Routine Medical Check Location Dis Location Testing you will be able to change the Duty Status of the Officer Rank DRANK DisRaTesing x Zone D SZT DisZoeTet Riding None Incident Number Outduty Mileage D For exam pl Effective from 09052007 Actual start 08052007 06 00 Undo Times Effective to i E Actual finish 14 00 lt lt lt Back Next gt gt gt B dE Comments Sicknes Sickness Outduty Leave Training Medical etc i raining i Allowance
4. Location WHOLEN2 Aintree Fire Station Cost code At Month October Year 2009 Duty All Service Number Date 2010 2009 Time 00 00 Postzone All Svc zone v Surname P s N2Green Watel p N RIR OL R R R DI NIN RI 5101 tesATS As you can see you have a quick reference of everyone s Sickness Leave Meetings Reminders Public Holiday etc This is an excellent way in keeping track of all personnel s where about A month s availability will display for all personnel who associate to the criteria entered You can colour coordinate each Availability Key to make it easier to see who s doing what Availability management lt Colour options gt E Availability L Availability management Colour options Late Medicals Set colour Meetings Public Holiday gt Remove colour R Set as default Sickness Ready 5 Engineer Secondment Samantha Hullis Sport management lt Colour options gt Constant Key lt Set colour gt Remove colour Cancel e Select the Set colour button Public Holiday e Once completed click Apply Continue until all Availability Keys have been assigned to a colour SOPHTLOGIC COMMERCIAL IN CONFIDENCE Sickness PAGE 20 Specify Duty Status Entering Brigade Availability The top of the Duty Rota display i
5. 21 weeks amend the Effective to aa Novel d eee 2 date to reflect this by clicking TAE 0 ee Fae on the Actual Finish button and tento 131020 Aes aan v3102008 Unda Tires Effective hom 05102005 Actusistat 05102008 Urcky Times 15783 Acih 230238 nee selecting the end date in the Efiscive 15102555 Achual inch 1616405 2959 Neen f l oh colos Medical 11 30 16 12 30 calendar displayed Dea xi Ce If for example medical was being entered then the user would need to amend the Start and Finish times as well thus enabling an accurate record of duty status in Real terms e g 4 5 hrs opposed to an entire shift of 8 hours SOPHTLOGIC COMMERCIAL IN CONFIDENCE 21 Entering a Specific Duty In this example am entering a Specific Duty Status for Special Rescue Team e Click onto one of the gray squares The Specify Duty Status window will appear Help Status The system defaults to None Selected Status Special Rescue Tem Remaks SRTLiwDws TA N2 Aintree Fie Staion O e Click onto the Status arrow to enable the viewing of all des N2WMDO2 WaihManager Availability Constants
6. Information Specified this will be updated when you enter the Sickness Details Shown on next page When the person calls up and say they are too Sick to come to work they would usually say why i e Cold Injury Headache etc you can enter this information given into the Duty Rota Book Details Within the Specify Duty Status window e Click onto the Details button Details Additional 08 Sickness Details l Category None selected Cause None selected The Additional Sickness Details window will appear CC esciption of Sickness Zi Body Parts a Select Here you would enter the reason for the Sickness and enter any Associated Evidence Assign Additional Notes updates if any Let s go over each Sickness Details Relates to Audit 0 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 28 Sickness Category Sickness Category this is the main group of Sickness Category None selected ODPM Cardiovascular ODPM Dermatological Click onto the Category arrow Select the reason why this person is off Sick ODPM Gastro intestinal ODPM Mental health ODPM Musculo skeletal Desciption of Sickness To setup the Category Go to Rotas amp Availability Configure Duty Systems Availability Setup Click onto the Availability Category folder Sickness Cause Sickness Cause this is the a breakdown of the Sick
7. Add Click onto the Arrow Remove Choose an option Click OK You may get a conflict message appear The system has detected a confidence deficit for location DI LT at 09 05 2007 06 00 Actual riders 4 Ridership 7 Do you wish to proceed y Click onto the Yes button Ma Yes As you can see the sickness has now been entered into the Duty Rota Book SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 15 DIRA McGovenD 12 F Dl LT Dis REO Open the Availability window Click onto the faces oe alien Des x Em DI LT Whole time on Station resources for E IPSDI LT as at 09 05 2007 Help vo pl X EH HB PINs Station Display Duties Control Rotas amp pplnc Undo Save Confirm Print Activities Within Sta ti on Resources it i S now Date Tim a a E 09 05 2007 I 09 13 _ Spare OIC 5 Spare drivers 10 showing that Officer unavailable Name Rank Riding Stat Finish Status PAC AAA AAA AAA DIRANK AVA E Bloggs 30912 DIRANK AMAL sed ms Ege amp BLOGGSJJUBI DIRANK DR3I23EFADEFADI __ EE Jordan A 0000 ooo oss ava JALDRIZEFAD F Click onto the X in the Mouse 123456 DIRANK LANA LL me Jones 455 amp Mouse 123456 Cw A
8. b Fyest Te b Seni Officer Madea Over Comte Ea Other Leave Cre Sorna Othee Duty day change norunt Detached Ting amp Courses Hal day ran hall day Hall day non und ome Fima Leave non ndomedt 1 2 fex 1 2 TUL J wdwhepid 1 2 dw T F 2 5 n D 101010919101 1010101010 01016101 1016 ele cole vof cle ole ole Duty Rota Book 09 01 2007 09 32 amp S L EA gt f you want to give someone five days leave Hold the shift key down the keyboard Location Suffolk code System type All 7 Duy system AN Rota EN SEDI nr Click on the first and last day of the leave Dae 09001200 Time f 00 00 Summe Click onto the leave key Annual E mmm m Select the type of leave Absent without leave Public Holiday Medicals Senior Officer half Public m Cover ne Other Leave o eT Senior Officer Cover Train Duty day change non unif Detached Training amp Courses Half day training half day Half day flexi non uniforme Flexi Leave non uniformed 172 dau hnsnilal 12 dav Y SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 36 Schedule This will give you an hourly account of a persons Schedule If someone has external training in the morning and an appointment in the afternoo
9. 10 Officer availabilty Mi PINs Dirly 17042007 Tme New Location Raa Comer 5 AMB M tier D DITXAFS Business km 24 AMA 2 A list of Officers on Duty and Outduties being Paley GMB TIO Operations 24 GME MIMO persion 24 performed for the date and time as specified on the GEME jai a ae a PA d T Z pag GMB 0171 Parscenal EN Availability screen hugs GMA wal GMA Mi0Operstios ai Crouch GMA 5 Business 0 24 AMA GMa O200 Tobcross _ wa GMA Personnel ee Akki GHAD 109 5 Fiesideriial ial amp E 24 AMA e Click onto the Rotas icon Rotas a dence oulduty SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 14 The Duty Rota Book window will appear 10 Rola Book 918 04 2007 13 31 e Create a search e Click onto the Rota icon M Fw I F 5 M T wW T F 5 5 M aT 5 5 A wT 5 5 12 45 b f 8 3 WW TZ 13 14 16 17 18 13 ZU zb zz 24 21 27 c zB 3 SLUM D RAT Die WT AL Dts HE Ni fee D M SCOM Oiee Dua SCOM Cemener ALO Pal wT
10. Export information to Close MS Excel Loads Duty Rota Displayed Lists the window Spreadsheet Rota Data Summary Monthly Availability Keys Ed 1 Station Summary Summary Month 24 Hour kep Print Report Colour Coordinates the Station Show Hide Data 24 Hour Rota Availability Keys Resources Summary How to Perform Searches The Duty Rota enables searches on single or multiple criteria as illustrated below Rota Book 16 10 2009 14 06 E he wA Hota Station Summary Summary Month 24 Hour Cost code All Colours Location Systemype All Duky system Rota All m Month October rear 2009 D itu All Service Number Date 2010 2009 Time no nod Post zone al Svc Zone Surname The system will by default display the current month year date and time in the respective fields Go to the search section of the Duty Rota The mechanism is provided to search by Location Cost Code System Type Duty System Rota Post Zone SVC Zone Service Number Surname and by Month Year Date and Time Please note a search must be performed If a user inadvertently attempts to display the duty rota prior to setting search criteria the following help message will generate The system does not display for all stations all duty systems all rota
11. groups Rank WMD Watch Manager D e watch Wholetime Shift Whitewatth Zone None No service zone None M Reason None Selected Incident Number i Outduty Mileage Support Code Clear Code Effective from 12102009 Actual start 12102003 09 00 Undo Times Effective to 14102009 Actual finish 15102008 08 59 4 Comments SpecialRescue raining 2 8 Allowance No addition information specified e Select one of the options from the list zi OK Canes e Click onto the Remarks arrow to enable the viewing of all Availability Keys Renee RGR e Select one of the options from the list Locali GRIT Pieri Laas Peat SAT Rota ssp Blue nak ERT Aola Red SET imap Effective from 12102009 Actual start 12 10 2009 09 00 Elfeciveto 14102009 Actualtinish 15102003 0859 e Change Effected date and times e Enter any additional information in the Comments tab e Click onto the OK button gt Tw T As you can see in the Duty Rota Book the Availability Keys have been entered 11 12 13 14 15 The Keys will differ from Brigade to Brigade depending on their setup SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 22 Entering OutDuty The Station Resources has been modified so that when an Outduty is inserted spanning several duty periods the system will
12. Station Activities Accept Decline Availability Delete Availability TE 03 30 11 14 TL 12 00 13 14 gt Close SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 39 How to Change Remove Specify Duty Status There are two ways to Change Allocated Leave Sickness Meetings anything that where entered into the Duty Rota Book you can change individual days or change a group of days Changing Individual Days Open the Duty Rota Book Click onto Rota 6 Availability Click onto Duty Rota Book The Duty Rota Book will open Choose a Location Click onto the box you want to change remove The Specific Duty Status window will appear Specify duty status for W 3255_ Audit Reference 2070870 as at 28 10 2009 Attendance Times Delete Record Status Remar Location N2 Aintree Fire Station Post N2WMD02 Watch Manager D Rank acting SMD Station Manager YS DM ZEEN Zone None No service zone Riding None E Reason None Selected M Incident Number Outduty Mileage D Support Code Clear Code Effective from 28102009 Actual start 28102009 09 00 Undo Times Effectiveto 31102009 _ Actualfinish 01112008 0858 lt lt lt Back Nest gt gt gt 3 dits Comments i Acting Up gt Training 4 Allowance In the Menu bar Aata lonk 0h 1 Fore 1
13. e Month October Year 2008 Duty Service Number Click onto the arrow for Location Date 2010 2009 Time 00 00 Postzone All zone All v Sumame SSMTWTFSSMMTWTFSSMTWTEFSSMTWT 5 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Select a Location e Click onto the Rota icon SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 19 In the Duty Rota Book Duty Rota Book 16 10 2009 14 06 System type Duty system All v Rota All ae Ss ae 10 11 12 13 14 15 16 17 WMA 2332 test D 23 221251 2 Blue Watch WMD 3255 test W 32 PIs N2 white Watct Tr 25853 res Mj T T T TEE 2 Blue Watch FF 2996 test AW 2 Blue Watch RU 2 Blue Watch FF 3082 test G J 3I 5 N2 Blue Watch FF 5223 test 522 2 Blue Watch eT NN 2 Green Watel Fr avo eco ll 0 he ER 5 N2 Green Watel FF 5008 test TF 5 4 Setting Availability Keys Colours In the toolbar A oo e Click onto the Colours icon Colours Here you can colour coordinate the descriptions e Click onto the required Availability constant e g Leave Please refer to the paint pallet select the required colour e g Yellow od Wi ooh SUSIMOIAWITOSEES 8 19 20 21 22 23 24 25 26 27 28 29 30 3
14. Roll Button Available ranks e Click onto the Roll icon ess ei 2 GMB De This will show by rank who is available for duty at this given time AUD T Is MB ee E 2 DOM E b ip EN ees E eee e Click onto the Officers icon bumen bt 24 Optra 4 ET cmm M 34 T Hag A list of Officers on Duty and Outduties being performed for the date aa ae Bune d COT acronis E and time as specified on the Availability screen OutDuty Register You can also view which Officer is Available or which Officer is on Outduty by Outduty register e Clicking on the Outduty Destination Cicer e Select Officers e Click onto the Outduty icon M4 C1 KEEGAN S31 SOPHTLOGIC COMMERCIAL IN CONFI DENCE PAGE 9 Confirm Button The Confirm button will enable the user to globally confirm the availability Access to the Confirm button is restricted to those users who have been assigned the system privilege Rotas and Availability Confirm Availability for All Stations availability confirm Please enter PIN number When the user clicks confirm they are requested to enter the personnel pin number The system will then confirm the availability for each location and active rota liste
15. H2 gius Watch el e n el n n SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 41 Delete A Record To Remove A record e Click on to the record you want to remove This will open the Specify duty Status window In the Top left hand corner Specify duty stat Help Status e Click onto Status Help Status Attendance Times e Click onto Delete Records er ef Remat Delete Records In Group Delete audit ref 20708807 A dialog box appears asking you if you want to Delete a Person 3081 GM Times 10 10 2009 00 00 to 10 10 2009 23 53 Records Ma Yes e Click onto the Yes button The Status and Remarks fields will default back to None Selected e Click onto the OK button As you can see the box that was blue with O on the box for Overtime has now returned back to a grey box meaning this person is now available for duty Attendance Times Specify duty status for J P T Pollard T e Click onto Status e Click onto Attendance Times Status Attendance Times Delete Record Remat Delete Records In Group A dialog box appears showing you the actual time you worked and the Shift time you was scheduled for that day this is good to check and see if a person is doing overtime Actual start 07 01 2009 18 00 Finish 09 01 2009 23 59 Shift start OF 01 2009 18 00 Shift finish Q8 01 2009 23 59 Actual start 06
16. M Tools and Accessories or by g oin g to WAND Mobile Ctrl Shift Q Global Navigator Open NaviBar Restore NaviBar Save e Navigation Dynamic Window Control Logon Global Navigator PIN Logout Listeners Not Enabled System Help Ctrl F1 Menu Bar Enter a Module into the Menu Toolbar On the Global Navigator menu e Click onto one of the Rotas and Availability button The corresponding module will appear in the toolbar As shown File Edit Navigation SOPHT net Rotas and Availability Window This gives the user you a shortcut access to the sub menus under that module SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 4 Adding Shortcuts to the Menu Toolbar Rotas and Availability Window Configure Duty Systems Duty System Types Other Configuration Options gt Duty Systems Control front screen eel lei e Click the left mouse button onto Rotas and Availability Resource Manager Availability Constants E e Move your mouse down to Configure Duty System Duty Rotas 5 Public Holidays Absence Analysis aces vs e M ove y our mouse to t h 9 h t Overtime and Acting up Analysis Activity Types Check All Stations e Move down and left click onto the Menu Bar Availability Program Groups Security ee Availability Programs System Maintenance Pas A Process Avail
17. SOPHTLOGIC COMMERCIAL IN CONFIDENCE Delete audit ref 20708707 Person 3255 Wy Times 10 2003 09 00 01 11 2009 08 53 Ma Tes PAGE 40 Within the Specify Duty window Specify duty status for W 3255 Audit Reference 0 as at 26 10 2009 Help Status Status None selected Location 2 Aintree Fire Station Post N2WMDO2 WatchManagerD Rank 60 The Status and Remarks fields will default back to None Selected Zone None No service zone M Riding m Reason OOOO Incident Number Outduty Mileage CI ick onto the OK button Support Code Clear Code Effective 28 10 2009 Actual start 28 10 2009 09 00 Undo Times Effective to 28 10 2009 Actual finish 28 10 2009 17 59 lt lt lt Back Next gt gt gt Comments i Acting Up Training i Allowance Pa buty Rote Book 102009 1406 WHOA Fae Sten SSC mam P Moi oor a SS As you can see the box that was green with AU on the 507s melee see ome L for Acting Up has now returned back to a grey box meaning 2202 WMD X0 bea Wal a this person is now available for duty jajne whee wa g N2 Blue Watch FF TER beat ACA je is N2 Blue Watch FF SED bet GM je s N2 Blue watch FF SEG tet GJ je s H2 gius Watch FF Sd beet L 322 je s
18. SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 11 tA Tyne met eee qe dm were misisti Yellow this indicates that availability for this station has not been saved EE m ug or as T Green Tick indicates availability has been saved and confidence levels are met mm ot lt 1 I Pit he rd xps eras 9 Jj n 1 Red Tick indicates availability has been saved and station is at minimum ridership eju L ir Dama Gam i Fw m du Lb m ui 8 Red Cross indicates availability has been saved but minimum ridership level has not been met and therefore station is off the run SGC jx ag mu emm ines 1 e SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 12 Checking Station Resources There are two ways to access the Station Resources One way is by clicking onto the 3 faces icon which is located at the end of each brigade Luton BRE O2 LU whale time tation resources SUELE 77 8 DEED SEL ELE ie If the Availability window is opened on the 13 10 2009 at 11 27 Dae 14 10 2008 113 ul M ease Cac Speer 4 5 E 5 az and left open for 10 minutes and then the station resources window i
19. are called the Child The Parent is the Sickness Audit Number the Child will relate to unless it is a new sickness If the sickness needs to be related to a previously entered sickness and or the Audit Number does not appear in the Audit box enter a 1 in the Audit box this will let the system know that the two sicknesses are related In the reverse if you have entered a block Sickness but it s two separate Sicknesses in the Relate to Audit box delete the number and enter O this tells the system that this entry is a New Sickness Once you have completed filling out the Additional Sickness Details form Category ODPM Other Cause Sickness Click onto the OK button Desciption of Sickness Can t keep anything down A Body Parts Arm And Shoulder Select Stomach nd Muscles As you can see all the boxes are filled in giving as much information Associated Evidence Accident 085001 Assign about why the person is off and about the Sickness Additional Notes The more information you collect and enter the better understanding Relates to Audit 0 why the person is unable to work At the moment the Related Audit Number is showing a O this is because it is the Parent when you add additional Sickness days Child the audit number that is showing at the top of the Specify Duty Days window will be the same as the one in the Child A
20. each window provides SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 7 Availability Toolbar Displays Displays Rotas that personnel Displays List Print your are Active at currently on of Officers on Report Given Time out duty Duty X Suspend utduty Officers vf Confirm Allows to Loads Displays Transfer of Availability Nominal Roll Available Data to Other Applications Globally Confirm the Availability Active Button V Altemative Pati 4 Rider ALTOPS3 IV Flexible Duty E e Click onto the Active icon nores v Flexible Duty IV Flexible Duty This Icon will activate the Rotas available at any given time and show in the column on the left of your eden es screen ncident Invest OQutduty register Hider v Incident Invest e Choose a Rider Officer or All on the Outduty Register ncident Outduty Button Outduty e Click onto the Outduty icon Outduty register Rider This will show Displays personnel that are actively on Out Duty at given time destinations Kirkdale City Centre Low Hill It will also show all Outduty Stations within the Outduty Destinations box at the bottom St Helens Fire Station left of your screen This is usually the same as what is displayed in the main window Newton Le Willows LI IHN ih u SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 8
21. efficient and effective mechanism for performing the complex task of maintaining resource availability The Rota and Availability System is intrinsically linked to the Personnel System It is necessary to have both systems installed otherwise neither will function It is for this reason many e g personnel related functions will alter information held and displayed in the Rota and Availability system and vice versa How is Availability Obtained Calculated The availability is based upon the following calculation e Today s Date minus the Rota Base Date e Divided by the number of days in the pattern will give a number This number will locate the position into the pattern e g in a pattern of DDNNRRRR 3 would equal the first nightshift SOPHTLOGIC COMMERCIAL IN CONFI DENCE PAGE 6 Availability Availability shows by Brigade who and what is the available e From the Global Navigator e Click onto Rotas and Availability e Scroll down and Click onto Availability Availability window will appear 9 availability ez f Aet sl As you can see the Availability window has 4 windows Window 1 Watches that are available Window 2 Display Availability by Location Brigade Window 3 Display personnel on Outduty or Availability by rank at the given time Window 4 Displays Locations that are Available for OutDuty Destinations Let s start from the top and go through what
22. in g Li OK Cancel ieu p M Tw T 5 5 T Ww 16 1 18 13 20 21 22 23 24 25 Click onto the OK button to close the Specific Duty Status window SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 38 Audit History Audit History is a good way to keep track of entries and changes that have been entered in the Duty Rota Book Right click onto the grey box Click onto Audit History Add or Edit Comments Add or Edit Colour Remove Colour Change Status View Status Audit History Schedule Station Activities Accept Decline Availability The Audit History window will open As you can see in this example Delete Availability Clase 9 audit History for CM P ROBERTS for 11 10 2009 as at 14 10 2009 08 50 Comments ADMIN INSERT From to 14 10 2009 08 54 08 11 10 2009 09 00 11 10 2009 17 59 There have been three changes that have been entered and who made the changes and the date and time the changes were made To close this window Click onto the X icon View Status Another good way is to see straight away any appointments for that day if more then two use the arrows to scroll up down Add or Edit Comments Add or Edit Colour Remove Colour Right click onto the box Click onto View Status Change Status View Status Audit History A box will pop up showing that days appointment and times UR crhiedule
23. like to remove these records B Duty clashes for period 10 01 2009 00 00 to 10 01 2009 23 59 Audire Starttime Finish time Status Remark The reason the times are crashing could be that the person would zi maa 574681 03012003 18 00 1001 2009 08 59 UNA QI C1 Certificated illness D T McGovern have been on a Night Duty and the times for the Day Off would have been 00 00 to 23 59 The Night Duty shift does not end until 08 59 in the morning of the 10 01 09 Effective frorn 09 01 2009 Actual start 09 01 2009 18 00 Effective to 09 01 2009 Actual Finish 10 01 2009 08 59 On the next day entry Day Off the time is 00 00 23 59 this will Clash with the Duty System as the Finish time on the 09 01 09 finishes at 8 59am on the 10 01 09 but the Start time on the 10 01 09 started at 00 00am before the finish time Effective fram 10 01 2009 Actual start 1007 2009 00 00 Effective to 1001 2009 Actual finish 10 01 2009 23 59 By changing the Actual Start time from 00 00 to 09 00 this will not Clash with the Duty Effective frorn 10 01 2009 Actual start 10 01 2009 09 00 Effective to 10 01 2009 Actual finish 1001 2009 2359 SOPHTLOGIC COMMERCIAL IN CONFI DENCE 27 i Comments f 08 Sickness E Trainirig ae Allowance Retain colour E Under the Sickness Tab it will show No Additional No addition information specified Details
24. this is because the person is on a night shift and will not show up in a day shift time pattern The Sickness that has been entered is showing in the Absence sub menu a Absence for J P T Pollard Test Stat Timeon Finish Time off No of days Status Keys zd sub constant er 0701 2009 18 00 0901 2009 2358 LE a 04 01 2009 09 00 5 1 2 2009 gt Injury Sickness 25 12 2008 01 01 2009 UNA 2 3 5T Self Certificated Illness Sickness 20 12 2008 20 12 2008 1 AV 13122008 09 00 1912 2008 17 53 1 AV 08112008 00 00 15112008 23 59 8 UNA 01112008 09 00 0711 2008 23 59 7 UNA Remove SC Sort 08 Sickness 08 Sickness C1 Certificated illness 3 3 3 3 3 3 3 3 51 Self Certificated Illness Date range o1 112008 to os 012009 B Sickness for J P T Pollard Test To Sick days Dutydays Group Category Cause 04 01 2009 0901 2009 6 00 4 00 C1 Certificated illness 25122008 01 01 2009 8 00 400 ODPM Other 51 Self Certificated Illness Cold 08112008 1511 2008 8 00 400 ODPM Endocrine C1 Certificated illness 01112008 07 11 2008 7 00 400 ODPM Other 51 Self Certificated Illness Blood Poisoning v 4 b SOPHTLOGIC COMMERCIAL IN CONFI DENCE Revise Remove Rota Book This is because the first 3 days is under S C Service There are two entries for the same sickness Injury and t
25. 01 2009 08 45 Finish 06 01 2009 17 44 Shift start 06 01 2009 00 00 Shift finish 06 01 2009 23 59 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 42
26. 44 YET WHOLEN Aunties Fite Toten eueee u seme a a H Mess ves Duy ja 5 7 Date onae tme at Penne a Oe naan z x Ha gh weh R R O ulu Rl xl nlr RIR ole WHO S255 eaw 37 1 ca H2 ri Wad e G 295 jr 82 Bic Wiech FO jr 82 Bic Wiech EEJ 2 Dae Watch F 1 ELE HS Ban waich 3 L ADE n F 559 T e u nu e e o 5 watch role ele 202 te Green yall FF 2920 eet 2 H2 Green fated Fe Sm pe e Green R e R n el e RI nl e el ae PP AMO k Click onto the Status option Specify duty status for W 3255 Audit ae Attendance Times Delete Record yele EEE In Group Click onto Return to Original Status A dialog box asking if you are sure will appear Click onto the YES button Click onto the OK button on the Specific Duty Status window
27. IDENCE PAGE 13 The Station Resources for that Location will appear as shown ri tcasnorse for LUI ad 14 10 i Hen Fa 588 28 4 0 ate 2 8 1 Date Tee xf 5eex 1 se LD o3 ue c icc vs ava spain unen THOMAS GIC rio ss ANA 1H 1020080800 14 ERAD Riim Bo v EN cous e ee me ae nn este ate The station resources and capability analysis functions which return the DL Hn B un irn ma rm Im NULT 5 NN list of skills has been modified to return only those skills which have not I mL uud Cem ee Been tua m ur mo ares ava expired based upon the frequency on the skill and the date obtained on WRIGHT FF 1758 14 10 20009 28 00 HaTH ww EJ FF BR una Ap 10 20 moo 17 the skill profile mireia eti Diei Ree otters Change of Officer Duty If you have an Officer that calls in Sick or needs to Change Duty You can Change their duty by using the Duty Rota Book or you can do it from the Officer Availability window e Click onto the Officers icon
28. M eos uta Atte 27 SICKNESS CALC OOTY sa ate 29 a 29 Description OJ 9 29 Body ymo MN Lco 30 Associated Evident EET Pr 30 E 31 Relates M CD 31 REMOVE A SICKNESS FROM THE DUTY ROTA BOOK Ue dente eto OR e or editt dO oti D e E wis eO ei a ee ped hat do deti dte ode ito de ae 34 24 HOUR lec 35 KEY ICON C U M S 36 SCHEDULE 37 ACDIR HISTOR M ute DAN LL LAM LAM M i tM uL E M LR M IC 30 NOW LATUS E aU MI ML ARD IM NL IM Lt D LUE M E REM AM LM E er roe 30 HOW CHANGE REMOVE SPECIFY DUTY STATUS siut t sed etd M mte into ans Sac aaa iue rea Md M Er I ELM LE 40 Days tto ur ese se A ra 40 Delete 259 7 M 42 Afendanc eA UNES P
29. MA Pe McGovemD 123 DIRANK 0500 1400 UNA wn EE Within the Availability Window Click onto the Officers Icon Officers WT nix HOHORA tex il lank Raia Heaton F bonnes OPARE ML On Locafen T es EPT x Again the system shows that the officer is E jso awa warme ALTALI 51a awa E IPOS Seaton 5 FFI SUIS apis Test awa unaval la b e ORG Gi Descmphon TI ORG Mors M Du BOLT itt Location Tesi ava Cw l PwFF six7 Headquarter ava SIRT E ADHI HU uak Headquarters ROHI Headquarters E Cabot ALLALI Sta E FF Metar Sis A Z T FF bit Puck ne enter Ala FF Pera FFIZ ALLALI ie ABS Z Dem FFH Sia aes TESTI teenth T Ju CD AMT MeBevemD DREN CAL TAN Lonen Tecta 05 2007 0600 0906 2007 14 00 DPT SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 16 Duty Rota Book Pre planning Attendances e Provides the facility to determine past present and future staffing throughout the Brigade e Provide summarised information on demand about station levels of sickness leave training course attendance Features e Duty
30. SOPHTLOGIC Rota amp Availability 2059 SP13 User Manual For more information E diane mcgovern sophtlogic com 01473 255552 Table of Contents ROTAS SAVAILABILITY M 3 ACCESS cars 22 WO lem pe nv SPO RR e A SEEE ee eee 3 ACCESS ROTA amp AVAILABILITY MODULE sea bp eu pne dde etu op de ea dena ea Een DNE e eee a sdaesnassosensesdecusasanocsessedbebsadeds ccsseabeucbdesdssecosdatsesvsnnsseces 4 GLOBALNAVIGATOR UR t etaed oec n AMALIA MM EAM DI MMC HMM MAREM D REC EI 4 the Menu Toolbar cain tees seine cineca aeu eM REP AE Nea aue e ges Gp te Sa a aon pe od E Snes Cad pm ME Ede 4 Adding Shortcuts to the Menu phe E OR EN t nasum Au NV MuR aU ds TEM M UE NM MEE LM 5 Remova M d l from the Men Toolbar atis de Eel ul tab ised E E usual hind UBL 5 INTRODUCTION aa 6 AVAILABILITY e 7 P E 8 CHECKING S TATION RESOURCES
31. This gives you a quick outlook on whose available and if not available why Sick Outduty Training Leave etc If you would like to put someone on training for a few hours or they have a meeting anything that will make them unavailable you can easily do this from the Duty Rota Book by e Hold down the Ctrl key e Click onto the hours you are saying that person is unavailable You can either e Right Click and choose the Schedule button a e Click onto the Key Icon Let s Start by clicking onto the Key icon SOPHTLOGIC COMMERCIAL IN CONFIDENCE Add or Edit Comments Add or Edit Colour Remove Colour Change Status View Status Audit History Schedule Station Activities Accept Decline Availability Delete Availability Clase PAGE 35 Key Icon This is a short cut way to assign appointments leave training etc SEI Click onto the key icon Say you wanted to assign five different people to an eye appointment on five different days AEA pee GJ J Hold down the Shift key on the keyboard sees cr we EF ma O be wef ee Ome omav 0000 Click onto the selected squares Go to Medical Select Routine Medical Check wrt 76 wWwrFSSMIEWTEFSSMEWT 9 100 12 132 15 17 13 3 2022 22 224 5 F a 10 MT key 75225 f
32. abilty Programs Attendance Planner System Help Ctrl F1 Capability Analysis Menu Bar System Help Ctrl F1 Menu Bar You have now added Configure Duty System to your menu bar File Edit Navigation SOPHT net Rotas and Availability Configure Duty Systems Window This now gives you shortcut access to anything within Configure Duty System Remove a Module from the Menu Toolbar e Left click onto the module you want to remove from the menu toolbar e Move your mouse down the list of options e Left click onto the Menu Bar The menu bar is at the bottom of majority of the drop down menus Follow the same procedure as shown above to close any modules or sub menus SOPHTLOGIC COMMERCIAL IN CONFIDENCE Configure Duty Systems Window Duty System Types Duty Systems Rota Configuration Availability Constants Availability Keys Availability Buffers Public Holidays Availability Profiles Activity Types Availability Program Groups Availability Programs Process Availabilty Programs System Help Ctrl F1 Menu Bar PAGE 5 Introduction The Rota and Availability system monitors past present and future availability of Brigade resources e g appliances personnel and equipment This provides Brigades with an accurate depiction of resource availability and can be used to identify resource shortfalls or surplus The availability system provides an
33. create a transaction for each duty day within the transaction date range This is consistent with the Duty Rota Book e Click onto one of the gray squares The Specify Duty Status window will appear Specify duty status for W 3255 Audit Reference 0 as at 20 10 2009 ys The system defaults to None Selected Status Unavailable X Remarks Dutduty z D e Click onto the Location arrow to enable the viewing of all Post N2wMD02 Watch Manager D Stations Rank wp Watch Manager D Watch Wholetime Shift White Watch X trg dy Aali 0 1 Zone None No service zone T i s3 Riding None X Temm Reason outduty due to overtime Fat Incident Number Enter Incident No Outduty Mileage 50 id Support Code T Clear Code n Effective from 20 10 2009 Actual start 20 10 2003 03 00 Undo Times P rehini Effectiveto 23102009 Actualfinish 24102009 08598 lt lt lt Back Hoste PEE MENT Hz Supe ig Comments i None selected p Training p Allowance mm ETE Nea LAA ne er HFA M7 Enter any additional information optional Details fiian aT ALLDATOH LLAN EZ Selon Daniae ae t mh Caes e Select one of the opti
34. d in the Availability window The ridership and minimum ridership is calculated and written to the confirmation table fF a4 G F QU X wr P T Diir Rol 1 T 1 J a ues a s Load the Availability e Click onto the AVA icon The system will automatically default to the current date and time when the window was opened This will show what resources are available for duty at this given time SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 10 Search Facilities Let s look at the Search facilities The date is usually showing today s date and time Click onto the arrows and choose the e Area e Class e Outduty Register e Click onto the Green Tick c 170207 1529 af Ares All Class whole tine Y nr Officers a On this day and time chosen e Area All areas e Class Whole Time e Outduty Register All The results got were Confidence Available Over under Officers Jar Officers If we look at the bigger picture pem In the centre window it shows by Brigade who and what is the available i e aa ARAA ove ARA DERE 9 86 d 7 OR AR Who aa ol de Here we are going to look at the Officer Availability 3 Faces Icon alongside the station of which watch the user is wishing to view
35. dditional Sickness Details window e Click onto the OK button SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 31 The information has not appeared under the Sickness Tab Specify duty status for J P T Pollard Test Audit Reference 574656 as at 04 01 2009 4 Help Status Status 5j Location BE Bedod Post Mw03 ModfiedDuies This is because you have not refreshed the window Rank WM WATCH MANAGER s watch 01 wWhole time shift GR Zone None No service zone Riding None Incident Number Outduty Mileage aa l ck nto th b u tto n Support Code Clear Code Effective from 04 01 2009 Actual start 04 01 2009 09 00 Undo Times Effective to 0 01 2009 Actual finish 1 07 01 2009 08 59 lt lt lt Back Next gt gt gt ig Comments 08 Sickness Training Allowance Retain colour X e As you can see the Sickness has now been entered into the Duty Rota KS Book M z Cancel Specify duty status for J P T Pollard Test Audit Reference 574656 as at 04 01 2009 had entered a block Sickness of 3 days Hep Status 5 Remarks 53 SVC Service Injury e Click onto the Day in question o E Post MWO3 Modified Duties Rank wm WATCH MANAGER watch 01 wWhole time shift GR Zone None No service zone The information you added in the Description and Additional Notes nin
36. dentifies each day in the month by the date and first letter of the day e g M10 equating to Monday 10 of the selected month 5 M T WT F 5 5 M T wW T 8 5 M Tw T 5 5 M T T F 5 5 M 1 3 4 5 6 8 83 1011 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 28 29 3D 31 Entering Resource Availability The Duty System Pattern is displayed in the enclosed white boxes as previously defined via the Duty Systems option of the Setup menu When availability has been entered it is displayed in the enclosed grey coloured boxes as shown Bloggs J 55 55 H General DIDINI NM By clicking on any of the coloured gray squares the Specify Duty Status window will appear and give you detailed information as shown below A Specify Duty Status window will appear with the information for the absences here are two examples Within this example One is for Medical Appointment the other is for Leave Specily duty status bor W 3255 STRAT au 5 T0 duty status Pur W a2 Adit Reference 20700 as at 05 LU Hep Heb gaw Salus l Slalus TIT E Remus f Annual Leave is being d Locale H2 Station Locations H2 AnenFaeStion Poit 2 02 watch Manager T entered for period of e g CWO P ham O O Pari Fark WMO Wateh Manager TF
37. e e Click onto the Login button Help ii Used by Depending on your Privileges Absence Monitoring Fire Reports Support Information Technology You may get a Select Office box appear if so Macc perational Planninq Personnel Rota s amp Availability Safety Training Centre Stores and Purchasing e Select an Office Training gt Click OK Cancel The Global Navigator window will appear on your screen SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 3 Access Rota amp Availability Module 015 Help Global Navigator AIMS Personnel Query Manager Training Executive Information Support Services Returns and Indicators Supplies The Global Navigator is the main menu of the system providing access to each Equipment Manager Your Own Menu Stores module A user will only be able to access parts of the system that they have ae f Exchequer privileges Tor Communications Administration Fleet Manager Operational MIS Fleet Contractor Operational Support Water Supplies Rotas and Availability Fire Safety Risk Management The Global Navigator be accessed at any time by Station User Spatial Integration Atlantis i E Fire Reports 8 7 0 7 e Pressing Ctrl amp G on your keyboard at the same time 2 Navigation SOPHT net IPDS Personnel PR tri G Activity Manager Messenger Ctrl
38. g information has been set Rank SMB Station Manager B Comp Watch Control Officer Control Officer CONTROL CONTROL Any amendments like Location times etc can be added changed here Riding None T Incident Number Effective from 20 04 2007 Actual start 20 04 2007 09 30 Undo Times Effective to 20042007 Actual finish 20042007 1114 lt lt lt Back ii E If there is more than one Status been Scheduled the Next and Back buttons will go from gray to black Mes gt gt gt lt lt lt Back Specify duty status for A C Ferguson Audit Reference 2625 as at 20 04 2007 Help Status Status Location 0270 Control Click onto one of the buttons to scroll through the persons p FDS20CONSM Station Manager B Comp SMB StationManagerB Comp OOO H appointment schedule bi Watch Control Officer Control Officer Zone CONTROL CONTROL Riding None Incident Number 7 f 4 e Effective fi Actual Undo Ti As you can see it will also change in the Specific Duty Status window EEEUM 0 Effective to 20042007 Actual finish 20042007 1314 lt lt lt Back Comments i Next gt gt gt Add Amend Back in the Duty Rota Book depending on the time the Availability key will change from in this case the TL for training to TE Time of
39. he other 3 days are under Certificated Illness This is also a good way to see Depending on your Sickness setup if the first 7 days is Self Certificated and the 8 day onwards is Certificated or if the Sickness conditions have changed And the Sickness sub menu the whole 6 days are shown as one sickness under the last entry Remarks entered PAGE 33 Remove a Sickness from the Duty Rota Book If you accidentally entered the sickness to the wrong person e Click onto the grey box of the sickness you want to remove The Specify Duty Status window will appear To Remove A record In the Top left hand corner Specify duty stat e Click onto Status Help Status e Click onto Delete Records A dialog box appears asking you if you want to Delete a Records To Remove a Group of records e Click onto Status e Click onto Delete Records in Group A dialog box appears asking you if you want to Delete All Records in the group Dialog box appears asking if this the correct Record Specify duty status for J P T Pollard Te Help Status e Attendance Times SE Delete Record Remat Delete Records In Group Specify duty status for J P T Pollard Te Help Status Attendance Times Delete Record Remar Group Status e Click onto the Yes button e Click onto the OK button The Status and Remarks field will default back to None Selected The Sickness will now be removed f
40. i SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 32 The system has also updated the Personnel Record Card PRC Sickness and Absence windows and the Availability window as shown station resources for 1BE as at 04 01 2009 Help ini x WO ix PINs Station Display Duties Control Applnc Undo Save Confirm Print Activities Date Time 04 01 2008 8 12 17 l Spare DIC smi Spare drivers Meme Bing Skills 5 BARTER MA Dismount M MASON N i amp Tess PT Ts WM 0900 0858 UNA JCHEGUIE Betum T 3 04 01 A 207 01 20091 7777 If the person has called in and is now off for additional 3 days 5 resources for 1BE as at 07 01 2009 Date Time E 07 01 2008 E 19 00 Spare s Spare drivers 5 TEAR 5 HARRISON YJ Dismount Overtime br reise ed and aseo cd pense rdi le Pod ern m Betum In the Personnel Record Card P x Schedule As you can see in the Station Resources the person who is off sick is now unavailable for duty The system also lets you know the date he she is due back to work As you can see the system has updated itself to the last day he she is off sick You may notice that the day and time is different in this example compared to the last
41. ilable ae 01 Unavailable Location e Click onto the Status Arrow 02 Time Off In Lieu Post 03 Annual Leave 04 Other Leave i i HE 05 Public Holiday e Click onto the Sickness Option s NN Watch D7 Trade Union Leave 08 Sickne 5 Zone 10 Flexi Duty UNA Riding 11 Cover Officer Av 12 Control Only 13 Modified Duty 14 Training Centre Instructors Only Data Exempt Period Incident Number Support Code To setup the Status Go to Rotas amp Availability Configure Duty Systems Click onto Availability Constants Add button Remarks The Remarks are the Causes that are under the chosen Status option When the Status Sickness is selected the Remarks box automatically default to Certificated Illness To change the Remarks option Status 08 Sickness 5 Remarks C1 Certificated illness X Certificated illness C2 C Accident Off Duty Post C3 C Service Injury e Click onto the Remarks arrow C4 C Exposure Toxic Rank Cx Part Day Sickness 51 Self Certificated Illness Watch 52 S C Accident Off Duty 53 S C Service Injury Zone 54 S C Exposure Toxic Sx Part Day Sickness A selection of Types of Sickness options will be available depending on your set up for you to choose from To set up Remarks go to Rota amp Availability Configure Duty Systems Click o
42. irst 3 days Day shift start time Night shift finish time Last 3 days Night shift start time Midnight finish time Effective fram 04 01 2009 Actual start 04 01 2009 09 00 Effective from 07 01 2009 Actual start 07 01 2009 18 00 Effective to 01 2009 Actual finish 07 01 2009 08 59 Effective to 09 01 2009 Actual finish 0907 2009 23 58 Notice the times are different this is because the last 3 days T monum T change from a night shift duty to a day off as shown Ww Pollard Test J P PF s BEGRMODIFE ol ol wlan moore ponams The midnight Finish time 11 59 shows the person is not on Duty otherwise it would be 17 59 day 8 59 night Another Example is when you are entering Sickness on a daily basic through the Duty Rota Book instead of changing the Effective To date in the Specify Duty Status window SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 26 Duty Clashes When entering a Sickness Daily over Duty Days you will need to change the TIMES in the Specify Duty Status window If you do NOT do this the TIMES this will Clash and a dialog box will appear as shown below Duty clashes for period 10 01 2009 00 00 to 10 01 2009 23 59 WARNING Sickness clashes have been detected which are associated to a sickness period to which no other availability records are attached Removing these records will also remove the associated sickness period Would you
43. n this can all be entered onto the daily schedule as shown below e Right hand mouse click the required rota square Add or Edit Comments Add or Edit Colour e Click onto the Schedule option Remove Colour Change Status View Status Audit History Schedule Station Activities Accept Decline Availability Key Description Delete Availability Highlight the rows Enter what is scheduled as shown Annual Leave ios Extra Annual Leave Over Head for Head Exchange UNA Head For Head Exchange AVA Long Service Leave Not Entitled to Annual Leave Hom Public Holiday Public Holiday Available Rota Leave Time OFF In Lieu Highlight another group of rows Choose an reason why they are unavailable Cancel iw Cancel Special Leave Once completed Training Click onto the OK button P AD Sizes SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 37 This will take you back to the Duty Rota book M T wW 5 SM W 16 17 18 13 20 21 22 23 24 25 e Anumber s or letter s will appear in the square e Click onto the square Specify duty status for A C Ferguson Audit Reference 2624 as at 20 04 2007 Help Status an This will open the Specific Duty System window Location 0270 Control Post FDS20CONSM Station Manager B Comp can see the trainin
44. ness Cause Mone selected Asthma Attack Athletes Foot Atrial Fibrilation Awaiting Operation Bee Sting Click onto the Cause arrow Desciption of Sickness Select one of the options Body Parts a Se To setup the Cause Go to Rotas amp Availability Configure Duty Systems Availability Setup Click onto the Availability Reason folder Description of Sickness Description of Sickness this is where you can detail what is wrong with the person D esciption of Sickness Can t keep anything down Click into the box and type a Description of the Sickness When viewing Sickness entries via the Duty Rota Book or Station Resources window the Description of Sickness entered will be VI SI BLE SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 29 Body Parts Body Parts breaks down even more what parts of the body is hurting broken upset etc Click onto the Select button C elect Click into the boxes that relate to the Sickness e Click onto the OK button L Carel Am nd Shoulder Stomach Muscles Body Parts Select El window The Body Parts selected will appear in the Body Parts To setup the Body Parts Go to Rotas amp Availability Configure Duty Systems Availability Setup Click
45. nto Availability Constants Sickness Sub Availability Constants Show Add SOPHTLOGIC COMMERCIAL IN CONFIDENCE 25 The Sickness Status and Remarks options have been entered into the Specify Duty Status window Specify duty status for J P T Pollard Test Audit Reference 574656 as at 04 01 20 9 The persons Location Post Rank Watch and Zone will automatically be status entered into the Specify Duty Status window TAR Remarks 53 S C Service Injury Location BE Bedford The Incident Number if the Sickness is related to an Incident then you P Rank WATCH MANAGER must enter the Incident Number here War SS re Zone None No service zone M Riding None z Incident Dutduty Mileage 0 Support Code C Code Effective To and From Dates Effective from ee 04012003 03 00 Undo Times Effective to 0501 2009 p qmm 07012009 0859 lt lt lt Back Comments oe 08 Sickness i Training Allowance Retain colour The Effective To and From Date show s the Date of the grey box 5 information specified Dee clicked onto in the Duty Rota Book If the person has more then one day off Sick then change the Effective To Date to the last day the person was off Sick This is usual done on a daily basis until the person ok returns to duty F
46. ons from the list Here you will be able to enter a Reason why the person has been sent on Outduty Reason None Selected e Click onto the Reason arrow Incident Number 1076 seed outduty due to overtime Support Code Effective from If there is an Incident Number Enter the Incident Number into the box If there are OutDuty Mileage gt Enter the Mileage into the box If the OutDuty is for more than one day Effective fram 20 10 2009 e Enter any additional information in the Comments tab Effective to to 23 10 2009 e Click onto the OK button e Change Effected To date to the last day of the Outduty 5 M WoT F 5 M 18 19 20 21 22 23 24 25 2b As you can see in the Duty Rota Book the Availability Keys have been entered SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 23 Entering Sickness Within the Duty Rota Book some Stations will enter Provisional Sickness on a Daily basis others will go into the First day and just change the Effective To Date until the person returns to Duty Recommended Either way is fine and will work in the same way the only difference between the two is in Absence Manager One way Daily Entry will have many entries attached to the Sickness The other Bulk Entry will only show one or two entries attached to the Sickness To open the Duty Rota Book Rotas and Availability Window Configure Duty Systems b O
47. onto the Availability Object folder Associated Evidence Associated Evidence allows you to assign any evidence that is related to the Sickness e Click onto the Assign button E Assign d El e Select the Evidence box that is related to the Sickness e Click onto the OK button To enter Associated Evidence go to Personnel Scroll down to Health amp Safety Click onto Accident Book Click onto Insert enter Accident that is related to the Sickness OK The Accident number will appear in the Associated Associated Evidence Accident 095001 Evidence window SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 30 Additional Notes Got and electric Shock at work now feeling sick and ached Additional Notes Additional Notes allows you to enter any other Notes about the Person and or Sickness When viewing Sickness entries via the Duty Rota Book or Station Resources window the Additional Notes entered will be VISIBLE Relates to Audit The number that appears in the box relates to the Audit Reference Number Relates to Audit gt 572919 that relates and appears at the top of the Specify Duty Status window on the 1 day the sickness was entered shown below Specify duty status for J P T Pollard Test Audit Reference 572815 as at OF 11 2008 The First bulk day of Sickness that is entered is called the Parent any additional Sickness days that is entered
48. rom the Duty Rota Book If a sign appears Repeat the Process Delete audit ref 20708827 uu Person Pollard Test J P T Times 06 10 2008 09 00 te 10 10 2009 23 53 Ma Tes More defined detail on how to remove a record from the Duty Rota Book go to page 161 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 34 24 Hour Icon The 24 hour option lets you view the Duty Rota Book on an hourly basis instead of a daily basis Choose your Search 1 Click onto the 24 Hour icon 24 Hour Click onto the Rota icon Rota Duty Rota Book 18 04 2007 17 18 O xl B 5 S m Ea sen ER sl B ha Location All Cost code n System we a rl Duty system DsOfice t Rota All E Month api Year 2007 Duty Officer Service Number Date 18042007 06 00 zone a sz Svc zone s Sumame I 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 SCOM McGovern D 2 Di s WT Paisley 05 ALO Dis OFFC 1 ALOI Officer Dut Kegan s REG Officer Dut SCOM Clemence P Sj AL01 Officer Dut wip Crouch P 5 ALO1 Officer Dut SCOM Clemence P S ALO Officer Duki SICK THRFFPNST TT As you can see the schedule within a 24 hour day is now displayed
49. s Rr Frwih ALLEM amp C ul 1 Dean 17806 E1410 2009 04D 14 A je i Des Ee accessed via the availability window the station resources will be M d e Fa LUZA MOA Sua Ir m wor ives ava displayed for 11 27 and not 11 47 DRHE FF qan 127559 LU Ti 2 006 EFI Pru E ed DE m ese oe r sith wa foe rrss Next to the button by the Time there is a button SEFSEY FF P LT qan 17559 LUT 14 ED 20009 CE OC MAT F B LI m in D ELE uas um amis 1 ET mess una we Date Time Af 13102006 This Time Now button will reset the Date and Time fields to Current Date and Time The other way is to Cher Cond alion Gpbiores Resource Manager Click onto Rotas and Availability button ba c Duty Roles Click onto Station Resources m and Acking up analysis in System Palinbrnaner F The Select Location Window will appear E ee Canablry Analysis Select location E P kendancs Planner System Curt Hera e Cancel Click onto the Location Click onto the OK button ire Bri 0 l amp mnthil SOPHTLOGIC COMMERCIAL IN CONF
50. s None Incident Number Outduty Mileage 0 have appeared under the Sickness Tab Effective 04 01 2008 Actual start 04 01 2009 09 00 Undo Times Effective to 06 01 2009 Actual finish 1 07 01 2009 08 59 Back Next gt gt gt ig Comments 08 Sickness Training 4 Allowance Retain colour CI i ck nto th K butto n Can t keep anything down Details 04 January 2003 Got and electric Shock at work now feeling sick and aches OK Cancel You will now be returned to the Duty Rota Book Ty E ot AP no 541 p 8 me bo ms Bs J DUE Ad poop As you can see the sickness has been entered in the Duty Rota Book DUTY CO Ein ui a pi wu Inl uM PuaslgeE PTGPRTI amp HORRET ble ni ml ho 6 elem DT ee al wA H AD BE ai 1 ER CARDI HA kii biniu als mi N u i GAS bis nmi wA Gu 9 1 i tss Li li E E sU EL x el eel ble a a hi8 ur m P Bj u M AP HARETLON V LH P E a
51. s all zones and all cost codes e Click the OK button SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 18 If search criteria is to be selected from drop down list fields e g Location O x Duty Rota Book 16 10 2009 14 06 m d r Rota Station eee 5 oo Colours gt E T Ed 24 Hour Key d System Ts A Duty patem Rota All Manth October Y ear 2004 Duty All Service Humber RENE Date 2010 2009 Time 00 00 Post zone a zone a Surname e Click onto the Location arrow e Choose one of the Locations e Repeat this procedure for System Types Duty System Rota or Post Zone and Svc Zone To determine Past Present and Future staffing throughout the Brigade 9 9 9 Month October Year 2009 alterations must be made to the default date related fields If these fields are not altered the system will only return Duty Rota Analysis for the current Date aU 10 2003 Time 00 00 month The Duty Rota provides the mechanism to display rotas by multiple criteria enabling an efficient and effective means by which to view and analyse past present and future staffing within the selected Brigade Rota Book 16 10 2009 14 06 Bl x s Hu Close Print Excel Colours Rota d nat B Location Cost code At System type All Duty system All v Rota All
52. summary for a selected station by calendar month e Display or print the Duty Rota for a selected month by Station Zone Division etc e A direct link to station resources i e Riders board for the current date and time To enable the Duty Rota to function correctly a prerequisite exists whereby the following setup procedures must have been completed Duty System Duty System Types Rota Configuration please see previous section the Global Navigator Rotas and Availability Window Configure Duty Systems e Click onto Rotas and Availability 4 Rotas and Availability Control front screen Resource Manager Station Resources Availability This will now appear in the Menu Toolbar a Absence Analysis Overtime and Acting up Analysis Check All Stations Security Move you mouse down until you highlighted System Maintenance Attendance Planner Capability Analysis e Du ty Rotas System Help Ctrl F1 Menu Bar The Duty rota Book Window will appear hu Duty Rota Book 04 2007 16 07 M Bm Month Api ves zu an SemiceMumber ee lan The system will default to the current date and time T F M T wd 5 5 HM 10 11 12 13 14 15 16 17 18 18 20 21 22 23 24 25 26 2T 10 2 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 17 Duty Rotas Toolbar
53. ther Configuration Options b Within Global Navigator Control front screen Resource Manager Station Resources Availability Duty Rotas e Click onto Rotas and Availability N ng Overtime and Acti e Scroll down to Rotas System Maintenance b Attendance Planner Capability Analysis Attendance Planner Payroll System Help Ctri F1 The Duty Rota Book will appear Menu Bar Rota Denk Gl Sih EESTI z _ _ B s m m SM ES Lossio IDE Sian a Synem pa Ah Duty AT Rea a auc mM e RD Al iain DNE 5 00 7 8 uu LL e Click onto the 1 day of the Sickness FFI FP H amp ADOODE 191 0 FF 2 FFH Sith DO D Bia exc CMON TR mI ml mi mi amp I KI el kl nl mi WHO Meliewem D 12 la DE AGO Z el Rl el b al ml mi KI el mi mi ki ki hold P O07 Ej RED FF 21 FF12 Dank rex GE WHITE FF _ Rio Bb Oo ey N Specify dut
54. y status for J Joiner Audit Reference 0 as at 10 11 2008 Help Status When entering Sickness the window will amend automatically once the Status None selected Remarks None selected Location BE Bedford Post war 70 FF Bedford Green Sickness Status has been selected Rank DO2 BIVISIONAL OFF 2 gt Watch 01 Whole time shift GR Zone None No service zone 3 This then enables you to specify a Sickness Period within Remarks to Riding None A Incident Number Outduty 0 which the Sickness IS to be attached Support Code Clear Code Effective from 1011 2008 Actual start 1011 2008 09 00 Undo Times Effective to 1011 2008 Actual finish 1011 2008 17 59 lt lt lt Back Comments None selected 4 Training E Allowance This depends on your Sickness Settings e g some Brigades will enter Un Certificated for the First Seven days and Certificated there after others will zi use a different approach to entering their Sickness e g Sickness ok Due to Service non Service Either way the process is the same Let s add a Sickness Period to the Rota Book SOPHTLOGIC COMMERCIAL IN CONFIDENCE 24 Status The Status option is the Grouping of the details i e Sickness Leave Training etc Status 08 Sickness 5 None selected 00 Ava
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