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Schedule24 Resource Manager V5 User Manual and

1. 4 Exercise 6 9 Calculate projected staff working NOUS csescccccessecccccesseccccaeeseceecaeeeeesseaaeecessuansees 169 Exercise 6 10 Working with Staff Availability settings ccccccccssssecccccessecceceesseececeeesecesseeaeeeessaansses 170 Work Hour Thresholds crisser EE E 173 Exercise 6 11 Working with Work Hour ThresholdS ccccssssecccccssecceceesecccceeeseceesaeuseceesaaaeecessaaasses 174 REST POMOC TANTOS ROIO oai E E E E O A 175 Exercise 6 12 Working with Rest Period Thresholds cccsssccccsssccccesececeeseceseeceessscesseuseeseueseesanees 175 Working With Staff Costs ccsccscscscsccscsceccccecsceccccecscsccccecscsceccececsceseccecscssescecscuceceececscssessess 180 Exercise 6 13 Introduction to Measuring Staff COStS cccccccssssecccccsssececceeesecccsaeeeeceeseeasecessuaaeecessuansees 180 Exercise 6 14 Working staff cost DreakGOWN cccccccssssecccceesecceceeeseccccseeseceeseusseceesauaecesseaaeecessaganses 184 Exercise 6 15 Setting individual Staff cost rate ccssscccccssssecceceessecccceeeseeesceeeeeceesauaeecesssaaeecessaaasses 185 Section 7 Printing and Publishing sssisssceisssaveeresiavetaseusesssusesadeauiiasssiussaveiinesessavasacsviansans 190 Printing and Publishing Options sccscsscccscscecsccscsceccccscsceccccecscscescecscncescecscsceccececsceseesecces 190 Exercise 7 1 Working with Page Setup for Day S
2. Tite Mr ow First Peter Last Agar Costs Cost information Default schedule cost type Custom individual cost type Default schedule cost rate Custom individual cost rate Costrate 41000 Displaying the individual cost controls for salaried rate in the Staff Manager SCHEDULE24 USER GUIDE AND TUTORIAL 188 10 Click Save and Close to return to the Schedule View area 11 Using the mouse pointer hover over Peter Agar Friday day cell and 5 00p 1 00a shift to display the breakdown of staff costs for that shift 12 Click Save and Close to return to the Schedule View area 13 Using the mouse pointer hover over Peter Agar Friday day cell and 5 00p 1 00a shift to display the breakdown of staff costs for that shift sapere umm ne eee ai MySchedule ce sC faa Total Hours Total Costs Sun 27 May Mon 28 May Tue 29 May Wed 30 May Thu 31 May Fri 01 Jun Sat 02 Jun Sun 03 Jun 7 days 7 days 2012 2012 2012 2012 2012 2012 2012 2012 A e E FT Agent Peter is budgeted yearly at a rate of 41 000 00 per year Daily rate 41 000 00 365 112 33 TOTAL 112 33 60 00 Displaying the salaried rate breakdown of staff costs Following the rate change to a salaried rate the 5 00p 1 00a evening shift displays a calculation amortized over the year a basic daily rate from 5p 1a at 1 at 112 33 a day No more than one rate i
3. The Insert Shift Pattern dialog displaying the example shift patterns in preview mode SCHEDULE24 USER GUIDE AND TUTORIAL 8 From the list select the Management Team shift pattern and in the Start Date calendar field select the Monday date displayed in the first column of the Schedule View area Tip The start date week day has to be the same day as the start day of the shift pattern design It can be any date provided it is a Monday If the shift pattern design started on Sunday then it can be any date provided it was a Sunday or whatever day of the week the shift pattern design starts If you scroll the preview to the end of the shift pattern you will see it has a 7 day cycle before it repeats it is a simple traditional working week The number of days can clearly be divided by seven making it a week based shift pattern If the shift pattern is started on a day other than Monday it will not be synchronised with the calendar dates and days of the week The most obvious effect will be the days off will fall on other days of the week rather than at weekends 9 Click the Insert button to close the dialog and display the Schedule Assistant prompting for the Team Manager and accept the default option to display the Team Manager 4 You will be staying with the Team Manager to insert the other shift patterns we will be using You do not have to exit the Team manager to insert or associate another shift pattern to
4. this will display the text tool and enter Day Off without the quotes 10 Using the mouse pointer highlight the text Add new ones here and press the Delete key on the keyboard or alternatively right click the mouse button and select Delete from the pop up menu 11 Move the mouse pointer off the record and click to display the Add new ones here prompt for the next record and to update the record 12 Click OK to close the dialog Shift Descriptions Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Enter shift description Shift Description 10 00a 2 00p 6 00p 10 00p Add new ones here Entering the Day Off in the Shift Descriptions dialog If you do not delete the Add new ones here prompt when you update the record the default time 12 00a 12 00a will be entered Simply go back and highlight 12 00a 12 00a and delete The Shift entry column for reserved descriptions is always blank for the logic to be applied in calculations 13 Using the mouse pointer click on the Shift Editor bar and holding the mouse key down drag into the Schedule View Area to display the undocked Shift Editor controls SCHEDULE24 USER GUIDE AND TUTORIAL 63 14 05 2012 FT Agent Victoria Ainsworth Mon 14 May Daily Hours io 12 14 6b B 0 2 0 2 4 06 B bititatclolatatclotetatitatetstotitetetitititats Time off os
5. chedule24 esource Manager User Guide and Tutorial SCHEDULE24 USER GUIDE AND TUTORIAL 2 Table of Contents How this Course is structured ssesesesesesesescecesesescecececesescececesesescscececesescscececeseecececesesesesceceseseeee 6 Section 1 Schedule24 Workflow c ccccccccsscscccccsscsccccecccscnccccecscnccececscnccscecscsccscecccscesonceces 7 WV OMIT OW ca cnesseckesntcosiedounes svaeisaussaavsnuesagecouicsrucs yayeesacsiecensensuuoveausshuwsahes vanesuncsumesentwomesssetovedbereeteancciees 7 Start vour Schedule sorier E EEEE N 8 Schedule Wizard issosrssrrirere raninus ETE a 8 New Schedule sristi nr NE AEE E E S 8 Sched le Template ics ciccsavaverssavatacresnccecnvesevndswebeseuseansnaeneebscusveesesaeonabaceersnsnnesnenneceeneorestosuebasuiseacenerss 8 Add and Remove Staff ssssesesesessssecececesesescececesescecececeseseecececesesoscececesessececeseseseecececesesosceceseseeee 8 Staff Manage aire cic ace cne sg nyevcisce as vienna iais aain 8 porine SUG copisicconseccvuce iro aciesy cctv EE E cae ieateoreeseanse s 8 Add More Detail to a Schedule sessesesesesessecececesessecececesescecececesesoscececesessscececesesescececesesoscecesssseee 9 SHI EONO soera E E E E sine coteseueccnes 9 ASSANE a E E A A 9 PrE aK cics N E E E N 9 UnavailaDilitY sac cance osc oaeanecansaeaysuaevuces
6. Memo ma Memo Memos are the electronic equivalent of paper sticky notes Use memos to jot down ideas reminders and anything that you would write on notepaper Mame 14 05 2012 FT Agent Mrs Jasmine Fields Subject 2 hours overtime incurred extending the shift to Spm Memo dialog enables you to add information to the staff shift You can enter quite a large amount of information in a Memo Text will automatically wrap Where you want to enter a break in the text to create a paragraph use Ctrl Break to enter the next line If you enter too much information it may affect layout when publishing schedules and reports SCHEDULE24 USER GUIDE AND TUTORIAL 2 Click OK to close the dialog and update the schedule with the Memo information 700a 5 00p 2 breaks FT Agent Mr Timothy Chiswick FT Agent Miss Jane Green FT Agent Ms Victoria Ainsworth FT Agent Mr Richard Allen A red triangle displays a visual cue when a staff shift has a Memo attached to it A Memo is a publishing option for schedules You can attach a memo to any cell whether or not scheduling information is present and is useful for scheduling notes Full Day Full Day Full Day Full Day If you move the selection off the day cell you will notice that Jasmine Field 7 00a 5 00p shift has no color similar with other entries Color mapping will be covered in the next exercise At the start of this exercise it is assumed you have already launched S
7. a Shift Pattem Design F 3 Ld A A E3 A A EL InsertDays Al Remove Days 1 lt 1 Remove Teams es Tuure nane Musae ram uan does Turan l pe oa ale TeamB 0 00 TeamC 0 00 TeamD 0 00 a TeamF 0 00 TeamG 0 00 TeamH 0 00 Shifts Daily Hours i2 46 18 3 SF 00 OF Time off Standard 08 00 04 06 08 10 Bede ferbefeel bide dar tur laeDoeltredelendortendanbselenlendondvllo i Adjust Shift sot CO 22 e gt Dav off Unatocated spits me by 0S mins E S The team descriptions updated and displayed in the Shift Pattern Design environment This design requires seven shifts to be worked each day except at weekends Rotating days off throughout the week is also a requirement This means at least 9 rows will be required to structure a shift pattern to meet those requirements 6 Using the Shift editing tools enter the working pattern of shifts and days off displayed below into the schedule design SCHEDULE24 USER GUIDE AND TUTORIAL A i i J Fe A y L Insert Davs gt Remo fe Days E31 Insert e ams E E Os tas an 5 E REMOVE cams kum Piin i ta Hows damon i92 Tue i93 wed gamu isi i6 Sat 7 Sun Daily Hours 0 12 14 16 18 230 723 00 02 04 06 08 Time off 08 00 Standard 08 00 X w Day off a Start Day Of Unallocated spits End Entering shifts into the shift pattern design 7 Use your color preference settings in Tools
8. dialog and select the options as displayed in the following screenshot Advanced Sort ES Advanced Sort Lets you specify a custom sort order such as Last Name Department Start Time or Total Hours and so forth Sort by Department Ascending 7 Order Descending Then by none i Sum ord Descending Then by none g Meaning ord Descending Then by none x sessilis Ord Descending Checking the Order option to apply Department ranking 23 Click OK to close the dialog and update the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL z FT Agent Mrs Elizabeth Fretwell 77 B tB neces es eo imate me Department sorted according to ranking order in the Service tab of the Staff Manager Full Time Agents Fimossa ATE by Departments are now sorted in a ranked order independent from alphabetical sorting Tip When using sort functions it is useful to enable the Group view in Tools gt Options gt View tab This displays the main sort selection in a ledger style so you can see where a group starts and finishes z l i tx by amp The ledger style view makes it easier to see where groups start and finish Ranking Job Title Similarly Job title can be ranked in non alphabetical order to reflect importance or most common reference 7 30a 3 30p 110 SCHEDULE24 USER GUIDE AND TUTORIAL 111
9. gt Rotating days off gt Variable staff supply increasing toward the middle of the day and reducing toward the evening and during the night Reduced staff supply at weekends amp Rotating teams are more complex due to the requirement for days off to be rotating in addition to shifts deploying staff 24 7 While not a requirement good shift pattern design would try to ensure best practice for a forward DOR pattern and sufficient daily rest periods between shifts and adequate weekly rest periods This exercise assumes you have launched Schedule24 Resource Manager the Navigation Pane is displayed and you do not have any schedules displayed in the Schedule View area 1 From the Menu Toolbar click the Schedule Design icon This will display the Schedule Designer z pca ess ner L e o e 7 InsertDays Remove Days 31 Insert Teams Fh Remove Teams 13 Rotate Tea K EE HE Pa A i i z 1 L Mon 92 Tue 03 Wed 1 4 Thu 05 F 6 sat 7S Daily Hours 04 06 08 10 12 14 16 18 30 7 00 02 Time otf 08 00 Standard 08 00 4 t J i lilililililililaililililililili lililii liliit Adjust Shift e gt Splits End Ready The Shift Pattern Design environment default display The Shift Pattern Designer default display requires modifying for this design SCHEDULE24 USER GUIDE AND TUTORIAL 134 2 Using the mouse pointer click on the Team 1 row and drag the mouse down to highlight Team 4
10. 7 Close the Distribution Profile window 8 Using the mouse pointer highlight the week range as before if not already highlighted 9 Select Show Distribution Graph by Department from the Distribution Profile section of the Navigation Bar This will display the Distribution Profile window Remember the category display is based on the primary sort by category in this case we now want to see how staff are distributed by the respective departments SES Ml Staff Distribution Graph Healthcare Co E e Timescale 2 Feb 2009 3 Feb 2009 4Feb 2009 5 Feb 2009 6 Feb 2009 7 Feb 2009 8 Feb 2009 12 hour lt Mon Tue W Thu Fri Sat Sun Sub group distribution a Key JAE Mau Orthopaedics M Paediatrics M Radiology M sau M Total Secnvecscentetecsvescvecccnevoscssocccecseed 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 M Stacked bar chart 4 m iotack i Tadine Subgroup totals make up the distribution total Good for showing comparisons between subgroup values Displaying the bar chart graph by Department category Note that the staff distribution by headcount is identical to the previous graph displaying distribution by Job title The only thing that changes is the sub categor
11. 789 30 124 00 114 30 114 30 115 00 123 30 99 00 99 00 132 00 6 Publish your Schedule 7 Total Hours 8 30 Total Cost 125 00 0 9 2012 2 21 z z z El A i i A The Healthcare schedule example correctly configured 2 Click Tools gt Options gt Tab to display the option settings and adjust the options to be the same as this display Show Welcome screen on startup V Show Assistants Show Infotips V Show Navigation Pane Show in schedule Job title C Employee Number Title M First name M Last name M Statusbar X Grouping Time settings Use the following time format 12 hour AM PM 24hour Print Margnurits Inches Email schedule wizard Show email wizard welcome screen on startup View options settings for Staff Count exercises 3 Without closing the Options dialog select the Color tab to display the color controls and adjust the options to be the same as this display SCHEDULE24 USER GUIDE AND TUTORIAL 153 General View Color Shifts Unavailability Show Shift color If different from shift pattern C Show All Individual 11 00p 7 30a 10 00p 6 00a 11 00p 7 00a Unallocated Holiday M Show C Public Holidays C weekends Show assignment color jij sa Cover count Over staffing Acceptable staffing Under staffing View Color settings
12. SCHEDULE24 USER GUIDE AND TUTORIAL 1 From the Menu toolbar select File gt New to display the New dialog Select the schedule Blank Schedule and click OK to display a new staff schedule in the Schedule View area 2 The Schedule Assistant will be displayed Select the Import staff from an existing schedule option to display the Insert staff from another Schedule dialog Select the My schedule item and click OK This will import the staff into your new schedule 100 O Mon 14 May Wed 16 May Thu 17 May 2012 2012 2012 D Tue 15 May Fri 18 May Sat 19 May Sun 20 May Mon 21 May Tue 22 May a CO i 7 Hie 2012 2012 2012 2012 2012 2012 p tf 1 Start your Schedule FT Agent Mr Peter Agar A Start a Task FT Agent Ms Victoria P i New Schedule Amaai FT agent Mr Javid Ali A EasyStep Schedule Wizard n 4 FT Agent Mr Richard Allen A E Schedule Templates FT Agent Mrs Jasmine Fields B Schedule Templates Online FT Agent Mr Timothy Chiswick B Open an existing schedule FT Agent Miss Jane Green E B More All All All Count 49 7 7 7 7 7 7 7 7 7 i lt a MIIITIIIT a Issues ox QB 2 Add and Remove Staff Schedule Person Date Shift Issue Description EA 3 Automate with Shift Patterns Fe 4 Manage your Schedule FH 5 Check How You re Doing 6 Publish your Schedule a 3 From the Menu to
13. el aa 7 00a 3 00p 7 00a 3 00p FT Agent Ms Victoria Ainsworth FT Agent Mr Richard Allen ee oe eee ene So ae a Full Day Full Day Full Day _Full Day Main Leave Approved and eg Entering Vacation into the schedule plan You check a staff vacation status by running a staff report Depending on the dates you select to run the staff report the vacation status checks against the staff leave entitlement The default staff leave entitlement is 20 days and is set in the Tools gt Options gt Vacation tab This can be modified If you went to set individual staff vacation entitlement this is set in the Staff Manager gt Service tab Leave Entitlement text box At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and My Schedule is displayed in the Schedule View Area The first day column is sorted by Start time and you have completed the previous exercise 1 From the Toolbar menu select the Staff Report button to open the Print Preview Window 2 Click the Setup button in the Print Preview toolbar to display the Page Setup dialog If not already displayed click the Staff tab SCHEDULE24 USER GUIDE AND TUTORIAL Staff print Range Header Footer CI Contact Vacation 3 Uncheck the checkboxes except the Vacation checkbox in the Include in staff section Then click the Print Range tab Page Margins
14. 21 Using the mouse pointer click View gt Shift Description to display the description view The color settings in the Options dialog have been turned off in this screenshot You can experiment with color and remember shift times and shift descriptions can be mapped to colors independently SCHEDULE24 USER GUIDE AND TUTORIAL FT Agent Victoria Ainsworth FT agent Javid Ali Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May Sat 19 May Sun 20 May 2012 2012 2012 2012 2012 2012 2012 FT Agent Peter Agar ee ee Unallocated FT Agent Timothy Late 3 00p 11 00p Day Off Day Off Chiswick Unallocated Unallocated FT Agent Jasmine Fields FT Agent Jane Green You can toggle between shift times and shift description to display information in alternative ways You can also view both shift time and description by hovering the mouse pointer to display the info tip Have a go and enter information to present the following view Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May Sat 19 May sun 20 May le 2012 2012 2012 2012 10 00ax10 00p 7 00a 3 00p FT Agent Peter Agar FT Agent Victoria Unallocated Ainsworth FT agent Javid Ali 7 00a 3 00p 7 00a 3 00p 7 00a 3 00p 00a 3 00p 00a 3 00p Day Off Day Off FT Agent Richard Akk 3 00p 11 00p 3 00p 11 00p 3 00p 11 00p 3 00p 11 00p 3 00p 11 00p Day Off Day Off FT Agent Timothy 10 00p 6 00a 10 00p 6 00a 10 00p 6 00a 10 00p 6 00a 10 00p 6 008 Day Off Day Off Chiswick
15. CRM Graham Waters CRM Helen Vizara CRM Wendy Harrow FT Agent Beatrice Grant Smith FT Agent Elizabeth Fretwell FT Agent Gill Spencer FT Agent Jane Green FT Agent Javid Ali FT Agent Linda Grant FT Agent Martin Speed FT Agent Peter Agar FT Agent Phillip Bunting FT Agent Richard Allen FT Agent Veronica Smythe EL Arent Wirtaris Aires i a The Print Range controls for publishing schedules with a start and end date 2 With the mouse pointer click on the Name column header to a Job Title Department Team CRM FT Agent Department C Team H FT Agent Department B Team A FT Agent Department E Team I Department C Department A Team D FT Agent Department B Team E FT Agent Department A Team C FT Agent Department A Team H i sort contents in ascending order Tip The little black arrow indicates the sort order up for ascending and down for descending 3 Using the mouse pointer and the Shft amp Ctrl keys select the records to be included in your published content Tip Sort by Department to select records for a department schedule and similarly for teams or Job Title 4 You can select any date range for your published content using the drop down calendar controls Tip You can extend the calendar control to view a large selection area on your time line 5 With the mouse pointer pull the lower right grab handle of the calendar control and extend across and down to reveal mo
16. FT Agent Jasmine Fields 2012 2012 2012 FT Agent Jane Green Tip The descriptions Available and Not Available do not have shift times associated with them Itis another example how to plan and work with information The Shift Editor list would look like this Shift Editor 02 09 2012 FT Agent Jane Green Sun oz Dally Hours 4 6 18 280 0 02 04 0 08 WW 12 E S S ey Vp ye ee eo tp pe it lp e a Time off 08 00 Standard 08 00 Available Day Off F 00a 3 00p Early 00a 3 00p Early Supervisor 2 00p 11 00p Late 10 00p 6 00a Might Not Available 10 00a 2 00p 6 00p 10 Split shift Time Off Unallocated Displaying the descriptions Availability and Unavailability Note the sort control SCHEDULE24 USER GUIDE AND TUTORIAL 67 22 Using the mouse pointer highlight the Wednesday day cell for Jasmine Fields and enter 7a3p this is the shortcut entry and the time format will be applied in the Shift Editor text field 23 Click the enter button and this will display the Duty Selection dialog Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May Sat 19 May Sun 20 May Mon 21 May Tue 22 May 2012 2012 2012 2012 2012 2012 2012 2012 2012 FT Agent Peter Agar 10 00ax 10 00p a FT Agent Victoria Unallocated Ainsworth Day Off Day Off FT agent Javid Ali FT Agent Richard Allen zE FT Agent Timothy Day Off Day Off Chiswick FT Agent Jasmine F
17. FT Agent Mr Phillip Bunting FT Agent Mr Richard Allen FT Agent Mrs Beatrice Grant Smith FT Agent Mrs Elizabeth Fretwell FT Agent Mrs Gill Spencer FT Agent Mrs Jane Green Staff scheduled to other teams Name a Team Shift Pattern Res Planner Mrs Hilary Gough Management Team Management Team Manager Mrs Cynthia Cross Management Team Management Team Mgmt Coach Dr Trevor Casey Management Team Management Team I lt Teamsby Osort Orde Cx JLo Selecting staff from the Availability staff list 27 While holding down the mouse button and Ctrl key drag the selection into the Meet and Greet A Team displayed in the Teams section SCHEDULE24 USER GUIDE AND TUTORIAL J7 Shift patterns used in this schedule View team distribution on this date Meet and Greet activated from 18 June 2012 starting week 1 v 18 06 2012 Teams Available staff A Team amp Name ala CRM Mr Graham Waters CRMMrs Carol VanAllen CRM Miss Helen Vizara CRM Mrs Wendy Harrow FT Agent Dr Peter Agar FT Agent Miss Victoria Ainsworth FT Agent Mr Javid Ali B Team t FT Agent Mr Martin Speed r FT Agent Mr Phillip Bunting FT Agent Mr Richard Allen FT Agent Mrs Beatrice Grant Smith FT Agent Mrs Elizabeth Fretwell FT Agent Mrs Gill Spencer FT Agent Mrs Jane Green FT Agent Mrs Linda Grant FT t Mrs Veronica Sm Staff scheduled to other teams Name Team Shift Pattern Res
18. Name z FT Agent Mrs Jane Green FT Agent Mrs Elizabeth Fretwell FT Agent Miss Victoria Ainsworth FT Agent Mrs Linda Grant FT Agent Mr Phillip Bunting Team B FT Agent Dr Peter Agar FT Agent Mr Javid Ali FT Agent Mr Richard Allen FT Agent Mrs Veronica Smythe FT Agent Mrs Beatrice Grant Smith FT Agent Mr Martin Speed FT Agent Mrs Gill Spencer Team C a Staff scheduled to other teams Name Team Shift Pattern CRM Mr Graham Waters A Team Meet and Greet Team D CRM Miss Helen Vizara A Team Meet and Greet Manager Mrs Cynthia Cross Management Team Management Team Res Planner Mrs Hilary Gough Management Team Management Team Mgmt Coach Dr Trevor Casey Management Team Management Team CRM Mrs Wendy Harrow B Team Meet and Greet CRM Mrs Carol VanAllen B Team Meet and Greet Team E a PT Agent Mr Ian Pearce Evening Team Part Time Agents PT Agent Miss Monica Sewell Evening Team Part Time Agents PT Agent Mrs Marlene Phillips Day Team Part Time Agents PT Agent Mr Stephen Owen Day Team Part Time Agents PT Agent Mrs Jackie Long Day Team Part Time Agents v PT Agent Mr Matthew Lee Evening Team Part Time Agents As staff are allocated to shift patterns the number of staff available reduces Because the last group simply need to be distributed equally as far as we possibly can we use the Auto Distribute Staff to Teams button 12 Click the Auto Distribute button SCHEDUL
19. Week descriptions by clicking directly on each entry Do not enter the team descriptions using the Team name text field and adding to the list If you do and then remove Week 1 and Week 2 it will also remove the shift pattern shifts which are now associated with those rows Schedule teams Add edit and remove teams from the shift pattern Use the up and down arrow buttons to arrange team order Renaming the team descriptions 17 Click OK to close the dialog and update the schedule design SCHEDULE24 USER GUIDE AND TUTORIAL 132 nie P a ZL an ne m D ESN Sree n til Tr am o p Hous 1 Mon _ 1 3 Wed _ 1 4 Thu _ 1 5 Fri_ 1 6 Sat__ ated Bii Tu g DEM g gae an OOOO Daily Hours 12 14 16 18 20 22 00 02 04 06 08 10 _ Timeo Standard 08 00 J ae A Adjust Shift x v Lovo start e gt Day Off Unallocated Splits b End ji iai gt The completed shift pattern design in Management View ready for use in a schedule Remember you can use the filename of the shift pattern design and the teams description to represent an additional level in your business organization if needed 18 From the Menu select Tools gt Options This will display the Options dialog Select the Calculation tab Calculate over days and display calculation for days Indude breaks in calculation Calculation examples Exact Working Hours and Costs I
20. ccccsssscccccssseeceeceeseceeecsesecessaaaeees 68 Section 4 Working with Shift Patterns eseseesesoecesescesescecesoecoesoecesosoesosoesosoesoscesesceoee 70 Section 4 Exercises Working Faster with Shift Pattern Designs ccccsccscscecsccscscsccccccsceceececnces 70 Exercise 4 1 Using the Shift Pattern Wizard ccccccccssssccccceeseeccccaeseccesceeueeceesaesecessueusecessuaneeeessuansees 70 The Shift pattern design CONTIOIS ccscscecsccscscecsccscsceccccscsceccececscececcecscsceccececscescecscuceseecececesess 71 Exercise 4 2 Automating a staff schedule with a shift pattern design cccsssseccecceeseeeeeceeeeceeeaeeeees 82 Exercise 4 3 Automating more complex staff schedules with multiple shift patterns ccccecsseeeees 88 Displaying Shift Pattern allocations ccscscscsccscsccccccscsccccccscsceccccecscsceccecscececcecscucescececscesessess 99 Exercise 4 4 Displaying and sorting information in the Schedule View area ccccceesseeees 99 Sorting Shift Patterns and Teams ssssessssessssesessesesseossssoesssoesssoesssossssoecssoecssoesssoessssessssessssesssseo 99 Exercise 4 5 Adding more shift patterns to complete the staff schedule nnnoossnnessseenesssreresssrerssse 101 Exercise 4 6 More advanced sorting and ranking of Schedule View information 105 Sorting by Shift Pattern Order sesessesessesessscessscesosoessssesssoesssoesssoesss
21. staff Print Range Header Footer Date range Start 18 05 2012 End 18 05 2012 Name FT Agent Mrs Jasmine Fields FT Agent Mr Timothy Chiswick 4 Select Richard Allen in the Staff range section and select the date in the middle of the vacation leave period you have scheduled This is for the purpose of this exercise and the dates will be different for you Selecting the same From and To date runs the report and will calculate the vacation status on that date In this example 6 days have been scheduled Three will have been taken and three more are scheduled to be taken leaving 14 days outstanding from the entitlement 5 Click OK to display a preview of the report and the calculated vacation status SCHEDULE24 USER GUIDE AND TUTORIAL 52 18052012 to 18092012 First Hame Last Name Richard Allen Vacation Entitlement 20 This is the standard staff report There are other reporting formats calculating leave in various Management Reports available as downloads from the Intellicate web site At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and My Schedule is displayed in the Schedule View Area The first day column is sorted by Start time and you have completed the previous exercise 1 Using the mouse pointer highlight the Monday day cell Monday for Jasmine Fields 2 From the Toolbar menu click Shif
22. 4 Select the first shift 7 00a 3 00p in the list 5 Place the mouse pointer and double click in the Add new break box This will display the editing cursor to enter break details 6 Enter 11 00a alternatively 11a or 1100 in the Start of Break column 7 Next enter 11 45a alternatively 1145a or 1145 in the End of Break column 8 Click the mouse pointer below the record This will update the Total Time column and display the box for your next break for this shift if required SCHEDULE24 USER GUIDE AND TUTORIAL Breaks Name 14 05 2012 FT Agent Mrs Jasmine Fields FT Agent Mr Richard Allen Select shift Enter break time Start of Break End of Break Total Time Add new break here 11 00p 7 008 The Breaks dialog You can enter times in any two fields to calculate the third field e g Start of Break and Total Time will calculate the End of Break or Total Time and End of Break will calculate Start of Break 9 Repeat the above steps and enter breaks for the following shifts Start of End of l 11 00a 11 45a 00 45 AEA OR 2 15p 2 45p 00 30 10 00a 6 00p 11 45a 12 15p 00 30 3 00p 11 00p 6 00p 7 00p 5 00p 1 00a 9 00p 10 00p 11 00p 7 00p 10 After you have entered the above breaks for each shift in turn click OK This will close the Breaks dialog and update the highlighted day cells in the first column with their respective break periods SCHEDULE24 USER GUIDE AND TUTORIAL 41 nail Staff
23. 6 Click Insert button to close the dialog and associate the shift pattern Selecting the final and most complex shift pattern Full Time agents with the schedule Shift patterns used in this schedule Full Time Agents activated from 18 June 2012 starting week 1 Part Time Agents activated from 18 June 2012 starting week 1 full Time Agents activated from 18 June 2012 starting week 1 A Meet and Greet activated from 18 June 2012 starting week 1 Management Team activated from 18 June 2012 starting week 1 Team A The four shift patterns associated with this schedule Name FT Agent Mrs Jane Green FT Agent Mrs Elizabeth Fretwell PT Agent Mr Ian Pearce FT Agent Miss Victoria Ainsworth FT Agent Mrs Linda Grant PT Agent Miss Monica Sewell 4 Click the Insert button to close the dialog and associate the shift pattern Part Time Agents with the schedule Insert Shift Pattern Look in d Business Center Example ind aa xaa Fe ann nell 61 Fri 62 Sat e 63 Sun My Recent a Meet and Greet 7 30a 3 30p 7 30a 3 30p Day Off Documents Part Time Agents 8 00a 4 00p Day Off Day Off Day Off Day Off 7 30a 3 30p 2 9 00a 5 00p 12 00p 8 00p 12 00p 8 00p 12 00p 8 00p Day Off Day Off Desktop 12 30p 8 30p Day Off Day Off Day Off Day Off Day Off O 8 00p 7 30a 8 00p 7 30a Day Off Day Off Day Off 8 00p 8 00a My Documents 93 My Computer EJI mE a File name Full Tim
24. Beas oO SHU GRY M K EME E Tables EP Queries E Forms Reports Macros 4 Modules Planned absence Planned absence User defined break 1 30p 2 15p Priority i Liaise with supervisor to cover absences from this station User defined break 1 30p 2 15p Priority i Liaise with supervisor to cover absences from this station User defined break 1 30p 2 15p _ Support Liaise with peer group to cover demand User defined break 1 30p 2 15p Support Liaise with peer group to cover demand User defined break 1 30p 2 15p Support Liaise with peer group to cover demand User defined break 1 30p 2 15p Support Liaise with peer group to cover demand Training FastResponse Training Course Update course on new support desk software Training room 3pm Training FastResponse Training Course Update course on new support desk software Training room 3pm Training FastResponse Training Course Update course on new support desk software Training room 3pm Training FastResponse Training Course Update course on new support desk software Training room 3pm Support General calls Liaise with peer group to cover demand Support General calls Liaise with peer group to cover demand General calls Liaise with peer group to cover demand The exported database tables and displaying the records of the Activity table This exercise assumes you have launched Schedule24 Resource
25. MySchedule wpn FT Agent Peter Agar Thursday May 31 2012 3 00p 11 00p Availability Shift 3 00p 11 00p does not match this day s staff availability 6 00a 2 00p 6 00p 9 0 _ MySchedule wpn FT Agent Peter Agar Saturday June 02 2012 5 00p 1 00a Availability Shift 5 00p 1 00a does not match this day s staff availability 12 00a 12 00a q MySchedule wpn FT Agent Peter Agar Sunday June 03 2012 11 00p 7 00a Availability Shift 11 00p 7 00a does not match this day s staff availability 1 00p 12 00a MySchedule wpn FT Agent Peter Agar Monday June 04 2012 11 00p 7 00a Availability Shift 11 00p 7 00a does not match this day s staff unavailability MySchedule wpn FT Agent Peter Agar Thursday June 07 2012 7 00a 3 00p Availability Shift 7 00a 3 00p does not match this day s staff availability 6 00a 2 00p 6 00p 9 00 Y ac aa a sete ae eet j a Total Hours 8 00 0 5 2012 8 13 The issues pane displayed with a list of issues warnings about scheduling conflicts 1 2 SCHEDULE24 USER GUIDE AND TUTORIAL 173 At this point a list of warnings will have been generated for Peter Agar because his availability will conflict with the current schedule The Issues Pane can be docked and undocked and adjusted to requirements in the Schedule view area ler 5 ia bs Title LastName FirstName JobTite Department a 5 gt Mr Agar Peter FT Agent A D Sad rrogent a ee a S r S Tesan LS oe
26. Notes gt Mr Agar Peter FT Agent A f i z Ms Ainsworth Victoria FT Agent A Service information Mr Ali Javid FT agent A Mr Allen Richard FT Agent A Employee PIN Leave Entitlement Mr Chiswick Timothy FT Agent B 5 Mrs Fields Jasmine FT Agent B Employ date lz Finish date z Miss Green Jane FT Agent C Department information T 001 FT Agent T Staff emp gen emp Department A v Job title FT Agent v Order Start 08 05 2012 End iy Start date Job Title Department b 08 05 2012 FT Agent A Person 1of8 j AddRecord Delete Record e ie New Person Jx Delete Person la Save and Close Cancel The Staff Manager presents an intuitive interface to access a wide range of data 6 Click Save and Close button which will close the Staff Manager and update your schedule with the staff names you have entered Manager again From the Toolbar Menu select the Staff Manager This will display the Staff Using the mouse pointer select the record for Temp 001 in the Personnel list This will select the record and display a black triangle to the left of the name showing it is selected SCHEDULE24 USER GUIDE AND TUTORIAL 9 Click the Delete Person button to delete the staff record Temp 001 from the Staff Manager Click Save and Close to close the Staff Manager and update the staff schedule Tip If you make a deletion by mistake closing the Staff manager using t
27. O gt Shift Edit Gi Sat 09 Jun Sun 10 Jun Mon 11 Jun Tue 12 Jun Wed 13 Jun Thu 14 Jun Fri 15 Jun Sat 16 Jun Sun 17 Jun Mon 1 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 B qh 1 Start your Schedule Start a Task New Schedule Technical Lead Mr Roger Green amp EasyStep Schedule Wizard Technician Mr Ricky E Schedule Templates edul t Schedule Templates Online Tehet ia Pap You now have a schedule containing staff Technician Mr Matthew Lee Next you need to add shifts or automate your schedule with shift patterns Technician Mr Peter James R More gt Technician Mr Dennis Wies Add shifts directly into my schedule Insert shift patterns to automate my schedule Technician Mr Jonathan No thanks I ll add shifts or shift patterns later Technician Mr Martin Technical Lead Mrs Donna Technical Lead Mrs Beatric _ Don t show me this dialog box again Grant Smith Technical Lead Mrs Elizabeth Gallegos Technician Mrs Carol VanAllen mee Technician Mrs Jasmine Lopez 2 Add and Remove Staff m gt Technician Mrs Nancy Walker A 3 Automate with Shift Patterns Technician Miss Beth Roberts GG 4 Manage your Schedule Se _ Technician Miss Victoria Hartsfield FE 5 Check How You re Doing Pee ec eee ee X All ANAN Count l 2 6 Publish your Schedule T z Ji Importing staff into a new schedule with the Schedule Assistant displayed prompting the next steps 83 4
28. Team 10 42 00 7 00a 3 00p _7 00a 3 00p 10 00a 6 00p Team 11 42 00 Day Off Day Off m 7 00a 3 00p _7 00a 3 00p 10 008 6 00p 10 00a 6 00p 10 00a 6 00p 10 00a 6 00p Team 12 42 00 a 4 Shifts Daily Hours 16 18 20 22 00 02 04 06 os _ imeoff Standard 08 00 gt 10 12 14 a o E Er a a e e ls Adjust Shift xlv 00p 7 00 JA Start i ames See The completed shift pattern created in the Wizard displayed in the Shift Pattern Design environment 4 To view the average weekly hours for the shift pattern using the mouse pointer select View gt Hours Summary from the Shift Pattern Designer menu Then select Tools gt Options gt Calculations tab to display the settings for hour s calculations In the Calculate over box enter SCHEDULE24 USER GUIDE AND TUTORIAL 24 days the rotation cycle of the shift pattern in days before repeating and in the display calculation for box enter 7 days Click OK to close the Options dialog and update the hour s summary display in the Shift Pattern Designer A bit of theory Remember there are only two kinds of shift pattern design weekly based and sequence based patterns This pattern example has a 24 day rotation cycle It is not divisible by 7 the number of days in a week therefore it is not a weekly based pattern but a sequence based pattern based on a period of 24 days Sequence are notoriously difficult to generate in a standard spreadsheet because we are so
29. alternative to continue searching longer for another solution you need to take account that one may not exist or if it does the benefits delivered do not outweigh the costs finding it SCHEDULE24 USER GUIDE AND TUTORIAL 78 Setup your Days Off You can choose to have days off at the weekend or you can customize your days off v Welcome Weekend only Custom Y Add Shifts Y Select Start Day 2 days off be days on V Fixed or Rotating Everybody has the same days off V Add Days Off Forward stagger days off ae O Bacinard stagger days off aistribution of Direction of Rotation Speed of Rotation Finish Unallocated shift pane Tee ing and inducing a level of inefficiency into the shift pattern Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day 5 People required 7 ye leee oy Danan People entered 0 as now chang r from a week based People per team 1 pattern to a sequence Teams required 7 based pattern tength of schedule _ 40 The Shift Pattern Design with a less than perfectly balanced distribution of shifts As modifications are made to the shift pattern the dashboard feedback will automatically update its display The interactions are complex which would take many hours to work out in some cases several days even weeks With practice keeping an eye on the feedback will guide you tow
30. is open and displayed in the schedule viewing area The Shift Editor is docked 1 Using the mouse pointer click and drag the Shift Editor down onto the Schedule View Area Time bar ae a split Shift Editor 5 14 2012 FT Agent Peter Agar Reference selected shift hours entered Indicates non standard Mon 14 May Date and 24 hour timescale Daily Hours 10 12 14 16 20 02 04 06 08 Bit E E AT Time off 00 00 Standard o8 00 th standard Time bar selected shift hours Adjust Shift Esl 10 00a 2 00p 6 02p 10 02p Ee Start 7 A Satis aars E iar aar iar Controls enabled when time bar selected Adds entry into selected Creates the number of day cell of i of cells splits in a shift to adjust shift earlier or later in increments The Shift Editor displayed undocked The Shift Editor in its undocked state displays more shift editing tools Double clicking the top bar will re dock the Shift Editor automatically 2 Highlight the Monday cell for FT Agent Ainsworth 3 Enter the following split shift 10 00a 2 00p 6 00p 10 00p The comma denotes the split between the two tours of duty Using this example of a split shift a quicker shortcut is to enter 10a2p 6p10p The time formatting is automatically added when entered Similarly if using 24 hour format i e 10001400 18002200 SCHEDULE24 USER GUIDE AND TUTORIAL a F ee l 1 a ai h Department Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri
31. lt gt Next gt The Export Wizard with the range options selected SCHEDULE24 USER GUIDE AND TUTORIAL 4al 3 Accept the default options and click Next to move to the next step Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Save exported file as C Users Desktop MyExport003 CSV A That s all the information the export wizard needs to export your data The Export Wizard with the target file and location selected Enter a file name and target location to save the Access database For the purpose of the exercise save the file as MyExport003 csv and save to your desktop 4 Click Finish to start the export a a Excel en Sap tet PB Pein a Format Cell Insert Delete Format Sort amp Find amp lt 2 Clear Filter Select NOTEPAD ADDR1 ADDR3 ADDR2 ADDR5 ADDR4 PHONEL PHONE2 Richard Allen 7 The Cresecent WA Seattle USA 98667 206 411 4234 Peter Agar 148 01 3534 1990 Universal CityBlvd WA Seattle USA 78148 206 111 1234 lan Pearce 876 65 7654 Flat 21a Allans Park WA Seattle USA 98401 206 455 1434 Phillip Bunting 223 76 4899 77 Romanby Road WA Seattle USA 98667 206 011 0234 Graham Waters 092 782 6673 90 Apple Yard WA Seattle USA 98401 206 597 9537 Stephen Owen 987 98 8765 133 Greenhill Road WA Seattle USA 98401 206 355 3534 Matthew Lee 321 09 8765 4001 London Road WA Seattle USA 98401 206 575 1734 Javid Ali 667 92 8122 889 Rushmore Road
32. member works the two shifts alternately each week The CRM staff are distributed across the two teams SCHEDULE24 USER GUIDE AND TUTORIAL S Team Manager Schedulel Shift patterns used in this schedule View team distribution on this date Meet and Greet activated from 18 June 2012 starting week 1 v view 18 06 2012 Insert Shift Pattern Modify list Available staff Name FT Agent Mr Richard Allen FT Agent Dr Peter Agar PT Agent Mr Ian Pearce FT Agent Mr Phillip Bunting 1 1 1 1 1 6 Sat TJ 7 Sun 1 1 1 1 Mon 1 2 Tue 1 3 Wed 1 4 Thu 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p Day Off Day Off 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p Day Off Day Off Viewing the selected shift pattern before allocating staff 26 Using the mouse pointer and the Ctrl key select the following staff in the Available staff list e CRM Miss Helen Vizara e CRM Mr Graham Waters Shift patterns used in this schedule View team distribution on this date Meet and Greet activated from 18 June 2012 starting week 1 v View 18 06 2012 Insert Shift Pattern Modify list e mp CRM Miss Helen Vizara CRM Mr Graham Waters CRM Mrs Carol VanAllen CRM Mrs Wendy Harrow FT Agent Dr Peter Agar a FT Agent Miss Victoria Ainsworth 4 Ut FT Agent Mr Javid Ali FT Agent Mr Martin Speed
33. more meaningful descriptions making it easier to identify changes and navigate between different shift patterns Tip Think about your team descriptions and keep them short and to the point Descriptions that are too long may effect layouts when printing and publishing 16 From the Menu select Tools gt Options This will display the Options dialog Select the Calculation tab 124 SCHEDULE24 USER GUIDE AND TUTORIAL 125 Calculate over days and display calculation for days Indude breaks in calculation Calculation examples Exact Working Hours and Costs If you want exact totals enter the same number in both boxes e g 1in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box and the smaller number in the bottom box e g 28 days in the top box and 7 in the bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller number in the top box and the larger number in the bottom box e g 7 in the top box and 365 in the bottom box will project the annual hours costs total based on a week Setting the calculation to display the shift pattern working hours 17 In the Calculate over box enter 7 days and in display calculation for box enter 7 days
34. pe tome oe m Start a Task Tuesday 24hrs 00 00 24 00 Split Wednesday 24hrs 00 00 24 00 Split F Thursday El24hrs 06 00 14 00 V split 18 00 21 00 Friday 24hrs 00 00 24 00 Split Saturday 24hrs 00 00 24 00 Split Sunday 24hrs 13 00 24 00 Split Example time format 13 30 24 hours 1 30p 12 hours Work pattern Available for split shifts Description 4 FT Agent Peter Agar Sunday May 27 2012 10 00a 6 00p Availability Shift 10 00a 6 00p does not match this day s staff availability 1 00p 12 00a FT Agent Peter Agar Thursday May 31 2012 3 00p 11 00p Availability Shift 3 00p 11 00p does not match this day s staff availability 6 00a 2 00p 6 00p 9 00p FT Agent Peter Agar Saturday June 02 2012 5 00p 1 00a Availability Shift 5 00p 1 00a does not match this day s staff availability 12 00a 12 00a FT Agent Peter Agar Sunday June 03 2012 11 00p 7 00a Availability Shift 11 00p 7 00a does not match this day s staff availability 1 00p 12 00a FT Agent Peter Agar Monday June 04 2012 11 00p 7 00a Availability Shift 11 00p 7 00a does not match this day s staff unavailability FT Agent Peter Agar Thursday June 07 2012 7 00a 3 00p Availability Shift 7 00a 3 00p does not match this day s staff availability 6 00a 2 00p 6 00p 9 00p FT Agent Peter Agar Sunday June 10 2012 FT
35. tuned to the 7 day week The main point to remember with sequence based patterns the shifts are anchored to their respective positions in the pattern and not the days of the week For example the first shift for Team 1 is 7 00a 3 00p it also appears to be on a Mon of the week which is correct as far as this was the day of week we want this shift pattern to start What it doesn t mean is that 7 00a 3 00p will always fall on a Monday or put another way Monday will always be a 7 00a 3 00p shift Because of the 24 day pattern cycle it will be sometime before 7 00a 3 00p does fall on a Monday a further 72 days in fact Tip Most of the time you need not worry about these subtleties Once you have a completed shift pattern whether weekly or sequence based its management in a schedule is automatic and will always do the right thing For more serious shift pattern analysis these are your reference points when analysing the two types of shift patterns rm 2s se Pararerias form q sk A ENTA 10 00a 6 00 eo a aa reer for seqencet asedh Day Of _patterns This means Monday of the At oop z oShift pattern S dave means 4th tirstweek 5 Tue would mean ees 3 in the sequence 24 would Tuesday of the fifth week and so on mean the 24th day and 232 oF gt 232nd day in any sequence Referencing week based and sequence based shift pattern 19 From the Designer Menu select File gt Save with the filename My Shift
36. 00_ Standard os 00 Adjust Shift Start by LO H iins J gt pavot unalocated spits ma o The Shift Editor controls displayed when undocked in the Schedule View area 14 Highlight the Monday day cell for Victoria Ainsworth and click the Unallocated button in the Shift Editor and then the tick or check button to enter the information into the schedule fe deie bn tan iR EE fn F r f g P E SS Se Ce EE Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May sat 19 May sun 20 May Mon 21 May 2012 2012 2012 2012 2012 2012 2012 2012 FT Agent Peter Far 10 00ax10 00p FT Agent Victoria Unallocated FT agent Javid Ali FT Agent Richard Allen Ey 14 05 2012 FT Agent Victoria Ainsworth Wn FT Agent Timothy Mon 14May Daily Hours FT Agent Jasmine Fields 10 12 i4 1 amp 6 18 230 2 00 02 04 06 08 Pidsteletelebebeletstebebetedstititets te ai i oii timeoff 08 00 Standard o0 i Adjust Shift Start Pema 6 sl os FT Agent Jane Green by mins 1 oj Entering Unallocated a reserved description into the schedule 15 Click the drop down list in the Shift Editor text box to display the previous entries 14 05 2012 FT Agent Victoria Ainsworth Mon 14 May Daily Hours i WY 14 6b 1 amp 8 HD 00 02 04 06 08 a E i pal i en E pV ee Time off 08 00 Standard o8 00 lee Adjust Shift Start EU by f ns llle 10 00a 2 00p 6 00p 10 7 00a 3 00p 7 00a 3 0
37. 1 Ready The two alternating shifts entered into the shift pattern design Shift color is turned on in this example 12 Click the Add Shift Descriptions button This will display the Shift Descriptions dialog If this button is disabled click on a day cell in the shift pattern to enable it SCHEDULE24 USER GUIDE AND TUTORIAL 130 Shift Descriptions Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Adding shift descriptions to the shift times 13 Using the mouse pointer double click the Description cell next to the Shift time This will display the text editing tool Enter Day and Evening respectively click off the record to commit the changes to the database Click OK to close the dialog and return to the shift pattern design view b al A j P Ee E 2 2L 2K en ays 4h Ir Hous 114 Mon _ 12 Tue _ 13 wed __ 1 4 Thu 1 5 Fri Week2 40 00 ESR el j7sun Shifts Daily Hours 22 00 02 04 06 o8 190 _ Time off Standard 08 00 EJ 12 14 16 18 2 Er a ee Er rel ee al rst ral cl Adjust Shift x v oaot Stat 4 gt Day Off Unallocated Splits End Updating the shift pattern design with shift description color turned on You can now toggle views between time format and times descriptions using View gt Shift Description Shift pattern descriptions are inherited by any schedule usin
38. 18 May Sat 19 May Sun 20 May Mon 21 May pa 2012 2012 2012 2012 2012 2012 2012 2012 FT Agent Feter Agar A FT Agent Victoria A 10 00a 2 00p 6 00p 10 00p Ainsworth FT agent Javid Ali A FT Agent Richard Allen A FT Agent Jasmine Fields B 14 05 2012 FT Agent Peter Agar ie ale Timothy B Mon 14 May Daily Hours Chiswick 10 12 14 16 18 20 22 oo oF 04 06 08 nt fn rlatladalalalad Timeoff 00 00 Standard o8 00 FT Agent Jane Green Cc fp ered crane Great ce epee 10 00a 2 00p 6 00p 10 00p wE E Start i e e oaro Unallocated Splits End 4 Click the Check or Tick icon button to update the information in the day cells A split shift is denoted by x between the start and end time display in the schedule view lf you want to delete one of the periods of a split shift while editing click the period you want to delete with the mouse pointer and enter 1 in the Splits box using the spin button This will return the shift to a continuous shift period 5 Close the schedule and save with the same filename Small Team Schedule if prompted Exercise 3 5 Entering information about Breaks This exercise will use the My Schedule to schedule breaks At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and no schedule is being displayed in the schedule view area 1 Click File gt Open and select the item My Schedule to display the sc
39. 7 00a 3 00p 10 00a 6 00p FT Agent Mr Richard Allen sad Pan 8 Close the schedule E SCHEDULE24 USER GUIDE AND TUTORIAL Section 4 Working with Shift Patterns You can schedule directly into a Schedule using the scheduling editing tools to quickly create and build your schedules A powerful alternative is using shift patterns to automate and scale up your scheduling After completing this lesson you will be able to 1 Use the Shift Pattern Design Wizard 2 Learn about the Shift Pattern design environment 3 Design a shift pattern to automate schedule production 4 Work with the Team Manager to assign staff to shift patterns Section 4 Exercises Working Faster with Shift Pattern Designs Exercise 4 1 Using the Shift Pattern Wizard At the start of this exercise it is assumed you have launched Schedule24 Resource Manager and you have no schedule displayed in the Schedule View area Notice that all the toolbar menu items and controls in the Navigation pane are greyed out and disabled because you do not have a schedule displayed however the Shift Pattern Designer button is enabled The Shift Pattern Designer is an embedded application with its own toolbar menu and controls independent of the Schedule View area You are already familiar with the Shift Editor controls used for scheduling The Shift Pattern Wizard is very similar to the Schedule Wizard except it does not have a staff section it is totally focus
40. 7 10 Working with Management Reports ccccccsssecccesscccssnececseneccseuesecsauseesseuseesaueseeseaees 212 Dynamic Reports essessescoecsescescoescescoeccesceecoescescoecoesceecoeccescecccsesceeceescescescoesceeceescesseecsesceeceeesee 213 Exercise 7 11 Dynamic Management Report Activity Detail cccccccsseccccceeseeeeeceeeseceeeseaseeessaeaeses 213 Sechon 8 EXCHANGING DOUG siisrisineisinnner rir EEEE T 217 Importing and Exporting sessessessecessescessescesoesoscssoesoesoesoesoesoscsscesoesoesoesseseecesoescsssoessesseseeseesee 217 Exercise 8 1 Import staff from another Schedule ccccccccesssecceceeeececcseesecccceeeecesseeaseceessuaeecessuaanees 217 Exercise 8 2 Import staff from another Application cccccssssccccssssccecceeccecceeesecesseeaeeeesseaeecessaaanses 218 Exercise 8 3 Export Schedule24 as an Access database cccccccsssccccssccccessceceeececsaececsauseesaeseesaases 221 Exercise OA EXPOTrt CSV file Tor Mat secnnancaansnsdanassadrsmondvanensisasansameendaessieod iemsaied EE ETENE 223 Exercise 8 5 Export to another application ccccccsssccccsssccceeeccceescccsssceceeeeeseuececseuscesseneeesseseesaaees 226 Archiving Schedule24 Database s ssesessssessssessssscssssecsssseoesssoessssssssoesesossssossssosessossssossssosssesese 229 Exercise 8 6 Working with the Archiving Wizard cccccccssssecccceessececcaeesececcaeusecessaeasecessaeaeeessaansses 2
41. 841 25 1 738 75 abs wt Best case Staff amp hours Worse case Within cost Acceptable for Staff amp hours OK within plan but Too few staff amp but shortfall all categories and below cost a cost overun hours but still on staff amp hours a cost overun The Staff Count dashboard displays information about breaches in operational thresholds SCHEDULE24 USER GUIDE AND TUTORIAL 162 Working with Staff Distribution Profiles The Staff Count is only one of the analytical tools available and is closely associated with the Staff Distribution Profile Having the right numbers of staff delivered at the wrong time is a common failing often overlooked leading to a reactive response by increasing overtime or agency costs The Staff Distribution Profile displays a graph about how staff are distributed by sub groups including department job title and shift categories This exercise assumes you have Schedule24 Resource Manager and the schedule from the previous exercise open 1 Open the Healthcare example schedule if it is not already open 2 From the toolbar menu select Data gt Sort by gt Job title to sort the Schedule View area amp A key feature of the Staff Distribution Profile is the ability to analyze how different sub groups make up the total distribution of available staff The current primary Sort by category is also the sub group category displayed in the Staff Distribution Profile 2 Using the mouse po
42. Advanced Sort to display the Advanced sort dialog and select the options displayed in the following screenshot nced Sort Advanced Sort Lets you specify a custom sort order such as Last Name Department Start Time or Total Hours and so forth Sort by asnan Descending Ascending Descending Ascending Descending Ascending Descending x cancel _ SCHEDULE24 USER GUIDE AND TUTORIAL Options to display staff according to their team ranking 15 Click OK to close the dialog and update the schedule PT Agent Mr Matthew Lee i l PT Agent Mr Ian Pearce art Time Agents Staff ordered in the schedule view according to their Team Manager rankings lf the Order option is unchecked for Teams then the alphabetical sorting of the team name has precedence In this example Day Team comes before Evening Team and the staff ordering with no further sort constraint appears random Add a Sort by Last name constraint and this group will be ordered by last name Sort Staff by Department Using the advantage of imported data we can explore further examples of sorting and ordering 16 From the toolbar menu select View gt Department to display department information 17 From the toolbar menu select Data gt Advanced Sort to display the advanced sort dialog and select the options displayed in the following screenshot Advanced Sort Lets you
43. Check How You re Doing a m L E 5 All All All Count 175 25 25 25 25 25 25 25 25 25 25 n 6 Publish your Schedule 7 2 P The updates schedule generates the pattern of shifts against allocated staff SCHEDULE24 USER GUIDE AND TUTORIAL 87 10 Using the mouse pointer select the Automate with Shift Patterns section of the Navigation Pane to display easier access to the shift pattern and Team Manager features 11 Finally using the mouse pointer click the date header column to highlight the Monday day and from the toolbar menu select Data gt Sort by gt Start time This will arrange the schedule in a familiar shift block display Wed 13 Jun Thu 14 Jun 2012 Fri 15 Jun Sat 09 Jun Sun 10 Jun Tue 12 Jun 20 2012 20 Aj 1 Start your Sc ie Technician Miss Beth Roberts amp 2 Add and Remove Staff Technician Mr Matthew Lee EA 3 Automate with Shift Patterns Select a Task Technician Miss Victoria Hartsfield Technician Mr Peter James Use Shift Patterns to automate your scheduling Technical Lead Mrs Eunice Goldman a Shift Pattern Wizard New Shift Pattern Technician Mr Jonathan Roberts Shift Patterns Online Bf More Technician Miss Monica Sewell Technician Mr Martin Speed Add Shift Pattern Technician Miss Sheeleagh Kendrick Insert Shift Pattern into Sche
44. Feb 09 Wed 11 Feb 09 Thu 12 Feb 09 Mon 02 Feb 09 Tue 03 Feb 09 Sun 08 Feb 09 Category Description Assignment Assignment Assignment Assignment Assignment Assignment Assignment Assignment Assignment Appraisal Priority Priority Priority Priority Priority Meeting Meeting Priority Management Suite Priority calls Priority calls Priority calls Priority calls Priority calls Team Meeting in Annex 09 00 am Team Meeting in Annex 09 00 am Priority calls 214 SCHEDULE24 USER GUIDE AND TUTORIAL 215 6 Repeat the above procedure to open the Management Report dialog and from the Research folder select the Skills availability report and click open to display in the Print Preview window Schedule24 Resource Manager Skills availabilit SEARCHING STAFF AND DATE RANGE IN CURRENT PAGE SETUP All Staff and selected skils 7 FOR SPECIFIC TIME SEARCHES ENTER A TIME OTHERWISE ACCEPT DEFAULT Please enter Time in format hh mm ss SELECT AT LEAST ONE SKILL OR ROLE A dynamic report with selected options for specific skill set availability at 9 00am 7 Select the options to search for a specific skill set at a particular time over the current print range dates and click OK to display the content in the Print preview window Skills and Roles Availability Start End Staff Date Person Time
45. Javid Ali Team 6 17 00 01 00 23 00 07 00 23 00 07 00 Day Off Day Off 07 00 15 00 07 00 15 00 Team 7 23 00 07 00_ Day Off Day Off 07 00 15 00 07 00 15 00 10 00 18 00 10 00 18 00 _ 15 00 23 00 15 00 23 00 17 00 01 00 17 00 01 00 23 00 07 00 23 00 07 00 Team 4 FT Agent Richard Allen 3 Team 5 A 9 x FT Agent Jasmine Fields Ey 3 Automate with Shift Patt Fe A Manage your Schedule v F Doing a 5 Eel aenor ood 0 emer Bs Oo Bivens vio lt 6 Publish your Schedule Working with the multiple displays of the Team manager makes things easier to check out 19 Close the Shift Pattern View window and close the Team Manager to return to the Schedule view area oO SCHEDULE24 USER GUIDE AND TUTORIAL 20 Using the mouse pointer select File gt Close from the toolbar menu and when prompted to save give it a filename For the purpose of this tutorial save it as My Schedule The Schedule will then be saved to the Schedule folder of your installation directory 4 The completed exercise has demonstrated the characteristics of structured scheduling using the Schedule Wizard You will see later this is not the only way to approach structured schedules and greater control can be obtained using the Shift Pattern Designer and Shift pattern Wizard You have seen four major components of Schedule24 Resource Manager Workflow The Scheduling environment The Staff Manager The Shift Pattern and
46. Manager and the Business Center schedule is open and displayed in the Schedule View area This procedure is very similar to exporting an Access database in the steps and choice of options to select range and format of data SCHEDULE24 USER GUIDE AND TUTORIAL 224 1 From the toolbar menu select File gt Export to display the Export Wizard Alternatively you can select Export to file from the Export Section of the Publish your Schedule bar of the Navigation Pane TE lt Export Wizard he po J This wizard gives you the ability to export Schedule24 data to many other formats Which export format would you like Microsoft Access database CSV file Other Description Microsoft s Access database refers to the mdb formats used within Access Next gt The Export Wizard with the CSV option selected 2 Select the CSV option if not already selected and click Next to move to the next step rt Wiza 9 Export Wizard J This wizard gives you the ability to export Schedule24 data to many other formats Select the records you would like to indude in your export Staff information Staff records Personal details Address details Contact details Record information Shift times Training records Activity records Shift descriptions Service records Indude headers E Column headers on Contains the fields in the top most row T Row headers on Contains the names in the
47. Modify List ina You can add remove or modify your category descriptions here Use the up and down Er t gH St 3 Renort arrows to order your category selection from the list i Wed 16 May Thu 17 May Fri 18 May Sat 19 May 2012 2012 2012 12 Enter new Assignment type Show these Assignment in this order Training 11 Enter each the following categories in turn into the Enter new Assignment type text box and click the Add button to add it to the list Office Duties Front Desk Driver Stock Taking Meeting Appraisal You can add remove or modify your category descriptions here Use the up and down arrows to order your category selection from the list Enter new Assignment type The Assignment Editing dialog to add remove or modify Assignment categories SCHEDULE24 USER GUIDE AND TUTORIAL 45 12 Using the sort arrow buttons re arrange the order of the list as follows Modify List You can add remove or modify your category descriptions here Use the up and down arrows to order your category selection from the list 13 Click the OK button to close the dialog and update the list and then click the OK button to close the Assignment dialog and return you to the Schedule View Area Itis recommended you create a category list at the outset This will help standardise your assignments and ensure communication to staff is more consistent It also makes searching and retrieval of i
48. Mon 28 May Tue 29 May Wed 30 May Thu 31 May Fri 01 Jun Sat 02 Jun Sun 7 days 7 days 2012 2012 2012 2012 2012 2012 2012 201 TTagetpet Agu ses samaa page COT OOT ink Geaen asl ase FT Agent Victoria i alee 43 30 404 06 FT agent Javid Ali 36 15 312 66 FT Agent Richard Allen 36 15 339 84 FT Agent Timothy Chiswick fring ees na FT Agent Jasmine Fields 35 45 333 28 openers gt eee ee Sse so RS ee pie oor or All All All Count 49 7 7 7 7 7 All Working All Costs 2 470 31 335 63 335 63 335 63 339 84 339 84 4 W Updating the Schedule View area with Breaks information 12 Select View gt Hours to display the Staff working hours column Both the work hours and staff cost totals are based on the calculation settings in Options gt Calculation tab In this example it is calculation over a 7 day period The Breaks calculation is not included in shift times which total both hours and costs lower in this displayed example Select Tools gt Options gt Calculate to display the Calculation controls in the Options dialog and check the Include breaks in calculation checkbox Click Close to close the dialog and update the Schedule View area with the new calculations Tip Peter Agar s hours total should be 40 hours and staff costs 375 00 13 Select from File gt Print Range to display the print range dialog SCHEDULE24 USER GUIDE AND TUTORIAL Print Range Select dates Start 27 2
49. Planner Mrs Hilary Gough Management Team Management Team Manager Mrs Cynthia Cross Management Team Management Team Mgmt Coach Dr Trevor Casey Management Team Management Team lt Using drag and drop to allocate the selected staff a shift pattern 28 Repeat the above procedure for the following staff e CRM Mrs Carol Van Allen e CRM Mrs Wendy Harrow 29 Select the Sort option at the bottom of the Teams section eal Vi l agel Oc eC JEL Shift patterns used in this schedule View team distribution on this date Meet and Greet activated from 18 June 2012 starting week 1 18 06 2012 Teams Available staff Name ala FT Agent Mr Richard Allen FT Agent Dr Peter Agar PT Agent Pe Ian Pearce Staff waiting to be a i 5 n allocated a shift pattern E B Team a PT Agent Mr Matthew Lee CRM Mrs Carol VanAllen FT Agent Mr Javid Ali CRM Mrs Wendy Harrow FT Agent Mr Martin Speed FT Agent Mrs Beatrice Grant Smith PT Agent Mrs Jackie Long FT Agent Mrs Gill Spencer FT Agent Mrs Elizabeth Fretwell FT Agent Mrs Veronica Smythe FT t Mrs Jane Green bd A Team CRM Mr Graham Waters CRM Miss Helen Vizara Staff allocated to the current shift pattern TE Staff scheduled to other teams Name a Team Shift Pattern Res Planner Mrs Hilary Gough Management Team Management Team Manager Mrs Cynthia Cross Management Team Management Team Mgmt Coach Dr Trevor Casey Managem
50. Select the option Insert shift patterns to automate my schedule and click OK to display the Insert Shift Pattern dialog Making sure the start date matches the first day of the shift pattern design in this case Monday 2012 12012 Sat 09 Jun Sun 10 Jun Mon 11 Jun Tue 12 Jun Wed 13 Jun Thu 14 Jun Fri 15 Jun Sat 16 Jun Sun 17 Jun 2012 20 2012 2012 2012 012 Mon 1 Technician Mr Nathanial Wolf Insert Shift Pattern 1 2 Tue 10 008 6 00p 10 008 6 00p Day Off 7 00a 3 00p 3 00p 11 00p 3 00p 11 00p Day Off 10 00a 6 00p 5 00p 1 00a 11 00p 7 00a Day Off 3 00p 11 00p a Three Shift System 2 Traditional Continuous Working gt File name Siart schele week 4 June 2012 123 1 Technician Miss Beth Roberts 45678910 2345 67 8 97 12 13 14 15 16 17 9 1011 12131415 18 19 20 21 22 23 24 16 17 18 19 20 21 22 All All All Count 25 26 27282930 232425 26 27 28 29 Jang 30 31 Ix Today 10 June 2012 Displaying the Insert Shift dialog with the list of shift patterns available SCHEDULE24 USER GUIDE AND TUTORIAL 1 For week based patterns it is very important when inserting a shift pattern into a schedule that it starts on the same day of the week as the first day used in the shift pattern design If the days of the week are not matched correctly the weekly based shift pattern will not synchronise correctly with the calend
51. System and click OK to display the schedule in the Schedule View Area This template has default entries for the personnel information This information can be updated with staff details using the Staff Manager as in the previous exercises 3 Close the schedule without saving at the prompt E SCHEDULE24 USER GUIDE AND TUTORIAL Section 3 Working with Schedules Once a schedule has been created more detailed information can be entered Schedule24 manages different kinds of information in layers so you always have ready access to information depending on the views you have selected This enables you to work in a context rich environment and improves your team management skills After completing this lesson you will be able to 1 Navigate around the Schedule Work Area 2 Enter modify and schedule shifts 3 Add details about assignments unavailability and breaks 4 Apply options to change what you see Section 3 Exercises Adding more detail to schedules Exercise 3 1 Displaying staff information in the Schedule View Area This exercise will help you start navigating around the Schedule View area and will introduce the Options dialog where you can change options about information displayed in the staff schedule At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and displaying the Navigation and Issues Pane with no staff schedule displayed in the schedule viewing area
52. Thu 31 May Fri 01 Jun Sat 02 Jun Sun 03 Jun 7 days 2012 2012 2012 2012 2012 2012 2012 2012 5 00p 1 00a 5 00p 1 00a 11 00p 7 00a Co J 2 3 00p 11 00 ay Off 5 27 2012 FT Agent Peter Agar 6 3 2012 FT Agent Jane Green 3 00p 11 00p 00p 5 00p 1 00a A 10 00a 6 00p Day Off 3 00p 11 00p 3 00p 11 00p FT Agent Victoria Ainsworth Select shift Enter break time 10 00a 6 00p 10 00a 6 00p Day Off Ste sp Sertofeak __Endofbreak Total Te 1 00p 1 45p 00 45 10 00a 6 00p 10 00a 6 00p 10 00a 6 00p 5 00p 1 00a Add new break here 11 00p 7 00a Day Off Day Off 3 00p 11 00p 7 00a 3 00p FT Agent Jasmine Field All All All Count All Working All Costs 375 00 373 13 Scheduling Breaks for a multiple selection of shifts over a date range SCHEDULE24 USER GUIDE AND TUTORIAL 182 10 Using the table below enter the following Breaks information into the Breaks dialog box Select Shift Start of Break End of Break Total Time 2100p 1 2 00a grop Oe 00 45 LL 00p 004 3 00a 3 45a 00 45 T7 00a 3 00p LL 00a 1200p 91L0g Tip Enter Start of Break and then enter Copy amp Paste Total time to calculate End of Break time it s a little quicker 11 Click OK to close the Break dialog and update the Schedule View area with Breaks information a reece aaa aaa aaa Sloe Total Hours Total Costs Sun 27 May
53. View area displaying information about staff allocations to their respective shift patterns This view is useful when moving staff from one shift pattern to another or to another team within the same shift pattern You wouldn t normally change staff allocations for a few days or shift swaps and manage direct updates with the Shift Editor Where changes are for longer or a more permanent nature then the Team Manager may be appropriate to make those kinds of changes Sorting Shift Patterns and Teams 2 From the toolbar menu select Data gt Advanced Sort to display the advanced sort dialog SCHEDULE24 USER GUIDE AND TUTORIAL 100 Ascending Descending Ascending Descending Ascending Descending Ascending Descending ox cancel The Advanced sorting dialog enables hierarchical sorting options 3 Sort by Start time with Ascending option selected and Then by Shift Pattern with Ascending option and Click OK to close the dialog and update the Schedule View area with the sort selection 4 Having the Shift Pattern Name view displayed is not that helpful for sorting the Schedule View area You can change the view to shift times and still monitor shift pattern and team allocation as follows 4 From the toolbar menu select View gt Shift Pattern Name to toggle the display off and return to the shift time format 5 From the toolbar menu select View gt Teams to displa
54. according to their order position in the Team Manager Using Quicksort Sort by 30 Using the mouse pointer highlight the first day Monday column of the schedule Tip You can also just select any staff day cell in the day column to apply the sort selection 31 From the toolbar menu select Data gt Sort by gt Start time to sort shift times on this day by their start times Meet and Greet CRM Mr Graham Waters A Tem Department E CRM Miss Helen vizara felis Department E 9 30a 2 30p 9 30a 2 30p 9 30a 2 30p 9 30a 2 30p 9 30a 2 30p 9 30a 2 30p Meet and Greet Using Quicksort to arrange content by start of shift times SCHEDULE24 USER GUIDE AND TUTORIAL 114 4 Note the group view changes to start shift time groupings and the shift times are sorted by start time Theoretically the shift start times are only ordered on the day selected in this example the first day Monday The appearance the sort is applied to the other days is illusory and the effect of the underlying shift pattern For example Richard Allen shift is not in shift start time order on Wednesday If you repeat the above procedure for Wednesday the sort would then be applied for Wednesday and the change would be significant 32 Close the schedule and if prompted save with the same filename My Business Centre Use Shift Patterns to automate your scheduling amp Shift Pattern Wizard New Sh
55. and down arrows to define a the order you want your shift patterns to be displayed in the schedule view am Waters Shift Pa r Matthew Lee r Javid Ali V Meet and Greet activated from 18 June 2012 starting week 1 r Martin S V Management Team activated from 18 June 2012 starting week 1 a Reaieic Grant Sallis Checkbox options manage the display s Jackie Long of shift patterns in the drop down list rs Gill Spencer Irs Elizabeth Fretwell ler Mrs Hilary Gough Up amp Down buttons rank shift patterns in order of choice and is led to other teams used when sorting teams in the z FE schedule view area rem Buie Managing the display and order of shift pattern You may only have one shift pattern associated with a schedule on the other hand you may have many Over time you may find a shift pattern is no longer needed and add new ones You can manage the display of shift patterns this way so the lists do not get too long to manage and if you decide to use a shift pattern again you simply enable its display in the drop down select list You can also maintain an accurate historical record of schedules using shift patterns no longer in use 15 Click OK or Cancel button to close the dialog and return to the Team Manager At this point and before we add the remaining shift patterns we will allocate staff to these two shift patterns 16 Using the mouse pointer make sure you have selected Manageme
56. and have different days off each week Select a fixed or pms shift pattern If you would like your staff to work the same shifts and days off on the same day each week then select a fixed shift pattern you wouid ike your staff to work different shifts and have days off on different days of the week select rotating shi Eixed shift pattern Each person works the same shift Perfect distribution of shifts for each team EEE AUN e ii The Shift Pattern Design with a perfectly balanced distribution of shifts In practice shift patterns may not always be so conveniently balanced but should always be a goal of shift pattern design 12 Click Next to move to Add Days Off section and select the Customize option to display the controls for the days off days on work ratio Accept the 2 days off default and increase the days on to 6 Finally select the Forward stagger option 4 Monitoring the feedback panel the rest periods between shifts is displaying 1 which indicates that somewhere in the design two shifts are adjoining each other and clearly 1 hour is insufficient rest between shifts 13 To resolve this select the Backward stagger option for days off which re adjusts the pattern to maintain sufficient rest periods between shifts 4 This approach is known as heuristic problem solving i e you do not have to know the details of the problem completely to find an acceptable solution faster When presented with an
57. gsm ese laren w jay OF corar Adding days off to the design 8 Using the mouse pointer highlight the Sat and Sun and select the Day off button Click the Check or Enter button to enter days off at weekends 9 Using the mouse pointer select and highlight the days Monday to Friday for Week 1 SCHEDULE24 USER GUIDE AND TUTORIAL 129 a 1 ST Ine Hours fi i Mon fi 2 Tue fi 3 Wed H4 Thu fils Fri fi Sat i 7 Sun oof mi MEE mE MEFE Tp HAr L insert Days a Daily Hours Time off Standard o8 00 E Adjust Shift Start l gt Day off Unallocated spitsp 6 nd by feo S mins jS Highlighting day fields in the design to enter shifts 10 Enter 8 00a4 00p in the Shifts text box Click the Check or Enter button to enter this shift into the highlighted days for this week 4 Tip You can use 8a4p as a shortcut to shift entry the formatting will be added when you click enter 11 Repeat the above steps to enter 2 00p 10 00p for Week 2 djala 3 4 2a 2 9 By insertdays Fk Remove Days f 1 Hours Mon 2 Tue 1 3 Wed 1 4 Thu S Fri a 6 Sat__ 7 Sun 00 8 00a 4 00p 8 00a 4 00p_ 8 00a 4 00p _8 00a 4 00p _8 00a 4 00p I Day Off ay Off DayOff Daily Hours Time off Standard Adjust Shift x 2 00p 10 00p A Start by 60 mins G 5 7 g o bo ems eS Day Off Unallocated Spits
58. i Shift Patterns Online Management Team 8 aF More Manager Mrs Cynthia Cross Ae Management Team 8 Res Planner Mrs Hilary Gough Managesent Tema Add Shift Pattern ManagementTeam 8 Mamt Coach Dr Trevor Casey Management Team FT Agent Mr Phillip Bunting aden Agents Part Time Agents PT Agent Mr Stephen Owen Day Tex Insert Shift Pattern into Schedule Team Management Organize Staff by Teams and Shift Pattern PT Agent Mrs Jackie Long Siea 24 Distribute Staff to Teams PT Agent Mrs Marlene Phillips ee era FT Agent Dr Peter Agar Faden Agents FT Agent Mr Richard Allen ue i CRM Mrs Wendy Harrow peices Greet verre CRM Mrs Carol VanAllen aad ae Greet T A Manage your Schedule PT Agent Miss Monica Sewell baena FH 5 Check How You re Doing E All All All Count 175 25 6 Publish your Schedule lt m Schedule displayed with color mapping on and first day sorted by start time Sorting by Shift Pattern Order 3 Using the mouse pointer select a staff day cell in the first Monday day column Before opening the Team Manager it is good practice to highlight a staff day cell on the date you have an interest this ensures when the Team Manager opens it is displaying the staff distribution on the selected date SCHEDULE24 USER GUIDE AND TUTORIAL 106 4 From the toolbar menu Click the Team Manager button to display the Team
59. left most column of data The Export Wizard with the content and formatting options selected 3 Accept the default options and click Next to move to the next step SCHEDULE24 USER GUIDE AND TUTORIAL 225 Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Select staff and date ranges to export Dates Start 2 2 2009 Finish 2 28 2009 The Export Wizard with the range options selected 4 Accept the default options and click Next to move to the next step Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Save exported file as C Users Desktop MyExport CSV Am That s all the information the export wizard needs to export your data The Export Wizard with the target file and location selected Enter a file name and target location to save the Access database For the purpose of the exercise save the file as MyExport csv and save to your desktop 6 Click Finish to start the export which may take a few minutes You will be returned to the schedule View area for the next exercise SCHEDULE24 USER GUIDE AND TUTORIAL 226 This exercise assumes you have launched Schedule24 Resource Manager and the Business Center schedule is open and displayed in the Schedule View area This procedure uses scripts to map data fields to other applications It is similar
60. specify a custom sort order such as Last Name Department Start Time or Total Hours and so forth Sort by Department Ascending Descending by C by by Ascending Descending Ascending Descending Ascending Descending Options for sorting by Department alphabetically 18 Click OK to close the dialog and update the schedule display The departments will be sorted in ascending alphabetical order 108 SCHEDULE24 USER GUIDE AND TUTORIAL 109 Ranking Department Order While alphabetical sorting is useful sometimes Departments need to be ranked in non alphabetical order to reflect importance or most common reference 19 From the toolbar menu select Staff Manager to display the Staff Manager dialog and select the Service tab 20 Click the Order button next to the Department text box to display the order by Department dialog Highlight one of the departments in the list and using the Up amp Down arrows order the departments as displayed in the following screenshot Order by Department Order by Department Use the up and down arrow buttons to order your preference V Enable order by Department Department C Department B Department E Department D an Ranking Departments 21 Click OK to close the dialog and Save and Close the Staff Manager to return to the Schedule View area 22 Open the Advanced Sort
61. that are similar and not significantly different e g Late and Early The above display is sorted descending before clicking OK and updating the Staff Count Dashboard 11 Click the Shift column header until the sort indicator cue is pointing down and click OK to close the dialog and return to the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL Schedule24 Resource Manager Healthcare Lo e js 7 ts jow He o 7 2x 100 mi or r d Ctatt Sch gt Q q D amp Ctatt R 4 BS Statistics Renar i k EF gt a 1 Start your Schedule Department TotalHours MonO2Feb Tue03Feb Wed04Feb Thu05Feb Fri 06 Feb SatO7Feb Sun08Feb Mon09Feb 7 days 2009 2009 2009 2009 2009 2009 2009 2009 E Starta T Early Dr Early Early Dr L New Schedule k EasyStep Schedule Wizard E Schedule Templates Schedule Templates Online Sort columns Open an existing schedule Specific Job title B More Description format Includes Day Off Dr Assoc SP Trevor Casey 42 30 Radiologist 10 00a 6 00p All Count All 7 00a 3 00p All Count All All All Count Summary Count based on amp 2 Add and Remove Staff gt ZA 3 Automate with Shift Patterns n DeNANNGEe alale nally uw wn n p 0 oad M D al ia anD gee sisi Site All Day Off All Count orem setti gs in 4 4 TO 4 Manage your Schedule Aa Oe T 7 as on 7
62. the schedule Also note that this shift pattern has only one Team slot due to its simplicity of design i e one shift office hours if you like that repeats every week with always the same days off at weekends te gt a Aanager Schedu ms Shift patterns used in this schedule View team distribution on this date Management Team activated from 18 June 2012 starting week 1 v view 18 06 2012 Teams Available staff Management Team a Al Name a FT Agent Mr Richard Allen FT Agent Dr Peter Agar PT Agent Mr Ian Pearce FT Agent Mr Phillip Bunting CRM Mr Graham Waters PT Agent Mr Stephen Owen PT Agent Mr Matthew Lee FT Agent Mr Javid Ali FT Agent Mr Martin FT Agent Mrs Beatrice Grant Smith PT Agent Mrs Jackie L FT Agent Mrs Gill FT Agent Mrs Elizabeth Fretwell Res Planner Mrs Hilary Gough K Staff scheduled to other teams Name Team shift Pattern v Teamsby Sort Order E Auto Distribute Staff to Teams Lo o coe The Team Manager displaying the first selected shift pattern 10 Click the Insert Shift Pattern button to display the Insert Shift Pattern dialog SCHEDULE24 USER GUIDE AND TUTORIAL 91 Look in di Business Center Example v a x Gy E pm 2 Full Time Agents 2 2 2 Ee aaa 2 12 Fri 2 13 Sat 2 14 Sun My Recent Ej Meet and Greet 2 00p 10 00p Day Off Day Off Documents a Part Time Agents 8
63. the mouse pointer click on the Split shifts to highlight the row for this week SCHEDULE24 USER GUIDE AND TUTORIAL 150 Shift Pattern Designer Wi i Ee Fe 7 A EAI EAC aa Shifts Daily Hours 10 12 14 16 18 20 22 00 02 04 06 Time off Standard 08 00 E 8 I i l I I I I I I I I I I i I l U l I I I I I I I I EEE ez Adjust Shift corarak aa Ready Highlighting the row range of days to display the shift pattern design profile graph 10 From the Toolbar menu click the Design Profile button to display the Design Profile graph ly Design Profile eax x Sub group distribution aKey v Split shifts Total 12 00p 12 00a 12 00 12 00a 12 00 12 00a 12 00p C Stacked bar chart a Timeline Subgroup totals make up the distribution total Good for showing comparisons between subgroup values Displaying characteristics of the split shifts shift pattern Comparing the shift pattern profiles of part time staff job sharing earlier lesson and the full time staff working splits display similar characteristics in the design profile The above identifies the same person working two work periods and the one below identifies two people working one work period fill Design Profile Part Time Agent eax Sub group distribution Key M Day Team M Evening Team Total C Stacked bar chart Subgrou
64. the nae length of time working 6 22 e sama shift Perfect distribution No Unallocated shift periods of ahia reach tes improves the efficiency of the shift pattern Percentage of unallocated shifte 0 Percentage of days off People working each day People required People entered Sufficient break m een shi i Revisiting a simple option choice can make all the difference Revisiting a previous option can make all the difference and in this case the shift pattern is as good as it is likely to get What may have worked well at the beginning of a design may not work as well as you make changes downstream Monitoring the Dashboard feedback is key to making better choices 18 Click Finish in the menu list to move to the Finish section and click Finish This will display the completed shift pattern in the shift pattern design environment 1P ew vy l ij mee be Daal ZL InsertDays k Remove i InsertTeams Fh Hous fi 1 Mon i 2 Tue _ 13 Wed _ 1 4 Thu _ 1 5 Fri_ Ss 1 6 Sat_ i 7 Sun__ 2 8 Mon__ 2 9 Tue _ 2 i Team1 42 00 7 00a 3 00p Team2 42 00 10 00a 6 00p 10 00a 6 00p Day Off Day Off DayOff DayOff 10 00a 6 00p 10 00a 6 00p Maiopemioop 7 00a 3 00p _7 00a 3 00p 10 00a 6 00p 10 00a 6 00p 10 00a 6 00p 10 00a 6 00p Team 5 42 00 i _ 3 00p Team8 42 00 _ 10 008 6 00p _10 00a 6 00p IS 00p Ht r Teamo 42 00 ae 5 00 11 00p 7 00a 7 00a 3 00p 7 00a 3 00p
65. to be found struggling with paper and pencil You can anticipate being a competent user within 4 to 6 hours practice and achieving expert user status after around 20 to 30 hours of delivering Schedule24 principles of control coordination and communication in the workplace ICON KEY 7 General information Take a moment to familiarize yourself with the icon keys which indicate the purpose of the text you are reading These are used throughout this tutorial and guide and will appear at the side of Rey Doge exer see the text or paragraph of information 4 Tip on technique LU Course Note SCHEDULE24 USER GUIDE AND TUTORIAL cy How this Course is structured This has been designed to help those that are totally new to the challenges of managing staff in the workplace which for many organizations is the most expensive assets Poorly deployed staff in the workplace can consume up to 60 of wasted costs before anyone realises something is badly wrong The course has been developed to follow the Schedule24 workflow and enable the Team Leader and Line Supervisor to acquire new skills to control coordinate and communicate good governance in the workplace Provides an overview of Schedule24 features Section Schedule24 Workflow a a Rapid start tutorial that enables you to Getting Started understand how the main features work together so you can be productive from day one Adding more detail to your staff sc
66. to the import script files but of course in this case they are export script files with the file extension EXP and appear in the drop down menu as items 1 From the toolbar menu select File gt Export to display the Export Wizard Alternatively you can select Export to file from the Export Section of the Publish your Schedule bar of the Navigation Pane Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Which export format would you like Microsoft Access database CSV file Other All Information Description MYOB Employee Card Export data MYOB Personal Card QuickBooks Employee The Export Wizard with the Other option selected 2 Select the QuickBooks employee item from the drop down list and click Next to move to the next step Export Wizard te Export Wizard J This wizard gives you the ability to export Schedule24 data to many other formats Select staff and date ranges to export Dates Start 2 2 2009 e Finish 2 28 2009 e All available dates Staff Name Department Team FT Agent Peter Agar Department A Team C FT Agent Victoria Ainsworth Department A Team G FT Agent Javid Ali Department A Team D FT Agent Richard Allen Department A Team G FT Agent Phillip Bunting Department A Team H Mgmt Coach Trevor Casey Department B Manage Manager Cynthia Cross Department B Manage FT Agent Elizabeth Fretwell Department B Team A Y
67. v Gender x Height Status s 93 Emergency information Special requirements i Save and Close Cancel SCHEDULE24 USER GUIDE AND TUTORIAL Using the staff list below enter the staff details into the Staff Manager Department _ Job Title Peter FT Agent A FT Agent OoOo mw Javi FT Agent Richard Allen A FT Agent Jasmine Fields B FT Agent Jane c FT Agent Oooo o Temp 001 Temp Staff The greyed section is information already imported from the previous exercise The content in plain cells needs to be added by modifying these records In this example that means adding Department information to the greyed names and default staff records to named staff and a Temp 001 record Mr we timothy chiswick O B Fat Ls 4 Using the mouse pointer select Person 6 record and select the Service tab 5 Using the mouse pointer or tab key enter Timothy into the First text box and replace Person 6 default with the name Chiswick in the Last text box 6 For the same record enter the Department information B into the Department field and enter FT Agent into the Job title field 7 Using the mouse pointer on the Staff list select the record Person 7 This will update the changes you have just made for Timothy Chiswick record and display the record you have just selected to be modified 8 Repeat the procedure for Person 7 record using
68. 00a 4 00p Day Off Day Off Desktop i W 4 gt My Documents My Computer lt M a File name Meet and Greet w Start schedule week 1 v My Network Files of type All Files v Start date 18 06 2012 The Insert Shift Pattern dialog ready to select and insert the next shift pattern 11 Select and highlight the Meet and Greet shift pattern and note the preview display changes scroll the preview to the end of the shift pattern and note the 14 day rotation cycle or duration before repeating It can be divided by seven making it a weekly based shift pattern 12 Making sure the Meet and Greet shift pattern is still highlighted in the Start Date calendar field select the start date that is on a Monday week day This can be the date of the first day Monday displayed in the schedule 13 Click the Insert button to update the Team manager with the shift pattern and close the dialog Shift patterns used in this schedule View team distribution on this date Meet and Greet activated from 18 June 2012 starting week 1 v view 18 06 2012 Management Team activated from 18 June 2012 starting week 1 geMeet and Greet activated from 18 June 2012 starting week 1 Teams ATeam a a B Team a lt Teams by Sort Order Available staff Name FT Agent Mr Richard Allen FT Agent Dr Peter Agar PT Agent Mr Ian Pearce FT Agent Mr Phillip Buntin
69. 00p 1 00a shift to display the breakdown of staff costs for that shift a x re a gt Total Hours Total Costs Sun 27 May Mon 28 May Tue 29 May Wed 30 May Thu 31 May Fri 01 Jun Sun 03 Jun A 7 days 2012 2012 2012 2012 2012 2012 20 m FT Agent Victoria Ainsworth 48 00 412 50 FT Agent Peter Agar is budgeted hourly at a rate of 7 50 per hour 5 SIC applies for D FT Agent Richard Allen 339 38 60 2 11 00p 7 00a 7 00a 3 00p 75 00 From 9 00p to 1 00a basic WEEKEND applies for 04 00 hrs 7 50 x 1 25 37 50 TOTAL 73 13 FT Agent Jasmine Fields SCHEDULE24 USER GUIDE AND TUTORIAL 185 Displaying the breakdown of staff costs The 5 00p 1 00a evening shift includes the following rates a 1 hour basic rate from 5p 6p At 6p this starts the Premium rate until 9p and from 9p until 1am the end of the shift the weekend rate is applied Where more than one rate is involved in a shift duration all rates are quoted in the breakdown but only one can be applied and the rate applied is displayed in upper case For example basic PREMIUM weekend during the times of the premium rate and basic premium WEEKEND during the times of the weekend rate Tip The cost breakdown displayed in the pop up can be printed in the Staff Week management report 4 Click OK to close the dialog and click the Management Reports button in the menu toolbar to di
70. 012 Select staff Name FT Agent Peter Agar FT Agent Victoria Ainsworth FT agent Javid Ali FT Agent Richard Allen FT Agent Timothy Chiswick FT Agent Jasmine Fields FT Agent Jane Green a Job Title FT Agent FT Agent FT agent FT Agent FT Agent FT Agent FT Agent 183 The Print Range dialog for adjusting print range settings 14 Accept the default selection of all staff and enter the appropriate dates containing you breaks information in MySchedule 15 Click OK to close the dialog and click the Management Reports button in the menu toolbar to display the reports list dialog 16 In Managements Reports folder click Operations and select the Staff Timesheet report Type Crystal Reports Crystal Reports Crystal Reports Crystal Reports Crystal Reports Crystal Reports Crystal Reports Size Management Reports GO Local Disk C Schedule24 Duty Management Toolkit Management Reports Operations Organize v New folder sx Name Date modified cl Assignment list extra 10 12 2010 12 00 d Assignment list 10 12 2010 12 00 Staff 15 min Count 0 12 2010 12 01 Staff Timesheet 2 01 w J Time and Attendance 10 12 2 01 g J Training and Qualifications 10 12 2010 12 01 d 2 Unavailability list 10 12 2010 12 01 5 i i e a n a l File name Staff Timesheet 4 Search Operations p fi Schedule24 Reports gt Open v Canc
71. 0a 3 30p 8 00a 4 00p FT Agent Peter Agar a n Unallocated Unallocated FT Agent Martin Speed Ee Total Hours Mon 09 Feb Tue 10 Feb Wed 11 Feb Thu 12 Feb Fri 13 Feb Sat 14 Feb Sun 15 Feb 7 days 2009 2009 2009 2009 2009 2009 2009 ETA lael Eem ae 9 00a 5 00p 12 00p 8 00p 12 00p 8 00p PT Agent MatthewLee 40 00 9 00a 5 00p 12 00p 8 00p 12 00p 8 00p Fi Ages Sehen Oven 9 00a 5 00p 9 00a 5 00p 12 00p 8 00p 24 00 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 2 10 2 00p a z 7 FT Agent Elizabeth Fretwell iar Sol 200 taal Ucar since atl 200p 000a 200p 300p Manager Cynthia Cross 36 00 aged rena ot oe FT Agent Javid Ai 20 00 9 30a 2 30p 9 30a 2 30p Unallocated Unallocated Unallocated 20 00 9 30a2 30p 9 30a2 30p 9 30a 2 30p 9 30a2 30p Unallocated Unallocated Unallocated FT Agent Richard Allen 20 00 gong gg eg ae Unallocated Unallocated Unallocated i 39 00 12 30p 8 30p 12 30p 8 30p 8 00p 7 30a 8 00p 7 30a FT Agent Veronica Smythe cial 1 break 1 break 3 breaks 3 brea FT Agent Gill Spencer 39 00 12 30p 8 30p 12 30p 8 30p 8 00p 7 30a 8 00p 8 00a 8 00p 8 00a 7 30a 3 30p 7 30a 3 30p soak re rene aed 20 00 6 mom 00p 6 00p 10 00p 6 ney 00p 6 po 0 apg 6 00p 10 00p Unallocated Unallocated Preview Page 2 of 4 p aun 7 6 2012 9 10 The Weekly Schedule displayed in optimized format with following weekly blocks SCHEDULE24 USER GUIDE AND TUTORIAL 197 8 Close the Print Preview and return to the schedule View area and Exit the application and
72. 0p Displaying the list of entries used in a schedule SCHEDULE24 USER GUIDE AND TUTORIAL Note Unallocated has been entered into the list without typing the entry That was to demonstrate another way of using a feature The two reserved descriptions Day Off and Unallocated are entered into the list when using their respective button controls in the Shift Editor We will now enter more information using the Shift Descriptions dialog 16 From the Shift Editor bar click the Shift Description button to display the Shift Descriptions dialog 17 Following the procedure described earlier enter the information as below Shift Descriptions Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Enter shift description 10 00a 2 00p 6 00p 10 00p Adding more shift entries into the Shift Editor list You are not adding this information into the schedule but preparing a defined list of shifts and descriptions It is worthwhile taking the time to plan this to maintain a consistent plan You can change this information and add to it at any time 18 Click OK to close the dialog and click the drop down list in the Shift Editor text box to display the entries SCHEDULE24 USER GUIDE AND TUTORIAL 65 14 05 2012 FT Agent Victoria Ainsworth Mon 14 May Daily Hours Db 12 14 6b 18 A HH OOF 02 04 OO 08 Padded da
73. 2 28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29 30 31 August 2012 September 2012 October 2012 12345 1212345 67 Global Vacation 678910112 3456789 8 9 1011 121314 Default vacation entitlement 29 days Start of vacation year 134 13 141516171819 1011 1213141516 15 16 17 18 19 20 21 20 21 22 23 2425 26 171819 20 21 22 23 22 23 24 25 26 27 28 Day vacation label Full Day Vacation 27 28 29 30 31 24 25 26 27 28 29 30 29 3031 Half day vacation label Half Day Vacation x Today 23 05 2012 4 oJ _ cancel _ 11 Select the date displayed in the first column of your Schedule in the Public Holiday date box using the drop down calendar You can extend the drop down calendar to enlarge your selection area This is useful if you want to select all your public holidays for the year in one go 12 Add the date to the Public Holiday list using the lt button Click OK to close the dialog and update the color display in the Schedule 5 2012 FT Agent Mr Richard Allen JA III 16 0 fat 1 Start your Schedule Thu May Fri 012 18 May Sat 13 May Sun 20 May Mon2iMay Tuc 22 May Wed 23 May Thu24May Fri 25 May Sat 26 May Sun27May Mon2sMay Tuc2 4 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 Start a Task 7 00a 3 00p 10 003 6 00p 10 003 6 00p 10 003 6 00p Day Off Day Off S 00p 11 00p 3 00p 11 00p 5 00p 1 002 5 00p 1 00a 11 00p 7 003 11 00p 7 003
74. 20 22 00 02 04 06 Time off 03 00 Standard os 00 Sl J ome Adjust Shift Start oer om a Oe This will show the design hours as a weekly average for the rotation cycle which in this example is 20 hours a week Including or excluding break times for working hour s calculations is an option available in the Schedule View area where breaks are scheduled Breaks are not Displaying the total weekly hours scheduled in the Shift Pattern Designer 10 Save the shift pattern with a suitable filename and for the purposes of this tutorial enter Part Time Agents in the save dialog Click OK to close the save dialog 11 Exit the Schedule Designer 144 SCHEDULE24 USER GUIDE AND TUTORIAL 145 You have already inserted these shift pattern designs into a schedule and allocated staff to them The exercises you have completed serve as an introduction to shift pattern design which is a study in its own right and a subject that cannot be exhaustively covered here Check out the Knowledge Base for more resources about shift pattern designs This exercise has been included to provide an introduction to split shift working It is not as common as it once was but is gaining popularity where it advances flexible working and enables staff to break full time hours across the working day e g morning and evening This exercise assumes you have launched Schedule24 Resource Manager the Navigation Pane is displayed and you do not
75. 2012 2012 2012 2012 FT Agent Peter Agar FT Agent Victoria Ainsworth FT agent Javid Ali FT Agent Richard Allen FT Agent Jasmine Fields FT Agent Timothy Chiswick FT Agent Jane Green All All All Count 49 7 4 Shift times maintain consistent color mapping 10 Close the schedule and when prompted save with the filename Small Team Schedule This exercise introduces more shift controls when the Shift Editor is undocked from the toolbar Menu At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and the Small Team Schedule is open and displayed in the schedule viewing area 1 Using the mouse pointer click the Shift Editor bar control and drag down onto the schedule view area and release when the outline changes to undock the Shift Editor and display more controls SCHEDULE24 USER GUIDE AND TUTORIAL E 2 lt 7 000 3 000 14 05 2012 FT Agent Peter agar qh 1 Start your Schedule Mon 14 May Tue 15 May ed 16 May 17 May Fri 18 May Sat 19 May Sun 20 May Mon 21 May Tue 22 May ed 23M 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 Start a Task E 7 00a 3 00p a a ee FT Agent Peter Agar ale New Schedule FT Agent Victoria EasyStep Schedule Wizard Ainsworth FT agent Javid Ali E Schedule Templates FT Agent Richard Allen Schedule Templates Online FT Agent
76. 24 From the toolbar menu select Staff Manager to display the Staff Manager dialog and select the Service tab Click the Order button next to the Job title text box to display the order by Job Title dialog Highlight one of the job titles in the list and using the Up amp Down arrows order the departments as displayed in the following screenshot Make sure the Enable order by Job Title checkbox is checked to enable the order controls Order by Job Title Order by Job Title Use the up and down arrow buttons to order your preference V Enable order by Job Title Manager Mgmt Coach Res Planner CRM FT Agent PT Agent aa Ranking Job Title using Up amp Down buttons 25 Click OK to close the dialog and Click Save and Close to close the Staff Manager and return to the Schedule View area 26 Open the Advanced sort dialog and select the options displayed in the following screenshot Advanced Sort Advanced Sort Lets you specify a custom sort order such as Last Name Department Start Time or Total Hours and so forth Sort by Job title z As nding J Order Descending J Then by none Ascending Order Descending Then by none hd Order Descending Then by none Order Descending ok J cancel Option settings to rank Job title in the Schedule View 27 Click OK to close the dialog t
77. 24 00 0 00 0 00 300 00 0 00 0 00 300 00 28 26 24 00 0 00 0 00 300 00 0 00 0 00 300 00 29 27 4 00 0 00 0 00 50 00 0 00 0 00 50 00 30 28 0 00 0 00 0 00 0 00 0 00 0 00 0 00 31 TOTAL 390 00 4 875 00 4 875 00 32 Department B 33 Forthe Feb 09 Date Hours Basic Overtime Premiur Weekend Public Holiday Total 4 gt gt Sheeti 3 0 The exported data displayed in Excel ready for more in depth analysis The data will be exported to Excel and the default values should enable all Excel functions to be applied e g sum average and counts depending on your version of Excel You do need Excel installed on your computer All management reports have this export function 9 Close the Print Preview window and return to the Schedule View area This exercise assumes you have launched Schedule24 Resource Manager and the Navigation Pane is displayed and the Business Center schedule is displayed in the Schedule View area schedule24 Resource Manager only understands the concept of scheduling on a continuum schedules do not have a start or an end they are part of a never ending timeline You can however create discrete schedules with a start and end and you do this using the Print Range control 1 From the toolbar menu select File gt Print Range to display the Print Range dialog controls SCHEDULE24 USER GUIDE AND TUTORIAL Select dates srt 20s Select staff Name CRM Carol VanAllen
78. 29 Password SOUL oerein cic te sae sas scan took cca scteseuesnese sc subesteeeseteceshcasedaevsusaseesusesteesses ceasest 230 Exercise 8 7 Protecting schedules and Shift patterns cssccccccsssseccecsesscccccaeeseceeseeuseceesseaeecessaaenses 230 Schedule24 File Types csccssonconsonsonecncsncnscnconsonsonesncsncsnonsonsonsonscnconcsnossonscnsonscuconssnesscsncssonscnes 231 SCHEDULE24 USER GUIDE AND TUTORIAL his User Guide and tutorial has been designed to enable you get the most out of your investment in Schedule24 Resource Manager Overview and Method It enables a hands on approach from the outset with a series of exercises to reinforce your learning and skills in workplace resource management You will find it offers much more than just shift scheduling In today s climate where driving out costs from the workplace is seen as paramount Team Leaders and Line Supervisors have an even more important role than ever in maintaining the high performance workplace This has been largely brought about by a growing realization by corporate managers that Team Leaders and Line Supervisors know more about what is going on in the workplace are able to respond more appropriately and faster than anyone else Schedule24 Resource Manager offers the same principled workflow and features found in much larger expensive systems but with the capability of being deployed wherever a Team Leader or Line Supervisor are
79. 4 USER GUIDE AND TUTORIAL If your preference is for 24 hour working select the 24 hour option To save time formatting 24 hour time can be entered as a continuous entry e g 07001500 and the 07 00 15 00 formatting will be applied automatically 6 Follow the step above to enter the following time and descriptions each with a color code 10a 6p Day 3p 11p Late 11p 7a Night 7 When you have completed entering this list your display should look something like this EasyStep Schedule wizara e Add shifts to your schedule Enter the shifts to be used in your schedule You can always add additional shifts once the Welcome EasyStep Schedule Wizard is complete by using the Shift Editor on the Scheduling menu Shifts Shift Add Shifts Y Add Staff Select Start Day Fixed or Rotating Shift Add Days Off 7 00a 3 00p Staff Distribution Save Schedule Finist Display shifts in the following time 12hour 24hour Having completed entering the shift list a final check of hours f you make a mistake on entering information simply delete the entry and re enter The entry order for shifts in this section becomes a choice option later 8 Click Next and move to the Select Start Day section Accept the default start day Monday Click the More button to display the information feedback dashboard as you work through the options each step of the way Your display should now look similar to th
80. 5 Click OK to close the dialog and update the working hour view in the schedule to display the exact hours worked by staff each week Exercise 6 8 Calculate average staff working hours This exercise assumes you have launched Schedule24 Resource Manager the navigation pane displayed and MySchedule is open in the Schedule View area 1 Select Customize calculation from the View hours and budget section of the Navigation Bar This will display the Calculation options Options General View Color User Email Information Calculation vacation Costs Working Hours Calculation settings Calculate over 28l days and display calculation for 7 days Include breaks in calculation Calculation examples Exact Working Hours and Costs If you want exact totals enter the same number in both boxes e g 1 in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box and the smaller number in the bottom box e g 28 days in the top box and 7 in the bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller numb the top box and the larger number in the bottom box e g 7 in the top box and 365 in neek y nber in the top the bottom box will project the annual hours costs t
81. 7 7 7 Zz 7 7 7 E 6 Publish your Schedule 4 a The Small Team Schedule displayed in the Schedule View Area for the section exercises 4 What you see may be different to the screenshot being displayed here The color ordering of staff and even display may look different The following steps are to adjust the settings so your screen looks the same 3 From the toolbar menu select Tools gt Options and select the View tab and adjust the settings to those displayed here SCHEDULE24 USER GUIDE AND TUTORIAL n me Jptions Color User Email Information Calculation Vacation Costs al Working Hours Assistance Show Welcome screen on startup Show Assistants Show Infotips Show Navigation Pane Show in schedule Job title C Employee Number Title First name Last name Statusbar _ Grouping Time settings Use the following time format 12 hour AM PM 24hour Print Margin units Inches v Email schedule wizard Show email wizard welcome screen on startup Viewing options if you have ledger lines displayed uncheck Grouping 4 Keep the Options dialog open and select the Color tab and adjust the settings to those displayed here General View Color User Email Information Calculation Vacation Costs Working Hours Shifts Unavailability Show Shift color If different from shift pattern Show OAI Individ
82. 77 50 1 841 25 99 00 99 00 132 00 Selecting the Staff Count display herewith the mouse pointer to hide and unhide the display 2 To display the Cover Count place the mouse just beneath the vertical scroll bar The mouse pointer will change to double headed arrow Click and holding the mouse button drag the bar up until the Cover Count is displayed and release 4 The Cover Count bar can be moved upwards or downwards to adjust the amount of information you want to see displayed 3 Using the mouse pointer to point on the Staff Count area and right mouse click and select the Customize popup menu item to display the Staff Count dialog 4 5 6 7 SCHEDULE24 USER GUIDE AND TUTORIAL 155 a Shift Team Category Min Max The Staff Count dialog with list highlighted to remove Using the mouse pointer and the Shft key highlight the records in the Current View list Click the gt gt button to remove the items in the list Select Combinations Categor td Job Title Shift Team Category Items removed from the Staff Count list Click OK to close the dialog and update the Staff Count dashboard This action removes all data from the Staff Count display including the default staff count setting that is displayed when a schedule is opened Repeating the above procedure open the Staff Count dialog and select the options and choices displayed here Current View wal diolo
83. Adjust Shift a ey oora sof gy os ES The Shift Pattern Design environment defaul t week based view The Shift Pattern Designer supports over 30 business and scheduling rules governing shift type duration juxtaposition in relation to each other and days off and constraints about working hours There are two kinds of shift pattern designs weekly and sequence based patterns Weekly based patterns use the standard 7 day week and sequence based patterns use a number of days without reference to days of the week For example 4 days on followed by 4 days off generates an 8 day week which of course does not exist but is often referred to as such SCHEDULE24 USER GUIDE AND TUTORIAL 72 3 Using the mouse pointer select File gt Shift Pattern Wizard to launch and display the Wizard welcome screen Welcome to the Shift Pattern Wizard The Shift Pattern Wizard will assist you in creating your shift pattern and get you off to a flying start Just follow each step in turn anda Add Shifts your shift pattern Select Start Day You can use the Shift Pattern Wi ita create as many shift want By selecting different options and parameter ift Pattern Wizard y our ideal shift pattern Fixed or Rotating If you need any assistance whilgasir Add Days Off Staff Distribution Finish Click Next to proceed o The Shift Pattern Design Welcome screen 4 Click Next to the Add Shifts section Add shifts to your shift
84. Agent Mrs Beatrice Grant Smith Team Management PT Agent Mrs Jackie Long Organize Staff by Teams and Shift Pattern FT Agent Mrs Gill Spencer FT Agent Mrs Elizabeth Fretwell Res Planner Mrs Hilary Gough CRM Mrs Carol VanAllen FT Agent Mrs Veronica Smythe prrrrrere FT Agent Mrs Jane Green PT Agent Mrs Marlene Phillips EF 5 Check How You re Doing Be N Cunt 43 75 vr z w i e E The Schedule View area with the Automate with shift Patterns section control displayed At this point color mapping of shifts has been disabled in Options gt Color tab by unchecking the Show checkbox in the shifts section This is to reduce any confusion between any color mapping on different computer settings that may have taken place It will be enabled later in this lesson Tip Note that the Team manager button in the menu toolbar is disabled because this schedule has no shift patterns associated with it 7 Select Insert shift pattern into schedule from the Add shift pattern section to display the Insert Shift Patterns dialog Double click the Business Centre folder to open the shift pattern list This folder contains the shift pattern designs to be used for this schedule Schedule Week 1 1 Management Team 1 1 Mon 1 2 Tue Management Team 8 30a 5 30p 8 30a 5 30p Part Time Agents aa ae See etter al 15 2012 _ aa mamia
85. Agent Peter Agar Shift 10 00a 6 00p does not match this day s staff availability 1 00p 12 00a Shift 10 00a 6 00p does not match this day s staff unavailability Monday June 11 2012 Displaying the warnings in the Issues Pane and compared with staff working time profile In the main these should be self explanatory but one or two may require further clarification What can catch people out is a night shift on the preceding day impacting a constraint on the following day which flags a warning One warning listed here deserves more explanation Saturday June 02 2012 5 00p 1 00a Availability Shift 5 00p 1 00a does not match this day s Staff availability 12 00a 12 00a This is caused by the 5 00p 1 00a Saturday evening shift running into the following Sunday which has an availability constraint starting at 13 00 or 1pm in the afternoon Put another way they are unavailable before then including the 1am hour in the small hours of Sunday morning albeit it is considered a Saturday shift Finally 12 00a 12 00a represents a full 24 hour period or day running from midnight to midnight and this is displayed as part of the warning message If there was no constraint on the early hours of Sunday morning there would be no warning 8 Close Myschedule and clear the Schedule View area Work Hour Thresholds In addition to Staff availability we need to manage information about Work Hour Thresholds This is about monitoring when st
86. DE AND TUTORIAL 85 THE TEAM MANAGER CONTROLS Shift patterns used in this schedule View team distribution on this date My Shift Pattern activated from 11 June 2012 starting week 1 v view 11 06 2012 Insert Shift Pattern The inserted shift pattern there is only this one You select the date you want to view and make changes e g qari priim Nhere multiple shift patterns are staff from shift patterns or teams associated with a scheduleahey are within shift patterns added and managed as a list using these controls Staff waiting to be allocated to a shift pattern Technical Lead Mrs Donna Frost Team 3 ry Technical Lead Mrs Beatrice Grant Smith Technical Lead Mrs Elizabeth Gallegos Technician Mrs Carol VanAllen Each shift pattern will create Teams There may be only one or there may be several depending on the Staffathedied boler bams design Staff are dragged into these team areas Information about staff allocated to other shift patterns In this case it is blank because none have been allocated You can alphabetically sort and rank staff in a particular order e g seniority within their teams no Siwwowevesateree o C e The Team Manager is the Bridge for coordinating staff and shift patterns We will be revisiting the Team Manager in more detail later for now this serves as an introduction to its main features and we use the controls for convenience of this exercis
87. Day Off Day C 4 SICK 10 003 6 00p 10 003 6 00p 10 003 6 00p Day Off Day Off S 00p 11 00p 3 00p 11 00p 5 00p 1 00a 5 00p 1 00a 11 00p 7 002 11 00p 7 003 Day Off Day Off 7 00a 3 00 7 00a C New Schedule E ea P p Day y Op 00p 3 00p 11 00p 5 00p P P P y y P ane Ss 10 003 6 00p Day Off Day Off 3 00p 1 00p S 00p 11 00p 5 00p 1 002 5 00p 1 00 11 00p 7 00 11 00p 7 003 Day Off Day Off T 00 3 00p 7 003 3 00p 10 00 6 00p 10 00 a EasyStep Schedule Wizard Training 3 00p 11 00p 5 00p 1 003 5 00p 1 003 11 00p 7 00a 11 00p 7 003 Day Off Day Off 7 003 3 00p 7 003 3 00p 10 003 6 00p 10 003 6 00p 10 002 6 00p 10 002 6 00p Day Off Day C a Schedule Templates e 5 00p 1 003 11 00p 7 00 11 00p 7T 003 Day Off Day Off 7 003 3 00p 7 003 3 00p 10 003 6 00p 10 002 6 00p 10 002 6 00p 10 003 6 00p Day Off Day Off 3 00p 11 00p 3 00f Schedule Templates Online 11 00p 7 00a Day Off Day Off 7 003 3 00p 7 003 3 00p 10 003 6 00p 10 003 6 00p 10 009 6 00p 10 00 6 00p Day Off Day OFF 3 00p 1 00p 3 00p 11 00p 5 00p 1 002 5 00p A Day Off Day Off Day Off 7T 003 3 00p 7 003 3 00p 10 003 6 00p 10 003 6 00p 10 003 6 00p 10 00 Open an existing schedule TO Eu Full Day Full Day Full Day Full Day Full Day Full Day BF More amp 2 Add and Remove Staff A 3 Automate with Shift Patterns YB 4 Manage your Schedule Fig 5 Check How You re Doing 6 Publish your Schedule The Schedule View displaying holiday options usin
88. E24 USER GUIDE AND TUTORIAL 104 Shift patterns used in this schedule Full Time Agents activated from 18 June 2012 starting week 1 view View team distribution on this date 18 06 2012 Insert Shift Pattern Available staff Teams Team A FT Agent Mrs Jane Green FT Agent Mrs Beatrice Grant Smith Team B FT Agent Mrs Elizabeth Fretwell Shift Pattern Meet and Greet Meet and Greet Management Team Management Team Management Team Meet and Greet Meet and Greet Part Time Agents Part Time Agents Part Time Agents Part Time Agents Part Time Agents Part Time Agents pa Auto Distribute Staff to Teams Teamsby Sort Order The completed staff distribution across 4 different shift patterns 13 Click OK to close the Team manager and update the Schedule View area ES Tue 19 Jun Tem Mon 18 Jun Wed20Jun Thu 21 Jun Fri 22 Jun Mon 25 Jun Tue 26 2012 2012 2012 2012 2012 2012 2012 E qh 1 Start your Schedule e Waters rai aie 5552 MeetandGreet Meetand Greet MeetandGreet Meet and Greet Meet and Greet Meet ar amp Qy 2 Add and Remove Staff CRM Miss Helen Vi sale es Meet andGreet Meetand Greet MeetandGreet Meetand Greet Meet and Greet es ee end oot Meet ar A 3 Automate with Shift Patterns Manager Mrs Cynthia Cross Man
89. It will show you how to use 12 hour and 24 hour formats and tips to speed up entering shifts At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and the Small Team Schedule is open and displayed in the schedule viewing area SCHEDULE24 USER GUIDE AND TUTORIAL 1 Using the mouse pointer select the first day cell for FT Agent Peter Agar in the first column of the schedule This should be a Monday 2 From the Toolbar menu click Shift Editor This will display the shift data box in the Toolbar a 1 Start your Schedule StartaTask New Schedule EasyStep Schedule Wizard E Schedule Templates Schedule Templates Online The Shift Editor controls displayed in the docked position 3 Use the mouse pointer and click in the text box displayed in the toolbar of the Shift Editor This will display a flashing cursor indicating you can edit the box entry Enter the text 7a3p and click the button This will commit the change to the highlighted day cell Note that the time format characters and are added automatically If you prefer to work in 24 hour format then make sure the option is selected in the Options dialog and the above entry will be displayed in 24 hour format even though a 12 hour format was entered The equivalent 24 hour format would be 07001500 and the formatting characters are added automatically 4 Click the Shift Descrip
90. Jasmine Fields If the Shift Editor bar control is not displayed then using the mouse pointer click the Toolbar menu Shift Editor Button When the Shift Editor is undocked it should look something like this ail Statt Schedules E zublish to the Web Gy Stat Report ga Statistics Repor i lz JEMENT Reports D i t Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May Sat 19 May Sun 20 May Mon 21 May 2012 2012 2012 2012 2012 2012 2012 2012 z ve A ene 7200a 3 00 14 05 2012 FT Agent Peter Agar Mon 14 May Daily Hours e 03 1 YY Ff 6b 8B 272 00 adail tid E A Time off 00 00 5 i Adjust Shift 7 00a 3 00p Davoff unalocated spits e Ena 2 From the main Menu toolbar select View gt Shift descriptions to change the time format to shift descriptions Use the mouse pointer to highlight the shift description Early Notice the Shift Editor will change its content to reflect shift descriptions 3 Similarly select View gt Shift times to change the shift descriptions display back to the time format Now the Shift Editor will display the time format If there is no shift description it will display the time format by default 4 Using the mouse pointer double click the Shift Editor bar to automatically dock the control panel SCHEDULE24 USER GUIDE AND TUTORIAL At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and the Small Team Schedule
91. LE24 USER GUIDE AND TUTORIAL You will also notice feedback on percentages The notable one is the 4 of unallocated shifts This is telling us not all staff has been allocated a shift on every day given the options chosen so far This can be improved in the next step 12 Click Next and move to the Staff Distribution section and select the Customize enter the desired number of staff in the staff column option This will display the staff distribution control For the purposes of this tutorial click the mouse pointer in the staff column next to the 10 00a 6 00p Day shift and enter 2 Your schedule design should now look something like this EasyStep Schedule Wiza i Staff Distribution You can either distribute staff equally on each shift or a specific number of staff to each shift v Welcome Equally across all shifts Customize enter the desired number of staff in the staff column V Add Staff Y Add Shifts Y Select Start Day Y Fixed or Rotating V Add Days Off Y Staff Distribution Direction of Rotation Speed of Rotation Save Schedule oo00000000000000 Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day The feedback dashboard instantly updates the moment you make a change Adding an additional staff member to the day shift re adjusts the schedule pattern of working so they are no unallocated shift pe
92. Lack of either can have a cumulative effect and lead to sleep deprivation over a period of time increasing fatigue and risk Exercise 6 12 Working with Rest Period Thresholds This exercise assumes you have launched Schedule24 Resource Manager both the navigation and issues panes are displayed and Myschedule is displayed in the Schedule View area 1 Using the mouse pointer right mouse click on Peter Agar in the schedule View area and select the Staff manager in the pop up menu and when displayed click on the Working Hours tab 2 Enter the values displayed here SCHEDULE24 USER GUIDE AND TUTORIAL lastname Title Mr First Peter Last Agar S Personal Address Contact Training Service Costs Working Hours Availability Notes E Work hour values Uses globa Indivi Uses the values here to overide eee e in ee 2 kiai EE alobal values in Tools gt Options Define week V Use a fixed week from Calculations based on rolling or fixed week options ARG Working hours Daily Maximum 8 hours Minimum 4 hours Average hours over Maximum overtime 2 hours Rest periods Daily Weekly Minimum consecutive 11 hours Minimum consecutive 24 hours Day off a week Minimum consecutive 48 hours over aa weeks Between shift periods Two consecutive days off e g weekend Displaying the Staff Manager Working Hours controls and configuring values 3 Click Save and Close to
93. Manager 5 From within Team Manager click the Modify list to display the Modify Shift Pattern List dialog 6 Highlight the shift patterns in turn and using the Up amp Down arrows order the shift patterns displayed in the following screenshot Modify Shift Pattern List Modify Shift Pattern List Uncheck to hide shift patterns from drop down list Use the up and down arrows to define the order you want your shift patterns to be displayed in the schedule view Shift Pattern Management Team activated from 18 June 2012 starting week 1 Meet and Greet activated from 18 June 2012 starting week 1 EJF Time Agents activated from 18 June 2012 starting week 1 Part Time Agents activated from 18 June 2012 starting week 1 Ordering the shift patterns in the Team Manager 7 Click OK to close the dialog and OK again to close the Team Manager 8 From the toolbar menu select Data gt Advanced Sort to display the Advanced sort dialog Advanced Sort Ea Advanced Sort Lets you specify a custom sort order such as Last Name Department Start Time or Total Hours and so forth Sort by Shift Pattern 4 5 a V Order Then by none 4 Aagnding Order Descending ad Then by none gt ei Order Then by none Ascending Order Descending naca The Advanced Sort dialog displaying the order options 9 Selecting from the drop down lists Sort by Shift P
94. Mon 18 Jun Tue 19 Jun Wed 20 Jun Thu 21 Jun z F Jun sat 23 Jun 2012 2012 2012 2012 101 CRM Mr Graham Waters 2D SEE De A Team CRM Miss Helen Vizara Meet and Greet l Day Day Day A Team 3 Puniki irn Management Team Office Office Office i Office Manager Mrs Cynthia Cross eee ae Res Planner Mrs Hilary Gough Management Team iia SUE sina Management Team feat Crate Bees ee ManagementTeam Office Office Office Office Office Management Team CRM Mrs Wendy Harrow Meet and Greet Evening Evening Evening Evening Evening E Team CRM Mrs Carol Van llen fe ding Greet Evening Evening Evening Evening Evening The Schedule View area displaying shift descriptions and staff team allocation 7 Close the Schedule View area and save with the same file name when prompted This exercise completes the allocation of staff to shift patterns and explores the Advanced Sorting feature further It is assumed you have launched Schedule24 Resource Manager and have My Business Center schedule open in the Schedule View area and the shift time view displayed 1 From the Automate with Shift Patterns section of the Navigation Pane select Distribute Staff to Teams to display the Team Manager 2 Click the Insert Shift Pattern button from the Team Manager to display the Insert Shift Pattern dialog SE Team Manager My Business Center Shift patterns used in this schedule View team distribution on this date Meet and Greet act
95. Options aoe a o General view Color User Email Information Calculation vacation Costs Working Hours Shifts Unavailability C Show Shift color If different from shift pattern Show O all Individual Full Day Vacation V Half Day Vacation C V sick Holiday Show __ Public Holidays V Weekends Show assignment color ij over C ver count Over staffing Acceptable staffing Under staffing The Options display after selecting the exercise options SCHEDULE24 USER GUIDE AND TUTORIAL 7 Click OK to close the Options dialog and update the Schedule with the modified colors for shift descriptions O 11 00p 7 00a 0 JE 15 05 2012 FT agent Mr Javid Ali Mon 14 May Tue 15 May Wed 16 May ee Fri 18 May z i Sun 20 May 2012 2012 aA 20127 2012 7 00a 5 00p 7 00a 3 00p Bio e 00p l 10 00a 6 00p Frar 00p DayOff 1 FT Dicini Jasmine Fields 2 breaks eee E ay isc Ea 10 00a 6 00p 10 00a 6 00p Day Off Day Off 3 00p 11 00p FT Agent Miss Jane Green A Day Off Day Off 3 00p 11 00p 3 00p 11 00p 5 00p 1 00a 3 00p 11 00 p 3 00p 11 00 p 5 00p 1 00a 5 00p 1 00a 11 00p 7 00a 11 00p 7 00a Day Off 1 break FT Agent Mr Peter Agar FT Agent Ms Victoria 5 O0p 1 00a 5 00p 1 00a 11 00p 7 00a 11 00p 7 00a Day Off Day Off 7 00a 3 00p Ainsworth 1 break FT agent Mr Javid Ali E 00a 11 00p 7 00a Day Off Day Off 7 00a 3 00p
96. Pattern 20 From the Shift Pattern Designer Menu select File gt Exit to exit the Shift Pattern Designer Alternatively you can use the Close X button on the form SCHEDULE24 USER GUIDE AND TUTORIAL 82 The first part of this exercise provides the opportunity to demonstrate how to import staff from another schedule and setup the schedule view area for the rest of the exercise without re keying staff information It is assumed you have launched Schedule24 Resource Manager the Navigation Pane is displayed and the Schedule View Area is empty 1 Using the mouse pointer select New Schedule from the Start your Schedule section of the Navigation Pane to display a new schedule in the schedule View Area and the Schedule Assistant dialog prompts Schedule24 Resource Manager Schedulel Lole z i ajile Edit View Insert Scheduling Tools Data Reports Window Help 8x qy Publish to the Web Staff Report Statistics Report agement Reports i Day Schedules Week Schedules E mail Staff Schedules z ent Rel EE o x Sat 09 Jun Sun 10Jun Mon 11 Jun Tue 12 Jun Wed 13 Jun Thu 14 Jun Fri 15 Jun Sat 16 Jun Sun 17 Jun Mon 18 Jun Tue 19 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 J fat 1 Start your Schedule Start a Task C New Schedule EasyStep Schedule Wizard g Schedule Templates Schedule Templates Online You ve just created a new schedule Now you are ready to add staf
97. Resource Manager ssssesssesessssseresssreresssrrrsssrrresssrrresssrerssereresseereee 11 Exercise 2 2 Using the Scheduling Wizard ssessesessesesresesressrrresrrrssreresrerssrerssrerssrerssrersererssreresrerssrersse 12 Exercise 2 3 Create a New Staff Schedule sessessssresereseressrrssreserensrresressrersrresrrssrrssressrersreesresereeereeereeeee 23 Exercise 2 4 Adding and Removing Staff cccccsssscccccssseccecceseccceesesececseeeeceessaeneceessaeaeceessuuasecessaaneees 24 Exercise 2 5 Working with Schedule Templates ccccccssecccsscccssecceseceeeceeenceseneeseeceeeeceseneeseeeteneenes 28 Section 3 Working with Schedules seseesesescsesesoesescecesoecesoecesoscoesosoesesoecesoeoesoeoesoeoeee 29 Section 3 Exercises Adding more detail to schedules sessesessssessssessssecssoesssseosssessssessssesseseosees 29 Exercise 3 1 Displaying staff information in the Schedule View Area cccccccsssseccecceesecceeseeesecessaansees 29 Exercise 3 2 Working with the Shift Editor siccncecssccticcnssavaccensendtncossvaccusuaesansacdusensssaeevedsededarvacensbadsddeiecasas 32 Exercise 3 3 Working with more shift options cccccsssscccccesseecceceeececeseeeceeesaaeeccessaeueeesseaeeeessagasees 35 Exercise 3 4 Working with split shifts cecsecscsscvencecddurennatuncseceaveisentaiionvsarvaveunedteuae one aeatiacrsan EAS 37 Exercise 3 5 Entering information about Breaks cccccccscssseccecce
98. Schedules aty Publish to the Web Gi Staff Repor re Statistics R po se laa adie Wed 16 May Thu 17 May 2 mel 2012 2012 7 are ar l ACELS 11 00a 11 45a 3 00p 11 00 FT Agent Ms Victoria Ainsworth FT Agent Mr Richard Allen A Underlying information can be displayed using the mouse roll over You can view more detailed information using the mouse pointer to display the Info tip pop up This option can be turned on or off in Tools gt Options gt View tab using the Show Info tips checkbox Note the weekend color coding displayed in the column headers when shift colors have priority Also the ledger view here is created when Grouping is activated in the Options dialog based on start times in this example Breaks can be scheduled for the same shift over a range of days ore weeks so you only enter breaks information once Use the Go To date with the Shft key and mouse control to select any range to display the shifts and then add breaks once for all the shift types to be allocated breaks At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and My Schedule is displayed in the Schedule View Area The first day column is sorted by Start time 1 Using the mouse pointer highlight the Monday and Tuesday day cells for FT Agent Chiswick and FT Agent Green mail Staff Schedules a Publish to the Web S Staff Repo ie Mon 14 May less or dain 16 Ma
99. Staff Schedules y Publish to the Web S Staff Rep L l a Mon 14 May m oe To 16 May aek 17 May Z i May 2012 7 000 se iis 00a 6 00p F agent Timothy Conc sem tem mme mem cot onor I FT Agent Miss Jane Green FI Agent Ms Victoria Ainswort a e FT Agent Mr Richard Allen 2 From the Menu select Scheduling gt Unavailability Alternatively you can point the mouse pointer in the highlighted area and click the right mouse button to display the pop up menu and select Unavailability This will display the Unavailability dialog Unavailability Name 16 05 2012 FT Agent Mrs Jasmine Fields Category Description Details a 3 Enter Sick in the Type box SCHEDULE24 USER GUIDE AND TUTORIAL 4 Enter Heavy Head Cold in the Description box 5 Enter Will try and do some work from home tomorrow in the Details box Unavailability Name 16 05 2012 FT Agent Mrs Jasmine Fields Category Edit Edit Description Heavy Head Cold Details Will try and do some work from home tomorrow similar to Assignments entries in the Type box are listed so they can be used again You can also create and modify the category list using the Edit button and sort a ranking order using the sort arrow buttons 6 Click OK to close the dialog and update the schedule with this unavailability A warning dialog will be displayed Scheduling C
100. Sunday June 03 Min Weekly Rest Period Weekly rest period between 5 28 2012 and 6 3 2012 of 22 00 is below the minimum of 24 00 ter Agar Wednesday June 06 2 11 00p 7 00a Min Daily Rest Period This 0 00 hour rest period between shifts is below the minimum daily rest period of 11 00 cer Agar Mondav June 04 2012 Sunday June 10 Max Weekly Hours Weekly hours between 6 4 2012 and 6 10 2012 of 56 00 exceeds the threshold of 40 00 Working hours breaches may impact several compliance factors Warnings have been sorted by issue category in descending order Using the mouse pointer click on the Undo button in the toolbar menu twice alternatively select Edit gt Undo to return to the original shift settings and remove the warnings from the Issues Pane The only warnings listed should now be the Availability category 14 Use the mouse pointer to highlight Peter Agar Monday following night shift and enter 10 00a 6 00p using either the Shift Editor or Copy amp Paste edit tools 15 Open the ACM control dialog and accept the default dates click Search This will generate a new warning about the Min Daily Rest Period of 11 hours being breached by a 3 hour period between finishing night shift and starting a later day shift This is a common error and even though most people recognise it as an error it continues to prove expensive when published and exploited as a call out or overtime 16 Use the mouse pointer and click on t
101. T Agent Department D Day Team PT Agent Monica Sewell PT Agent Department D Evening Team The Page Setup for Management Report style displayed 2 Accept the default options and click the Print Preview button to display the Management Report dialog SCHEDULE24 USER GUIDE AND TUTORIAL 201 x e 9 Schedule24 Duty Management Toolkit Management Reports gt v 44 Search Management Reports P Organize v New folder Hr 00 Costs Date modified 1 31 2012 8 35 File folder File name Training and Qualifications The Management Reports dialog listing report categories You access Management Reports in their own folder location on your computer or network 3 Select the Charts and Graphs folder and select the Department Costs Chart and click Open to display the report Department Monthly Profile Department E For the month of 2 2009 Costs 440 Overtime Premium 50 00 250 00 40 00 50 00 250 00 40 00 50 00 50 00 80 00 100 00 100 00 100 00 100 00 80 00 100 00 100 00 280 00 80 00 100 00 100 00 280 00 80 00 100 00 100 00 280 00 200 00 200 00 188 00 440 00 550 00 1 250 00 2 240 00 The Management Reports displaying Department Month Graph in print preview window This chart has been navigated to Department E using the forward and backward navigation arrows in the print preview toolbar 4 Click the Set
102. The Team Manager We will be revisiting each of these again in greater detail Exercise 2 3 Create a New Staff Schedule This exercise will look at a different way of creating and saving a new staff schedule while at the same time taking a closer look at the Staff Manager We will carry out a simple staff import from an existing schedule You cannot start scheduling until you have entered some information about Staff into the Staff Manager and it is the only place where you manage Staff changes At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and displaying the Navigation and Issues Pane with no staff schedule displayed in the schedule viewing area 1 Using the mouse pointer click 1 Start your schedule bar if it is not already displayed Select the item New schedule from the list This will display a blank schedule Alternatively from the Menu select File gt New and select New to display the New Dialog and click Blank Schedule 2 A blank schedule with calendar information will be displayed together with a Schedule Assistant prompting for information about staff 3 Select Import Staff from an existing schedule option and click OK to display the Insert Staff from another schedule dialog 4 From the list displayed select the schedule you saved in the previous exercise with the default file name My Schedule Click OK to populate your oO SCHEDULE24 USER GUIDE AND TUTORIAL
103. This will display the Options dialog Select the Calculation tab Calculation examples SCHEDULE24 USER GUIDE AND TUTORIAL Calculate over days and display calculation for days Indude breaks in calculation Exact Working Hours and Costs If you want exact totals enter the same number in both boxes e g 1 in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box and the smaller number in the bottom box e g 28 days in the top box and 7 in the bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller number in the top box and the larger number in the bottom box e g 7 in the top box and 365 in the bottom box will project the annual hours costs total based on a week Setting the hours calculation for the Shift Pattern designer In the Calculate over box enter 7 days and in display calculation for box enter 7 days and click OK This will close the Options dialog and update the working hours display in the Schedule Designer E Ve ia F il E K Ee 7 RJ iy mc jays 4 ea E votate Tez Pa an Tene aves Taam aam Tes Tse T a e E e eee Shifts 20 00 9 30a 2 30p 9 30a 2 30p 9 30a 2 30p 9 30a 2 30p Unallocated Daily Hours 8 10 12 14 16 18
104. Time With these skills Lingistics Mandarin Chinese Monday 02 Feb 09 Matthew Lee Department C Tuesday 03 Feb 09 Matthew Lee Department C Wednesday 04 Feb 09 Matthew Lee Department C Thursday 05 Feb 09 Matthew Lee Department C Saturday 07 Feb 09 Matthew Lee Department C Sunday 08 Feb 09 Matthew Lee Department C Monday 09 Feb 09 Matthew Lee Department C Tuesday 10 Feb 09 Matthew Lee Department C Friday 13 Feb 09 Matthew Lee Department C Saturday 14 Feb 09 M atthaw aa 2 o M Nanatmant O A dynamic report with selected content about skill set looking at page 1 of 7 8 Click Close to return to the Schedule View area The available skills are searched across the training records entered into the Staff Manager and matched in the context of scheduled staff availability SCHEDULE24 USER GUIDE AND TUTORIAL 216 Ro eee OO RNR ay 20 to lastname Title Mr First Matthew Last Lee FirstName Job Title Department a lt Traini i j perae FT Agent eey a Personal Address Contact aining Service Costs Working Hours Availability Notes E Victoria FT Agent Department A Training information Javid FT Agent Department A 7 Richard FT Agent Department A Type Work permit required Phillip FT Agent Department A Description i Trevor Mgmt Coach Department B Cynthia Manager Department B Elizabeth FT Agent Department B e Hilary Res P
105. Trevor Casey PT Agent Mrs Jackie Long Res Planner Mrs Hilary Gough PT Agent Mr Stephen Owen PT Agent Mr Matthew Lee PT Agent Mr Ian Pearce PT Agent Miss Monica Sewell FT Agent Mrs Veronica Smythe FT Agent Mrs Linda Grant FT Agent Mrs Jane Green FT Agent Mrs Gill Spencer FT Agent Mrs Elizabeth Fretwell FT Agent Mrs Beatrice Grant Smith FT Agent Mr Richard Allen FT Agent Mr Phillip Bunting Staff scheduled to other teams Name a Team Shift Pattern a Using drag and drop to allocate the selected staff a shift pattern Having allocated staff to their respective teams though in this example there is only one team due to the simplicity of traditional office hours it might be important to allocate a sort or ranking order of those staff in the team It may be based on role seniority or any ordering that the default ascending or descending alphabetical sort does not give you Where there are several teams boxes each one can be configured independently as we will see shortly Ascending descending alphabetical sort is the default setting You toggle between the two by clicking the mouse pointer on the team box header The black arrow indicates the current sort display 94 SCHEDULE24 USER GUIDE AND TUTORIAL 21 Select the Order option at the bottom of the Teams section to display the ranking arrows at the side of the team box f Team Manager Schedulel View team distribution on this date 18 06 2012 Shift patter
106. United states of America the United Kingdom and or in other countries All reasonable precautions have been taken in the preparation of this document including both technical and non technical proofing Intellicate and all staff assume no responsibility for any errors or omissions No warranties are made expressed or implied with regard to these notes Intellicate shall not be responsible for any direct incidental or consequential damages arising from the use of any material contained in this document If you find any errors please inform Intellicate Whilst every effort is made to eradicate typing or technical mistakes we apologize for any errors you may detect All content is updated on a regular basis so your feedback is both valued by us and will help us maintain the highest possible standards 20012 Intellicate Limited Daws House 33 35 Daws Lane London NW7 4SD United Kingdom Phone 44 0 20 8906 6793 Fax 44 0 20 8906 6611 Email info intellicate com Internet http www intellicate com
107. WA Seattle USA 98667 206 311 3234 Martin Speed 111 99 0012 92 Hillcrest Road WA Seattle USA 98401 206 545 4534 Beatrice Grant Smith 456 67 7890 54 Crocus Way WA Seattle USA 98401 206 115 1235 Jackie Long 210 98 8765 16 Farriers Close WA Seattle USA 98401 206 585 1834 Gill Spencer 009 45 7823 9017 Central Boulevard WA Seattle USA 98401 206 565 6534 149 Mrs Elizabeth Fretwell 789 90 1234 56 Queens Court WA Seattle USA 98401 206 181 8234 150 Mrs Hilary Gough 123 45 6789 18 Kingsway WA _ Seattle USA 98401 206 113 1233 151 Mrs Carol VanAllen 826 01 8493 22 Shippham Close WA Seattle USA 98401 206 591 9531 152 Mrs Veronica Smythe 222 66 4321 56 High Street WA Seattle USA 98401 206 535 3534 153 Mrs Jane Green 789 01 2345 237 Low Street WA Seattle USA 98401 206 116 1236 156 Mrs Marlene Phillips 765 65 8765 7 Woodside Hill WA Seattle USA 98401 206 655 6534 157 Mrs Cynthia Cross 809 67 5678 611 The Walkway WA Seattle USA 72076 206 141 4234 158 Miss Helen Vizara 326 01 9302 6b Centre Hill Tower WA Seattle USA 98401 206 598 9538 160 Miss Victoria Ainsworth 408 63 8729 1041 Moss St WA Seattle USA 47408 206 211 2234 164 Mrs Linda Grant 012 23 4567 40 Main Street WA Seattle USA 98401 206 114 1244 165 Miss Monica Sewell 432 76 9878 66 New Elms Way WA Seattle USA 98401 206 955 9534 170 Dr Casey 221 76 2122 100 Centre Park Cresecent WA Seattle USA 87109 206 121 1234 d Harrow 876 65 5432 16 School Street WA Seattle val 98401 206 119 1239 The exported data mapped to Qu
108. aff are working too many or too few working hours This is more sophisticated than just monitoring staff hour totals we saw earlier in the Schedule View area For example the weekly hours may add up correctly but may involve working longer hours over fewer days and for some occupations e g driving and operating machinery and not Satisfactory SCHEDULE24 USER GUIDE AND TUTORIAL 174 Exercise 6 11 Working with Work Hour Thresholds This exercise assumes you have launched Schedule24 Resource Manager both the navigation and issues panes are displayed and no schedule is displayed in the Schedule View area 1 Open the Myschedule schedule in the Schedule View area Warning messages will appear in the Issues Pane 2 Click the Monitor Conflicts button in the toolbar menu to display the Active Conflict Monitoring ACM dialog Monitor Conflicts Sj Monitor conflicts Monitor conflicts weeks or months in advance Specific date ranges can be set with the From and To calendars O Activate conflict checking Continuously monitor conflicts Check date ranges Check now From 5 27 2012 To 6 14 2012 The Active Conflict Monitoring ACM control dialog deactivated 3 Using the mouse pointer uncheck the Active conflict checking checkbox and click Close to return to the Schedule View area 4 Save the Myschedule schedule and close to clear the schedule View area 5 Open the Myschedule schedule to di
109. agement Reports are also available for download They are dealt with in more detail in a later section The Page Setup control has the standard four tab page layout controls as the other styles but there is not a specific tab control for management reports 1 From the toolbar menu select File gt Page Setup gt Management Report to display the Page Setup dialog Date range Start 2 2 2009 End 2 11 2009 Staff range Name a Job Title Department Team FT Agent Peter Agar FT Agent Department A Team C FT Agent Victoria Ainsworth FT Agent Department A Team G FT Agent Javid Ali FT Agent Department A Team D FT Agent Richard Allen FT Agent Department A Team G FT Agent Phillip Bunting FT Agent Department A Team H Mgmt Coach Trevor Casey Mgmt Coach Department B Management Team Manager Cynthia Cross Manager Department B Management Team FT Agent Elizabeth Fretwell FT Agent Department B Team A Res Planner Hilary Gough Res Planner Department B Management Team FT Agent Linda Grant FT Agent Department B Team B FT Agent Beatrice Grant Smith FT Agent Department C Team H FT Agent Jane Green FT Agent Department C Team D CRM Wendy Harrow CRM Department C Meet and Greet PT Agent Matthew Lee PT Agent Department C Evening Team PT Agent Jackie Long PT Agent Department C Day Team PT Agent Stephen Owen PT Agent Department D Day Team PT Agent Ian Pearce PT Agent Department D Day Team PT Agent Marlene Phillips P
110. agement Team Management Management Management Management Management Management Manage ii Management Team Team Team Team Team Team Team Team Select a Task Management Team Management Management Management Management Management Management Manage Use Shift P Gae Res Planner Mrs Hilary Gough Management Team Team Team Team Team Team Team Team sa Mgmt Coach Dr Trevor Case Management Team Management Management Management Management Management Management Manage a Shift Pattern Wizard Yy Management Team Team Team Team Team Team Team Team Meet and Greet Meetand Greet Meetand Greet MeetandGreet Meet and Greet Meet and Greet Meet ar 5 terse aues eae m Shift Patterns Online Ee Mtadeeit Meetand Greet Meetand Greet Meetand Greet Meetand Greet Meet and Greet ee es t aa crec Meet ar FT Agent Mrs Jane G ios Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents ee ene Full Tim Add Shift Pattern E a Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents eee one Full Tim Insert Shift Pattern into Schedule eee Part Time Agents _ Part Time Part Time Part Time Part Time Part Time Part Time Part Tin Evening Team Agents Agents Agents Agents Agents Agents Agents Team Management SOS ee Full Tine Agenta Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents es Full Time Agents Full Tim Organize Staff by Teams and Shift Pattern Saas Full Time Agents Full Time Agent
111. ailability information entered into a schedule Information includes frequency counts of the selected records by date and by officer In common with all other reports personnel and date ranges can be selected using the Print Area dialog 1 From the toolbar menu click the Management Report button to display the Management Reports dialog 2 Open the Research folder and select the Activity Detail Report and click Open to display the report in the Print Preview window SCHEDULE24 USER GUIDE AND TUTORIAL A dynamic report with addition controls to filter and search on combinations 3 Using the mouse pointer select the items in the display and move them to the Selected Values pane The menu items automatically filter content dependent on the previous selection 4 Click OK to display the report content in the Print Preview window Activity Research Richard Allen Richard Allen Richard Allen Richard Allen Richard Allen Richard Allen Sub total 6 Stephen Owen Stephen Owen Stephen Owen Sub total 3 Preview Page 40f6 07 2012 12 A dynamic report with selected content looking at page 4 of 6 It pays dividends to think about the kind of activity you want to record in your schedule as it can provide invaluable information about workplace activity especially over time 5 Click Close to return to the Schedule View area Date Mon 02 Feb 09 Tue 03 Feb 09 Mon 09 Feb 09 Tue 10
112. al approach and use job titles and last names If you are focused on more advanced staff shift patterns you may just want to reference job titles before staff names 5 Repeat the above procedure to display the Options dialog again and select the Color tab General View Color User Email Information Calculation Vacation Costs Working Hours Shifts Unavailability C Show Shift color If different from shift pattern Show _ Public Holidays V Weekends _ Show assignment color i Cover count Over staffing Acceptable staffing Under staffing A range of color mapping options can be configured here 6 Using the mouse pointer select and highlight Weekends in the Holiday Section Launch the color picker and select a color for weekend days and check the checkbox to display the color in the schedule view area Click OK to close the Options dialog 7 In the Schedule View area select 50 zoom setting in the toolbar menu to view weekend color mapping This is a useful technique for navigating week based staff schedules Return the zoom setting to 100 SCHEDULE24 USER GUIDE AND TUTORIAL fFReport Gq Statistics Report 43 Manageme Z 14 05 2012 FT Agent Peter Agar I PG Per ae PT geal Pelee Agar Start a Task ET Ravel Vislorle E PT ageal Janid A B New Schedule PT Ayral Risbard Allee f Ea
113. ame M Last name Status bar Grouping Time settings Use the following time format 12 hour AM PM 24hour Print Margin units Inches v Email schedule wizard V Show email wizard welcome screen on startup Displaying the View options for Myschedule 3 Click the Color tab and set the options as follows although it does not have to be color specific Holiday Show Public Holidays Weekends Show assignment color B Cover count Over staffing Acceptable staffing Under staffing Displaying the Color options for Myschedule 4 From the Menu toolbar select View gt Hours to display the hour s column in the Schedule To hide the hours column repeat this procedure and uncheck the menu item SCHEDULE24 USER GUIDE AND TUTORIAL 167 FT Agent Victoria Ainsworth FT Agent Richard Allen FT Agent Jasmine Fields Displaying the staff working hours in the schedule View area The hours calculation is set in the Tools gt Options gt Calculations tab In this example we are calculating the hours worked over 7 days All hours calculations start from the first day column displayed If you have any other column displayed e g Department uncheck View gt Department This exercise assumes you have launched Schedule24 Resource Manager the navigation pane displayed and MySchedule is open in the Schedule View area 1 From the Menu select Tools g
114. and click OK This will close the Options dialog and update the working hours display in the Schedule Designer This will show the design hours worked each week which in this example is 45 hours ee cE TE By insertDays Gk Remove Days if cams EH es E Oli Mon iTe iswed _ a 4 Thu _ a Fri_ 1 6 Sat ste op ManagementTeam 45 00 R 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30 Daily Hours Adjust Shift Start End The completed shift pattern displaying shift ti time e format 18 From the Menu select File gt Save to display the Save dialog Enter a filename and for the purpose of this tutorial enter Management Team Click OK to Save and close the Schedule Designer If you save with the shift description displayed that will be the display used in any previews SCHEDULE24 USER GUIDE AND TUTORIAL 126 Alternating double day shift pattern The characteristics of the schedule design are a little more complicated than for the Management Team The characteristics of the working arrangements or rules are as follows Two shifts 8am 4 00pm and 2 00pm 10 00pm gt Alternating each week gt Staff work Monday to Friday and Have every weekend off A double day shift delivers a staff supply over 16 hours of the day It is sometimes referred to as a rotating shift pattern but technically two shifts alternate each week This exercise assumes you have launched Schedule24 Resource Manager t
115. ar dates in the schedule It is less important for sequence based patterns but it is good practice to apply this principle to all shift patterns being entered into a schedule 5 Select My Shift Pattern in the list and using the mouse pointer click Start Date drop down calendar and select the next date falling ona Monday and click Insert button to enter the shift pattern The Schedule assistant will again be displayed 1 You will have realised by now that Schedules are dynamically associated with your computer clock You need to make sure this is setup correctly Schedule24 Resource Manager Schedulel gujBile Edit View Insert Scheduing Tools Data Reports Window Help E Ale E ESE nance EA E X 8J Staff M las v 09 06 2012 Technican Mrs Wendy Harrow om 1 E mail Staff Schedules 9 x xj Ga 1 Start your Schedule Sat 09 Jun Sun 10 Jun Mon 11 Jun Tue 12 Jun Wed 13 Jun Thu 14 Jun Fri 15 Jun Sat 16 Jun Sun 17 Jun Mon 1 2012 2012 2012 201 2012 2012 20 12 2012 2012 2012 QB 2 Add and Remove Staff a Technician Mr Nathanial Wolf ize 3 Automate with Shift Patterns Select a Task Technician Mr Ian Pearce Technical Lead Mr Roger Green Use Shift Patterns to automate your scheduling Technician Mr Ricky Martine a Shift Pattern Wizard _ New Shift Pattern Technical Lead Mr Phillip Bun Shift Patterns Online More You now have a schedule which contai
116. ard which options improve your design and avoid those that don t in a few minutes The following procedures will demonstrate this time saving approach 14 Click Next to move to the Staff Distribution section and select the Customize enter the desired number of staff in the staff column option This will display the staff distribution control For the purposes of this exercise click the mouse pointer in the staff column and enter the staff number 3 next to 10 00a 6 00p displayed in this screenshot Staff Distribution You can either distribute staff equally on each shift or a specific number of staff to each shift Y Welcome Equally across all shifts Customize enter the desired number of staff in the staff column V Add Shifts staff Shift Description V Select Start Day 1 7 00a 3 00p Early V Fixed or Rotating V Add Days Off Y Staff Distribution Direction of Rotation Speed of Rotation Finish Long periods work the same shift can be a drawback No Unallocated shift improves the efficiency of the shift pattern More staff on the day shifts less staff on the early and late shifts including nights ing Perfect distribution of shifts for each tea periods Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule Changing options lik
117. art your Schedule Start a Task Werome to the EasyStep Schedule Wizard vV Welcome pride jll assist you in creating your toon low each step in d display your schedule Add Shifts You can use the EasyStep Schedile Wy different options and paramef 4 O New Schedule and get you off to a flying start en you click finish the Ea beige tate le Wizard will calculate and EasyStep Schedule Wizard Add Staff E Schedule Templates Schedule Templates Online Select Start Day If you need any assistance whil usir Open an existing schedule Fixed or Rotating 2 Add Days Off B More bi Staff Distribution Click Next to proceed o ee amp 2 Add and Remove Staff Schedule FA 3 Automate with Shift Patterns YD 4 Manage your Schedule EF 5 Check How You re Doing 6 Publish your Schedule Ei The Schedule Wizard welcome screen on start up 3 Click Next to the Add Staff section Add Staff If you don t want to add any staff at this time EasyStep Schedule Wizard will automatically create temporary personnel You can add or change personne later in the Staff Manager Staff First name OO Delete If you leave this blank the Wizard will work out the staff you need and you can add the detail later Using the small sample staff list below enter the staff details into the Add Staff dialog form Information entered here will aut
118. atterns with Ascending option and the Order option checked SCHEDULE24 USER GUIDE AND TUTORIAL 107 10 Click OK to close the dialog and update the Schedule View area The Shift Pattern will be sorted and ranked in the order saved in the Team Manager If the Order option is not checked in the advanced sort settings then the display will be sorted alphabetically and the order will be ignored Similarly if the descending and order options are selected the order would be maintained but in reverse order Without the order constraint the descending option would sort alphabetically in reverse Ranking Staff in Their Respective Teams 11 Repeat the above procedure to open and display the Team Manager and select the Meet amp Greet shift pattern from the Shift Patterns used in this schedule drop down list 12 Select the Order option to display the ranking arrows at the side of team group list boxes and using the controls arrange the staff in the ranked order displayed in the following screenshot Teams Day Team PT Agent Mrs Jackie Long PT Agent Mrs Marlene Phillips PT Agent Mr Stephen Owen Evening Team PT Agent Miss Monica Sewell PT Agent Mr Matthew Lee PT Agent Mr Tan Pearce Ordering staff in their respective teams using the ranking arrows 13 Click OK to save the changes and close the Team Manager to return to the Schedule View area 14 From the toolbar menu Data gt
119. ay 10 Feb 2009 Res Planner Hilary Gough FT Agent Linda Grant FT Agent Beatrice Grant Smith FT AgentJane Green CRM Wendy Harrow PT Agent Matthew Lee PT Agent Jackie Long PT Agent Stephen Owen PT Agentlan Pearce PT Agent Marlene Phillips PT Agent Monica Sewell FT Agent Veronica Smythe FT Agent Martin Speed FT Agent Gill Spencer CRM Carol VanAllen CRM Helen Vizara Displaying the web schedule home page in a browser All sections are fully hyperlinked Tip Once you have setup your web schedule location on your network you can select the option to update the web schedule every time you save your schedule _ Settings Recently used file list entries Prompt for schedule properties C Prompt for shift pattern properties C Publish to the Web when saving schedule Tools gt Option gt General tab displays option to update web schedule when saving file The time taken to save to a network location is dependent on available bandwidth and network traffic at the time of day Care needs to be exercise when loading content onto network locations e g personal contact information Contact your local IT administrator about your security protocols SCHEDULE24 USER GUIDE AND TUTORIAL Email Schedules This exercise assumes you have launched Schedule24 Resource Manager and Business Center schedule is displayed in the schedule View area Publishing staff schedules via email enables anyone in th
120. blank schedule with the staff details from that schedule into your new staff schedule and to close the dialog 5 The Schedule Assistant will be displayed prompting you about options for entering shifts Select the No thanks option and click OK to close the dialog 6 Save the schedule with the filename Small Team Schedule and select File gt Close to close the schedule and return you to an empty schedule view area Exercise 2 4 Adding and Removing Staff This exercise follows on from the previous exercise and will look at the way we add and modify staff records in a staff schedule At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and displaying the Navigation and Issues Pane with no staff schedule displayed in the schedule viewing area 1 From the menu toolbar select File gt Open to display the Open dialog box 2 From the file list select MySchedule and click OK to open the staff schedule in the schedule view area 3 From the Toolbar menu select the Staff Manager to display the Staff Manager Tite LastName FirstName Job Title Department ar P Person 1 of 8 2 New Person IE Delete Person The Staff Manager Go to lastname Tite First Peter Last Agar A Personal Address Contact Training Service Costs Working Hours Availability Notes General SSN Birth date Age Eye Color Hair Color
121. chedule Template The Wizard is a quick way to start scheduling especially if you are not too sure what kind of schedule you want You do not have to think about the complexity of rotating or day off patterns in your schedule The Wizard takes care of all that you just provide the inputs For more advanced shift patterns you use the Shift Pattern Designer You can create a new schedule from scratch by selecting File gt New Schedule Assistants will prompt you at each stage to assist you Schedule templates contain all the information about shift patterns and also staff details like job descriptions so you can create new staff schedules based on proven industry schedules You can also create and share your own schedule templates for consistent working arrangements Add and Remove Staff Staff Manager Importing staff You manage all your staff records and information in the Staff Manager Contact information training and service records are all maintained at your finger tips in the Staff Manager Import staff details from other applications e g HR or Contact Management database or from another Schedule24 schedule using the Import Wizard SCHEDULE24 USER GUIDE AND TUTORIAL K You can view and work on multiple schedules at the same time The Shift Editor is a docking feature that can be moved around your work area and used to create and maintain schedules It supports all shift types and displays 12 hr or 24 hr formats Ad
122. chedule Formats The Option controls for changing the pathname location for all file types including Management Reports 2 Cancel the dialog and return to the Schedule View area 3 From the toolbar menu click the Management Report button to display the Management Reports dialog from where you can select your report from one of the six categories of Management Report SCHEDULE24 USER GUIDE AND TUTORIAL 213 gQ Local Disk C Schedule24 Resource Manager Management Reports gt Organize v New folder IRIRE E Charts and Graphs o The Management Report categories containing a range of business reports 4 Click Cancel and return to the Schedule View area The procedure for opening displaying a chart in the Print Preview window and publishing using the Print Range options is common to all the categories of Management Reports A full description of each report can be found in the Help files and more information about available charts can be found by logging onto the Intellicate Knowledgebase online There are however a class of Management Report worthy further attention the Dynamic Report Dynamic Reports All management reports can be configured by using Print Range options and the ranking and sorting criteria selected in the application Dynamic reports have additional controls to filter and select reports content This report enables the user to select parameters based on assignment and unav
123. chedule24 Resource Manager Templates are a good way of sharing working arrangements and avoids re inventing the wheel when there exist Standard patterns of working in the organization Templates can be created from operational schedules including shift and days off patterns and staff information At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and displaying the Navigation and Issues Pane with no staff schedule displayed in the Schedule View area You can check the Don t show me again checkbox to suppress the Welcome screen display on launching Schedule24 It can be re activated for display using the Tools gt Options dialog 1 From the Start your Schedule section of the Navigation Pane select Schedule Templates to display the Templates dialog display a T z E g ao 10 Hour 12 Hour 24Hour Four Alternating ee ee ae E Compress Continuo Day Pattern Shifts ia ede nok acts Friday with the last shift finishing on TE Saturday morning The most common starting times are 6am to 2pm morning Continental Double Day Five Crew Fermanent shift 2pm to 10pm afternoon shift Continuo ShiftSystem Continu Nights and 10pm to 6am night shift Except for employees on overtime the weekends are left free Three Shift Traditional System Continu The Schedule Template choices in the New schedule dialog 2 Select the template Three Shift
124. chedule24 Resource Manager and My Schedule is displayed in the Schedule View Area The first day column is sorted by Start time and you have completed the previous exercise Color mapping is dependent on option settings which will differ from the example illustrations used here The purpose here is to know the features that apply color and turn them on and off The color is not important and will always be a matter of preference 1 From the Menu select Tools gt Options gt Color tab to display the Options dialog 2 Check Show in the Shifts section and select Shift color option 3 Check Show checkbox in the Unavailability section and select the Individual option and check Show in the Holiday section 4 Finally check Show Assignment color SCHEDULE24 USER GUIDE AND TUTORIAL Iptions General View _ Color User Email Information Calculation Vacation Costs Working Hours Shifts Unavailability Show Shift color If different from shift pattern Show SENA C Full Day Vacation V Day Off _ Half Day Vacation 10 00a 6 00p SICK 7 00a 3 00p 5 00p 1 00a 3 00p 11 00p 11 00p 7 00a Holiday Show Public Holidays V Weekends 7 Show assignment color Cover count Over staffing o Acceptable staffing Under staffing o x cancel _ This is where you control all your colo
125. chedules cccsesccccceessecccceesseceeceeasecesseeaeeeeesaeneees 190 Exercise 7 2 Working with Page Setup for Weekly SCHeCUIES cccccssssecccceesseceeeaeeseceeseeaeeeesseaaeees 194 Exercise 7 3 Working with Page Setup for Staff REPOrts ccccccssssecccccesseeccceeeseceesaeasecesseeaeeeessaeesees 197 Exercise 7 4 Working with Page Setup for Statistics Reports ccccccccssseccccceesseceeceeeseceeseeaeeeessaaaeees 198 Exercise 7 5 Working with Page Setup for Management Reports csccccccssssececceeseececeaeeeecessaaaeees 200 Exercise 7 6 Working with Print RANGES vcitsissnceccssvsteeevstseaneeevacnnebedsiscecensasvacedaaaneastansiaVebddevecvusueevariocueesss 203 Exercise 7 7 Working with Print Preview cccccssssccccsssssccccseseccecsessecceseanseceesaeaecessaeaecesssaasecessuganses 205 Web Schedules as sosoccecn vcs cosa vennsceavasesevaseoycesecues nS E ENEE ESAE E ENEE EAN EEEE r 206 Exercise 7 8 Working with Web SCHeCUIES ccccccsssccccssecccseseccceescecssusceeseusceseueceeseuscesseueeesauesecseases 206 Email SCMECQUICS cxessvasacerssucsvagavaehercssucexnnteneseiss cneten pene vupsnoacernserpsies ANE NEOA 210 Exercise 7 9 Working with Email schedules ccccccssssscceceesececeeeseecceceeeseceesaunsecessauaecessueneecessaaaeses 210 Management RO DOIUS sc cccscscensesescsivancedewscntvecwcascesensscscusinanasdawsesantacantensauiscesustentasdaedusaceeuceteecaanes 212 Exercise
126. culated for weekend and public holidays where they occur for daily rates SCHEDULE24 USER GUIDE AND TUTORIAL 187 5 Click OK to close the dialog and click the Management Reports button in the menu toolbar to display the reports list dialog 6 In Managements Reports folder click Costs and select the Staff Week report 7 Click Open to display the Staff Week report in Print Preview Staff Weekly Costs Name Peter Agar Week commencing Sunday May 27 2012 Date Start Finish Hours Basic Overtime Premium Weekend Public Holiday Total Sun 27 10 00AM 6 00PM 8 00 562 50 562 50 Mon 28 Tue 29 Wed 30 3 00PM 11 00PM 8 00 450 00 450 00 Thu 31 3 00PM 11 00PM 8 00 450 00 450 00 Fri 1 5 00PM 1 00AM 8 00 450 00 450 00 Sat 2 5 00PM 1 00AM 8 00 562 50 562 50 TOTAL 40 00 1 350 00 1 125 00 2 475 00 The Staff Week management report showing the daily rate cost breakdown viewed in the Schedule View area The day rate is now reflected in the Staff week management report The idea of the breakdown pop up is instant feedback when making scheduling decisions Evidence suggests when feedback is swiftly available better decisions result Even a short delay at the point of decision impacts that benefit 8 Close the Print Preview and return to the Schedule View area 9 Repeat the above procedure for changing Peter Agar s individual rate to a salaried rate using the options and values displayed in the following
127. cy symbols are dependent on the Regional settings in Control Panel Exercise 6 4 Setting Staff Count thresholds The Staff Count can also be used to monitor when thresholds are breached This includes headcount working hours or staff costs This exercise assumes you have Schedule24 Resource Manager and the Healthcare schedule from the previous exercise open 1 From the Navigation bar Check how you re doing section select Customize colors to display the Options gt Color tab dialog Alternatively from the Menu you select Tools gt Options gt Color tab Options x General View Color User Email Information Calculation Vacation Costs Working Hours Shifts Unavailability Show Shift color If different from shift pattern C Show All Individua aj V Day off M Day V Early Dr V Early V Late Dr V Late Ee Night Dr Night V Unallocated Holiday Show __ Public Holidays _ Weekends Show assignment color ij Cover count Over staffing Acceptable staffing M Under staffing ok __ Cancel Displaying the Options gt Color tab to map color Staff Count thresholds 2 Click the color palette or picker next to the Over staffing indicator and select a suitable color 3 Repeat the above step for Acceptable staffing and Under staffing indicators 4 Click OK to close the dialog and update the c
128. d For now you just need to understand the relationship between the working hours and days off characteristics of shift patterns You need to be aware the direction and speed of rotation can have significant impact on a staff schedule In the feedback panel you will notice that 8 staff are needed to make this schedule work however only 5 staff were entered at the beginning The schedule Wizard calculates the additional staff needed and enters default staff when the schedule Is created Click Save Schedule in the Menu list and move to the Save your Schedule section Enter the filename Myschedule and click Next to Finish and generate your schedule SCHEDULE24 USER GUIDE AND TUTORIAL 21 r Finish You have successfully completec the EasyStep Schedule Wizard Welcome You can add more detailed infortwst Add Staff this EasyStep Schedule Wizard Add Shifts Select Start Day Fixed or Rotating Add Days Off Staff Distribution Direction of Rotation Speed of Rotation Save Schedule aS amp eS EAS amp SM SA OS The Schedule Wizard completed when all the checks are displayed schedule24 is doing several things behind the scenes when you click the Finish button of the schedule Wizard It updates the Staff Manager with staff details you entered If you have not entered enough staff for the schedule pattern to work in this example only 5 staff were entered and the schedule requires 8 people it will create default staff an
129. d More Detail to a Schedule Shift Editor nssignimenis Individual or multiple assignments or details about jobs or tasks can be scheduled to staff shifts These are automatically tracked and cross referenced on published schedules when they are edited and modified sini Single or multiple breaks can be scheduled during the course of a shift ileal Staff unavailability can be recorded and warnings are displayed where this conflicts with staff shifts or assignments oe Other information can be attached to a staff shift or calendar date using the Memo feature Create Shift Patterns gg The Shift Pattern Design environment supports over 30 esigner business and scheduling rules Multiple shift pattern designs can be combined to manage complex working arrangements Manage Shift Patterns Team The Team Manager is where you manage shift patterns and staff Manager to deliver higher levels of automation and scaling up of your staff schedules Staff Count Distribution Profile Staff Work Time Profile Staff Availability Staff Costs ACM Control Publishing Email Wizard Web Wizard Managemen t Reports Statistics Exporting SCHEDULE24 USER GUIDE AND TUTORIAL Monitoring and Analysis A dashboard display of staff frequency counts including head count by category working hours and staff costs The display list can be customized for instant feedback Getting the numbers right isn t enough Sta
130. d Shifts Shift Description Color Hours a E Fixed or Rotating To create split shifts use a comma 06 00a 09 00a 12 00p 03 00p Add Days Off Staff Distribution Finish Display shifts in the following time 12hour 24hour The Shift Pattern Design after shifts and descriptions have been added If you make a mistake on entering information simply delete the entry and re enter The entry order for shifts in this section becomes a choice option later 8 Click Next to move to the Select Start Day section Accept the default start day Monday Click the More button to display the dashboard feedback during design Your display should look similar to this Welcome Y Add Shifts Y Select Start Day Fixed or Rotating Add Days Off Staff Distribution Finish The Shift Pattern Design is created with default teams and staff 9 Move the mouse pointer over the grid area and when the pointer changes to a magnifying glass icon double click to zoom out and view more detail Select a Start day for the shift pattern Any day of the week can be selected for the start day Familiar start days indude Sunday or Monday Start day Monday v Repeating this procedure will toggle the display and zoom back in W Welcome Y Add Shifts Y Select Start Day Fixed or Rotating Add Days Off Staff Distribution Finish Shift count for each day You can navigate the Wizard forwards and backwards using the Back and Nex
131. d Unallocated Unallocated FT Agent Jane Green The updated schedule after completing this series of exercises Color mapping is displayed for shift descriptions SCHEDULE24 USER GUIDE AND TUTORIAL 25 Close the schedule and at the Save prompt save the schedule with the filename Small Team Schedule and exit Schedule24 Resource Manager Exercise 3 13 Color mapping Assignments and Unavailability At the start of this exercise launch Schedule24 Resource Manager and have My Schedule displayed in the Schedule View area 1 From the Menu select View gt Shift Times to return the display from a shift description to a time format if not already displayed 2 Open the Options dialog and select the Color tab You will see the shift description is now replaced with shift time format 3 Uncheck the Shift colors checkbox to disable the shift color display 4 Select the Unavailability color checkbox to enable the color display for unavailability and select the Individual option Select a preferred color for category Full Day Holiday and Sick using the screenshot below as a guide 5 Check Assignment color and select a preferred color 6 Follow the procedure to remove the color for Cover or staff count We will return to this feature in a later section 4 Color is always a matter of preference and it is not important for this exercise to follow these examples accurately
132. d add them into the Staff Manager In addition a shift pattern is created and saved to the Shift Pattern folder for future use and the Team Manager is populated with staff allocations to their respective shift rotations are distributed in the Team Manager We will see how each of these features work in greater detail later but for now this has all been done automatically Je s00p 11 000 SIE 25 05 2012 Person Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May Sat 19 May FT Agent Peter Agar 00a 3 00p 00a 3 00p FT agent Javid Ali FT Agent Richard Allen FT Agent Jasmine Fields 7008 3 00p All AIAI Count 56 8 a 8 a a a The staff schedule displayed in the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL AA 17 From the Menu toolbar click the Staff Manager button to display the Staff Manager Select the Service tab to display the staff information generated from the ScheduleWizard First Peter Last Agar 2 Personal Address Contact Training Service Costs Working Hours Availability Notes Service information Employee PIN Leave Entitlement Employ date gt Finish date Department information Department FT Agent 08 05 2012 End Peson io E The Staff Manager is automatically populated with staff details 18 Close the Staff Manager and from the Menu toolbar click the Team Manager button to display the Team mana
133. d import and export files as you like Each file will appear as a menu item in the respective drop down list for either imports or exports It is ideal for mapping schedule24 data to other applications you want to share data with regularly How to script these files is outside the scope of this user guide and tutorial More detailed information can be found in the application Help files 5 Close the schedule and clear down the schedule View area 228 E SCHEDULE24 USER GUIDE AND TUTORIAL Archiving Schedule24 Database Although you can work on as many schedules in the Schedule View area as you like it is not uncommon to keep all your scheduling data in one schedule and over very long time ranges Over time the schedules can become large and archiving is one way to keep files to a manageable size and still keep your historic data Exercise 8 6 Working with the Archiving Wizard This exercise assumes you have launched Schedule24 Resource Manager the navigation pane is displayed and there is no schedule displayed in the Schedule View area 1 From the toolbar menu select File gt Archive to display the Archive Wizard 2 From the drop down file box select Business Center schedule to populate data into the other fields about the content Archive Archive schedule To keep your schedule manageable you can archive data older than a specified date to help reduce file size Select schedule to archive Arch
134. d shift pattern is not easy but if it is possible it can be achieved in a few moments You will notice in the feedback panel things have changed even though there are no unallocated shifts as before Rest period between shifts has been reduced to zero and the balance of shifts and days off has become less efficient with a 15 drop down to 85 15 LU 16 SCHEDULE24 USER GUIDE AND TUTORIAL Selecting a faster rotation in the Speed of Rotation step known as a schedules SOR is also a preferred option but it can upset a carefully crafted schedule pattern as in this case Often the solution can be as simple as changing a previous option In this case changing the day off stagger in the earlier Days Off step back to Forward stagger from Backward stagger resolves this problem EasyStep Schedule Wizard Setup your Days Off You can choose to have days off at the weekend or you can customize your days off Weekend only Custom 2 days off 6 days on Everybody has the same days off greseessenensevesssesenensseesevasesenensssasesenscenenecsesenen Seceansuestttaveccecscvessseesstestronsousvacsnoncwenesccseseued Now we have a balanced shift pattern Click Add Days Off in the Menu list on the right to return to the previous step and change the option back to Forward stagger days off Do not be too concerned if there are things you have not followed or do not understan
135. day totals HE 5 Check How You re Doing All Non Working All Count Working All Count mS aie 5 w 4 E Maere ro airi ee eeESSOOuuEEEeEeEeEeEeEeEeEeews Customizing the Staff Count Dashboard The Staff Count can also be used to monitor working hour totals and staff costs on a daily basis and any combinations of these groups This exercise assumes you have Schedule24 Resource Manager and the schedule from the previous exercise open The interaction between staff headcounts working hours and staff costs is complex Especially when job title skill sets and variable cost rates are added to the mix Staff Count enables simplistic headcount approaches to be avoided and presents the opportunity to manage more complex dependencies effectively The following combinations for the Staff Count dashboard can be presented in the following table Description Shifts Day off SCHEDULE24 USER GUIDE AND TUTORIAL 158 Description Count Hours All All All 1 Place the mouse pointer in the Staff Count area and click the right mouse button to display the pop up menu and select Customize view to display the Staff Count dialog 2 Using the mouse pointer Shft amp Ctrl keys select all the records as displayed Staff Count Current View Select Combinations T Ca Mi M Team z tegory Min Max Job Tite Al shift Working Team All Category Count Category Threshold Min
136. der cn ee rare bee titill Adjust Shift xvL start Day Off Unallocated Splits End 4 From the Menu Toolbar select the Teams Teams dialog Shift Pattern Desiqner Add edit and remove teams from the shift pattern Use the up and down arrow buttons to arrange team order ree ae Tent O00 _ Sru Po ea TT ada Week 2 oo s Changing the row descriptions to aid shift pattern design 5 Using the mouse pointer click in the Team name text box to enable the edit cursor and enter Week 1 and Week 2 without the quote marks in turn and click the Add button to add them to the list 6 Select the two team items in turn and click the Remove button to remove them from the list SCHEDULE24 USER GUIDE AND TUTORIAL Schedule24 Professional Creating scheduling designs 128 Alternatively you can click the team items in the list in turn and edit the field when the text Cursor appears 7 Click OK to close the dialog and return to the shift pattern design environment Daily Hours Tine of standart 03 00 E Adjust Shift Start The modified row description for a two weekly alternating shift pattern ee Gem pee Mewa Tats Mem lem en Daily Hours Time off Standard Adjust Shift Start by so mins Hilli sy i TR Fe be F rs FD sttDays Fk Remove Day In 1 ee iri pers nee fane famea igam
137. description entered in the Shift Descriptions dialog box depending which View option is selected If you want a shift description and a shift time then you need to assign a shift its description before you start scheduling Put another way a shift time without a description will not pick up a later description added after it has already been entered into a staff schedule Depending on the View option selected the shift time or shift description will be displayed in the Tools gt Options dialog Color tab This enables you to assign a different color to both a time format and a shift description S 3 Q 4 4 4 _ p x t 2 gt Qi Day Schedules Week Schedules 4 E mail Staff Schedules a Publish to the Web i amp Staff Repor i IRA 02 09 2012 FT Agent Jane Green Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May 2012 2012 2012 2012 2012 FT Agent Peter Agar FT Agent Victoria Ainsworth FT agent Javid Ali FT Agent Richard Allen FT Agent Jasmine Fields FT Agent Timothy Chiswick FT Agent Jane Green Shift times and shift descriptions can be allocated color independently SCHEDULE24 USER GUIDE AND TUTORIAL Schedule24 Resource Manager Sma Tema chedule ree j PSA Tools i Data x Reports m ma C ae fi A e HS M2 Assic _ 3 De jules 4 aek Schedules 2 E mail Staff Schedules 3 f Cac A oar agent ane Green Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May 2012
138. dule Technical Lead Mrs Donna Frost eee ls _ _ Technical Lead Mrs Tracy Connors Organize Staff by Teams and Shift Pattern Technician Mrs Wendy Harrow 24 Distribute Staff to Teams Technical Lead Mr Trevor Casey Technician Mr Ricky Martinez Technician Mrs Nancy Walker Technician Mr Dennis Wiess Technical Lead Mrs Linda Grant Fig 5 Check How You re Doing lt 6 Publish your Schedule AIAI Al Count 175 25 25 4 m After sorting by start time the characteristic shift blocks emerge in the display If you scroll the schedule about half way down Wendy will be displayed with no shift patterns because she was not allocated a shift pattern in the Team Manager This doesn t prevent shifts being added manually using the Shift Editor Also remember you can change the color mapping by going to the Color tab in Options to change these settings The schedule will be generated however far you scroll or jump to in the future 4 When the time comes to navigate sometime in the future you can use the Go to Date pop up calendar by using the right mouse click on the column header If you jump several months or even longer it will take a minute to build the schedule over the period of time jumped Afterwards navigation to any date in that period will be instantaneous for that session 12 Using the mouse pointer selec
139. e 7 Click the Auto Distribute Staff to Teams to automatically allocate the available staff equally across the shift pattern teams Shift patterns used in this schedule View team distribution on this date My Shift Pattern activated from 11 June 2012 starting week 1 y view 11 06 2012 Available staff Staff scheduled to other teams Teamsby Sort Order Distribution of staff displayed after auto distribute SCHEDULE24 USER GUIDE AND TUTORIAL 8 Using the mouse pointer select and highlight Wendy Harrow and holding down the left button of the mouse drag and drop into the Available Staff pane or window Shift patterns used in this schedule View team distribution on this date My Shift Pattern activated from 11 June 2012 starting week 1 view 11 06 2012 i Teams Available staff Team 1 Technician Mr Nathanial Wolf Technical Lead Mrs Elizabeth Gallegos Name Technician Mrs Wendy Harrow a Team 2 Technician Mr Ian Pearce Technician Mrs Carol VanAllen Team 3 Technical Lead Mr Roger Green Technician Mrs Jasmine Lopez Staff scheduled to other teams Technician Mrs Nancy Walker Technical Lead Mr Phillip Bunting Technician Miss Beth Roberts Ka Adjusting the lists in the Team Manager using drag and drop When staff numbers cannot be equally divided amongst the number of team places available yo
140. e it s all in the pattern 10 Click Next and move to the Fixed or Rotating section and select the Rotating option You will notice the shift pattern adjust to the rotation of the shifts based on the options chosen so far This is a good example of a structured schedule displaying its characteristic pattern Using the scroll controls you will be able to see how the information you entered earlier is beginning to be structured SCHEDULE24 USER GUIDE AND TUTORIAL 17 EasyStep Schedule Wizard oe Select a fixed or rotating schedule If you would like your staff to work the same shifts and days off on the same day each week then select Welcome a fixed schedule If you would like your staff to work different shifts and have days off on different days of the week select rotating schedule V Add Staff V Add Shifts Eixed schedule Each person works the same shift V Select Start Day V Fixed or Rotating nnn nent bannenan Add Days Off Staff Distribution Direction of Rotation Speed of Rotation Save Schedule Finish Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule Scrolling to display the staff count for each shift 11 Click Next and move to Add Days Off section and select the Customize option to display the controls for the days off days on wor
141. e Agents w Start schedule week 1 v Insert My Network Files of type all Files v Start date 18 06 2012 z 102 SCHEDULE24 USER GUIDE AND TUTORIAL 103 7 Within the Team Manager select the Part Time Agents shift pattern from the drop down list to display the two Team groups for this schedule 8 Using the mouse pointer click the Name header of available staff to sort and group the PT Agents together 9 Using the Shft key and mouse button select and highlight the following PT Staff and drag and drop into the Day Team group e PT Agent Mrs Marlene Phillips e PT Agent Mrs Jackie Long e PT Agent Mr Stephen Owen 10 Repeat the procedure for the three remaining PT staff and drag and drop into the Evening Team group amp Make sure the Sort option is selected in the Teams section of the Team Manager 11 Using the mouse pointer select the FT Agents shift pattern in the drop down list to display the team groups in the Team section 4 Note that staff already allocated to shift patterns are added to the Staff scheduled to other teams list pane or window section Er Team Manager My Business Center a Shift patterns used in this schedule View team distribution on this date Full Time Agents activated from 18 June 2012 starting week 1 v View 18 06 2012 Insert Shift Pattern Modify list Teams Available staff Team A a gt
142. e Insert Page Layout Formulas Data Review View Developer x Al vi f l 5 AY J_ K L_ M U a oe ee ee a a a PY View i Department Monthly Profile 2 Department A 3 Forthe Feb 09 Date Hours Basic Overtime Premiur Weekend Public Holiday Total 4 2 19 00 0 00 0 00 237 50 0 00 0 00 237 50 5 3 19 00 0 00 0 00 237 50 0 00 0 00 237 50 6 4 24 00 0 00 0 00 300 00 0 00 0 00 300 00 Ed 5 24 00 0 00 0 00 300 00 0 00 0 00 300 00 8 6 4 00 0 00 0 00 50 00 0 00 0 00 50 00 9 7 0 00 0 00 0 00 0 00 0 00 0 00 0 00 10 8 0 00 0 00 0 00 0 00 0 00 0 00 0 00 11 9 24 00 0 00 0 00 300 00 0 00 0 00 300 00 12 10 24 00 0 00 0 00 300 00 0 00 0 00 300 00 13 11 24 00 0 00 0 00 300 00 0 00 0 00 300 00 14 12 24 00 0 00 0 00 300 00 0 00 0 00 300 00 15 13 4 00 0 00 0 00 50 00 0 00 0 00 50 00 16 14 0 00 0 00 0 00 0 00 0 00 0 00 0 00 17 15 0 00 0 00 0 00 0 00 0 00 0 00 0 00 18 16 24 00 0 00 0 00 300 00 0 00 0 00 300 00 19 17 24 00 0 00 0 00 300 00 0 00 0 00 300 00 20 18 24 00 0 00 0 00 300 00 0 00 0 00 300 00 kai 19 24 00 0 00 0 00 300 00 0 00 0 00 300 00 22 20 4 00 0 00 0 00 50 00 0 00 0 00 50 00 23 21 0 00 0 00 0 00 0 00 0 00 0 00 0 00 24 22 0 00 0 00 0 00 0 00 0 00 0 00 0 00 25 23 24 00 0 00 0 00 300 00 0 00 0 00 300 00 26 24 24 00 0 00 0 00 300 00 0 00 0 00 300 00 27 25
143. e bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller number in the top box and the larger number in the bottom box e g 7 in the top box and 365 in the bottom box will project the annual hours costs total based on a week Setting the hours calculation for the Shift Pattern designer 11 In the Calculate over box enter 63 days and in display calculation for box enter 7 days and click OK This will close the Options dialog and update the working hours display in the Schedule Designer 138 SCHEDULE24 USER GUIDE AND TUTORIAL 139 2L InsertDays 7 Remove Days 1 Insert Teams FH Remove Teams i Rotate Teams J e T 1 4 Mon 1 2 Tue HER Wed 4 Thu ms Fri ms sat 1 7 5un __ Z 8 Mon i 7s 7 55 8 00p 8 00a Day Off Day Off 7 308 3 30p7 30a 3 30p Day Off Day Off Day Off 7 30a v Daily Hours 017 144 16 18 230 723 00 02 04 06 08 Time off 08 00 Standard 08 00 og is Ready E Displaying the average weekly hours over the shift pattern cycle Ag This will show the design hours as a weekly average for the rotation cycle which in this example is 35 hours a week Including or excluding break times for working hour s calculations is an option available in the Schedule View area where breaks are scheduled Breaks are not scheduled in the Shift Pattern Designer 12 Save the s
144. e changing the distribution of staff can improve the shift pattern SCHEDULE24 USER GUIDE AND TUTORIAL 79 Tip You can treat the staff numbers as actual numbers of staff or as proportions of staff For example you can take the view there are three times the number of staff on the 10 00a 6 00p day shift than on the early late and night shifts 15 Click Next to move to the Direction of Rotation section and accept the Forward default option 16 Click Next to move to the Speed of Rotation section and accept the Change Shift after Days Off default option Select speed of rotation Speed of Rotation SOR v Wekome Here you control the rotation speed of your schedule The best rotating shift system is fast forward V Add Shifts rotation for example two mornings two afternoons and two nights The worst is a backward rotation of a week of nights a week of afternoons followed by a week of morning shifts If you re not sure V Select Start Day select Change Shift after Days Off Change Shift after Days Off Customize speed A 2 gt days V Fixed or Rotating V Add Days Off a Increase the days slower rotation Y Staff Distribution Decrease the days faster rotation Y Direction of Rotation V Speed of Rotation Finish Reduced the length of time working the same shift Poor distribution No Unallocated shift periods of shifts for each tea improves the efficiency of the
145. e displayed in the schedule View area 1 From the toolbar menu select View gt Shift Pattern Name to display the allocated shift patterns a ma L ie i ae i B L X a oe 7 ai E r nail Statt Schedules 44 Publish to the Web Gs Stalf Report Q4 Statistics Report 43 Management Reports tat 5 isn to tne Web amp statt Report a statistics Repu ag Management Reports Tue 19 Jun Wed 20 Jun Thu 21 Jun Fri 22 Jun Sat 23 Jun Sun 24 Jun ai 2012 2012 W12 2012 012 2 Meet and Greet Meetand Greet Meetand Greet Meet and Greet Meet and Greet Meetand Greet Meet and Greet CRM Mr Graham Waters CRM Miss Helen Vizara Meet and Greet Meetand Greet Meetand Greet Meetand Greet Meet and Greet Meet and Greet Meet and Greet Management Management Management Management Management Management Management aR s aiii Team Team Team Team Team Team Team E Management Management Management Management Management Management Management Team Team Team Team Team Team Team Res Planner Mrs Hilary Gough Management Management Management Management Management Management Management Team Team Team Team Team Team Team Meetand Greet Meetand Greet Meetand Greet Meetand Greet Meetand Greet MeetandGreet Meet and Greet Mgmt Coach Dr Trevor Casey CRM Mrs Wendy Harrow CRM Mrs Carol Vanallen Meet and Greet Meetand Greet Meetand Greet Meetand Greet Meetand Greet Meetand Greet Meet and Greet The Schedule
146. e ees Shifts Daily Hours 4 10 12 14 16 18 2 22 00 02 04 06 Time off 03 00 Standard 08 00 Pcl rcs Pele eel celal al eel cel al el el Bran as Adjust Shift x w ada i 2 Start a by o mins kalS 2 From the Menu Toolbar select the Teams button This will display the Teams dialog SCHEDULE24 USER GUIDE AND TUTORIAL 147 i Schedule teams Add edit and remove teams from the shift pattern Use the up and down arrow buttons to arrange team order Team name Split shifts Modifying the team description to Split shifts 3 Using the mouse pointer select and highlight Team 1 in the display list Click a second time and enter Split shifts Click OK to close the dialog and update the Shift Pattern design q K T za mi A i Ea A A Fj i FL Inse t D ays EM te jOVE Da ye E31 nze rt eg ya Re in t te zama Hours HiMon fi 2 Tue 93 Wed 4T SF 6 sat zS i Daily Hours Shifts 8 10 12 14 16 18 20 22 00 02 04 06 Time off 03 00 Standard os 00 Sl lolitolatitatatial Adjust Shift x w 9 30a 2 30p Ezi Start SSS by bo mins 4 oy Day OF Unallocated splits End The shift pattern updated with the Split shifts description 4 Using the mouse pointer select and highlight the days Monday to Friday 5 Enter 9 30a 2 30p 6 00p 9 00p in the Shifts text box Click the Check or Enter button to enter this
147. e following lastname Title Mr v First Peter Last Agar Job Title FT Agent Personal Address Contact Training Service Costs Working Hours Availability Notes FT Agent FT agent FT Agent FT Agent Default schedule cost type Custom individual cost type FT Agent FT Agent Select cost type Daily Rate Paid for days worked Amount per day z Default schedule cost rate Custom individual cost rate Cost information gee 53353 Costrate 450 Displaying the individual cost controls in the Staff Manager Make sure the Custom individual cost type option is selected so the individual values are applied to calculations 3 Click Save and Close to return to the Schedule View area 4 Using the mouse pointer hover over Peter Agar Friday day cell and 5 00p 1 00a shift to display the breakdown of staff costs for that shift o fon 4 x Total Hours Total Costs Sun 27 May Mon 28 May Tue 29 May Wed 30 May Thu 31 May Fri 01 Jun Sat 02 Jun Sun 03 Jun 7 days 7 days 2012 12 12 12 2012 2012 2012 2012 FT Agent Peter Agar is budgeted daily at a rate of 450 00 per day ASIC Displaying the daily rate breakdown of staff costs Following the rate change to a daily rate the 5 00p 1 00a evening shift displays a simpler calculation of the following rate a basic daily rate from 5p 1a at 1 day 450 No more than one rate is involved A multiplier is cal
148. e hours over weeks An example of a Staff working time profile report Tip A definitive document about working hours can save time and misunderstanding at the beginning of any agreed working arrangements 6 Close the Report View using the Close button on the toolbar to return you to the Schedule View area 7 From the toolbar menu select View gt Issues Pane to display the Issues Pane at the bottom of your screen X vavailabilit Break MN0 A nitor Conflict oil Stafi Total Hours Sun 27 May Mon 28 May Tue 29 May 28 days 2012 2012 2012 100 r E qh L Start your Schedule Mon 04 Jun Tue 05 Jun 2012 2012 Wed 30 May Thu 31 May Fri 01 Jun Sat 02 Jun Sun 03 Jun 2012 2012 2012 2012 2012 Start a Task New Schedule EasyStep Schedule Wizard g Schedule Templates Schedule Templates Online Open an existing schedule FT Agent Victoria 3 a r a FT Agent Richard Allen FT Agent Jasmine Fields B More rprrererer amp 2 Add and Remove Staff A 3 Automate with Shift Pat GB 4 Manage your Schedule FH 5 Check How You re Doing 6 Publish your Schedule lt m r Schedule Person Date Shift Issue Description a MySchedule wpn FT Agent Peter Agar Sunday May 27 2012 10 00a 6 00p Availability Shift 10 00a 6 00p does not match this day s staff availability 1 00p 12 00a
149. e organization to be quickly kept up to date about schedule changes 1 E Don t show this page From the toolbar menu click the E mail Staff Schedules button to launch the Email Wizard Welcome to the E Mail Staff Schedules Wizard This wizard enables you to e mail shifts assignmen If you need any assistance while using the E Mail Wizard dick Help on any page The welcome screen of the Email Wizard 2 Click the Next button to move to the next step Similar to but independent of the Print Range control for selecting the range and content of the web schedule t unavailability and memo information to staff Start 2 2 2009 e End 2 11 2009 Mgmt Coach Trevor Casey Manager Cynthia Cross FT Agent Elizabeth Fretwell Res Planner Hilary Gough FT Agent Linda Grant FT Agent Beatrice Grant Smith ET The Staff screen of the Email Wizard FT Agent FT Agent FT Agent FT Agent FT Agent Mgmt Coach Manager FT Agent Res Planner FT Agent FT Agent 210 SCHEDULE24 USER GUIDE AND TUTORIAL 211 3 Click the Next button to move to the next step Breaks V Assignments V Unavailability V Memo Dear Employee Date Monday 07 05 2010 Shift 2 00 pm 10 00 pm Breaks 6 00 pm 6 30 pm Assignments Type Training Details FastResponse Training Course Description Course update on new help desk software Training room A2 from 3 00 pm Volunteers for 4 ho
150. e schedule View area It is also assumed regional settings are configured to US English and the currency symbol is displayed throughout The currency symbol does not affect calculations and no calculation is used that applies Currency exchange rates For example the figure 10 00 is the same whatever the currency symbol 1 From the toolbar menu select Tools gt Options Costs tab Options Costs Default cost type Default cost rate A Hourly Rate Paid for hours worked Amount per hour y 7 50 Rate multipliers Overtime Standard working hours 8 00 per day E g time and a third Overtime calculations are based on standard hours per day This period applies to a Other daily premium time From 12 00 AM gt To 12 00 AM time od each day e g E g time and a quarter working unsocial hours o calculating service rates Re defines the weekend Weekend days From 96 00 PM To 06 00 AM 4 period other th other than a midnight to midnight As defined in the public Public holidays 2 m list in Vacation E g Double time Cost Options for calculating Staff costs 2 In the Default cost type box select Hourly Rate 3 In the Default cost rate box enter the value 7 50 SCHEDULE24 USER GUIDE AND TUTORIAL 181 4 Modify the remaining default values as displayed in the above illustration Click OK to close the dialog a
151. e the dialog and return to the shift pattern design SCHEDULE24 USER GUIDE AND TUTORIAL g E E O A A days ET HD id dal al Sa 2 Dy insert Days Fk Rem Hours fa 1 Mon i 2 Tue i 3 Wed __ 1 4 Thu Weeki 45 00 Office Office Office Office a ay iii a A 15 Fri tJ6 Sat 7 Sun Office Daily Hours Displaying the shift description view You can now toggle views between time format and times descriptions using View gt Shift Description Shift pattern descriptions are inherited by any schedule using this shift pattern Color settings are defined in Tools gt Options and depending on those settings may differ to those illustrated here 14 Adjust the Standard hours in the Daily Hours section to 09 00 hours This is the duration of the daily standard hours entered into the design amp This is an aid when designing shift patterns to see when a shift being entered conforms to the standard daily hours of the shift pattern If the hours are different it will indicate overtime or time off depending whether the hours being entered are over or under the standard hours 15 From the Menu Toolbar select the Teams button This will display the Teams dialog Edit the entry Week 1 to Management Team amp The Team labelling in a schedule design is displayed throughout the application e g Team Manager and schedule views When the design is complete they can be modified to display
152. ed on creating a shift pattern SCHEDULE24 USER GUIDE AND TUTORIAL Designing shift patterns is a management skill outside the scope of these exercises designed to familiarise you with the controls of the design environment and how they work We will use practical examples and some of the techniques of shift pattern design but the subject matter is too wide to cover everything here A shift pattern is not a schedule but is used to create schedules When managing complex workplace environments often with multiple working arrangements the best approach is to combine several simple shift patterns into one schedule rather than try and create one overall shift pattern that attempts to deal with everything Finally the Shift Pattern Designer is closely allied to the Team Manager which is used to allocate staff you have entered in the Staff Manager to the shift patterns you are using to automate your scheduling 1 Launch Schedule24 Resource Manager and close the Welcome Screen if you haven t already done so 2 From the Toolbar Menu select Schedule Designer This will display the schedule design environment The shift pattern design controls Change and order these entries with Standard Editing Tools Day count for sequence Insert eae based pattems based patterns Specialist Design Tools Shift bar and timescale Time of Standard 08 00 3
153. eecessaeeeecesseeaeseesseees 119 Alternating double day shift pattern cccccscscscsccscscsccccccscsccccccscsceccececscsccececscscescececsceseesecs 126 Exercise 5 2 Designing an alternating double day Shift pattern ccccccsssscceccssseeeeeceeececeeseeeeeesseees 126 24 7 Rotating Shift Pattern oseseoseseossoeossosossosossossssossssossssossosossosossosossossssossssosessossssossosossss 133 Exercise 5 3 Designing a 24 7 shift pattern delivering a variable staff supply cc cccccceceeeeeeeeeeees 133 Early and Late Part time Shift Pattern cccsccscscscsccscscsccccccscsccccccscscescccscscescccscsceseccecscesescess 139 Exercise 5 4 Designing a Part time Shift Pattern ccecccccccsssscccceeesececceeeeecceeeeeeeceessseaeecesseeeeseessages 140 Exercise 5 5 Split shift WOrKING cccccsssscccccessecccceeeseeecccaeseccecesessceessaaseccessaeseeeesseaseeeeesseaeeeessaeaeseesegees 145 Section 6 Monitoring and ANALYSIS seccccccececcccccececcccecsceccccecsceccccecscscescececsceseececscecens 151 Working With Staff Count Dashboard ccscscsccscscecsccscscsccccscscsccccccecsccecccscusessececscesescscscesess 151 Exercise 6 1 Re visiting schedule Options ANC settings cceescccccssssccecceesecceeceeseeeessaeseeeeseaeeeeeesseees 151 Exercise 6 2 Introducing and working with the Staff Cover COUN ssseccccesseeececeeeseeeeseaeeeeeesseees 154 Exercise 6 3 Working with S
154. el The Management Reports list 17 Click Open to display the Timesheet management report in Print Preview SCHEDULE24 USER GUIDE AND TUTORIAL tup 2 da 3 Te 150 7 ie gt gt Close Staff Timesheet Name Peter Classification FT Agent E Agar Employee Number Week Commencing Sunday May 27 2012 Shift Shift Breaks Shift Total Date Name Start Start Finish Total Finish Shift Hours Ea Sun 27 May 12 Day 10 00 13 00 13 45 0 45 18 00 amp 0 0 45 8 00 7 15 Mon 28 May 12 Day Off 0 00 0 00 Tue 29 May 12 Day Off 0 00 0 00 Wed 30 May 12 Late 15 00 19 15 20 00 0 45 23 00 8 00 0 45 8 00 7 15 Thu 31 May 12 Late 15 00 19 15 20 00 0 45 23 00 8 00 0 45 8 00 715 Fri 01 Jun 12 Evening 17 00 21 30 22 15 0 45 01 00 8 00 0 45 8 00 7 15 7 D A eae A Displaying the Timesheet Management Report in Print Preview 18 Click the Close button of the Print Preview manager to return to the Schedule View area A detailed breakdown of staff costs is also available from within the Schedule View area for instant feedback This exercise assumes you have launched Schedule24 Resource Manager and MySchedule schedule is displayed in the schedule View area 1 Open MySchedule if not already open in the schedule View area 2 From the toolbar menu select View gt Daily Costs to display a cost amount in each individual staff day cell 3 Using the mouse pointer hover over Peter Agar Friday day cell and 5
155. ell in a column to sort content for the day Use Shift Patterns to automate your scheduling a Shift Pattern Wizard New Shift Pattern Shift Patterns Online FT Agent Mr Martin Speed Add Shift Pattern FT Agent Mrs Beatrice More Grant Smith Insert Shift Pattern into Schedule PT Agent Mrs Jackie Long Team Management FT Agent Mrs Gill Spencer Organize Staff by Teams and Shift Pattern Toth ER piece PPE read te FT Agent Mrs Elizabeth Fretwell amp 4 Distribute Staff to Teams PT Agent Mr Ian FT Agent Mr Javid Ali FT Agent Mrs Veronica Smythe i PT Agent Mrs Marlene Phillips TO 4 Manage your Schedule EH 5 Check How You re Doing 25 25 25 25 25 25 25 25 25 25 lt j 6 Pubs your Schedule oe a The Schedule View area sorted by start time collates all the times at the top of the Schedule View area FT Agent Mr Phillip Bunting J 32 Close the Schedule View area and when prompted save with the filename My Business Center SCHEDULE24 USER GUIDE AND TUTORIAL Displaying Shift Pattern allocations Exercise 4 4 Displaying and sorting information in the Schedule View area This exercise continues from the previous exercise and shows how to change views of underlying information when working with shift patterns in the Schedule View area It is assumed Schedule24 Resource Manager has been launched and you have My Business Center schedul
156. ent Team Management Team Staff already allocated to another shift pattern T x Cee Ready to close the Team Manager and update the Schedule View area 30 Click OK to close the Team Manager and update the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL Mon 25 Jun Tue 26 Jun 27 2012 2012 2012 Jur g Use Shift Patterns to automate your scheduling 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p o La e e amp Shift Pattern Wizard L New Shift Pattern Shift Patterns Online Add Shift Pattern Insert Shift Pattern into Schedule Team Management Organize Staff by Teams and Shift Pattern ag Distribute Staff to Teams 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p mad 8 30a 5 30p 8 30a 5 30p 8 30a 5 30 E 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p rR aaa 8 00a 4 00p 8 00a 4 00p 8 00a 4 00 I 8 308 5 30p 8 30a 5 30p 8 30a 5 300 8 30a 5 300 8 30a 5 300 Day Off DayOff 8 30a 5 30p 8 30a 5 300 8 30a 5 30 all All All Count 175 25 25 25 25 25 25 25 25 25 25 The updated schedule displaying staff allocated to their respective shift patterns 31 Highlight the first Monday day column in the Schedule View area and from the menu toolbar select Data gt Sort by gt Start time Alternatively you can simply click on any staff day c
157. entered People per team Teams required Length of schedule Maximum daily hours Average daily hours Maximum hours per rolling week Average hours per rolling week Minimum rest period between shifts Average rest period between shifts needed to make the shift pattern work The number of people entered by the user The number of people that can be grouped into teams The number of teams needed to make the shift pattern work The number of days a shift pattern needs before it starts repeating The maximum hours worked in one 24 hour day The average daily hours worked over the length or cycle of the shift pattern The maximum hours worked in any given 7 day period The average hours worked in any given 7 day period The time between two shifts not including days off The average time between two shifts not including days off What does it tell me Why do I need to know this working each day which is always less than People required because some are on days off Only applicable for the schedule wizard and not when used as with the shift pattern wizard in the environment If standard shifts are used with equal staff allocations grouping will occur otherwise there may be several teams with just one person If working together in teams is important it will let you know which shift combinations achieve this If you have a number that can be divided by 7 you have a week based
158. esigns Importing and Exporting Wizards enable you to configure your importing of staff details and exporting of all your scheduling content to other applications Exercise 8 1 Import staff from another Schedule This exercise assumes you have launched Schedule24 Resource Manager and there is no schedule displayed in the schedule View area Once you have entered staff into a schedule and you want to start a new schedule with the same staff it is easy to import staff from an existing schedule using the Import Wizard This includes all their data including training and service records and working profiles 217 SCHEDULE24 USER GUIDE AND TUTORIAL 218 1 From the toolbar menu File gt New gt New to display the New dialog and select Blank schedule icon and click OK to display a new schedule in the Schedule View area 2 The schedule Assistant will be displayed select the Import Staff from an existing schedule prompt and click OK to display the Insert staff from another Schedule dialog listing all the available schedules 3 Select the schedule My Business Center and click OK to close the dialog and populate the new schedule with the staff records from the existing schedule 4 Close the Schedule Assistant prompt using the window close button amp If you repeat the procedure to import staff from another schedule they will be added to the existing staff This procedure is constrained by your licensing ter
159. f Counts _ _ This displays the current staff count settings as displayed at the Publish Day Schedule bottom of the Schedule View area This inherits the current Staff Information his inherits the current Page setup settings for Page setup settings for the Day Schedule the Staff records Do not publish cost informaton The content screen of the Web Wizard 3 Click the Next button to move to the next step a Job Title FT Agent FT Agent FT Agent rll tan dy s j FT Agent ndependent of the z Ee Noman control FA for selecting the Mgmt Coach range and content of i Manager the web schedule FT Agent Res Planner FT Agent FT Agent Beatrice Grant Smith FT Agent The staff screen of the Web Wizard 4 Click the Next button to move to the next step SCHEDULE24 USER GUIDE AND TUTORIAL 208 Select format options for your Web page Example schedule of a business facility with multiple departments combinations of different work patterns a al ae staff assignments and staff absences The format screen of the Web Wizard This information is formatting content for the home pages and is used to brand the ownership along with contact information 5 Click the Next button to move to the next step Web Schedule Publishing Wizard That s it this is all the information Schedule24 needs to create your Web schedules Introduction v Content v Staff wv Options Preview in B
160. f on these dates in the schedule with this assignment mail Staff Schedules 9 y Publish to the Web GB Staff Repor toes 14 May Tue i 15 May 2012 7 006 300p 7 00a 3 00p 2 breaks Es Het Denart FE L i q aaau pim Et FT Agent Mr Timothy Chiswick FT Agent Miss Jane Green Agent Ms Victoria Ainsworth FT Agent Mr Richard Allen You can schedule multiple assignments to a staff shift Assignment information is also a publishing option for schedules You can view underlying information in your schedule using Infotip display 8 Using the mouse pointer highlight the Tuesday day cells for FT Agent Chiswick and click the right mouse button to display the pop up menu mail Staff Schedules 34 Publish to the Web amp StaffReport QH Statistics F Mon 14 May Tue 15 May a 16 May 2012 2012 ke Fri 18 May Sat 19 May Sun 20 May 2012 2012 sD 7 00a 3 00p 2 breaks FT Agent Mr Timothy Chiswick 02006 6 000 FT Agent Miss Jane Green eem l FT Agent Ms Victoria EL Shift Editor JA Find Ctrl F 9 Select Assignments to display the Assignments dialog You can create a list of categories using the Edit Facility and assign a ranking order whenever this information is published in a report as follows 10 Click the Edit button to display the Assignment category list SCHEDULE24 USER GUIDE AND TUTORIAL 44 100 7
161. f to your schedule Open an existing schedule BF More Open the Staff Manager and add staff Import staff from an existing schedule Import staff from another source CO No thanks I ll add staff later C Don t show me this dialog box again QB 2 Add and Remove Staff FA 3 Automate with Shift Patterns YB 4 Manage your Schedule Fig 5 Check How You re Doing lt 6 Publish your Schedule All All All Count 4 m gt p o aaa 13 01 Creating a new schedule with the Schedule Assistant prompt dialog displayed 2 Select the option Import staff from an existing schedule to display the list of available schedules dialog Insert Personnel from another Schedule Lookin J Schedules aQ X m a i Business Center l Call Center My Recent lai Healthcare Documents a Small Team Schedule File name IT Support Files of type Schedule wpn SCHEDULE24 USER GUIDE AND TUTORIAL Selecting a schedule from a list of available schedules 3 From the list of example schedules select IT Support and click OK to import the staff from that schedule into the new schedule in the Schedule View area and display the Schedule Assistant Schedule24 Resource Manager Schedulel e lela oy Je FX re z ie A ao A 3 Stafi ac Se a anane A Shift Pattern D 100
162. f you want exact totals enter the same number in both boxes e g 1 in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box and the smaller number in the bottom box e g 28 days in the top box and 7 in the bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller number in the top box and the larger number in the bottom box e g 7 in the top box and 365 in the bottom box will project the annual hours costs total based on a week Adjusting the hour s calculation to display the average weekly hours of a 14 day shift cycle or rotation 19 In the Calculate over box enter 14 days and in display calculation for box enter 7 days and click OK This will close the Options dialog and update the working hours display in the Shift Pattern Designer 20 From the Menu select File gt Save Alternatively click the Toolbar menu Save icon Close the Shift Pattern Designer SCHEDULE24 USER GUIDE AND TUTORIAL 133 24 7 Rotating Shift Pattern The characteristics of this shift pattern are more complicated due to the working arrangements or rules as follows gt Seven rotating shifts 7 00a 3 30p 8 00a 4 00p 9 00a 5 00p 12 00p 8 00p 12 30p 8 30p 8 00p 7 30a and 8 00p 8 00a
163. features work together 3 Understand the difference between structured and unstructured scheduling 4 Know when to use the features depending on your approach to scheduling Workflow You will use a combination of tools to create staff schedules these include Schedule amp Shift Pattern Wizards the Shift Pattern Design environment and the Team Manager Start your Add remove amp Design amp create Allocate staff Maintain and manage Monitor feedback Publish amp staff schedule manage staff shift patterns to shift patterns schedule plans amp analysis coordinate action 3 Staff New g Team 5 Edit shifts jaily amp Weekly i SJ Manager 2 i Manager a LI schedules 3 New Import from Design Assignment Staff supply d schedule a file amp Wizard a categories distribution ES per Template Import from Modi o Breaks amp Staff work schedule 3 ce hb ad cae a 4 hours amp Staff records Staff supply X gt Unavailability 9 Staff costs R Management sl design profile categories a repo Memo h ACM Control __ amp Statistics Automated staff Email schedules Ay availability checks d gt __ Web schedules Schedule24 Resource Manager Workflow _ 3 Export file L Export database SCHEDULE24 USER GUIDE AND TUTORIAL The most common features can be accessed and used from the Navigation or Shortcut Bar in addition to the Menu or toolbars Start your Schedule Schedule Wizard New Schedule S
164. ff at weekends i 1 Mon 1 2 Tue 1 3 Wed i 4 Thu _ 95 Fri 6 Sat 97 Sun Shifts Daily Hours 4 16 18 20 22 00 02 04 06 08 10 12 i Standard 08 00 EJ Adjust Shift x v Bl start Day Off Unallocated Spits 0 End Entering Day Off into the shift patter design 10 Using the mouse pointer select and highlight the days Monday to Friday for this week 11 Enter 8 30a5 30p in the Shifts box Click the Check or Enter button to enter this shift into the highlighted days for this week SCHEDULE24 USER GUIDE AND TUTORIAL 123 a 2 i a Insert Days 2 me ne J 1 hle R h 1 1 Mon 1 2 Tue 3 wed 14 Thu 95 Fri 96 Sat 1 7 Sun 8 30a 5 30p 8 30a 8 30a 5 30p 30a 5 30p 8 30a 5 30p 5 30p 8 Daily Hours Overtime Standard 08 00 E3 Adjust Shift on m wy De ele Adding shifts to the shift pattern design 12 Click the Add Shift Descriptions button This will display the Shift Descriptions dialog Shift Descriptions Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Enter shift description Adding a shift description 13 Using the mouse pointer double click the Description cell next to the Shift time This will display the text editing tool Enter Office and click off the record to commit the changes to the database Click OK To clos
165. ff distribution over a zooming timeline displays when staff are working those hours and in the context of other sub group categories Details about staff working hours can be profiled to include working hours on days of the week including rest periods Staff availability including split times can be recorded and monitored throughout the working week Scheduling conflicts with availability are immediately flagged Comprehensive staff cost analysis can be performed on a wide range of factors making benefit analysis the fastest available when planning staff deployment Active Conflict Monitoring checks the scheduling logic for breaches of thresholds for working hours or weekly and daily rest periods between shifts Standards and quality of published schedules is high Schedules can be swiftly emailed direct to staff to inform and coordinate team work Options are available to customize email content including iCal formats for Outlook and Google personal calendars Use the Web Wizard to publish schedules to the Web to enable convenient access to schedule information from anywhere in the organization You can create over 35 reports for breakdown information about working hours and staff costs All reports can be exported as PDF Word or Excel Comprehensive statistical reporting of scheduling activity includes individual team and job title groupings to provide totals and frequency counts of assignments and unavailability status over an
166. for Staff Count The color preferences are not significant but the display options will reduce clutter at this point of the exercise Note The Cover count non color options have been selected to remove color display in the Staff Count Staff Count and Cover Count mean the same thing 4 Close the Options dialog 5 Select Data gt Advanced sort to display the Advanced sort dialog and adjust the options to be the same as this display Lets you specify a custom sort order such as Last Name Department Start Time or Total Hours and o forth Sort by A A Ascending Descending Ascending Descending Ascending O d Order Ascending O Order Adjusting the options of the advanced sort feature 6 Click OK to close the dialog and update the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL 154 Exercise 6 2 Introducing and working with the Staff Cover Count This exercise introduces the Staff Count and assumes you have Schedule24 Resource open with no schedule displayed in the Schedule View area and the navigation pane displayed 1 Place the mouse pointer on the separation bar of the Cover Count display until the pointer turns into a double headed arrow cursor Click and holding the mouse button drag the bar down until the display is hidden from view and release This will hide the Cover Count display 25 25 25 1 980 00 1 9
167. ft pattern Use the up and down arrow buttons to arrange team order Team name Pd Day Team Add Evening Team TE Remove Chats the team descriptions in the Teams ae 5 Click OK to close the dialog and update the Schedule Design Keep the View gt Hours Summary column displayed to see the weekly working hours total as a guide during design SCHEDULE24 USER GUIDE AND TUTORIAL EA Shift Pattern Designer Part Time Agents New 7 CF ied 03 BS 4 Ga 2 IO eS Ca DayTeam 00 fe S S OE ae a a Shifts Daily Hours 10 12 14 16 18 20 22 00 02 04 06 Ume Standard 03 00 E Adjust Shift xO I start bay ofF J unatocated seats gt ce ed O by l so S mins le The team descriptions updated and displayed in the Shift Pattern Design environment 6 Using the Shift editing tools enter the working pattern of shifts and days off displayed below into the schedule design ars e aee Move mem mom set Iman O Shifts Daily Hours i 10 12 14 16 18 20 22 00 02 04 06 Une cti Standard 08 00 EJ I sen cr pen ee EE aap sel E a Adjust Shift J cme cocor v p E E Entering two part time shifts into the shift pattern design Use your color preference settings in Tools gt Options gt Color tab to display color You can use Copy Cut amp Paste to enter information between row and column cells as an alternative to entering information into the Shift Ed
168. g CRM Mr Graham Waters PT Agent Mr Stephen Owen PT Agent Mr Matthew Lee FT Agent Mr Javid Ali FT Agent Mr Martin Speed FT Agent Mrs Beatrice Grant Smith PT Agent Mrs Jackie Long FT Agent Mrs Gill Spencer FT Agent Mrs Elizabeth Fretwell Res Planner Mrs Hilary Gough Staff scheduled to other teams Name Team Shift Pattern The Meet and Greet Team Example shift pattern is added to the list SCHEDULE24 USER GUIDE AND TUTORIAL Note the Teams display has changed from one group to two groups because of the different characteristics of this shift pattern having two teams If you select the other shift pattern and toggle the view you will see the display change depending on the selection 14 Using the mouse pointer Click on the Modify List button to display the Modify Shift Pattern List dialog i 6 Team Manager Schedulel Cx Shift patterns used in this schedule Current shift pattern selected for display View team distribution on this date Management Team activated from 18 June 2012 starting week 1 v View 18 06 2012 __Insert Shift Pattern View the selected You are viewing the staff allocation shift pattern status on this date Teams Available staff Management Team E His Name al SSS Mr Richard Allen Modify Shift Pattern List Modify Shift Pattern List Ir Ian Pearce Uncheck to hide shift patterns from drop down list Use the up
169. g color mapping 13 Open the Options dialog and select the color tab again Check the Shift color checkbox Click OK to close the dialog and to display the shift colors in the Schedule SCHEDULE24 USER GUIDE AND TUTORIAL v IE 16 05 2012 FT Agent Mr Richard Allen ah 1 Start your Schedule ue 15 May ed 16 May Thuit May Friis gt Ea TE n 21May Tue 22 TRA 23 May Thu24 May Fri 25 May SEU Sun 27 May E S May Tue 2012 2012 2012 i 2012 2012 2012 2012 2012 le jan 2 2012 Agent Mr Timothy Chiswick New Schedule EasyStep Schedule Wizard g Schedule Templates Schedule Templates Online 7 00a 3 00p 7 00a 3 00p Open an existing schedule mta aa Eoy rwo Pwo woy raog OO O EENES B More QB 2 Add and Remove Staff Schedule a Person Date Shift Issue Description FA 3 Automate with Shift Patterns Ee 4 Manage your Schedule EH 5 Check How You re Doing 6 Publish your Schedule The Schedule View displaying shift and holiday options using color mapping Shift colors have priority over holiday colors However the date header for each column always displays the color mapping for holiday colors Care needs to be taken when using color too much and it can be confusing Also bear in mind printers set on economy will often only print greyscale At the start of this exercise it is assumed you have launched Schedule24 Resource Manager and have completed t
170. g this shift pattern Color settings are defined in Tools gt Options gt Color tab and depending on those settings may differ to those illustrated here 14 Click the Rotate Teams button to complete the rotation for this design SCHEDULE24 USER GUIDE AND TUTORIAL S es New 25 ted Ge al ah ays if Insert Teams jjRemove Teams Z Rotate Teams fk OOOO fre eon idee ited int ile sat_ J7 sun 218 mon_ o Tue 21 10 Wed Jitu Arn s lias _ 40 00 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p Week2 40 00 3 10 00p Daily Hours Shifts 12 14 16 18 20 22 00 02 04 06 og 10 _ imeoft Standard 08 00 E3 Adjust Shift X v Lovo start by 60 mins 5 gt Day Off Unallocated Splits p End AU ea The shift pattern is rotated to complete the design and ready to be used This is also referred to as the Managers View It is the complete shift pattern This can be contrasted with the Individual View before using the rotation feature A person views their shift pattern in following weeks It now requires the team labelling to be changed to something more meaningful as follows 15 Save the Shift Pattern with the filename Meet and Greet and do not close 16 From the Menu Toolbar select the Teams button This will display the Teams dialog Edit the entry Week 1 to A Team and the entry Week 2 to B Team 44 You must edit the
171. ger Click the View button to display the shift pattern staff have been allocated to 0 Schedule24 Resource Manager Sc 21 J a X E a t Schec D m e e x X za Team Manager f Schedule T a eee meere f hn ada m Shift patterns used in this schedule View team distribution on this date E A MySchedule activated from 08 May 2012 starting week 1 v View 02 09 2012 Insert Shift Pattern Modify list Na F RIA Teams Available staff qh 1 Start your Schedule May Wed23May Thu 24May 4 Team 1 2012 2012 E amp 2 Add and Remove Staff FT Agent Peter Agar 5 00 07 00 15 00 henan Starta Task F 2 See Shift Pattern MySchedule 4 Import Staff from another Schi Team 2 Schedule Week 1 1 1 1 a FT Agent Victoria Ainsworth 1 1 Mon 1 2 Tue 1 3 Wed 5 1005 Fri 116 Sat A 7 aE Team 1 07 00 15 00 10 00 18 00 10 00 18 00 10 00 18 00 10 00 18 00 Day Off _ Day off Team 2 10 00 18 00 10 00 18 00 10 00 18 00 Day Off Day Off 15 00 23 00 15 00 23 00 Team 3 10 00 18 00 Day Off Day Off 15 00 23 00 15 00 23 00 17 00 01 00 17 00 01 00 __ Team 4 Day Off 07 00 15 00 07 00 15 00 10 00 18 00 10 00 18 00 10 00 18 00 10 00 18 00 Team 3 Team 5 15 00 23 00 17 00 01 00 17 00 01 00 23 00 07 00 23 00 07 00 Day Off Day Off FT agent
172. ggle views between time format and times descriptions using View gt Shift Description in the Shift Pattern Designer toolbar menu Shift Pattern Designer SSO Bermnawe Tesme ee I E Mf K EE l A F 7 4L InsertDays k Remove Days 1 Insert Tea Jz RE Hours a 1 Mon iJ 2 Tue 3 wed 4 fa 5 Frit 6 Sat O S7 Sun ja Team A 3 3 3 ajn g 3 3 Thm oa Sd ca al ea pb s 8 8 8 8 8 8 o 8 00p 8 00a Day Off Day Off 7 30a 3 30p _7 30a 3 30p Day Off i Shifts Daily Hours 0 12 14 16 18 20 22 00 02 04 06 08 SSRI Standard 08 00 EJ PAESE ee ed Ea Adjust Shift j Start e gt Splits End The basic shift pattern rules are implicit in the pattern created This is the basic pattern or rules for the daily working arrangements of FT Agents each week At this stage if you were to save this shift pattern it would in effect be a fixed schedule i e each team would have the same days off and shifts on the same day each repeating week The rotation feature completes the shift pattern and ensures the pros and cons of the shift pattern is shared equally amongst everyone 9 From the Toolbar menu click the Rotate Teams button to complete the shift pattern You only click the Rotate Teams feature once to complete the rotations cycle SCHEDULE24 USER GUIDE AND TUTORIAL Shift Pattern Designe Pi z F 7 z A F al Py Ha ina t Daye in move Die vg 1 r oe it is qa FH Re cy kt ac te
173. gist Select Combinations shift Category Working Count 00 eee _Padologict Non Working Count 1000 Shift 10 00a 6 00p Day Off Count 1000 All Count 00 Team All 7 00a 3 00p Count iid Category C 10 00a 6 00p CT jj on Category Threshold Minimum Maximum Selecting the list of items for display in the staff Count dashboard SCHEDULE24 USER GUIDE AND TUTORIAL 156 You make your selection from the drop down list boxes in the Select Combinations section and clicking the lt lt button to move the selection to the Current View list You repeat this for each entry If you make a mistake highlight the item in the list and click the gt gt button to remove it from the list The list is sorted descending on the Shift column 8 Click OK to close the Staff Count dialog and update the dashboard 9 From the toolbar menu select View gt Shift Description to display shift descriptions 10 Repeat the procedure to open the Staff Count dialog and select the options in this display Shift 10 00a 6 00p 7 00a 3 00p All Day Off Early Late Non Working Working Lal lll dled oo go cextcdgexs sa Minimum Maximum oc cancel Setting options while shift descriptions view displayed The drop down selection in the Staff Count List boxes is dependent on the current display option selected You can mix selections for the dashboard display One advantage of shift descriptions is they can group shift times
174. gt Options gt Color tab to display color You can use Copy Cut amp Paste to enter information between row and column cells as an alternative to entering information into the Shift Editor text box Click the Add Shift Descriptions E button This will display the Shift Descriptions dialog Enter the shift description as below a Shift Descriptions Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Enter shift description Shift Description Day Off 7 30a 3 30p Early 8 00a 4 00p Morning 9 008 5 00p Day 12 00p 8 00p Late 1 Late 2 Night 2 Night 1 Add new ones here The Shift Description dialog box displaying the description list 8 Click OK to close the dialog SCHEDULE24 USER GUIDE AND TUTORIAL 137 oe ee i EERE F tG Insert Days Remove Days 4 InsertTeams Fij Remove Teams lt 43 Hours iDiM i 2 Tue s Fi_ fi Sat__ a 7 Sun ix s lt epet e gt z SIT mnm cated ed Fal ed IRS E 8 8 8 8 8 8 8 mi TeamF eam g E Night2 Day Off late2 GREGG cay of payoff SS GRE bay off Day off Early Early Day Off p Shifts 0 17 i4 16 18 230 723 00 02 04 06 08 Overtime 04 00 Standard 08 00 lalilililililililaililililililililililililitili li E H Adjust Shift Start e gt Splits End Toggling the shift time and descriptions view You can to
175. have any schedules displayed in the Schedule View area The schedule design is similar to the Part time Agents earlier The characteristics of these working arrangements or rules are as follows One split shift 1 tour is 9 30a 2 30pm and 2 tour is 6 00pm 9 00pm The schedule repeats each week Work days are Monday to Friday Weekends off 1 From the Menu Toolbar click the Schedule Design icon This will display the Schedule Designer ee T eE Daily Hours Time off 03 00 Standard 08 00 F Adjust Shift Start by so S mins l OF EAR Day Off Unallocated Unallocated Splits End Ready The default display of the Shift Pattern Designer SCHEDULE24 USER GUIDE AND TUTORIAL 146 The Schedule Designer default display requires modifying for this design 2 Using the mouse pointer click on the Team 2 row and drag the mouse down to highlight Team 4 Sheer nen fate Tawa ste am Tae an mran T Shifts Daily Hours i 8 10 12 14 16 18 20 22 00 02 04 06 Time off 03 00 Standard 08 00 Pond pb tat ga beeen fe aval an Dore ered Cd Adjust Shift a I set O Sie eI e gt spits End y PH ming cate Highlighting the teams rows to delete 1 From the Menu select Remove Teams button alternatively Edit gt Delete gt Teams ae Ja ce GL insert Pe we Days 4 sams t Re 7 Rotate Teams a ee ne 1 2 Tue eee ee eee 1 6 Sat See eee Team 1 0 00 e
176. he Navigation Pane is displayed and you do not have any schedules displayed in the Schedule View area When you saved the last exercise you may have been prompted by the properties dialog If you do not want this prompt it can be turned off in Tools gt Options gt General tab and in the Settings section uncheck Prompt for shift pattern properties 1 From the Menu Toolbar click the Shift Pattern Designer icon This will display the Shift Pattern Designer 2 Using the mouse pointer click on the Team 3 row and drag the mouse down to highlight Team 4 F Shift Pattern Designer i File Edit View Insert Tools Help zl InsertDays 2 Remove Days InsertTeams H Remove Teams 3 Rotate Teams H Frese oue Tala te hawe am mam Tues an Team eam 4 Shifts Daily Hours 70 22 00 OF 04 O68 Time off 08 00 Standard 08 00 8 10 12 14 16 18 Pesca Seer Sra ieee esd ace Sede cence are rela radials Adjust Shift x vJ M start DT nie Ealla ee wb i e IE SCHEDULE24 USER GUIDE AND TUTORIAL 127 Highlighting to remove teams and start this design for alternating shifts 3 From the Menu select Edit gt Remove gt Teams or alternatively click Remove Teams button in the menu toolbar z l Ee Insert Days ELE emove Days FEJ In eams Fh fren Taam fazne aswea faama aam faem fara o T Shifts Daily Hours 0a 10 12 14 16 i 2 2 00 02 D4 06 Time off 58 00 Standard 08 00 Pea snp ae en pe Ben
177. he Small Team Schedule in the exercise 3 4 My Schedule we have been working with was originally created using the Scheduling Wizard and was based on an underlying shift pattern You may not have realised this and it is not important at the moment as we will be dealing with Shift Patterns and how they work with schedules in the next section The Small Team Schedule has been created manually from scratch using the standard editing tools and we are returning to this schedule to help show step by step how things work in this exercise 1 Using the mouse pointer select File gt Open from the Toolbar menu to display the open dialog 58 SCHEDULE24 USER GUIDE AND TUTORIAL 59 a Gi B x x 10 00a 2 00p 6 00p 10 009 SSL 14 05 2012 FT Agent Peter Agar Dern Mon 14May Tue15May Wed1i6May Thu17May Fri18May Sat 19 May Sun20May Mon2iMay Tue22May 2012 2012 2012 2012 2012 2012 2012 2012 2012 Start a Task FT Agent Peter Agar A New Schedule FT Agent Victoria A EasyStep Schedule Wizard Ainsworth FT agent Javid Ali A E Schedule Templates sii EEEE FT Agent Richard Alen A FT Agent Timothy B Open an existing schedule Chiswick FT Agent Jasmine Fields B B More FT Agent Jane Green E 2 Add and Remove Staff HA 3 Automate with Shift Patterns YB 4 Manage your Schedule EH 5 Check How You re Doing All All All Coun 7
178. he Team name text box to enable the edit cursor and enter Week 1 without the quote marks 6 Click the Add button to add this to the team list 7 Highlight the description Team 1 and click the Remove button to remove it from the team list 4 Alternatively using the mouse pointer select and highlight Team 1 in the display list Click a second time to enable the edit cursor and enter Week 1 8 Click OK to close the dialog and update the Schedule a ep Mpa ee omer eae eo Zi InsertDays 2k Remove cal E Team Fij Remove ns aera 14 Thu g 6 Sat fa 7 Sun Week i 0 00 nn Ss Daily Hours Time off Standard Adjust Shift Start Day off Unallocated Splits o gt End by 60 Changing the row name to Week 1 SCHEDULE24 USER GUIDE AND TUTORIAL 122 It is easier to think about this simple design for one week because this working arrangement is the same and repeats for each week i o New 3 iy Fe be Zh insertDays Zk Remove Days 1 Ins Hours i 1 Mon 2 Tue N3 Wed __ 1 4 Thu S Fri a6 Sat 0 7 Sun Week 1 0 00 i Sa Daily Hours Time off Standard 08 00 E Adjust Shift Qa A Cee bar of unatocatea spits Highlighting days cells in the Shift Pattern Designer 9 Using the mouse pointer highlight the Sat and Sun and select the Day off button Click the Check or Enter button to enter days o
179. he Undo action to remove the conflict and Close Myschedule schedule and save when prompted 17 Exit the Schedule24 Resource Manager application You have covered the basic features of the ACM control For the purpose of the exercise we have only been focusing on one person in one schedule Where multiple staff or even multiple schedules displayed in the Schedule View area warnings are identified to their point of origin i e schedule name person date and time category of issue and sufficient detail to resolve the issue SCHEDULE24 USER GUIDE AND TUTORIAL 180 Working With Staff Costs Any business manager needs to be aware of staff costs and how they impact business The relationship between costs and staff deployment strategies is not a straight forward one Cost management with Schedule24 Resource Manager provides instant feedback about how much a particular scheduling strategy is costing the business enabling swift comparison to be made and enable expensive options to be avoided In fact it becomes a matter of daily routine rather than annual review It is not uncommon for organizations to change staff deployment strategies which incur significant cost hikes while failing to add one hour to the production schedule Costs are almost exclusively influenced by the number of staff hours when and how they are worked The exercise assumes you have launched Schedule24 Resource Manager and MySchedule schedule is displayed in th
180. he staff record 4 From the toolbar menu click the Management Reports button to display the Reports dialog 5 o O M Local Disk C Schedule24 Duty Management Toolkit Management Reports gt Search Management Reports Organize v New folder x Name i Date modified Type Size a dJi Charts and Graphs 1 31 2012 8 35 File folder I Costs 1 31 2012 8 35 File folder Fi J Court 1 31 2012 8 35 File folder I HR 1 31 2012 8 35 File folder l di Operations 1 31 2012 8 35 File folder E Ji Research 1 31 2012 8 35 File folder d I Schedule Formats 1 31 2012 8 35 File folder E amp ihe T g E l v Schedule24 Reports gt M Displaying the Reports dialog 5 Select HR gt Staff Work Preference report and click Open to display the report SCHEDULE24 USER GUIDE AND TUTORIAL 5 14 2012 to 5 24 2012 Staff Working Time Profile Name Peter Classification FT Agent Ager Employee Number Availabilty Hours Avaliable for spat shifts First Pernod Second Period From To From To Monday Tuesaay arai en rey satura surasy Working Hours Thresholds Maximum Dally Hours Maximum Weekly Hours Minimum Daly Hours Minimum Vieekly Hours Average Dally Hours Average Weekly Hours over days over weeks Maximum Daily Maximum Weekly Overtime Hours Overtime iris a Minimum Veekly Rest consecutive hours hours Dally Rest Minimum Veekly Rest consecutiv
181. he x closing button will close the Staff Manager without making changes 10 From the Menu select View gt Department to display the department information for each member of staff The display should look something like this Sun 27 May Mon 28 May Tue 29 May Wed 30 May Thu 31 May paint i 2012 2012 2012 2012 FT Agent Mr Peter Agar A FT Agent Ms Victoria A Ainswor FT agent Mr Javid Ali A FT Agent Mr Richard Allen A Se e 7 00a 3 00 10 008 6 00 10 008 6 00p 10 008 6 00f 10 00a 6 00p FT Agent Miss Jane Green C P P p p p If you have a break in going through this user guide and tutorial the department and job title information may not be displayed This is because you are working in a real time environment and records are time stamped by the current date and time when you modified the record If you scroll the schedule to the date the modification was made the information will be displayed Alternatively you can enter a date into the Start date field when you want the information to be displayed as follows Department information Department B der Job title FT Agent Epe _ obTite S di partment gt ios Fragent SSCS 11 From the Menu toolbar select File gt Close to close the staff schedule if prompted Save with the file name My Schedule SCHEDULE24 USER GUIDE AND TUTORIAL This is a short introduction to using Schedule Templates A range of templates are shipped with S
182. hed Schedule24 Resource Manager and the Navigation Pane is displayed and the Business Center schedule is displayed in the Schedule View area The Statistic Report provides detailed information about scheduling content and provides configurable options to obtain frequency counts about scheduling activity This is a standard report feature and in addition to any Management Reports that may be available 1 From the toolbar menu select File gt Page Setup gt Statistic Report to display the Page Setup dialog SCHEDULE24 USER GUIDE AND TUTORIAL 199 The Page Setup for Staff Report style options displayed Again the selection options for the Statistics Report are straight forward The Checkboxes on the right include more detail when checked The Checkboxes on the left will exclude the category data if unchecked 2 Accept the default settings and click the Print preview button to display the Statistic Report in the print preview window eemoo0000on aeweSnS0200004 oo HART 8888388 The Statistics Report displayed in print preview 3 Click the close button to return to the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL 200 This exercise assumes you have launched Schedule24 Resource Manager and the Navigation Pane is displayed and the Business Center schedule is displayed in the Schedule View area The Management Reports are a suite of business reports shipped with the product Additional Man
183. hedule Working with Schedules means improved coordination and greater control of your workforce However demanding the workplace you can scale up and automate your staff schedules with any combination of shift patterns Working with Shift Patterns Matching staff deployment to a business Shift Pattern Design requirement is crucial to deliver both an efficient and cost effective workplace A wide range of options allied to powerful analytics combine to provide instant Monitoring and Analysis feedback about scheduling conflicts breaches of working hours rest period thresholds and staff costs Swift communication of staff schedules is as important as doing the scheduling in the first place and is the hallmark of an effective workplace manager Printing and Publishing Customised options to exchange data with other applications and protect your work files Security Importing Exporting amp Archiving 7 Remember while using Schedule24 Resource Manager comprehensive and context sensitive help is available by clicking Help gt Schedule24 Help pressing the F1 key Section Section 1 Schedule24 Workflow Schedule24 Resource Manager supports a disciplined workflow for the production of workforce deployment schedules Schedule24 supports both structured and unstructured scheduling styles After completing this Section you will be able to 1 Understand the main features of Schedule24 2 How the
184. hedule in the Schedule View Area 2 Highlight the Monday column or the first cell and from the Toolbar Menu select Data gt Sort and click by Start time item to sort shifts on this day by start time SCHEDULE24 USER GUIDE AND TUTORIAL Le 17 May Fri 18 May Sat i9May Sun 20 May 2012 2012 2012 f ra l l D0a z3 00 1 ie rr FT Agent Ms Victoria l nnp ts poe Ainsworth i 3 i e oo lM PT ent Rihard Alen A osu jars RS or My Schedule in the Schedule View Area sorted by start time and the Monday column highlighted ready to schedule breaks mail Staff Schedules a Publish to the Web StaffReport g8 Statistics Report aq M ent Reports Mon 14 May 2012 Depar tment eee Wed 16 May 2012 3 Using the mouse pointer highlight Monday column for all Agents and click the right mouse button to display the pop up menu and select Breaks This will display the Breaks dialog listing all the shifts on that day Alternatively from the Menu you can select Schedule gt Breaks Breaks Name 14 05 2012 FT Agent Mrs Jasmine Fields FT Agent Mr Richard Allen Select shift Enter break time Start of Break End of Break Total Time 10 004 6 00p Add new break here 3 00p 11 00p 5 00p 1 00a 11 00p 7 00a The Breaks dialog displaying a range of shift
185. hift pattern with a suitable filename and for the purposes of this tutorial enter Full Time Agents in the save dialog Click OK to close the save dialog 13 Exit the Schedule Designer Early and Late Part time Shift Pattern Job share is where two part time staff working less than a 30 hour week share a full time job role The characteristics of the working arrangements or rules are as follows gt Two shifts 09 30am 2 30p and 6 00p 10 00p Hours fixed each week Staff work either Monday to Thursday or a Friday and Have every weekend off This arrangement delivers a 40 hour week by two staff members working 20 hours a week each SCHEDULE24 USER GUIDE AND TUTORIAL 140 This exercise assumes you have launched Schedule24 Resource Manager the Navigation Pane is displayed and you do not have any schedules displayed in the Schedule View area 1 From the Menu Toolbar click the Schedule Design icon This will display the Schedule Designer Shift Pattern Designer LR Em A pe A pnt il 9 6 Sat 7 sun T P A n Fe A y e FA N 1 i Mon 1 2 Tue 1 3 Wed 1 4 Thu _ 15 Fri 7 4 Shifts Daily Hours 04 06 08 10 12 14 16 18 20 22 00 o2 _ imeoff Standard 08 00 EJ Adjust Shift a Start l aoe el sit g a cl 60S mins em The Shift Barton Design environment default display The Shift Pattern Designer defau
186. hours exceeds the daily 2 hour overtime threshold There is actually a third which is a modified warning in light of the 1pm work constraint on this Sunday which simply notifies the change of shift hours but the existing warning remains the same 9 Using the mouse pointer click on the Undo button in the toolbar menu alternatively select Edit gt Undo to return the shift change back to 10 00a 6 00p 10 Use the mouse pointer to highlight Peter Agar Mon Tue amp Wed shift cells and select 10 00a 6 00p from the drop down shift list and click the check or tick button amp This action effectively removes Peter Agar s scheduled Days off from the schedule 11 Open the ACM control dialog and accept the default dates click Search 4 The previous warnings about exceeding daily hours and overtime are removed from the warning list and replaced by two more warnings the weekly 56 hours exceed the weekly 40 hour threshold and the minimum 24 hour weekly rest period is breached with the longest period 22 hours falling short This is a good example how changes can impact the schedule and the working hours in different ways depending on the threshold values entered 12 Use the mouse pointer to highlight Peter Agar Tue amp Wed following Days Off and enter 11 00p 07 00a night shifts on these two days using either the Shift Editor or Copy amp Paste edit tools Tip Click on the Pin icon of the Navigation Bar This w
187. ickBooks staff records The menu items are defined importing scripts saved with the file extension EXP and located in the Import folder of the installation path SCHEDULE24 USER GUIDE AND TUTORIAL en File Edit View Tools Help Organize Include in library v Share with v Burn New folder Name Date modified Type All Information 6 18 2006 12 50 EXP File MYOB Employee Card 6 18 2006 12 51 EXP File MYOB Personal Card 6 18 2006 12 51 EXP File QuickBooks Employee 6 18 2006 12 51 EXP File a 4 items 3 KB 1KB 1KB oe GOT Lerek gt Seater Resource Maneoer Byer The export files used to create items in the drop down list Options ExpColumnHeaderP true ExpRowHeaderP false ExpPersonnelRecord true ExpPersonalDetails true ExpAddressDetails true ExpContactDetails true ExpServiceRecord false ExpTrainingRecord false ExpShiftsRecord false ExpPeriodsRecord false ExpActivitiesRecord false FieldMap Personal Type P_ Type Personal UPRN REFNUM Personal Title SALUTATION Personal FirstNames FIRSTNAME Personal LastName LASTNAME Personal NI Number SSNO Personal Memo NOTEPAD Personal Home Address ADDR1 Personal Home County ADDR3 Personal Home City ADDR2 Personal Home Country ADDRS5 Personal Home Post Code ADDR4 Personal Home Phone 1 PHONE1 Personal Home Phone 2 PHONE2 Example of a script of an EXP file for QuickBooks format You can have as many scripte
188. ields Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated FT Agent Jane Green 16 05 2012 FT Agent Jasmine Fields Wed 16 May 6 08 10 12 14 16 lililil il ilil ilil il lili There are several duties with these times which would you like pro a Early Supervisor e la loanor kug Fr The Duty Selection dialog enables you to reduce and remove ambiguity When you type a shift or shift description as an alternative to selecting from the list and the information you have entered can have more than one match the dialog enables you to choose the one you want In this example there are two instances of 7 00a 3 00p shifts having different shift descriptions If you do not want to use shift descriptions displayed you can select the default blank value and the shift time only will be updated in the Schedule View 24 Select Early and click to close the dialog and update the Schedule View area sat 19 May sun 20 May 2012 2012 2012 2012 2012 2012 Mon 14 May Tue 15 May Fri 18 May 2012 2 10 00a 10 00p Wed 16 May Thu 17 May FT Agent Peter Agar FT Agent Victoria Ainsworth FT agent Javid Ali FT Agent Richard Allen FT Agent Timothy Chiswick FT Agent Jasmine Fields Unallocated Unallocated Unallocated Unallocated Unallocate
189. ift Pattern Shift Patterns Online Add Shift Pattern Insert Shift Pattern into Schedule Team Management Organize Staff by Teams and Shift Pattern 24 Distribute Staff to Teams Schedule24 Resource Manager Schedule View area after closing a schedule SCHEDULE24 USER GUIDE AND TUTORIAL 115 Section 5 Shift Pattern Design Understanding and identifying the business requirement is crucial for defining an appropriate shift pattern which will be the basis of any successful staff deployment strategy If the business requirement is clearly understood then it is likely a good shift pattern will follow After completing this section you will be able to do the following 1 Understand and work with the Shift Pattern Designer 2 Create rotating and fixed shift patterns 3 Work with combinations of shift patterns to automate a complex schedule 4 Understand and work with the Team Manager Examples of shift patterns used in this section are designed to help you understand the product features used in shift pattern design and creating staff schedules It is not intended to provide in depth instruction about shift pattern theory and recommendation for a particular business For further details about shift patterns and adoption of specific shift pattern solutions please contact www intellicate com Defining a scheduling strategy Schedule24 Resource Manager support both structured and unstructured scheduling styles St
190. ill enable the Navigation Bar to auto hide and increases the screen view to see more of the Schedule View area This will now mean Peter Agar works more than 2 weeks without a 24 or 48 hour consecutive rest period in this period Clear breaches of working hour s compliance 13 Open the ACM control dialog and accept the default dates click Search The previous warnings are still current and more warnings are added there are more breaches of the 24 hour weekly rest period a Day Off and a new warning about the 2 weekly range rest period of 48 hours two consecutive days off being breached SCHEDULE24 USER GUIDE AND TUTORIAL iter rere rene crn Tne E ern errr rr rr Ie 6 6 2012 FT agent Javid Ali 27May Mon 28 May Tue 29 May Wed paii e m aje Fri 01 Jun Sat 02 Jun ee Mon 04 Jun Tue 05 Jun Wed 06 Jun Th a 2012 12 2012 2012 a Te a aT re worse ote Bm m 7 F oy s a ie E aaam w o e SS 7 008 3 00p 7 00a 3 00p 10 00a 6 00p 10 00a 6 00p 10 00a 6 00p 10 00a 6 00p Day Off 7 7 7 7 7 7 7 Date Shift Issue v Description er Agar Monday May 28 2012 Sunday June 10 Week Range Rest Period Longest rest period between 5 28 2012 and 6 11 2012 is 22 00 and below the minimum of 48 00 ter Agar Monday June 04 2012 Sunday June 10 Min Weekly Rest Period Weekly rest period between 6 4 2012 and 6 10 2012 of 19 00 is below the minimum of 24 00 ter Agar Monday May 28 2012
191. imum Maximum 1000 Selecting records to be removed from the display list Click the gt gt button to remove the selected records from the Staff Count display SCHEDULE24 USER GUIDE AND TUTORIAL 159 Category Count Category Count Category Threshold The selected records removed from the list From the drop down lists add the following combinations Current View Select Combinations All Count Working l Count 00 Shift Working Hours Working l Costs 1 00 Team All Category Threshold Minimum Maximum Job Tite All Selecting Staff Count combinations Total Hours Mon 02 Feb Tue 03 Feb Wed 04 Feb Thu 05 Feb 7 days 2009 2009 2009 2009 Nurse Grade 2 Hugh Thompson All All All Count 175 25 All Working All Count 15 All Working All Hours 789 30 12400 114 30 114 30 115 00 All Working All Costs 1 753 75 1 612 50 1 612 50 1 621 25 Combinations displayed in the Staff Count dashboard SCHEDULE24 USER GUIDE AND TUTORIAL 160 In addition to the daily totals of the respective combinations the summary total for each combination displayed is dependent on the calculations settings in Tools gt Options gt Calculations In this example it is set to sum the totals over a period of a week or seven rolling days when scrolling the schedule date ranges You can also calculate average and projected totals for these combinations as described in the calculations tab of Options Curren
192. inter highlight a range of days from Monday to Sunday 4 This range will be displayed in the Staff Distribution Profile Selecting greater ranges over several weeks or months can be analysed in the Staff Distribution Profile using the scrolling controls and the Go To Date feature with Shft key and mouse control x i Bw BEB 222 2 8 2009 Ancillary Clerk TEMP LS Sa ee Full Day Full Day Full Day Full Day Full Day CONFERENCE CONFERENCE ae Peeper Gale ieee Oller Show distribution of staff Show Distribution by Shift ra eee Show Distribution by Department 2 Dr Dr Dr Dr Early Dr Show Distribution by Teams oot or Sl Tl cea acre ae G O anea e n opor O a a E E ev FO TOR amp customize Calculation o s s 8 rr ao ee rr a e Early Early Early Monitor Conflicts lt 6 Publish your Schedule Highlighting a range of dates for display in the staff Distribution Profile SCHEDULE24 USER GUIDE AND TUTORIAL 163 3 From the Menu toolbar click the Staff Distribution Graph button alternatively select Data gt Distribution Graph or select Show Distribution Graph by Job Title from the Distribution Profile section of the Navigation Bar This will display the Distribution Profile window 4 From the Timescale dropdown li
193. ion can be anything and is a useful technique to add additional information to your staff schedule You can use descriptions like Early Late and Night to describe different shifts You can also use descriptions which describe an activity role or location for example Reception Senior Lead Available and Unavailable You can also use a description for non shift events one good example is Day Off A non shift event is anything that does not have a period of work hours and is associated with the whole day There are three special or reserved descriptions Schedule24 Resource Manager recognises when making calculations Reserved What it Why should Description represents use it It represents a rest To automatically ee Normally for full time ig period taken as part working e g over 30 check for working of agreed working Ere hour s and rest arrangements l periods conflicts Unallocated Staff have not been Normally for part time Calculating working SCHEDULE24 USER GUIDE AND TUTORIAL assigned a shift but working e g under 30 hours itis not a day off hours a week It represents time off When staff has extra To track overtime and in place of a hours in hand and einer time off in lieu in previously takes a whole shift off eee scheduled shift in lieu 3 poi 9 Using the mouse pointer and double click the Descriptions column in the row displaying Add new ones here
194. is SCHEDULE24 USER GUIDE AND TUTORIAL 16 e m Select a Start day for the weekly schedule Any day of the week can be selected for the start day of weekly schedules Welcome Familiar start days include Sunday or Monday V Add Staff Start day 4 Y Add Shifts Y Select Start Day Fixed or Rotating Add Days Off Staff Distribution Save Schedule Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule _ sec J see cone The zoom in view display more details about how teams are made up of staff 9 Move the mouse pointer over the grid area and when the pointer changes to a magnifying glass icon double click to zoom out and view more detail E o Select a Start day for the weekly schedule Any day of the week can be selected for the start day of weekly schedules V Welcome Familiar start days indude Sunday or Monday V Add Staff on V Add Shifts Y Select Start Day Fixed or Rotating Add Days Off Staff Distribution Save Schedule Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule The zoom out displays the bigger pictur
195. is a continuous process You control the start and end of schedules you print and publish by selecting a Print Range and selecting formatting options in Page Setup depending the style of information you want to print or publish You also have additional options when working with the Web and Email Wizards All this gives you a wide range of choices when it comes to communicating your information Exercise 7 1 Working with Page Setup for Day Schedules For these exercise we will be using the example schedule Business Center which is sufficiently populated with scheduling information for creating reports This exercise assumes you have launched Schedule24 Resource Manager and the Navigation Pane is displayed with no schedule open in the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL 191 The Day Schedule format has comprehensive detail about staff shifts assignments and is the preferred format for a daily manifest or action sheet used by supervisors and staff alike in the workplace 1 Open the example schedule Business Center 2 Highlight a day cell in the first column and select Data gt Sort by gt Start time to arrange the shifts in chronological order at the start of the schedule This will help navigate through the steps outlined in the following exercises 3 From the toolbar menu select File gt Page Setup gt Day Schedules to display the Page Setup dialog Jage Se
196. ise as you schedule are displayed in the Issues Pane and will be dealt with in a later section Start a Task New Schedule EasyStep Schedule Wizard E Schedule Templates Schedule Templates Online Open an existing schedule B More YB 4 Manage your Schedule FE 5 Check How You re Doing 6 Publish your Schedule The staff scheduling environment notice many of the menu items are disabled When you open a schedule or create a new schedule more features become enabled as you progress through the workflow This exercise uses the convenience of the Schedule Wizard to take you step by step through creating a staff schedule from beginning to end It is used here as an introduction to many of the basic concepts considered the hallmark of good scheduling In the wider context of solving scheduling problems it does have limitations and for total control over our staff schedules we will be revisiting many of these features in greater detail later For now it is a convenient way to quickly demonstrate the main components of the Schedule24 Resource Manager workflow 1 Launch Schedule24 Resource Manager and close the Welcome Screen if you haven t already done so 2 From the Start Your Schedule section of the Navigation Pane select ScheduleWizard This will display the ScheduleWizard welcome screen SCHEDULE24 USER GUIDE AND TUTORIAL qh 1 St
197. itor text box Click the Add Shift Descriptions button This will display the Shift Descriptions dialog Enter the shift description as below 142 SCHEDULE24 USER GUIDE AND TUTORIAL 143 a ee This enables schedules to display familiar and meaningful names rather than just shift times Enter shift description 9 30a 2 30p 6 00p 10 00p Add new ones here The Shift Description dialog box displaying the description list 7 Click OK to close the dialog A Shift Pattern Designer Part Time Agents P Je pe il 4 E j Bai Aja 3a if 7 wwe Dave R Insert mn cua Se es we ann zae gave em usr Tes Te Day Team 20 00 Early Evening Team 20 00 a Shifts Daily Hours 8 10 12 14 16 18 20 22 00 02 04 06 Vint es standard 08 00 tl afoot Do en dpe lv on ene en ele ea Oe Adjust Shift xf ew start by o S mins ill O e JL Dav off J unatocated spissa 5 Toggling the shift time and descriptions view You can toggle views between time format and times descriptions using View gt Shift Description in the Shift Pattern Designer toolbar menu 4 Ne do not use the Rotation feature for this pattern do you know why We do not use the Rotation feature because the shift pattern is fixed and staff do not rotate onto the other shift They work the same shift on the same days each week The shift pattern cycle is one week and then repeats 8 From the Shift pattern Designer Menu select Tools gt Options
198. ivated from 18 June 2012 starting week 1 18 06 2012 Teams A Team p CRM Mr Graham Insert Shift Pattern CRM Miss Helen i Business Center Example e Q xX Tii E X a Ful Time Agents Schedule Week 1 1 E 2 Management Team 1 1 Mon 1 2 Tue Meet and Greet Day Team 9 30a 2 30p 9 30a 2 30p Part Time mea Evening Team 6 00p 10 00p 6 00p 10 00p week 1 Files of type date 18 06 2012 Teamsby Sort Order E Auto Distribute Staff to Teams Inserting a shift pattern from within the Team Manager SCHEDULE24 USER GUIDE AND TUTORIAL the Schedule View area From the list select the Part Time Agents shift pattern and in the Start Date calendar field select the Monday date displayed in the first column of 4 This shift pattern has been designed for Job Sharing roles In this case staff work part time either in the morning or late evening There is no rotation and have the same days off at the week end It is a week based shift pattern 5 Repeat the procedure to display the Insert Shift Pattern dialog and highlight the Full Time Agents shift pattern and select the Monday date as previously This is a complex shift pattern involving several shifts and rotating shifts and days off to provide a 24 7 staff supply It has a 63 day rotation cycle which makes it a week based shift pattern
199. ive data older than 7 8 2012 Archive file to The archive wizard displaying the dates of the schedule range and selected archive date 3 Select a Archive data older than date between the two dates displayed holding scheduling data 4 Using the button select a target location and suitable file name of the archive file e g MyArchive001 and click OK to archive that data Archiving reduces file size If you want to recover archived files simply open the archive file as you would a normal schedule and it will open in the Schedule View area LAI SCHEDULE24 USER GUIDE AND TUTORIAL Password Security You want to secure your schedules or shift pattern designs to prevent unauthorized modifications Always keep your password in a safe place and do not lose it otherwise you will not be able to access your files This exercise assumes you have launched Schedule24 Resource Manager and MySchedule schedule is displayed in the schedule View area THERE IS NO WAY YOU CAN RECOVER A PASSWORD PROTECTED FILE WITHOUT THE PASSWORD 1 a 1 Start your Schedule Start a Task From the toolbar menu select Tools gt Protection gt Protect Schedule to display the password dialog control O nym inamay Open an existing schedule New Schedule 4 EasyStep Schedule Wizard E Schedule Templates Schedule Templates Online B More Caution If you lose or forget the passw
200. k ratio Accept the 2 days off default and increase the days on to 6 Finally select the Forward stagger option EasyStep Schedule Wizard Setup your Days Off You can choose to have days off at the weekend or you can customize your days off v Welcome Weekend only Custom v Add Staff V Add Shifts 2S idaysoff 6 dayson Y Select Start Day Everybody has the same days off V Fixed or Rotating gossescssscossossoesssososeesssossesesossssesosssossessesesesssa V Add Days Off Staff Distribution Direction of Rotation BE o 3 eB o H Dz BRASAN n E 0 2 no REP Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule Evaluating the dashboard feedback to improve the shift pattern This configures the days off pattern on a rotating basis So not all the staff would be off on the same day Ideal for 24 hour 7 day working Monitoring the feedback panel which is dynamically updated depending on which options are selected For example here the rest periods between shifts is displaying 0 which indicates that somewhere in the pattern two shifts are adjoining with no rest period in between In this case selecting the Backward stagger option for days off re adjusts the pattern to maintain sufficient rest periods between shifts SCHEDU
201. l ire 0 00 Simard 08 00 gt Shift a Description fa Unallocated 10 00a 2 00p 6 00p 10 Split shift 7 00a 3 00p Early Supervisor 7 00a 3 00p Early Day Off Time Off Late Night A more comprehensive list of scheduling information 19 Using the mouse pointer highlight the range of day cells for Javid Ali from Monday to Friday and from the drop down list in the Shift Editor select 7 00a 3 00p Early and click the tick or check button to enter the information into the Schedule View 20 Following this procedure enter the information into your schedule as presented below Mon 14 May Sat 19 May Sun 20 May 2012 2012 2012 2012 jar m 2012 FT Agent Peter Agar 10 00ax10 00p 7 00a 3 00p FT Agent Victoria Unallocated Ainsworth FE ank enal Ak 7 00a 3 00p 7 00a 3 00p 7 00a 3 00p 7 00a 3 00p 7 00a 3 00p Day Off Day Off FT Agent Richard Allen 3 00p 11 00p 3 00p 11 00p 3 00p 11 00p 3 00p 11 00p 3 00p 11 00p Day Off Day Off FT Agent Timothy 10 00p 6 00a 10 00p 6 00a 10 00p 6 00a 10 00p 6 00a 10 00p 6 00a Day Off Day Off Chiswick FT Agent Jasmine Fields Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated Unallocated FT Agent Jane Green Adding shift information to the Schedule View area
202. lanner Department B v Linda FT Agent Department B Grant Smith Beatrice FT Agent Department C Start yl End z Jane FT Agent Department C Authorization Wend CRM tment C nn ET Maties PT Agent R Valid From 7 1 2007 Expires end 6 30 2008 Jackie PT Agent Department C Stephen PT Agent Department D Tan PT Agent Department D Marlene PT Agent Department D Monica PT Agent Department D Veronica FT Agent Deparment D I Martin FT Agent Department E 3 3 Gill FT Agent Department E Carol CRM Department E Helen CRM Department E Graham CRM Department E fa 3 ZIT Person 14 of 25 kh New Person X Delete Person led Save and Close Cancel A combination of skills associated with the availability across the date range 9 Close the Business Center schedule and Exit the application to desktop SCHEDULE24 USER GUIDE AND TUTORIAL Section 8 Exchanging Data Importing Exporting amp Archiving Database information enable you to maximize your investment and maintain the integrity of staff work place records After completing this lesson you will be able to 1 2 6 Import staff information into Schedule24 Export Schedule24 database information Share information with third party applications Know how to create import and export scripts to automate data exchange Archive large or very large Schedule24 databases Password protect your schedules and shift pattern d
203. lay the Page setup controls and click the Page tab 4 Select the Landscape option and check fit to page Depending on your printer and page selection you may need to adjust the margins to display the full week on the page layout 5 Click Print Preview button to display the schedule in the print preview area E 195 Schedule24 Resource Manager Print Preview 4 Setup Whole Page IE EE Previous Next Close Business Center 2 2 2009 to 2 8 2009 Total Hours Mon 02 Feb Tue 03 Feb Wed 04 Feb Thu 05 Feb Fri 06 F Set O07 Feb Sun 08 Feb 7 days 2009 2009 2009 2 2009 2009 PT Agent Jackie Long 7 dey gi pati Gee 7 2022 230p PT Agent Matthew Lee 7 30s 3 20p 7 3s3 20p pirg 720s220p 40 00 300a 400p 8 00s4 00p 7200p8 00p ing ting PP Priori PT Agent Stephen Owen FT Agent Elizabeth Fretwell col rren ner ina wae shots Training Training Training Training 20 00 9 308 2 20p 20a220p 9 30a 2 20p 9 202 2 30p Unallocated Unallocated 7 18 00 1200p 8 00p 12 00p 8 00p FT Agent Veronica Smythe eee Priority Priority Half Dey Leav Half Day Leav 16 00 1200p 8 00p 12 00p 8 00p Fragen ispano 109 waa x 200 1230p 8 30p 12 30p 8 20p 8 00p 8 008 8 00p 8 008 FT Agent Linda Grant 40 00 2 00p 10 00p 200p 10 00p 2 00p 10 00p 200p 1000p 2 00p 10 00p App sis 3 16 00 2 00p 10 00p 200p 10 00p Fragen Janeren 100 aoee ane 3 3 40 00 2 00p 10 00p 200p 10 00p 2 00p 10 00p 200p 1000p 2 00p 10 00p FTAge
204. ls will help align content on the page The Page Setup for Day Schedule margin options displayed 6 Accept the default values and select Print Range tab to display options to select the range of data to be published SCHEDULE24 USER GUIDE AND TUTORIAL 193 The Page Setup for Day Schedule print range displayed The print range window is sorted by Job Title in ascending order Each column can be sorted by clicking on the column header of each category 7 On this example select the Finish date to complete one week of data to finish on a Sunday and then select the Header Footer tab To insert a page number date time or schedule name position the insertion point in the edit box then choose the appropriate button aja Footer Left section Center section Right section o The Page Setup for Day Schedule print range displayed You can add additional information to your printed schedule e g date and time when printed and contact details 8 Click the Print Preview button to display the Day Schedule in the Print Preview window SCHEDULE24 USER GUIDE AND TUTORIAL 194 The Day Schedule displayed in print preview 9 Click Close to return to the Schedule View area This exercise assumes you have launched Schedule24 Resource Manager and the Navigation Pane is displayed and the Business Center schedule displayed in the Schedule Vie
205. lt display requires modifying for this design 2 Using the mouse pointer click on the Team 1 row and drag the mouse down to highlight Team 4 Shift Pattern Designer m s P P g 4 x Q Fi E E Hours i Mon i 2 Tue 13 Wed Team i 0 00 Team 2 0 00 Team 3 0 00 Team 4 0 00 Las mei P Days Sh i 14T 5 Fri 06 Sat i97 Sun Shifts Daily Hours 8 10 12 14 16 18 20 22 00 02 04 06 ie Se Standard 08 00 EJ Kada datatita tatal lilal an Adjust Shift vj EE a 2 30 Start ty fo Inne OTS oo sf a Highlighting the team rows using the mouse pointer SCHEDULE24 USER GUIDE AND TUTORIAL 141 3 From the Menu select click the Remove Teams button This will clear the design environment of all the Teams oH m 3 3 Remove Teams ne S Fk Ri i 74 54 i A A an E pam AEE Jew T gt m j J E aF Ee move Days 1 Insert Tez Prous Li t Mon i 2 Tue wea mamu s sse rSn Shifts Daily Hours 5 10 17 14 15 18 20 7 00 OF 04 06 Time off 53 00 Standard 08 00 pcre ered eter al one Saale ape ae eer ate rll ara Adjust Shift 9 30a 2 30p Start Day Of Unallocated spits End Ready by 60 Sine OIG The team rows removed 4 From the Menu Toolbar select the Teams button This will display the Teams dialog Enter the following into the Team name and add to the display list Schedule teams Add edit and remove teams from the shi
206. ms and conditions You will be unable to import staff which exceeds the number of staff licensed per schedule Exercise 8 2 Import staff from another Application This exercise assumes you have launched Schedule24 Resource Manager and there is no schedule displayed in the schedule View area 1 Repeat the above procedure to open a new blank schedule in the Schedule View area 2 The Schedule Assistant dialog will be displayed prompting your option Select the Import staff from another source option and click OK to display the Import Wizard dialog Import Wizard Import Wizard This wizard gives you the ability to import staff data into Schedule24 Which import format would you like i a A A Description Import data from Schedule24 Resource Manager e next gt canci The import wizard prompting for file format to import SCHEDULE24 USER GUIDE AND TUTORIAL 219 3 Select the option displayed and click Next to display the file prompt Import Wizard n 3l Import Wizard This wizard gives you the ability to import staff data into Schedule24 Select file Schedule24 Resource Manager Import Examples Schedule24 Format txt Caa The import wizard prompting for file to import You need to select an example file located as above in the default installation path This is a common separator value format of a Sched
207. n to highlight Team 3 and Team 4 SCHEDULE24 USER GUIDE AND TUTORIAL EL New C3 id g 3 4 43 J2 Dy insert ays Fk Remove 1 insert Hous fi 1 Mon_ 1 Tue 1 3 Wed 1 4 Thu i 6 sat_ 1 7 Sun Team 1 0 00 Team 2 0 00 Team 3 0 00 Daily Hours Adjust Shift Start na Saits S d by bo mns S Highlighting the Team rows in the Shift Pattern Designer 3 From the Menu select Edit gt Remove gt Teams Alternatively click the Remove Teams button in the Shift Pattern Designer toolbar menu oo id i New C id LoM mem Aa Zi InsertDays Zk Remove Days 3 Inse Hous fi 1 Mon i 2 Tue 4 Thu DS Fri i6 Sat 7 Sun Team 1 CC a a a a Shifts Daily Hours 20 22 00 02 04 06 08 10 12 Time off Standard 08 00 EJ 4 16 18 a a Adjust Shift a CA start Day Off Unallocated Splits End by oS mins 5 Removing team rows to modify the layout of the design Note that the shift editing controls are disabled when an active row does not have focus 4 From the Menu Toolbar select the Teams Schedule Teams dialog button This will display the SCHEDULE24 USER GUIDE AND TUTORIAL 121 aa Shift Pattern Designer Schedule teams Add edit and remove teams from the shift pattern Use the up and down arrow buttons to arrange team order Displaying the Schedule Teams dialog to edit the Team description 5 Using the mouse pointer click in t
208. nd set the default calculations for all the staff in the schedule 5 Using the mouse pointer Unpin the Issues Pane so it auto hides from the Schedule View area 6 From the toolbar menu select View gt Costs to display the staff cost column and for the purpose of this exercise hide the staff hour s column 7 Using the mouse pointer right mouse click in the Staff Count dashboard area and select customize to display the dialog for selecting Category Combinations 8 Add All working and Cost category and add to the display list using the lt lt button Click OK and close the dialog Adjust the dashboard so the cost information is visible if it isn t already Total Costs Sun 27 May Mon 28 May Tue 29 May Wed 30 May Thu 31 May Fri 01 Jun Sat 02 Jun Sun 03 Jun 7days 2012 2012 2012 2012 2012 2012 2012 2012 ate 446 25 FT Agent Victoria Ainsworth 375 00 All All All Count All Working All Costs 2 739 38 373 13 373 13 373 13 435 00 435 00 375 00 375 00 373 13 4 m H Displaying cost information in the Schedule View area 9 Using the mouse pointer highlight the column date headers across the week range Monday thru to Sunday and right mouse click and select Breaks to display the Breaks dialog vo 2i MySchedule k gt a Total Costs Sun 27 May Mon 28 May Tue 29 May Wed 30 May
209. nd the smaller number in the bottom box e g 28 days in the top box and 7 in the bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller number in the top box and the larger number in the bottom box e g 7 in the top box and 365 in the bottom box will project the annual hours costs total based on a week Setting the calculation to display projected totals SCHEDULE24 USER GUIDE AND TUTORIAL 170 5 Click OK to close the dialog and update the working hour view in the schedule to display the projected hours worked by staff over a period of 28 days based on the hours worked in one week Displaying projected hours over 28 days based on 7 days Note the Total Hours header change to indicate calculation period being applied Monitoring Staff Availability When staff are available to work is clearly important to longer term planning With the increase in flexible working and in some countries this entitlement is legislated e g EEC Member States it is important to record staff working arrangements or working time profile It might sometimes be referred to as staff preferences but in most cases it is based on an agreement between the employer and employee and will often form part of a contract For all other reasons it simply makes sense to include individual staff arrangements in schedule planning This exercise assumes
210. nformation easier Assignment information is also a publishing option for printed and email or web schedules There are also a number of standard reports that are based on assignment information Assignment List Mon 2 Feb 09 Appraisal Mrs Cynthia Cross Interviews all morning Contact Trevor Casey if you need to schedule some time with Cynthia Alternatively she will be checking email later during the day don t rely on voicemail if urgent Management Suite As per spprsissl schedule Msnsgement Suite As per spprsissl schedule Management Suite As per appraisal schedule Management Suite As per spprsissl schedule Team Meeting in Annex Update on resourcing schedule should be am 09 00 no longer than 20 mins If you can t make it can you let Resource Planner know W ith the Executive Budget Reviews 2pm 4pm Priority calls Liai e with supervisor to cover abs ences from this station Priority calls Liaise with supervisor to cover abs ences from this station Priority calls Liaise with supervisor to cover abs ences from this station An example of a report using assignment activity SCHEDULE24 USER GUIDE AND TUTORIAL At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and My Schedule is displayed in the Schedule View Area The first day column is sorted by Start time 1 Using the mouse pointer highlight the Wednesday day cell for Jasmine Fields mail
211. nner Mrs Hilary Gough e Mgmt Coach Dr Trevor Casey e Manager Ms Cynthia Cross SCHEDULE24 USER GUIDE AND TUTORIAL 86 Team Manager Sched Shift patterns used in this schedule View team distribution on this date Management Team activated from 18 June 2012 starting week 1 v View 18 06 2012 Insert Shift Pattern Modify list Teams Available staff Management Team al Name vja TIE PT Agent Mrs Marlene Phillips PT Agent Mrs Jackie Long PT Agent Mr Stephen Owen PT Agent Mr Matthew Lee PT Agent Mr Ian Pearce PT Agent Miss Monica Sewell Manager Mrs Cynthia Cross FT Agent Mrs Veronica Smythe FT Agent Mrs Linda Grant FT Agent Mrs Jane Green FT Agent Mrs Gill Spencer FT Agent Mrs Elizabeth Fretwell x Staff scheduled to other teams a Team Shift Pattern ws eee Selecting staff from the Availability staff list 20 While holding down the mouse button and Ctrl key drag the selection into the Management Team displayed in the Teams section 36 Team Manager ulel Shift patterns used in this schedule View team distribution on this date Management Team activated from 18 June 2012 starting week 1 v View 18 06 2012 Insert Shift Pattern Modify list Teams Available staff Management Team a A Name v Manager Mrs Cynthia Cross PT Agent Mrs Marlene Phillips Mgmt Coach Dr
212. ns staff Next you need to allocate staff to teams using the Team Manager Technician Mr Matthew Lee Technician Mr Peter James Add Stef Potter Technician Mr Dennis Wess CO No thanks I d like to allocate staff to teams later Insert Shift Pattern into Schedule Technician Mr Jonathan Rob Team Management Technician Mr Martin Speed Organize Staff by Teams and Shift Pattern C Don t show me this dialog box again ox Technical Lead Mrs Donna Fr Technical Lead Mrs Beatrice Grant Smith Technical Lead Mrs Elizabeth Gallegos Technician Mrs Carol VanAllen Technician Mrs Jasmine Lopez Technician Mrs Nancy Walker Technician Miss Beth Roberts Fa 5 Check How You re Doing f 6 Publish your Schedule a Acon gt j Ready 10 06 2012 07 01 The Schedule Assistant prompting the nest steps after entering a shift pattern 6 In the Schedule Assistant accept the recommended default prompt Allocate staff to teams using the Team Manager and click OK to display the Team Manager The Team Manager organises all the information about staff and shift patterns It is where you allocate the staff entered in the Staff Manager to any of the shift patterns you have designed and entered or associated with a schedule It is in effect the bridge that coordinates staff with shift pattern designs If you do not have a shift pattern associated with a schedule the Team Manager will be disabled 34 SCHEDULE24 USER GUI
213. ns used in this schedule vew Management Team activated from 18 June 2012 starting week 1 Insert Shift Pattern Modify list Teams Available staff Management Team Name 3 FT Agent Mr Richard Allen CRM Mrs Carol VanAllen Staff scheduled to other teams Name Shift Pattern amp 5 Auto Distribute Staff to Teams Sort Order Teams by Ranking team members using the Order and up and down buttons 22 Select Res Planner Mrs Hilary Gough to enable the Up button and click the Up button to move her to the second position in the team 4 The Up amp Down buttons are enabled and disabled depending on the position the selection occupies in the team e g if at the bottom of the list the Down button will be disabled 23 Using the mouse pointer make sure you have selected Meet and Greet Team Example activated from lt date gt starting week 1 to display the team groupings for that shift pattern 24 Using the mouse pointer click on the Name bar of the Available Staff section to sort the staff in descending alphabetical order or until the small back arrow is pointing upwards 25 Click the View button to display a view of the selected shift pattern and then close the dialog using the windows close button The Meet and Greet shift pattern has two alternating shifts and requires two teams Each team
214. nt Preview to display the Print Preview style options SCHEDULE24 USER GUIDE AND TUTORIAL 206 The Print Preview style options from the main menu You can access any style of schedule or report for print preview without going through Page setup and your previous settings and header and footer information used in the session will be remembered Similarly with File gt Print the same options are presented for direct access without going through Page Setup options 2 Close the Business Center schedule and exit the application to your desktop Web Schedules This exercise assumes you have launched Schedule24 Resource Manager and Business Center schedule is displayed in the schedule View area Publishing schedules to the web enables anyone in the organization to access and see their scheduling information from any browser 1 From the toolbar menu click the Publishing to the Web button to launch the Web Wizard SCHEDULE24 USER GUIDE AND TUTORIAL 207 Welcome to the Web Schedule P Introduction You can save schedule data as Web pages angi Es an FTP site a Web server or a network serw ipfog Content Staff Options Publish The welcome screen of the Web Wizard 2 Click the Next button to move to the next step What elements would like to be induded in your web site This inherits the current Page setup settings for Week Schedule Weekly Schedule Options Staf
215. nt Team activated from lt date gt starting week 1 if you have not already done so to display the team groupings for that shift pattern in the Team Manager Team list 17 Using the mouse pointer click on the Name bar of the Available Staff section to sort the staff in descending alphabetical order or until the small back arrow is pointing downwards 92 SCHEDULE24 USER GUIDE AND TUTORIAL 18 Click the View button to display a view of the selected shift pattern and then close the dialog using the windows close button EA Team Manager Schedulel Ea Shift patterns used in this schedule View team distribution on this date Management Team activated from 18 June 2012 starting week 1 v 18 06 2012 Insert Shift Pattern Modify list Teams Available staff Management Team a A Name ajA Shift Pattern Management Team Schedule Week 1 1 1 1 1 Mon 1 2 Tue 1 3 Wed Management Team 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p Teams by Sort Order ER Auto Distribute Staff to Teams ss Checking the view of the shift pattern before allocating staff fyou are working with multiple shift patterns it is good practice to check the view of the shift pattern before allocating staff to make sure you have selected the right pattern 19 Using the mouse pointer and the Ctrl key select the following staff in the Available staff list e Res Pla
216. ntered People per team Teams required Length of schedule The direction of rotation can be seen in an instant saving hours of guesswork The Direction of Rotation of DOR is important and directly impacts our body clock and sometimes referred to as circadian rhythms It has been long established that a forward rotating schedule is to be preferred 14 Click Next and move to the Speed of Rotation section and select the option Customize speed and reduce the days to 2 The schedule pattern will dynamically update Speed of Rotation SOR Here you control the rotation speed of your schedule The best rotating shift system is fast forward rotation for example two mornings two afternoons and two nights The worst is a backward rotation of a week of nights a week of afternoons followed by a week of morning shifts If you re not sure select Change Shift after Days Off Change Shift after Days Off Customize speed Recommended 2 Ber Increase the days slower rotation V Add Days Off Decrease the days faster rotation V Fixed or Rotating Y Staff Distribution Direction of Rotation V Speed of Rotation pHDHHD DH LA ooh hb Dh Db NON BNNNN NPBPNNON NN 000000000000000 Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule A well balance
217. o update the schedule and return to the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL 112 Management Team Pomc SEGRE Dewitt Meet and Greet Wa t0 E Team Meet and Greet Job Title sorted according to ranking order in the Service tab of the Staff Manager Multiple or hierarchical sorting and ranking There are around 352 combinations of sorting and ranking schedule content using the Advanced Sort feature In practice you will probably have two or three you will use regularly but these may involve more than one category in your sort of choice options 28 Open the Advanced sort dialog and select the options displayed in the following screenshot Advanced Sort Lets you specify a custom sort order such as Last Name Department Start Time or Total Hours and so forth Ascending Descending Ascending Descending Ascending Descending Ascending Descending Option settings to sort and rank more than one category 29 Click OK to close the dialog to update the schedule and return to the Schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL 113 Mon 18Jun Tue 19 Jun Wed 20 Jun fears e pein a aa Management Team lt CRM Mr Graham Waters ae eam Content sorted by Job Title ranking and Team rankings With the additional sorting option on Team order the Job Title ranking remain the same and the staff with the same Job Title are displayed
218. oeossoessssesssseosssessssesssoesseses 105 Ranking Staff in Their Respective Teams cccsccccscscsccscscsccccccscsccccccscscescecscncescccscscecescecscesecsess 107 Sort Staff by Department s ssesessesessscsessssesssoesssoesosoecsesesssoscssoesssoesssoesssosssssesssseosssessssessssesseseo 108 Ranking Department Order sesessesessesessesessssesssoecssoesssoecssoesssososssssssseosssesssssossssoseseossssoesseoeeee 109 Panke JOD PITIO iscan E E E EEA A 110 Multiple or hierarchical sorting and ranking ccceccccscscsccccscsccccccscsccccccscsceccccscscececcecnceseccecs 112 Using QUICKSORE Sort Wisc cocoeccsncsneciensereccsvnctecnnvusssenesnesceauesscansoaaspcuneecsceeepncndeauesncces aateesiecssan 113 Section 5 Shift Pattern Design sessesesescsesescesescecsesoccoesocoesoscesoscesescesesceoesoscoesosoesosoeseeo 115 Defining a scheduling strategy esseseseesesescoesescecesoecesoscesosoesoscoesoecesosceoesoeoesoeoesoeoeeoeoe 115 Str ct red Scheduling ccscvsssscteneevadereciossesncahetuvnvonssnovuewavaveuasesosesubevedsonnsctense a 115 Unstructured Scheduling ssirssrrissirvenssisrso urinni a 115 Defining a Business Requirement ccceccccececcccccsceccececececcccececescececscescececscecescecscecescecs 118 A fixed shift ACE ON Miasyicccccescccunnasascanwnsenesaeacsawonsvacusedey toauc oun in EN IN Ei N ai 118 Exercise 5 1 Designing a simple fixed Shift pattern cccccccsssssccccceeseecccceesecceeese
219. ointer in the highlighted area and click the right mouse button to display the pop up menu and select Unavailability This will display the Unavailability dialog SCHEDULE24 USER GUIDE AND TUTORIAL Name 16 05 2012 21 05 2012 FT Agent Mr Richard Allen Category Full Day Vacation 00 Half Day Vacation SICK Details 3 Using the drop down list for the Type box select Full Day Holiday 4 Enter Main Leave in the Description box 5 Enter Approved and confirmed in the Details box Name 16 05 2012 21 05 2012 FT Agent Mr Richard Allen Category Full Day Vacation Description Main Leave Details Approved and confirmed Removing the scheduled shift for FT Agent Mr Richard Allen will also remove the assignments and breaks on 16 05 2012 Do you want to proceed SCHEDULE24 USER GUIDE AND TUTORIAL 7 Click Yes to All button to accept the update and close the dialog and update the schedule A f you simply click the Yes button on a multiple selection of days the dialog will update each cell at a time and prompt you with a warning before making any changes Yes to All option updates all the cells in one go and you only get a warning prompt once edules amp mail Staff Schedules a Publish to the Web StaffReport GH Statistics Repo Mon 14May Tue 15 May 16 May Te 17 May 2012 2012 Fri 18 May 2012 7 00a 3 00p 7 00a 3 00p 2 breaks SICK
220. olbar select Tools gt Options to display the Options dialog and then select the View tab Color _ User Email Information Calculation vacation Costs working Hours Assistance Show Welcome screen on startup Show Assistants Show Infotips Show Navigation Pane Show in schedule Job title C Employee Number Title First name Last name Status bar Grouping Time settings Use the following time format 12 hour AM PM 24hour Print Margin units Inches vj Email schedule wizard Show email wizard welcome screen on startup When you want to change what you see the Options is where you do it 30 SCHEDULE24 USER GUIDE AND TUTORIAL 4 Make sure the checkboxes for Job title and First name and Last name are checked to display this information in the schedule view and the Time settings are set to 12 hour AM PM option Click OK to close the Options dialog and update the schedule display Tip If you are familiar with and prefer to work in 24 hour military time then select that option The section exercises use 12 hour time format If the checkboxes are unchecked then this information will not be displayed in the staff schedule view In fact the information will not be displayed anywhere in the workflow including publishing schedules to the web and email Depending on preferences just first names may be sufficient on the other hand you may want to communicate a more form
221. olor display in the Cover Count display SCHEDULE24 USER GUIDE AND TUTORIAL 161 The color cue displayed is not that meaningful given we have not set the thresholds in the Staff Count dialog At the moment the color display is generated by the default settings 5 From the Navigation pane Cover Count section select Categories and Ranges to display the Staff Count dialog 6 Using the mouse pointer select each record displayed in the Current View list of the Staff Count dialog and set the minimum and maximum thresholds for each entry and click the lt lt button to update the threshold count Do this for each in turn Setting the thresholds for each of the combinations listed If you do not select the combination category when changing thresholds it will add the combination category and threshold as a new list item to be displayed If you do this in error then just click the gt gt button to remove it from the list and repeat the procedure to change an existing items threshold 7 Click OK to close the Staff Count dialog and update the Staff Count dashboard Total Hours Wed 04 Feb Thu 05 Feb Fri 06 Feb Sat 07 Feb Sun 08 Feb Mon 09 Feb Tue 10 Feb A ys 09 2009 2009 2009 2009 2009 Nurse Grade 2 Hugh Thompson Paediatrics i Hh 6 Es All Working All Hours 807 00 1415 00 123 30 99 00 99 00 1320012400 __ 12 643 75 1 612 50 1 621 25 1 872 50 1 980 00 1 977 50 1
222. omatically be entered into the Staff manager when you complete the Wizard Job Title SCHEDULE24 USER GUIDE AND TUTORIAL You add each entry to the display list in turn using the Add button Entries can be removed from the display list using the Delete button If you hit the Enter key to add a staff record it will move to the next step in the Wizard to return to entering staff information simply click the Back button EasyStep Schedule Wi x Add Staff If you don t want to add any staff at this time EasyStep Schedule Wizard will automatically create temporary personnel You can add or change personne later in the Staff Manager Staff You can also enter Job Title on its own if scheduling roles and add the names later 4 Click Next and move to the next step Add shifts to your schedule Add shifts to your schedule Enter the shifts to be used in your schedule You can always add additional shifts once the EasyStep Schedule Wizard is complete by using the Shift Editor on the Scheduling menu Shifts Shift To create split shifts use a comma 06 00a 09 00a 12 00p 03 00p Display shifts in the following time You can enter any number of shifts and descriptions 5 In the Shift box enter 7a3p to denote 7 00a 3 00p and in the Description box enter Early Select a color code for the shift by clicking the color listing Click the Add button to add this shift to the display list SCHEDULE2
223. onflict Removing the scheduled shift for FT Agent Mrs Jasmine Fields will also remove the assignments and breaks on 16 05 2012 Do you want to proceed Unavailability and Assignments cannot be scheduled together and will generate a conflict warning when this occurs 7 Click the Yes button to accept the change and update the schedule SCHEDULE24 USER GUIDE AND TUTORIAL 48 i P ical i L half ole ci IE Mon 14 May Lens takes aint 16 May rad 2 Pii at 19 2012 f 7 00a 3 00p ear 2 breaks SICK Gata Cold FT Agent Mr Timothy Chiswick FT Agent Miss Jane Green FT Agent Ms Victoria Ainsworth FT Agent Mr Richard Allen At the start of this exercise it is assumed you have already launched Schedule24 Resource Manager and My Schedule is displayed in the Schedule View Area The first day column is sorted by Start time 1 Using the mouse pointer highlight the day cells Wednesday to the following Monday for Richard Allen Publish to the Web amp Staff Report 7 Saar in aa 2 breaks 4 RAAR x 34 Statistics Report 43 Management Repor Wed 16 May Thu 17 May 2012 2012 Fri 18 May 2012 FT Agent Ms Victoria Ainsworth A Rid N 11 S 11 1 1 7 7 tMr d 3 00p 11 00p 3 00p 11 00p 5 00p 1 00a 5 00p 1 00a 11 00p 7 00a 11 00p 7 00a 2 From the Menu select Scheduling gt Unavailability Alternatively you can point the mouse p
224. ons for Show Assignment color and in the Holiday section 4 When you close the Options dialog the color mapping will be updated If it doesn t behave how you expected go back and check you have options selected to display even though you have mapped a color 9 Close the Options dialog to update the schedule view amp The following procedure deals with options in the Holiday section For the purpose of this exercise make a note of the Monday date in the first column displayed in the Schedule View If you haven t already done so select a color for the Public Holiday and Weekends option and check to display in the Schedule View Area You might want to deselect the other color mapping options to see the changes more easily Over staffing sa Acceptable staffing sa Under staffing These settings will only display the color mapping of weekends and public holidays 10 Open the Options dialog and select the Vacation tab SCHEDULE24 USER GUIDE AND TUTORIAL 57 Options z General View _ Color_ User Email Information Calculation Vacation Public Holiday Public Holiday list Public Holiday date 14 May 2012 14 05 2012 x Day Month Year 4 May 2012 June 2012 July 2012 I gt 123456 123 7 8910111213 45 67 8910 3 45 7 gt 7215 1617181920 11 121314151617 10 11 12 13 14 15 21 22 23 24 25 26 27 1819 20 21 22 23 24 1617 18 19 20 21 2
225. ontains the names in the left most column of data The Export Wizard with the content options selected 3 Accept the default options and click Next to move to the next step Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Select staff and date ranges to export Dates Start 2 2 2009 Finish 2 28 2008 FT Agent Elizabeth Fretwell sa ae ee Rae gt The Export Wizard with the range options selected 4 Accept the default options and click Next to move to the next step Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Save exported file as C Users Desktop MyExport MDB Ga That s all the information the export wizard needs to export your data SCHEDULE24 USER GUIDE AND TUTORIAL LLS The Export Wizard with the target file and location selected Enter a file name and target location to save the Access database For the purpose of the exercise save the file as MyExport mdb and save to your desktop 5 Click Finish to start the export which may take a few minutes Tip You can see the progress of your export in the flood bar of the Status Bar and the process display Exporting If you have other background process operating the flood bar may freeze but the export will complete Eile Edit View Insert Format Records Tools Window Help M BB 6RY
226. option No thanks I ll add shifts or shift patterns later and click OK This will display the Shift Editor Toolbar in its docked position Schede en You now have a schedule containing staff Next you need to add shifts or automate your schedule with shift patterns Add shifts directly into my schedule Insert shift patterns to automate my schedule L Don t show me this dialog box again Declining to add shifts or shift patterns in the Schedule Assistant 5 Using the mouse pointer select the Automate with Shift Patterns section in the Navigation Pane to display access to the Shift Pattern and Team Manager controls if not already displayed SCHEDULE24 USER GUIDE AND TUTORIAL 6 Using the horizontal scroll bar adjust the schedule display forwards so the first day column is a Monday a fm 8x Thu 21 Jun Fri 22 Jun Sat 23 Jun Sun 24 Jun Mon 25 Jun Tue 26 Jun Wed 27 Jur 2012 2012 201 2012 2012 212 J E FT Agent Mr Richard Allen FT Agent Dr Peter Agar PT Agent Mr Ian Pearce Select a Task FT Agent Mr Phillip Bunting Use Shift Patterns to automate your scheduling CRM Mr Graham Waters a Shift Pattern Wizard New Shift Pattern PT Agent Mr Stephen Owen Shift Patterns Online 3 PT Agent Mr Matthew Lee amp More FT Agent Mr Javid Ali Add Shift Pattern FT Agent Mr Martin Speed Insert Shift Pattern into Schedule FT
227. ord it cannot be recovered Itis advisable to keep a list of passwords and their corresponding schedule and template names in safe place Remember that passwords are case sensitive The Set Password dialog with password entry entered 2 Click OK and Save before closing the schedule and re open in the Schedule View area 230 SCHEDULE24 USER GUIDE AND TUTORIAL The screen display when opening a protected schedule want to protect your shift pattern design files 3 Cancel or close the Set Password dialog control and exit the application to desktop Schedule24 File Types 231 4 The procedure is identical when working in the Shift Pattern Designer environment and you For convenience the different file types you will be working with are produced in this table You can also find information about Schedule24 files in the application Help files Staff Schedule Schedules oe a pattem Shift patterns esign oe Templates Template P Crystal or Business Objects Report Management Reports System backup of your files to aid With original recovery Created when accessed by more With original than one user Delete if sure Delete if sure Delete if sure Don t delete Don t delete Can Delete SCHEDULE24 USER GUIDE AND TUTORIAL 232 SCHEDULE24 USER GUIDE AND TUTORIAL 233 All trademarks acknowledged Intellicate Limited 2000 2012 Schedule24 is a registered trade mark in the
228. ority of multipliers in the context of rates can be presented as follows Useful considerations when working with Staff costs include Comparing deployment costs in context of production staff hours e g know when change in staff deployment patterns threatens increase costs without benefit in more production hours Calculating service costs for business tariffs knowing your deployment costs means a more competitive tariff that wins business e g out manoeuvring the competition that make it up as they go along Understand your options in the Staff Cost grid e g better coordination can avoid short notice agency staffing due to lack of planning Effective not Efficient Not efficient or effective Efficient and Effective Efficient not Effective SCHEDULE24 USER GUIDE AND TUTORIAL 190 Section 7 Printing and Publishing How you communicate action is as important as doing it in the first place Ambiguity uncertainty and delay are the hallmarks of an inefficient and ineffective work place After completing this lesson you will be able to 1 Communicate an effective staff deployment strategy 2 Publish web schedules for universal access 3 Email schedules for faster communication 4 Provide workplace intelligence 5 Create management reports for improved decision making Printing and Publishing Options schedule24 Resource Manager works with a perpetual calendar which means scheduling
229. otal based on a v le Setting the calculation to display average totals 2 In the Calculate over text box enter 28 days and 3 In the display calculation for text box enter 7 days 4 Check the Include breaks in calculation checkbox 5 Click OK to close the dialog and update the working hour view in the schedule to display the average hours worked by staff each week Over a period of 28 days seu cancel 168 SCHEDULE24 USER GUIDE AND TUTORIAL 169 FT Agent Jasmine Fields Displaying average hours over 28 days This exercise assumes you have launched Schedule24 Resource Manager the navigation pane displayed and MySchedule is open in the Schedule View area is Select Customize calculation from the View hours and budget section of the Navigation Bar This will display the Calculation options In the Calculate over text box enter 7 days and In the display calculation for text box enter 28 days Check the Include breaks in calculation checkbox Calculate over days and display calculation for days Indude breaks in calculation Calculation examples Exact Working Hours and Costs If you want exact totals enter the same number in both boxes e g 1 in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box a
230. p totals make up the distribution total Good for showing comparisons between subgroup values Displaying characteristics of the part time shift pattern 11 Save the design and Exit the Schedule Designer SCHEDULE24 USER GUIDE AND TUTORIAL 151 Section Section 6 Monitoring and Analysis Powerful tools enable analysis of scheduling activity In addition to the Staff Count and the staff Distribution Profile there is a comprehensive and automated conflict monitoring tool to check out your scheduling logic surrounding staff availability working hours and rest periods After completing this lesson you will be able to 1 Work with Staff Counts and Staff Distribution profiles to monitor and improve staff deployment patterns 2 Avoid breaches of working hours and rest period thresholds 3 Monitor working hours and evaluate staff costs for successful business planning Working With Staff Count Dashboard During scheduling many changes may take place which means you need to monitor how these changes impact on providing an adequate staff supply Too many staff can be as bad as having too few Staff Count is a simple but effective dashboard display about headcount staff hours and costs dynamically updated as you schedule your staff Exercise 6 1 Re visiting schedule options and settings The first exercise steps will make sure your settings are configured correctly with the correct schedule for this serie
231. pattern Enter the shifts to be used in your shift pattern You can always add additional shifts once the Shift v Welcome Pattern Wizard is complete by using the Shift Editor Y Add Shifts Description Select Start Day Fixed or Rotating Add Days Off Staff Distribution Finish Display shifts in the following time 12hour 24hour Example 12 hour 10 00a 05 00p or 24 hour 09 00 17 00 The Shift Pattern Design Add Shifts screen 5 In the Shift box enter 7a3p to denote 7 00a 3 00p and in the Description box enter Early Select a color code for the shift by clicking the color listing Click the Add button to add this shift to the display list Tip If your preference is for 24 hour working select the 24 hour option To save time formatting 24 hour time can be entered as a continuous entry e g 07001500 and the 07 00 15 00 formatting will be applied automatically SCHEDULE24 USER GUIDE AND TUTORIAL 6 Follow the step above to enter the following shortcut time and descriptions each with a color code 4 7 When you have completed entering this list your display should look something like this your color choice is not important for this exercise Shift Pattern Wizard sven Add shifts to your shift pattern Enter the shifts to be used in your shift pattern You can always add additional shifts once the Shift Y Welcome Pattern Wizard is complete by using the Shift Editor Shifts Y Ad
232. pattern otherwise it will be a sequence based pattern Too many hours can lead to fatigue and increase risk Too high or too low need to be avoided Used with maximum daily hours Useful whenever 24 7or any rotating shift patterns are used Useful whenever 24 7or any rotating shift patterns are used The most important piece of feedback in this panel Less than 11 hours between shifts is considered undesirable and should be avoided Increasing the average rest period over the shift pattern cycle wherever possible is to be preferred even though the minimum period is satisfied There are countless permutations when using the shift pattern wizard Even so it has limitations for example it will not allow single or orphan days off to occur in any pattern For total control the shift pattern design environment is used although the wizard is one way to get you started with the basics Whatever options you choose the shift pattern wizard will always guarantee a shift pattern For those of you who are familiar with endless streams of no solution found after battling configuration tables will appreciate 11 Click Next to move to the Fixed or Rotating section and select the Rotating option SCHEDULE24 USER GUIDE AND TUTORIAL A Fixed shift option means staff generally always work the same shift and have the same days off each week A Rotating shift option generally means staff work different shifts
233. r mapping in the Schedule View Ignore the Cover count or Staff count section this will be dealt with in a later section The individual option for Unavailability enables you to map colors to individual categories of unavailability This can be contrasted with Assignments that are mapped to a single color choice as multiple assignments can be scheduled to one shift and has a display constraint 5 Check and highlight the 7 00a 5 00p shift displayed in the shift list and Click the color palette icon to display the color palette M Show Shift color If different from shift pattern ee aa All Individual a mn a A 7 00a 5 00p ca me ae a 10 00a 6 00p DS E pE E f m Eee Eee 5 00p 1 00a 3 00p 11 00p m a a _ wo a a 11 00p 7 00a EBEEEEEE S amp S CELE is Custom colors Tl REE EE EEEE gpg Define Custom Colors gt gt Show assignment color Cover count Over staffing E Acceptable staffing Under staffing Ie 6 Pick your color preference and click OK to assign the color to the shift 7 Repeat the above steps and assign your color preferences to other shifts Click OK to close the Color palette window SCHEDULE24 USER GUIDE AND TUTORIAL If you don t check the shift checkbox that particular shift color will not be displayed in the schedule 8 Repeat the procedure for Unavailability and opti
234. re dates wt 204 SCHEDULE24 USER GUIDE AND TUTORIAL 205 Print Range z Select dates Start 2 2 2009 x End 2 28 2009 x Month Year Select staff 4 February 2009 March 2009 April 2009 May 2009 June 2009 gt Name a Job 1234567 1234 1 2 123456 CRM Carol VanAllen CRM 12345 6 7 8 9 1011121314 5 6 7 8 9101 3456789 7 8 9 1011 12 13 CRM Graham Waters crm 8 9 1011 121314 15 161718192021 12131415 161718 10 11 1213141516 14 15 16 17 18 19 20 15 16 17 18 19 20 21 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 CRM Helen Vizara CRM 22 23 24 25 26 27 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 CRM Wendy Harrow CRM i 34 FT Agent Beatrice Grant Smith FT Ag FT Agent Elizabeth Fretwell FT Ag July 2009 August 2009 September 2009 October 2009 November 2009 FT Agent Gill Spencer FT Ac FT Agent Jane Green FT Ag 1234 1 12345 1231234567 FT Agent Javid Ali FTA 5 67891011 2345 678 6 7 8 910112 45 678910 8 9 1011 121314 FT Agent Linda Grant FT Ad 12 131415161718 9 101112131415 13141516171819 11 121314151617 15 1617 18 19 20 21 FT Agent Martin Speed FT Aq 19 20 21 22 23 24 25 1617 18 19 20 21 22 2021 22 23 24 2526 18 19 20 21 22 23 24 22 23 24 25 26 27 28 FT Agent Peter Agar FT At 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 29 30 30 31 FT Agent Phillip Bunting FT Ac FT Agent Richard Allen FTAd December 2009 January 2010 Febr
235. requirements they can be delivered against a specification This exercise assumes you have launched Schedule24 Resource Manager and Business Center schedule is displayed in the schedule View area Management Reports have their own file location and by default are stored in the root directory at the time of installation You can change the file location using Tools gt Options gt General tab All Management Reports can be exported to a range of different applications including Excel Word and PDF formats 1 From the toolbar menu select Tools gt Options gt General tab to display the control settings for changing location pathnames P Options x General View Color User Email Information Calculation Vacation Costs Working Hours Settings Recently used file list 4 entries Prompt for schedule properties C Prompt for shift pattern properties _ Publish to the Web when saving schedule File paths Schedule location C Schedule24 Resource Manager Schedules Template location C Schedule24 Resource Manager Templates Shift Pattern location C Schedule24 Resource Manager Shift Patterns HHO Management Reports location C Schedule24 Resource Manager Management Reports Choose Directory x Select the default file location 4 d Schedule24 Resource Manager a Management Reports d Charts and Graphs d S
236. return to the Schedule View Area 4 You can set global Working Hours values in Tools gt Options that are applied to all staff in the schedule and individual Working Hours values for each member of staff Values are calculated depending on option selected i e global or individual Enter global first and then deal with exceptions individually 4 Open the ACM control dialog and accept the default dates click Search 4 There should be no change to the warnings listed in the Issues Pane The values entered for Peter Agar do not as yet breach any thresholds you have set 5 Close the ACM control dialog to return to the Schedule View area Tip use the mouse pointer to grab the top of the Issues Pane and extend upwards to display more visible area 6 If not already done so adjust the Schedule View area to display the schedule content as follows SCHEDULE24 USER GUIDE AND TUTORIAL 177 ail Staff Schedules o the Web Gs Staff Report G4 Statistics Report Management Reports ess Hours ii ae Lee aaa big 30 May ep aiid Fri 01 Jun Sat 02 Jun Sun 03 Jun days 2012 2012 2012 O a e o ion gt E E Person Date Shift lIssue Description FT Agent Peter Agar Sunday May 27 2012 10 00a 6 00p Availability Shift 10 00a 6 00p does not match this day s staf FT Agent Peter Agar Thursday May 31 2012 3 00p 11 00p Availability Shift 3 00p 11 00p does not match this day s staf FT Agent Peter Agar Sat
237. return to your desktop This exercise assumes you have launched Schedule24 Resource Manager and the Navigation Pane is displayed and there is no schedule displayed in the Schedule View area The Staff Report contains all the personal and contact information you have entered about staff in the Staff Manager The options are configurable so you only produce the staff reports with the content you need 1 Open the Business Center schedule 2 From the toolbar menu select File gt Page Setup gt Staff Report to display the Page Setup dialog Page Setup Page Margins Staff Print Range Header Footer Options Indude in staff Address Contact Training Vacation The Page Setup for Staff Report style options displayed The options are straight forward If you want the information to be displayed check the appropriate checkbox and uncheck if you do not want the information displayed Note the tab format is the same except for the style tab This is the only tab that changes in Page Setup depending on the style selected the other controls remain the same 3 Accept the default settings and click the Print preview button to display the Staff Report in the print preview window SCHEDULE24 USER GUIDE AND TUTORIAL 198 The Staff Report will all options for content displayed in print preview 4 Click the close button to return to the Schedule View area This exercise assumes you have launc
238. riods Scrolling to the right of the pattern and the distribution balance is perfectly balanced given the options selected so far This is a matter of judgement and we will see later how more control can be achieved when looking at the Shift Pattern Designer For now we are simply working through the basic concepts underlying staff scheduling 13 Click Next and move to the Direction of Rotation section and accept the Forward default option SCHEDULE24 USER GUIDE AND TUTORIAL 19 _EasyStep Schedule Wizard Select direction of rotation Direction of Rotation DOR v Welcome Here you control the direction of your schedule A forward direction means shift start times rotate Enp eog later throughout the schedule A backward direction means shift start vV Add Staff times rota 6 ere A forward or clockwise rotation is considered aena oy Sora ao V Add Shifts Select Start Day Forward Mornings followed by afternoons and then nights Recommended Backward Nights followed by afternoons and then mornings V Fixed or Rotati ee Order shifts as entered V Add Days Off Staff Distribution Direction of Rotation l oe SEEEEEEEE Speed of Rotation Ee Ee Ee Ee Ee Ee De De De De De De De Save Schedule Finish oooo BRAK Daa BRARRAAA RK DADDAAAGD DADHDAAAD DADDAAA GD Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People e
239. rned This exercise assumes you have launched Schedule24 Resource Manager the navigation pane displayed and no schedule is open in the Schedule View area You will be using the MySchedule created in the Getting Started Section 2 1 Open the MySchedule Memo a Monito onfiicts Staff Distribution Graph ay Publish to the Web i Staff Report g Statistics Report 4g Management Reports Department Total Hours Sun 27 May Mon 28 May Tue 29 May Wed 30 May Thu 31 May Fri 01 Jun Sat 02 Jun 7 days 2012 2012 2012 2012 2012 2012 2012 ah 1 Start your Schedule Start a Task ne so opio sowie Ee h l Ee eee eae EasyStep Schedule Wizard Fragen Aen 3 nosco Sore oe ee a Schedule Templates on E Schedule Templates Online Open an existing schedule riences os EON o soy een i asses me More amp 2 Add and Remove Staff FA 3 Automate with Shift Patterns Ee 4 Manage your Schedule FE 5 Check How You re Doing 6 Publish your Schedule All All All Count 49 7 7 7 7 7 7 F 7 rs 4 l m ar eee 7 27 NTH Displaying Myschedule in the schedule View area 2 Open Tools gt Options gt View tab and set the options as follows SCHEDULE24 USER GUIDE AND TUTORIAL 166 Show Welcome screen on startup Show Assistants Show Infotips Show Navigation Pane Show in schedule Job title C Employee Number C Title First n
240. rowser Choose a folder for your published web schedules C Schedule24 Resource Manager Web gt J Schedule24 Duty Management Toolkit ai Schedule24 Resource Manager The preview screen of the Web Wizard You can choose any location on the network to save web schedules To save web schedules to an external hosting location you need access to a file transfer protocol solution There are a number of suitable open source FTP solutions e g Coffee Cup and FileZilla 6 Click the Preview in Browser button to display the web schedule in your local browser SCHEDULE24 USER GUIDE AND TUTORIAL 209 r e eo E C Users Richard AppData Local Temp index htm P GX cAusers Richard AppData X lena Schedule24 Professional for Mon February 02 2009 to Tue February 10 2009 Example schedule of a business facility with multiple departments and combinations of different work patterns Use of color to flag multiple staff assignments and staff absences Week Schedule Day Schedule Staff Monday 02 Feb 2009 FT Agent Peter Agar i Tuesday 03 Feb 2009 FT Agent Victoria Ainsworth week starting 09 Feb 09 Wednesday 04 Feb 2009 FT Agent Javid Ali Thursday 05 Feb 2009 FT Agent Richard Allen Friday 06 Feb 2009 FT Agent Phillip Bunting Saturday 07 Feb 2009 Mgmt Coach Trevor Casey Sunday 08 Feb 2009 Manager Cynthia Cross Monday 09 Feb 2009 FT Agent Elizabeth Fretwell Tuesd
241. rt Beatice Grant smin 400 Pae Oe ee ae eee eae ey ae 6 00p 10 00p 00p 10 00p 6 00p 10 00p 00p 10 00p 6 00p 10 00p Unallocated Unallocated nether Appraisal Priority Priority Priority FT Agent Phillip Buntin 6 00p 10 00p 00p 10 00p 6 00p 10 00p 00p 1000p 600p 10 00p tng App sisal Priority Priority Priority re 8 00p 800s 8 00p 8 0038 7 208 3 30p Support z 24 00 9 008 5 00p 9 003 5 00p Prammer m 24 00 9 003 5 00p 9 008 5 00p 1200p 8 00p PT Aent Moric Sewel OOO aay mmay atety terry mamiy natty ner _ 2400 00p 8 00s 00p 8 00s crmeaoiventen 249 stay tear HottDayLeov ade CRM Wendy Harow 720 330 7030p 5008400 pport pport ppo FT Agent Peler Amar 9 30a 2 30p 9 302 2 20p Unallocated Unallocated se Priori Priori FTAgert main spa 000 7 6 2012 at 08 56 My Name Here Ready 7 6 2012 8 56 The Weekly Schedule displayed in print preview 6 Click the Setup button to return to the Page Setup dialog and select the weekly tab if not already displayed 7 Select the Full page optimization option and accept the defaults this enables and click the Print Preview button W W Schedule24 Resource Manager Print Preview H Setup Whole Page J QJ Previous Next Close Business Center 2 2 2009 to 2 22 2009 7 da 2009 2009 2009 2009 2009 2009 2009 24 00 8 00p 8 00a 8 00p 8 00a Eie tects heri Bieg HalfDayLeav_ HalfDayLeav Priority Priority F 24 00 7 30a 3 30p 7 3
242. rt format for QuickBooks 10 Click Finish and the file will be imported into the Staff Manager 11 Close the Schedule assistant prompt dialog that will appear and the schedule without saving to clear the schedule View area The menu items are defined importing scripts saved with the file extension IMP and located in the Import folder of the installation path g M Schedule24 Resource Manager gt Import gt File Edit View Tools Help Organize v A Open v Burn New folder Name Date modified Type Size db Examples 1 31 2012 8 20 File folder MYOB Employee Card 6 18 2006 12 52 IMP File 1 KB MYOB Personal Card 6 18 2006 12 52 IMP File 1KB QuickBooks Employee 6 18 2006 12 52 IMP File 1KB QuickBooks Employee Date modified 6 18 2006 12 52 IMP File Size 254 bytes The import files used to create items in the drop down list Date created 6 18 2006 12 52 220 SCHEDULE24 USER GUIDE AND TUTORIAL PAA FieldMap REFNUM UPRN SALUTATION Title FIRSTNAME FirstNames LASTNAME LastName SSNO NI Number NOTEPAD Memo ADDR1 Home Address ADDR3 Home County ADDR2 Home City ADDR5 Home Country ADDR4 Home Post Code PHONE1 Home Phone 1 PHONE2 Home Phone 2 Example of a script of an IMP file for QuickBooks format 12 Close the Schedule assistant prompt dialog that will appear and the schedule without saving to clear the schedule View area This exercise assumes yo
243. ructured Scheduling A good example of structured scheduling would involve well defined shifts and day off pattern worked in a particular order It would enable staff to know months or a year or more in advance what shift they will be working on which day and when they will have a day off Unstructured Scheduling Unstructured scheduling is the opposite of structured scheduling An example of unstructured scheduling would involve ill defined shifts worked in no particular order Unstructured scheduling may be the only approach if the SCHEDULE24 USER GUIDE AND TUTORIAL 116 manager has no control over staff and effectively schedules the business requirement to fit around staff availability Structured scheduling will involve the Shift Pattern Designer and Team Manager whereas unstructured scheduling styles do not You have already been introduced to the shift patterns examples used in this section when you added and allocated staff using the Team Manager to create a schedule in Section 4 The Team Manager is used to manage the various shift patterns and staff allocations This section will take you through step by step how each shift pattern was designed using the Shift Pattern Designer Schedule24 Resource Manager Workflow Defining a Business Requirement lt is important to have a clear understanding or goal about the business requirement before designing a shift pattern Some useful questions include Does the daily bu
244. s Full Time Agents Full Time Agents Full Time Agents ee ene Full Tim 24 Distribute Staff to Teams eee ae Part Time Agents __Part Time Part Time Part Time Part Time Part Time Part Time Part Tin Agent Miss Monica Sewel Cering Team Agents Agents Agents Agents Agents Agents Agents Ti Ti Ti Ti Ti Ti Ti FT Agent Mr Philip Bunting a Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Pa a ime Agents Full Tim FT Agent Dr Peter Agar a Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents eee Full Time Agents Full Tim Part Time Agents _ Part Time Part Time Part Time Part Time Part Time Part Time Part Tin is sities snbebacini e Agents Agents Agents Agents Agents EEEN Agents Agents EERERERER Part Time Agents Part Time Part Time Part Time Part Time Part Time Part Time Part Tin ane S E a Agents Agents Agents Agents Agents R Agents Agents EG 4 Manage your Schedule Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Tim FT Agent Mr Javid Ali Eme EY 5 Check How You re Doing aera Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Time Agents Full Tim AI AIAI Count 175 25 25 25 25 25 25 25 25 23 E 6 y ig ees O bo SSS SSS SSS SSS Ss nesses AAAI 52512 The updated Schedule View area displaying the Shift Pat
245. s involved No multiplier is calculated for salaried rates at weekend and public holidays Note that the salaried rate is also applied to Days off unlike hourly and day rates 14 Click the Management Reports button in the menu toolbar to display the reports list dialog 15 In Managements Reports folder click Costs and select the Staff Week report 16 Click Open to display the Staff Week report in Print Preview Staff Weekly Costs Name Peter Agar Week commencing Sunday May 27 2012 Date Start Finish Hours Basic Overtime Premium Weekend Public Holiday Total Sun 27 10 00AM 6 00PM 8 00 112 33 112 33 Mon 28 112 33 112 33 Tue 29 112 33 112 33 Wed 30 3 00PM 11 00PM 8 00 112 33 112 33 Thu 314 3 00PM _ 11 00PM 8 00 112 33 112 33 Fri 1 5 00PM 1 00AM 8 00 112 33 112 33 Sat 2 5 00PM 1 00AM 8 00 112 33 112 33 TOTAL 40 00 786 30 786 30 The Staff Week management report showing the salaried cost breakdown viewed in the Schedule View area The salaried rate is now reflected in the Staff week management report SCHEDULE24 USER GUIDE AND TUTORIAL 189 17 Close the Print Preview and return to the Schedule View area Tip When you highlight any area of the Schedule View area a hours and cost calculation is also displayed in the left hand side of the status bar For example highlighting a two column sat amp Sun weekend column gives an instant feedback on the costs of weekend working The calculation pri
246. s of exercises and assumes you have Schedule24 Resource open with the navigation pane displayed and no schedule displayed in the Schedule View area 1 Open the Healthcare schedule example The Cover Count is displayed at the bottom of the schedule It displays the total number of staff in the schedule In this schedule there are a total of 25 staff SCHEDULE24 USER GUIDE AND TUTORIAL 152 100 7 F P LAg ceeffr 5 S E EE a Staff G ay P St r g Statictire R z F l l Department Total Hours Mon 02 Feb Tue 03 Feb Wed 04 Feb Thu 05 Feb Fri 06 Feb 7 days 2009 2009 2009 2009 2009 7 00a 3 30p 7 00a 3 30p CONFERENCE CONFERENCE CI Sat 07 Feb Sun 08 Feb Mon 09 Feb a 2009 2009 2009 z 7 00a 3 30p Start a Task 7 00a 3 30p New Schedule 7 00a 3 00p EasyStep Schedule Wizard E Schedule Templates D k i Dr ST2 Mercedes P aa wap 7 00a 3 30p 7 00a 3 30p 7 00a 3 00p 7 00a 3 00p Open an existing schedule Nurse Grade 2 Jane Green 40 00 B More Nurse Grade 2 Hugh Thompson Paediatrics 40 00 Dr SpR Martin Speed Paediatrics 42 30 D 8 Dr Assoc SP Trevor Casey 2 E 42 30 p 1 E IF HA 3 Automate with Shift Patterns 3 samt recta suo a ee ee eee eee 4 Manage your Schedule X 25 25 25 25 25 ane 25 25 25 HE 5 Check How You re Doing 12 430 00 1 753 75 1 612 50 1 612 50 1 621 25 1 872 50 1 980 00 1 977 50 1 841 25
247. s off People working each day Distribution balance Efficiency The number of shifts used in the overall shift pattern expressed as a percentage The number of day cells that do not have a shift or day off When the number of shift options are satisfied no more will be added even when there are empty days cells The number of days off used in the overall shift pattern expressed as a percentage The number of people actually working each day Not to be confused with the number of people needed How close the shifts are distributed equally among the number of staff indicates the efficiency of the shift pattern This is the number of the people What does it tell me Why do need to know this 8 hour shift will be around 75 and 12 hour shifts around 50 This gives you feedback about the effectiveness of your staff supply This gives you feedback about the efficiency of your staff supply if you have a set number of staff you need to know where the redundancy is to consider other options Indicates the flexibility of the staff supply 50 Days Off is less flexible than 25 Days Off Can be any number depending on the shift pattern The number can be controlled using a customised Staff Distribution 100 balance means shifts are distributed equally among all the staff Less than 100 will mean there may be some inequality Sometimes confused with People SCHEDULE24 USER GUIDE AND TUTORIAL People
248. seccccceesecceesausecceesaaaeecessuaaeecessaganees 38 Exercise 3 6 Adding Assignments to a SCNECUIC cccccsescccesececcescecceeccssesecseuscesseecessaneeeseeeeeseeeess 41 SCHEDULE24 USER GUIDE AND TUTORIAL 3 Exercise 3 7 Recording Staff Unavailability ccccccccssssecccceeseeccccseeccccsaeseceeesaeseeeeesuensecessaaaeecessugasees 46 Exercise 38 Recording Stal vacatio isisceonssumespuassactucasaare A E aa 48 Exercise 3 9 Checking staff vacation Status cccceccccccssssccccceesseccecsesececsaeeeeceesauneecessueasecesseuaeecessaaasees 50 Exercise 3 10 Enter a Memo into your schedule ccccccessccccsesccceeccccsuececeaseessuececseuscesseueeesauesessanseess 52 Exercise 3 11 Color mapping Days off Weekends and other Holidays sssscccccessseceeeeeseeceeeaeeeees 54 Exercise 3 12 More about entering shift time and shift descriptions ccccecesseececceeeeeceeeeeeeeceeeeensees 58 Exercise 3 13 Color mapping Assignments and Unavailability
249. shift into the highlighted days The comma creates the split between the two halves of the shift Alternatively you can use the Splits by entering 2 and then adjust the time bar or editing the text in the Shifts text box SCHEDULE24 USER GUIDE AND TUTORIAL Be OO pr JETE p Pare r Fa 7 1 st T J SH n er Tanur T r E pi F EB A zi p Ha Insert Days ira r REMOVE Days Ft Insert Teams Fh REMOVE eam fx Otte eams Jen 3 E f Hos iNi Mon _ NT 3 Wed i94 igs F g6 Sat 97S 9 30ax9 00p 9 30ax9 00p 9 30ax9 00p 9 30ax9 00p 9 30ax9 00p a eS Shifts Daily Hours 8 10 12 14 16 18 20 22 00 02 04 06 Time off 00 00 Standard os 00 Sl lilililililililililililililililili lililii E LT Adjust Shift 9 30a 2 30p 6 00p 9 00p Start by lag mins 40 oe Day Off Unallocated Splits 2 Displaying the split shift format in the Shift Pattern 6 Click the Add Shift Descriptions button This will display the Shift Descriptions dialog Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Enter shift description Shift Description 9 30a 2 30p 6 00p 9 00p Day Split Add new ones here Entering the description for a split shift 7 Using the mouse pointer double click the Description cell next to the Shift time This will display the text editing tool Enter Day Split Click off the record to commit
250. shift pattern Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off 25 People working each day 9 8 00 People required 12 ge da 8 00 People entered 0 g wee 48 00 People team a age he J wee 42 00 1 hour break between ans shifts is an issue Length of schedule 24 16 18 Sometimes improving one area can mean making another worse As we move through the Wizard choosing options to improve the pattern can impact other areas In short it can be a question of trade offs Here for example we have reduced the length of time staff work a particular shift they work three times the number of day shifts While we have solved that problem it is at the cost of the distribution balance and worse almost non existent rest period between shifts at some point in the pattern 17 Click Add Days Off in the left hand side menu list to go back to the Setup your Days Off section of the Wizard Select the option Forward Stagger days off Your shift pattern should look something like this SCHEDULE24 USER GUIDE AND TUTORIAL Setup your Days Off You can choose to have days off at the weekend or you can customize your days off W Welcome Weekend only Custom Y Add Shifts V Select Start Day 2 S days off days on vV Fixed or Rotating of lemons V Add Days Off Staff Distribution Direction of Rotation Speed of Rotation 6 6 6 6 622 622 Finish Fast SOR reduces
251. siness requirement or service delivery require staff to work extended hours or 24 hour working Do staff need to work fixed or rotating shifts or even a combination of both Do staff have the same day off e g at weekends or are days off Staggered on different days of the week Do staff work full time or part time or a combination of both What is the maximum working hour s staff work in a day or week gt What are the average working hours staff work a day or a week Do staff have different working arrangements involving different kinds of schedules Is the current scheduling well defined and structured or ill defined and changes regularly depending on staff availability 4 In straightforward terms when a business is running beyond a normal day e g traditional office hour requiring a staff supply over extended or 24 hour working hours a rotating shift pattern is required The exercises in this section use an example of a business operation that is required to deploy 25 full time staff over 24 hours 7 day week In addition the business wants fewer staff on weekday evenings and at weekends There are four groups each having their own working arrangements The Management Team work traditional office hours The Meet and Greet Teams work an alternating two shift system The FT Agents work a 24 7 shift system The Part time agents work an Early Late to facilitate job share A fixed shift pattern The working sched
252. splay it in the schedule View area 4 On opening Myschedule on this occasion you will notice the Issue Pane is not populated with warnings This is because the background processing has been turned off and checks are not carried out when opening a schedule 6 Using the mouse pointer select the Monitor Conflict button in the toolbar menu to display the ACM control dialog SCHEDULE24 USER GUIDE AND TUTORIAL 175 Monitor Conflicts Monitor conflicts Monitor conflicts weeks or months in advance Specific date ranges can be set with the From and To calendars Activate conflict checking Continuously monitor conflicts Check date ranges Check now From 5 27 2012 To 5 14 2012 The Active Conflict Monitoring ACM control dialog settings activated 7 Using the mouse pointer check the Active conflict checking checkbox and click Search this will search and display conflict warnings in the Issues Pane It is recommended for large schedules to only activate the ACM control when you need to check conflicts e g before publishing etc Otherwise there may be a delay of 2 or 3 minutes as the ACM will carry out all the checks as it is opening a schedule 8 Close the ACM control dialog to return to the Schedule View area Rest Period Thresholds Associated with work hour thresholds are thresholds for rest periods The most obvious is the time between shifts but it also includes weekly rest periods
253. splay the reports list dialog 5 In Managements Reports folder click Costs and select the Staff Week report 6 Click Open to display the Staff Week report in Print Preview Staff Weekly Costs Name Peter Agar Week commencing Sunday May 27 2012 Date Start Finish Hours Basic Overtime Premium Weekend Public Holiday Total Sun 27 10 00AM 6 00PM 8 00 75 00 75 00 Mon 28 Tue 29 Wed 30 3 00PM 11 00PM 8 00 37 50 28 13 65 63 Thu 31 3 00PM 11 00PM 8 00 37 50 28 13 65 63 5 00PM 1 00AM 28 13 Sat 2 5 00PM 1 00AM 8 00 28 13 46 88 75 00 TOTAL 40 00 82 50 112 50 159 38 354 38 The Staff Week management report showing the cost breakdown viewed in the Schedule View area 7 Close the Print Preview and return to the Schedule View area Changes to global cost rates and type are made in Tools gt Options gt Costs These include salaried daily and hourly cost type and cost rates as a amount These rates can also be changed for individual staff where they are an exception to the rule Staff cost calculations can be made on an individual basis which override global settings This exercise assumes you have launched Schedule24 Resource Manager and MySchedule schedule is displayed in the schedule View area SCHEDULE24 USER GUIDE AND TUTORIAL 186 1 Open the Staff Manager and select the Cost tab and select Peter Agar in the staff list 2 Enter the options and values displayed in th
254. sreo oore UN tn papa i fii F Ee me ce a E y Fl wert De FIP e Taara Taare ae a an aea a Team 3 eam 0 o0 04 06 08 10 12 14 16 18 30 2323 00 02 Time oft 08 00 Standard 08 00 lilililililililililililililililililili li lilili t Adjust Shift ennas start by 60 mins 4 5 Highlighting the team rows using the mouse pointer 3 From the Menu select click the Remove Teams button This will clear the design environment of all the Teams Ma a ETME EEN Remove Days F Insert Teams H Remove Teams a e AE E a A E a a Shifts Daily Hours 04 06 03 10 127 14 15 18 20 7 OO OF Time off 58 00 Standard 08 00 Lt a a lls Adjust Shift xiv stat Day OF Unallocated splits a End The team rows removed 4 From the Menu Toolbar select the Teams button This will display the Teams dialog Enter the following into the Team name and add to the display list SCHEDULE24 USER GUIDE AND TUTORIAL 135 Add edit and remove teams from the shift pattern Use the up and down arrow buttons to arrange team order Entering teams into the Team list dialog Tip Copy the description and paste into the Team name text box to modify the letter and hit the Enter key to add to the list for a faster data entry 5 Click OK to close the dialog and update the Schedule Design Keep the View gt Hours Summary column displayed to see the weekly working hours total as a guide during design
255. st select 12 hour zoom and adjust the window size to display Monday to Sunday week days 5 m N U b n g y 0 wo 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 00a 12 00p 12 Stack D 4 ked bar chart m p z Tiede Subgroup totals make up the distribution total Good for showing comparisons between subgroup values Ready Displaying the bar chart graph by Job title category The Chart area displays several key pieces of information including a timeline a red line graph of headcount a stacked bar chart that displays how the different sub groups in this example Job title make up the overall distribution 5 Uncheck the Stacked bar chart checkbox to reduce the bar chart and reveal the red line graph Check the control to display the bar chart of sub group information 2 Feb 2009 3 Feb 2009 4Feb 2009 5 Feb 2009 6 Feb 2009 7 Feb 2009 8 Feb 2009 i Sun NN wo uo g Y o o 5 1 Stacked bar chart Subgroup totals make up the distribution total Good for showing comparisons between subgroup values Ready Displaying the red line graph of staff distribution over a week range 6 In the Sub group distribution pane uncheck and check category checkboxes to reduce or increase information in the Profile view area SCHEDULE24 USER GUIDE AND TUTORIAL 164 The view scale can be zoomed in to display 15 minute time intervals using the Timescale Options
256. susaresnwasecaessavavenstasvunnsvunstonseassuesunniedarsageeesnsanasinescne ieasenaeeaosuaees 9 MEMO sass scccsenesamanuaea sodanss ion saescumecanssuuvataestan E 9 Create Shift PatternS esesessssececesesessecececesesoscececesesoecececesescecececesesoscececeseseececesesesescececeseseececeseee 9 Shift Pattern DOS CIO T sercisssiuireevuereipoedinonsnin sn o oiee 9 Manage Shift Patterns sessesessssessssessssecessecsssecsssesesseossseoesosossssossseoesssoscssoesssosossoesssosssssecsssssseseo 9 EEEa IVAN AC OR A A A E E N A O E O A A E 9 Monitoring and Analysis sesessesessesessesesssossssoesssoesssoscssoesssoesssosossoeossossssssossosssssesssosssssessssesseseo 10 STE UN oer a E E E E AEE A EE 10 Distribution Profile cersrinsiironienon aei 10 Staff Work Time Profile sruisiirornrnsnrnennnnn anaa 10 Staff Avalla NEY srsrsesviscismonnn ad suossedevsneesesteaneceestoun 10 SCE OSES arrr E E E E E AEE A EE 10 PIV COO aces etc E E E AEE EAE E AA 10 PUDDS DINE orenat E EA E AE A E A EN 10 EMNI a A eE E E E E E EAE E 10 Wen Wiza Us aris ane E E E E A EE EE 10 Monae e MEN REDO US koriona ia EEE EEE E EEEE 10 SCS o E E E E EE 10 POr E E E EEEE A AA AE A T 10 Section 2 Getting Started ssesesoesesoscesoscoesesccoescecesoecesoscoesoscesoscoesosoeoesoeoesosoesoeoesoeoeee 11 Section 2 Exercises Starting your scheduling sesessesessesessssesessesssoecssossssoesssoesssseosssesesssoseseseeee 11 Exercise 2 1 Launch Schedule24
257. syStep Schedule Wizard T Agrol Janmior Fields PT Agral Timalhy Shiewiek E Schedule Templates Schedule Templates Online Open an existing schedule B More QB 2 Add and Remove Staff Schedule a Person Date Shift Issue Description A 3 Automate with Shift Patterns Fe 4 Manage your Schedule a 5 Check How You re Doing 6 Publish your Schedule An example of sensible color mapping instantly gives a breakdown of the weeks 8 Using the horizontal scroll bar adjust the staff schedule forward so the first column is Monday This helps navigate the following lessons using days of the week 4 You can scroll the schedule backwards to a Monday but you may take the schedule to a date before the staff details e g Job title was created Job title information is timestamp sensitive and will not be displayed if the schedule view navigates to a date before the Job title start date in the Staff Manager 4 Schedule24 functions with a perpetual calendar This means it never runs out whether you go backwards or forwards You control schedule date ranges using date range options when printing or publishing There are more advanced techniques using the Team Manager which will be dealt with later This exercise introduces the Shift Editor It is the only means for entering information about shifts shift descriptions days off and other shift pattern information
258. t buttons Changing options will automatically update the shift pattern including the shift count for each day and team 10 Using the mouse pointer Click the More gt button to display the feedback panel Repeat the procedure and Click the Less lt button to hide it Select a Start day for the shift pattern Any day of the week can be selected for the start day Familiar start days indude Sunday or Monday Start day Monday v Shift count by Team or staff A perfectly balanced pattern will have the same number for each shift for each team The Shift Pattern Design in zoom out view SCHEDULE24 USER GUIDE AND TUTORIAL Scroll view 74 SCHEDULE24 USER GUIDE AND TUTORIAL Select a Start day for the shift pattern Any day of the week can be selected for the start day Familiar start days indude Sunda y or Monday Start day Percentage of allocated shifts Percentage of unallocated shifts Percentage of days off People working each day People required People entered People per team Teams required Length of schedule The Shift Pattern Design feedback panel displayed The feedback panel dynamically updates as you navigate through the wizard selecting and changing options Before continuing with the keyboard exercise the following table explains the meaning and importance of this information Percentage of allocated shifts Percentage of unallocated shifts Percentage of day
259. t Options gt Calculation to display the calculation settings for budget and working hours Alternatively select Customize calculation from the View hours and budget section of the Navigation Bar Calculation settings Calculate over 7 8 days and display calculation for 7 days Indude breaks in calculation Calculation examples Exact Working Hours and Costs If you want exact totals enter the same number in both boxes e g 1in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box and the smaller number in the bottom box e g 28 days in the top box and 7 in the bottom box will display the weekly average hours budget over 28 days Projected Working Hours and Costs If you want projected totals enter the smaller number in the top box and the larger number in the bottom box e g 7 in the top box and 365 in the bottom box will project the annual hours costs total based on a week Setting the calculation to display exact totals 2 In the Calculate over text box enter 7 days and 3 In the display calculation for text box enter 7 days SCHEDULE24 USER GUIDE AND TUTORIAL 4 Uncheck the Include breaks in calculation checkbox If you want to include break time in the working hour s calculation check this checkbox
260. t Editor Button to display the Shift Editor bar 7 00a 3 00p Mon 14 May Tue 15 May Wed 16 May i 00a 3 00p 00a 3 00p 2 breaks FT Agent Mr Timothy Chiswick FT Agent Miss Jane Green g FT Agent Ms Victoria Ainsworth FT Agent Mr Richard Allen Thu 17 May Fri 18 May 2012 EE e e Full Day Full Day Full Day Full Day Full Day Schedule View Area with the Shift Editor bar displayed SCHEDULE24 USER GUIDE AND TUTORIAL 53 3 Using the mouse pointer click in the Shift Editor text box to display the editing tool and change 3 to 5 to display 7 00a 5 00p and click the button to update the shift in the schedule v Fa van 14 05 2012 FT Agent Mrs Jasmine Fields Mon 14 May Tue 15 May Wed 16 May Thu 17 May Fri 18 May 2017 2012 2012 2012 2012 ogee EET 7 00a 5 000 Q 10 00a 6 00p 10 00a 6 00p ae 2 breaks Faget Tay roms Bameem pes mete mono cot mor BE a FT Agent Ms Victoria Ainsworth Highlight a day cell to attach some Memo information ss boai ee ee aa Full Day Full Day Full Day Full Day 1 From the Menu select Scheduling gt Memo Alternatively you can point the mouse pointer in the highlighted area and click the right mouse button to display the pop up menu and select Memo This will display the Memo dialog Enter 2 hours overtime incurred extending the shift to 5pm
261. t File gt Save and when prompted save with the filename My Auto Schedule 13 Exit Schedule24 Resource Manager SCHEDULE24 USER GUIDE AND TUTORIAL Exercise 4 3 Automating more complex staff schedules with multiple shift patterns At the start of this exercise it is assumed you have launched Schedule24 Resource Manager no schedule is open in the Schedule View area and the Navigation Pane is displayed This exercise is designed to reinforce what you have done so far and provide additional practice with the Team Manager and shift pattern designs to automate a more complex staff schedule It involves several staff groups and roles with different working arrangements You will be using previously prepared example material to reduce and avoid keyboard entry to enable you to focus on technique You will be using several shift patterns but for this exercise do not need to understand how they were designed This will be covered in the next section 1 Using the mouse pointer select New Schedule in the Start your Schedule section of the Navigation Pane to display a new schedule in the Schedule View area and the Schedule Assistant 2 Select the option Import staff from another schedule to display the list of schedules in the Insert staff dialog 3 Select the schedule Business Center and click OK to populate the schedule with staff and the Schedule Assistant will be displayed 4 On this occasion select the
262. t x ean tabs Ap SETTER to cpt a rinting an ublishing styles Page Margins Day Schedule print Footer P 8 P a aax This tab is specific to the Day schedule setected styte inthis case the Day Schedule orders Se Alphabetical Displays schedule content by staff in alphabetical order Shift Displays schedule content by shifts in chronological order Teams Displays schedule content by Team grouping order Unavailability C Shifts Only Check this to remove Breaks non working days from the schedule e g Day off Controls to display or not display these information categories These settings and options will be applied when printing and to the Day Schedule format in printing publishing day and web publishing which means schedule formats presentation is consistent throughout o x A The Page Setup for Day Schedule options displayed 4 Accept the default values and select Page tab to display the page formatting controls SCHEDULE24 USER GUIDE AND TUTORIAL 192 C Fitto page Check this to fit all your content onto one page This ma mean the font size is quite small if there is a lot of content Paper size Letter 8 1 2x 11in Print quality 300 dpi The Page Setup for Day Schedule options displayed 5 Accept the default values and select Margins tab to display more page formatting controls Where breaks in page content occurs adjusting the margin contro
263. taff Count COMbINATIONS ccccsesscccceesseececceesecceeeseeeceeseeneceessaeaeeeesseees 157 Exercise 6 4 Setting Staff Count thresholds cescccccsssseccccceseccecseeseececsaeeecessuaueceessaeaeeeessueeeeeessaees 160 Working with Staff Distribution Profiles cccsccscscessccscscsccccscsceccecccscececcccscsceccececsceseeecscesees 162 Exercise 6 5 Working with Staff Distribution Profile cccccsesecccccessececcceeeecceeseeseceessaeesecessaeseeeessaees 162 Monitoring Staff Working Hours ccccsccscsssssccscsceccccscscsccececscsccccecscscescececsceccececsceseececscesessess 165 Exercise 6 6 Working with staff working NOUS ccccccsssecccceseesccccsaeeeeccsaeeeececsseueeessuaaeceessaeneeeessaees 165 Exercise 6 7 Calculating exact work NOULSS cccssccccsssecccesscccsescccsescccseuececsausceseueeeeseaesesseuseeseeeeesaases 167 Exercise 6 8 Calculate average Staff working NOULS cccccccsssseccecceeseeeecsaeeececseeueeeessaeseeeessaeaeeeesseees 168 SCHEDULE24 USER GUIDE AND TUTORIAL
264. te T eal 5 LA rr Hous 8 56 Sun__ 9 57 Mon _ 9 58 Tue __ 3 59 Wed __ 9 60 Thu __ 9 6L Fri fg 62 Sat_ 5 63 Sun 7 30a 3 30p 7 30a 3 30p d g g m Shifts Daily Hours 0 12 14 16 18 20 22 00 02 04 06 08 Tingo Standard E 00 S a a ded ds O 8 00p 8 00a j oo a The rotation feature completes the shift pattern design For illustration purposes the schedule design has been scrolled to the end of the rotation cycle Remember a schedule design is independent of calendar dates until it is inserted into a schedule This design has a rotation cycle of 9 weeks the number in square brackets or 63 days the number next to the day of the week e g 9 59 Wed means the 9 Wednesday or 59th day in the completed shift pattern design 10 From the Shift pattern Designer Menu select Tools gt Options This will display the Options dialog Select the Calculation tab Calculation settings Calculate over days and display calculation for days Indude breaks in calculation Calculation examples Exact Working Hours and Costs If you want exact totals enter the same number in both boxes e g 1in both boxes will give the exact hours budget per day and 7 in both boxes will give the exact hours budget for a 7 day week Average Working Hours and Costs If you want average totals enter the larger number in the top box and the smaller number in the bottom box e g 28 days in the top box and 7 in th
265. tern Name view 14 Save the schedule with the same filename and close SCHEDULE24 USER GUIDE AND TUTORIAL 105 This exercise looks at more advanced techniques for sorting and ordering information in the schedule It is assumed you have launched Schedule24 Resource Manager and you have My Business Center schedule open in the Schedule View area 1 From the toolbar menu select View gt Shift Pattern Name to toggle the shift time display view 2 From the toolbar menu select Tools gt Options gt Color tab and check the Show checkbox to enable shift color mapping Tip Displaying shift color will make it easier to visually group the same shifts while changing views in the Schedule View area a d ga Ste istics Repo Mie ament Re Tue 19 Jun Wed 20 Jun Thu 21 Jun Fri 22 Jun Sat 23 Jun Sun 24 Jun Mon 25 Jun 2012 2012 2012 2012 aaa ie aa B 00a 4 00p 8 00a 4 00 ac a 7 30a 3 30p 8 00a 4 00p 8 00a Teams 1 Start Schedule tat astral FT Agent Mrs Elizabeth Fretwell Beadle Agents amp y 2 Add and Remove Staff Sa Sa eae Ful Time Agents 7 30a 3 30p 8 00a 4 00p FA 3 Automate with Shift Patterns ar aces Meet and Greet Selecta Task CRM Miss Helen Vizara Meet and Greet Use Shift Patterns to automate your scheduling FT Agent Miss Victoria Ainsworth ime Agents amp Shift Pattern Wizard FE Time nts New Shift Pattern FT Agent Mrs Gill Spencer fat c
266. the ACM control button to display the ACM control dialog and accepting the default search range click Search to CePA any additional warnings paola ata ara praa n nara ste arn a ete eee a ele ae E RRRA RER AREIRES ED RE A A O I ROE O T CERERE A TRE o RIRE AE R O oo alata ee en let a a a eel a a T a ele al a a i a a a a a eel a el el el et lel nell a de 10 00a 10 00p v 5 27 2012 FT Agent Peter Agar Total Hours Sun 27 May Mon 28 May 30 May Thu 31 May Fri 01 Jun Sat 02 Jun Sun 03 Jun Mon 04 Jun Tue 05 Jun 2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 f Agent Victoria ee pl i All All Count 49 7 7 7 7 7 7 7 7 7 7 m r issues g ichedule Person Date Shift Issue Description ySchedule wpn FT Agent Peter Agar Sunday May 27 2012 10 00a 10 00p Max Daily Hours Daily work hour total of 12 00 hours exceeds maximum daily hours of 8 00 tySchedule wpn FT Agent Peter Agar Sunday May 27 2012 10 00a 10 00p Max Daily Overtime Daily overtime total of 4 00 hours exceeds daily overtime threshold of 2 00 ySchedule won FT Agent Peter Agar Sunday May 27 2012 10 00a 10 00p Availability Shift 10 003 19 00p does not match this day s staff availabilitv 1 00p 12 00a Additional and new warnings are added to the list of warnings SCHEDULE24 USER GUIDE AND TUTORIAL 178 Two new warnings are added the daily 12 work hours exceed the daily 8 hours threshold and the daily overtime total of 4
267. the above table for your reference to information to be entered 9 Similarly repeat the procedure for Person 8 entering Temp 001 information 4 You will note that you can use any description in the fields to record temporary staff This is also useful if you also want to schedule staff but do not have their full details until perhaps later 10 To update the remaining records with Department information select each record in turn and enter the Department if it isn t already displayed for SCHEDULE24 USER GUIDE AND TUTORIAL selection in the drop down list and click the Add Record button The Add Record button has the same action as update record and it populates the drop down lists as you move through the staff lists You can sort your staff lists in ascending and descending order by clicking on the column header of the information type you want to sort while in the Staff Manager 11 Similarly using the mouse pointer select each record in the staff list displayed on the left hand side of the Staff Manager and enter their respective salutation in the Title text box and click Add Record button to update the staff record When you have completed this list your Staff Manager entries should look like this 8 Staff Manager Esl Go to lastname Tite Mr First Peter Last Agar Tite LastName FirstName Job Title Department Personal Address Contact Training Service Costs working Hours Availability
268. the changes to the database Click OK To close the dialog 148 SCHEDULE24 USER GUIDE AND TUTORIAL 149 EA Shift Pattern Designer F TET z il H EE p a n tl zL i Vs yen pL we Daye 1 eS ee aa E E EE E Split shifts 40 00 Day Split Day Split Day Split Day Split Day Split B Shifts Daily Hours E 10 12 14 16 18 2 22 00 02 04 06 Time oft Standard 08 00 EJ a A a AETA E LTT Adjust Shift xy ees IS set Epen a bur Ie fell ay gt Day off Unallocated splits 2 End O foo mins ES st Toggling the shift description view 4 Remember you can toggle views between time format and times descriptions using View gt Shift Description This is a fixed schedule with no rotation and the Rotate Teams button is not used for this kind of design 8 Save the Schedule Design with a suitable filename or alternatively for the purposes of this tutorial enter Split shifts in the save dialog Click OK to close the dialog iA Shift Pattern Designet a dew gt A et oo TA ee lea FL Insert Days Ena fen are Toate awe Teme Tage Tees een a ania aa L Shifts Daily Hours 8 10 12 14 16 18 20 22 00 02 04 06 Une ey Standard 08 00 EJ aaa aaa a aaa aa Adjust Shift xv oao IT s T ae r yi bjo S mins ole Day Off Unallocated Splits H End i Mas na Saving the completed shift pattern 9 Using
269. tions button next to the Shift Editor text field to display the Shift Descriptions dialog T Shift Descriptions gt Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times 7 00a 3 00p Add new ones here The Shift Descriptions dialog LU SCHEDULE24 USER GUIDE AND TUTORIAL Double click the mouse pointer in the descriptions column of the 7 00a 3 00p shift and enter a description for this shift e g Early Click OK to close the dialog In the Schedule View area using the mouse pointer select and highlight the Tuesday day cell for FT Agent Peter Agar Use the mouse pointer to select the drop down list in the text box displayed in the toolbar of the Shift Editor Select the 07 00a 3 00p Early shift in the drop down list and click the button This will commit the change to the highlighted day cell Use the mouse pointer and click in the text box displayed in the toolbar of the Shift Editor This will display a flashing cursor indicating you can edit the box entry Enter the text 7a3p and click the button This will commit the change to the highlighted day cell From the Menu toolbar select View gt Shift Description this will change the Tuesday shift time format to a shift description Notice the Monday 7 00a 3 00p shift remains as a time format while the Tuesday 7 00a 3 00p shift entry toggles between a time format and the
270. u have launched Schedule24 Resource Manager and the Business Center schedule is open and displayed in the Schedule View area You can export a Schedule24 database in several formats as a Microsoft Access database to another application using a script file or as a CSV file format 1 From the toolbar menu select File gt Export to display the Export Wizard Alternatively you can select Export to Microsoft Access from the Export Section of the Publish your Schedule bar of the Navigation Pane Export Wizard te Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Which export format would you like Microsoft Access database CSV file Other Description Microsoft s Access database refers to the mdb formats used within Access Y lt eak or The Export Wizard with the Access option selected SCHEDULE24 USER GUIDE AND TUTORIAL eae 2 Select the Access option and click Next to move to the next step Export Wizard This wizard gives you the ability to export Schedule24 data to many other formats Select the records you would like to include in your export Staff information Staff records Personal details Address details Contact details Record information Shift times Training records Activity records Shift descriptions Service records Indude headers Column headers on Contains the fields in the top most row Row headers on C
271. u will have one or more teams with less staff than other teams In this example the distribution is two staff to each team but one has three It can also be used to move staff from one team to another The effect of moving Wendy to the Available staff status will mean she has no shifts allocated in the schedule view area 9 Click the OK button to close the Team Manager and update the Schedule View Area qh 1 Start your Schedule Saree amp 2 Add and Remove Staff Technician Mr Jonathan Roberts FA 3 Automate with Shift Patterns rR Select a Task Technical Lead Mrs Donna Frost Use Shift Patterns to automate your scheduling Taluka teed E amp Shift Pattern Wizard Grant Smith O New Shift Pattern Technical Lead Mrs Elizabeth Gallegos Shift Patterns Online Technician Mrs Carol VenMlen B More Technician Mrs Jasmine Lopez Add Shift Pattern Technician Mrs Nancy Walker Insert Shift Pattern into Schedule Technician Miss Beth Roberts Team Management Technician Miss Victoria Hartsfield Organize Staff by Teams and Shift Pattern Technical Lead Mrs Eunice Goldman 84 Distribute Staff to Teams Technical Lead Mrs Linda Grant Technician Miss Monica Sewell 7 00a Technician Miss Sheeleagh Kendrick 7 00a 3 00p 7 00a 3 00p jaiii i ar gt B e ee o Fe 4 Manage your Schedule Technican Mrs Wendy Harrow E Ea 5
272. ual ae a _ 10 00a 2 00p 6 00p 10 00p C Full Day Vacation 7 00a 3 00p a _ Half Day Vacation M Early Holiday Show a Public Holidays V Weekends C Show assignment color d Cover count Over staffing Acceptable staffing Under staffing Color options Only content specific to your schedule is displayed 5 Close the Options dialog to update the Schedule View Area 6 From the toolbar menu select Data gt Sort by gt Last name This will display staff last names in alphabetical order 7 From the toolbar menu select View gt Departments to display this information against each staff record in the schedule View SCHEDULE24 USER GUIDE AND TUTORIAL The rest of this exercise will involve manually adding more information to the schedule and take a closer look at ways of representing information using descriptions and color mapping It will not involve a great deal of information but sufficient to reinforce and expand on what we have done so far The procedures are the same whether we are dealing with a handful of staff to several hundred 8 From the Shift Editor bar click the Shift Description button to display the Shift Descriptions dialog 02 09 2012 FT Agent Jane Green Shift Descriptions Any shift time can have a description This enables schedules to display familiar and meaningful names rather than just shift times Shift Descriptions dialog is where you add meaning to shift times A shift descript
273. uary 2010 March 2010 April 2010 FT Agent Veronica Smythe FT Ac re rr 12345 12 123456 123456 125 6 7 8 9 10112 34567869 7 8 910111213 7 8 910111213 45 6 7 8 9 10 13 141516171819 1011 1213141516 14151617181920 14151617181920 11 12 13 14 15 16 17 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 18 19 20 21 22 23 24 27 28 29 30 31 24 25 26 27 28 29 30 28 28 29 30 31 25 26 27 28 29 30 31 x Today Friday July 06 2012 The date ranges displayed by extending the calendar in Print Range control You will come across the print range calendar control in the email and web publishing wizards These operate independently from the Print Range control used for publishing printed schedules The reason is web and email publishing typically have longer date ranges than printed schedules and this reduces the need to keep going back and changing the start and end date settings when swapping between different publishing channels 6 Click the Cancel button in the Print Range control so you don t save changes and return to the Schedule View area This exercise assumes you have launched Schedule24 Resource Manager and the Navigation Pane is displayed and the Business Center schedule is displayed in the Schedule View area You have already familiarised yourself working with the Print Preview window Here you are made aware of accessing Print Preview quicker 1 From the toolbar menu select File gt Pri
274. ule for the Management Team is not complicated In fact it is based on traditional office hours and about as simple as it can get The characteristics of the working arrangements or rules are as follows SCHEDULE24 USER GUIDE AND TUTORIAL 119 The daily hours of work are 8 30am to 5 30pm They work Monday to Friday and Have every weekend off A fixed shift pattern is when staff works the same shift and have the same days off on the same days of the week There is no variation from week to week This exercise assumes you have launched Schedule24 Resource Manager the Navigation Pane is displayed and you do not have any schedules displayed in the Schedule View area 1 From the Menu Toolbar click the Shift Pattern Designer icon This will display the Shift Pattern Designer in the Schedule View area aq ra i ee ES Mi Fey he a Days 7 ays i F Remo Hous 1 Mon__ 1 2 Tue 3 Wed 1 4 Thu 5 Fi i96 sat 1 7 Sun SC Daily Hours 4 16 18 20 22 00 02 04 06 08 10 12 Time off Standard 08 00 E3 Adjust Shift Ki Start Pn ae i Fg 5 Check How You re Doing a ph Ag i G ee The Shift Pattern Designer The Schedule Designer displays a default week starting on Monday and four rows or teams This default can be modified depending on the kind of schedule you want to design 2 Using the mouse pointer click on the Team 2 row and drag the mouse dow
275. ule24 database 4 Click Finish and the file will be imported into the Staff Manager 5 Close the Schedule assistant prompt dialog that will appear and the schedule without saving to clear the schedule View area 6 Repeat the procedure to open a new blank schedule in the schedule View area 7 The Schedule Assistant dialog will be displayed prompting your option Select the Import staff from another source option and click OK to display the Import Wizard dialog 8 Select the Other option displayed and click Next to display the file prompt Import Wizard m Import Wizard This wizard gives you the ability to import staff data into Schedule24 Which import format would you like Schedule24 format txt or csv Other MYOB Employee Card MYOB Personal Card Description QuickBooks Employee Import data from other programs induding MYOB and QuickBooks The import wizard displaying available options SCHEDULE24 USER GUIDE AND TUTORIAL 9 Select the option from the drop down menu list displayed below to save to a location Import Wizard This wizard gives you the ability to import staff data into Schedule24 Select file C Schedule24 Resource Manager Import Examples QuickBooks Format txt Qaj The import wizard prompting for the file name to import You need to select this example import file located as above in the default installation path This is a standard impo
276. up button in the print preview toolbar to display the Page Setup controls and click the Print Range tab 5 Select the End date drop down calendar and enter the last day of the month in this example 28 Feb 09 SCHEDULE24 USER GUIDE AND TUTORIAL 202 6 Click Print Preview to display this management report in the print preview Use the navigation arrows to move forward and backwards across multiple pages Management Report information can be exported in a number of formats including Microsoft Excel 7 Using the mouse pointer click the Export button in the print preview toolbar to display the Export dialog Department Monthly Profile Department E For the month of 2 2009 Costs Dai 150 840 x 1 181 5 600 my ad E3 Microsoft Excel 97 2000 Data only XLS Destination Descrint Microsoft Excel Data only is a record based format that is useful for a data transfer but retains less formatting information that the Microsoft E Excel format does Unlike the Microsoft Excel format Microsoft Excel Data only format does not merge cells This format can also export ki The export dialog for Management Reports 8 Select the settings to export to Microsoft Excel and accept the default setting through the procedure and click OK to display the Excel spreadsheet SCHEDULE24 USER GUIDE AND TUTORIAL 203 AANI 9 De21C0 Compatibility Mode Microsoft Excel os x E Hom
277. urday June 02 2012 5 00p 1 00a Availability Shift 5 00p 1 00a does not match this day s staff a FT Agent Peter Agar Sunday June 03 2012 11 00p 7 00a Availability Shift 11 00p 7 00a does not match this day s staf FT Agent Peter Agar Monday June 04 2012 11 00p 7 00a Availability Shift 11 00p 7 00a does not match this day s staf FT Agent Peter Agar Thursday June OF 2012 7 00a 3 00p Availability Shift 7 00a 3 00p does not match this day s staff a FT Agent Peter Agar Sunday June 10 2012 10 00a 6 00p Availability Shift 10 00a 6 00p does not match this day s staf MySchedule wpn FT Agent Peter Agar Monday June 11 2012 10 00a 6 00p Availability Shift 10 00a 6 00p does not match this day s staf Adjusting the schedule view area to display this schedule content It may be difficult to get the exact schedule colors and dates will be different depending when you do the tutorial however the scheduling content should be accurate if you have followed the previous exercises and that is all we are concerned with here We will be modifying the schedule content to breach thresholds and display warnings in the Issues Pane 7 Select Peter Agar Sunday 10 00a 6 00p shift and change to 10 00 10 00p shift effectively extending it to a 12 hour shift 4 Tip Place the mouse pointer on the shift cell and right mouse click and select Shift Editor to display the Shift Editor controls in the menu toolbar at the top of the Schedule View area 8 Click
278. urs overtime to cover sickness 9 00 am 2 00 pm Contact Hilary Gough if you re interested Option of the Email Wizard displaying format of schedule content The configurable content is a visual cue of representative data You can decide how much or how little scheduling content is forwarded to staff email boxes 4 Click the Next button to move to the next step V Indude an iCalendar attachment for each member of staff V Add the following file attachments below to every email anagement Reports Operations Time and Attendance rpt The iCal format and attachment screen of the Email Wizard The iCal format enables email recipients to import their schedules and assignment information direct into their personal Outlook and Google calendars and access mobility of scheduling data via mobile devices The attachment feature will send any attachment to all email recipients You will not be able to complete this exercise without genuine email addresses and connection to a mail server SCHEDUILE24 USER GUIDE AND TUTORIAL Schedule24 Professional Printing and Publishing 212 5 Click Cancel to close the Email Wizard and return to the schedule View area Management Reports Management Reports are a series of reports in addition to the standard schedule formats statistics and staff reporting They are flexible additions and from time to time additional reports are made available for download Where a customer has specific
279. w area The weekly format schedule displays a traditional layout of staff shifts for each day of the week It contains some detail but will truncate long text strings to maintain the format This format provides notice of shifts and Day off in advance and does not carry the detail of the Day Plan format 1 From the toolbar menu select File gt Page Setup gt Week Schedules to display the Page Setup dialog SCHEDULE24 USER GUIDE AND TUTORIAL ge Setup Page Margins Weekly Schedule print Range Header Footer Weekly schedule Print as schedule grid Full page optimization Day of week to start Monday Number of weeks before repeat i Grid headings Row headings C Every page Column headings Every page Print C Black and white Gridines _ Staff count Page order Down then over Over then down This option formats weekly blocks one after the other and has a familiar calendar look and feel This option sets the number of weeks to be pl het te before repeating e g two weeks of b the Full page optimization option This will also apply the format to the weekly style in web schedules Lox cancel _ The Page Setup for Weekly style options displayed 2 Accept the default settings and click Print Preview button to display the schedule in the print preview window 3 Click the Setup button in the Print Preview toolbar to disp
280. y o z iii aera Ts 2 breaks FT Agent Mr Timothy Chiswic coe FT Agent Miss Jane Green FT Agent Ms Victoria Ainsworth nt Reports FT Agent Mr Richard Allen Highlighting the range of shifts to assign tasks SCHEDULE24 USER GUIDE AND TUTORIAL 2 From the Menu select Scheduling gt Assignments Alternatively you can point the mouse pointer in the highlighted area and click the right mouse button to display the pop up menu and select Assignments This will display the Assignments dialog Assignment Name 14 05 2012 FT Agent Mr Timothy Chiswick 15 05 2012 FT Agent Miss Jane Green Assignments Category Description Details 3 Enter Training in the Type box 4 Enter Induction course in the Description box 5 Enter Contact department supervisor at the training facility at 10am in the Details box 6 Click Add and this will transfer the assignment to the Assignments list Assignment Name 14 05 2012 FT Agent Mr Timothy Chiswick 15 05 2012 FT Agent Miss Jane Green Assignments Category Training Training Induction Course Details Contact department supervisor at the training a facility at 10am SCHEDULE24 USER GUIDE AND TUTORIAL Entries in the Type box are listed so they can be used again Choose general categories that you are most likely to use again for this box 7 Click OK to close the dialog and update both staf
281. y and the bar chart is significantly different because it is measuring a different sub group The staff headcount distribution however is common to both in fact all sub groups do until the headcount changes These are some of options for analysing distribution profiles gt Contribution of sub group resources in the context of the overall distribution Compare sub group resources in context of other sub groups Identify which sub group is involved in unsocial hours working Increasing or decreasing sub group availability at specified times Identifying too many too few or acceptable levels of staffing by sub group 10 Close the schedule and save if prompted SCHEDULE24 USER GUIDE AND TUTORIAL 165 Monitoring Staff Working Hours Staff work hours is the universal measure for compensation and the capacity to deliver goods or services It underpins the basis of all business strategy given staff costs typically represent around 80 of business costs They are also the only costs the business can control However despite these factors the latest research highlights around 50 of senior business managers and executives have little or no knowledge about the impact of staff costs on their business Staff working hours are automatically calculated and displayed in a variety of ways including hours total for health amp safety pay role or just to keep costs in check especially where unproductive overtime is conce
282. y team information column Displaying shift times or shift descriptions nail Staff Schedules 42g Publish to the Web amp Staff Report ge Statistics Report 43 Management Reports Mon 18Jun Tue 19 Jun Wed20Jun Thu21Jun Fri 22 Jun Sat 23 Jun Sun 24 Jun Teams 2012 2012 2012 2012 2012 jai 2012 Meet and Greet 8 00a 4 00p amp 00a 4 00p amp 00a 4 00p 8 00a 4 00p 8 00a 4 00p Day Off Day Off A Team Meet and Greet 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p 8 00a 4 00p Day Off Day Off A Team CRM Mr Graham Waters CRM Miss Helen Vizara Management Team amp 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p Day Off Day Off Manager Mrs Cynthia Cross M nik Team Res Planner Mrs Hilary Gough PTE bs z esa Management Team Mgmt Coach Dr Trevor Casey Management Team Meet and Greet 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p Day Off Day Off B Team Meet and Greet 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p 2 00p 10 00p Day Off Day Off B Team 8 30a8 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a8 5 30p Day Off Day Off 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p 8 30a 5 30p Day Off Day Off CRM Mrs Wendy Harrow CRM Mrs Carol VanAllen The Schedule View area displaying shift time information and staff team allocation 6 From the toolbar menu select View gt Shift Description to display shift descriptions SCHEDULE24 USER GUIDE AND TUTORIAL 101 Tae
283. y time period All Schedule24 information can be exported as CSV files or as an Access database using the Export Wizard SCHEDULE24 USER GUIDE AND TUTORIAL Section 2 Getting Started This lesson will walk you through the main features of Schedule24 Resource Manager This schedule is based on a requirement to deploy a staff supply over 24 hours in a business facility After completing this section you will be able to 1 2 Create a structured schedule with the Schedule Wizard Add and remove people from a schedule Understand schedule templates Open Save and close a schedule Section 2 Exercises Starting your scheduling Exercise 2 1 Launch Schedule24 Resource Manager At the start of this exercise it is assumed you have not launched Schedule24 Resource Manager 1 Click Start gt All Programs gt Schedule24 Resource Manager and select Schedule24 Resource Manager to launch the application Close the Welcome to Schedule24 Resource Manager screen by clicking the Close button in the bottom right hand corner of the dialog If the Navigation Pane is not displayed select View gt Navigation Pane from the Menu to display Similarly if the Issues Pane is not displayed select View gt Issues Pane from the Menu to display SCHEDULE24 USER GUIDE AND TUTORIAL This is the staff scheduling environment that enables you to access the main features from the Navigation Pane and conflicts and warnings that ar
284. you have launched Schedule24 Resource Manager the navigation pane displayed and MySchedule is open in the Schedule View area 1 From the toolbar menu click the Staff Manager button to display the Staff Manager alternatively from the Add and Remove Staff section of the Navigation Pane select Add and Remove Staff 2 Select the Availability tab and select the options displayed here SCHEDULE24 USER GUIDE AND TUTORIAL 171 Enables and disables the settings From To From To J C Os ARBRE 24hrs V 24hrs 00 00 24 00 spit 24hrs 00 00 24 00 Jsplit E 24hrs 06 00 14 00 V Split 18 00 21 00 Works anytime F V Fri VJ24hrs oo p o 24 00 C Split L Works anytime Sat 24hrs oo o 24 00 C Split Can only work during these hours on Sunday V Sunday 24hrs 13 24 00 Split Example time format 13 30 24 hours 1 30p 12 hours Enables availabili Work pattern to be split Scroae two periods F Available for split shifts in a day This means a Wednesday night shift will flag a wa because apd until 6am Thursday morning Entering information about a staff working time profile This information is automatically checked during the course of scheduling and if any conflicts arise a warning is displayed to take avoiding action 3 Click Save and Close to update t

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