myschedule Annual Vacation Pilot

Transcription

1 myschedule Annual Vacation Pilot The new myschedule Annual Vacation module is being piloted in various units throughout Northern Health. This presentation is applicable for managers participating in PILOT UNITS ONLY. If you have not been informed that your unit is participating in the pilot, this training material will not apply to your 2019 annual vacation planning. Your unit will follow the existing process.

2 How Does it Work? There will be five rounds, and employees can have a selection approved in each round Rounds can have one of three status types 1. Active These rounds are open for applications and for managers to approve requests 2. Available These rounds are open for applications, but managers can t approve requests yet 3. Closed These rounds are no longer accepting requests

3 Round Timelines Each round will be active during the open and close time listed here All requests for the round must be completed before the processing deadline

4 Getting Started Quotas pre-set for each occupation type in each of your units November 2 nd at 10:00am - first round will become Active, and all five rounds will be Available for employees to enter applications Managers can begin processing applications in the Active round as soon your most senior employee submits Managers can only process in seniority order, but it is possible to complete processing for a round before the closing time if all employees have submitted requests

5 What Do My Employees Need to Do? Employees enter between three and fifteen preferences in each round and rank them in priority order These ranked requests do not carry over to the next round each round is a separate process Applications can be updated or deleted until either the round closes OR until Managers have approved them Employees will need to update applications that no longer qualify (over the quota, etc.) Make sure your employees can access their Northern Health all notification and communications for the pilot will be sent to that account

6 What Do I Need to Do? Process applications in Active or Closed rounds as quickly as possible IMPORTANT: Processing for each round must be completed before 09:00am the following Friday, at which time the next round will open For Active rounds, you can approve requests in seniority order until you reach an employee who has not submitted Encourage senior employees to apply promptly, so that lower seniority employees are able to view available dates when submitting requests

7 Processing Requests myschedule will provide details on each request, and will recommend the employee s highest preference that does not exceed their vacation hours or the daily quota IMPORTANT: Review all comments and request details the recommended request may not be the correct request to approve As you approve requests, the daily quotas will update for all of your employees to see If a round closes and an employee did not apply or contact you about their application, they have opted out of the round and can be marked as skipped

8 Processing Requests cont d If an employee has no viable choices after the round closes, contact them for an alternate request you will need to enter this on their behalf from the manager profile. If they do not want to enter an alternate choice, mark them as skipped for that round You can choose to approve requests that exceed vacation hours or unit quotas Read employee comments while processing employee may indicate partial date requests

9 What Happens If? Employees need to request a partial shift? Employee will enter the request details in the comment field (please note that the system will count the hours for the full day) Employees need to request a shift extending into 2020? The end date will be Dec 31, and the employee will include a comment (please note that the system will not count the hours of the shifts in 2020) Employees wish to submit more than five requests? Employees can submit additional requests through the traditional electronic forms

10 What Happens If cont d Employees participating in pilot is working in two units during 2019? If one of the units is not part of the pilot, the employee will apply to that unit using the existing electronic forms in November If both are part of the pilot, they can apply to either unit using the myschedule Annual Vacation module Employees can only apply to one unit per round Employees can change applications from one unit to another if the round is Active or Available AND the Manager has not processed their request

11 General Notes Approved vacation may not appear in employee schedules until mid-december requests are not sent to Staffing Services until all rounds are complete

12 Plans for Next Year System will automatically provide pending approvals that will update quotas, eliminating the need for processing during the round and will reduce conflicting request More notification options potentially phone and text notifications More flexibility in vacation groups and in quota structures Full support for partial shift vacation requests Access for manager delegates

13 Contact Us support can be reached at Please send us: Questions Technical Problems Feedback about the Annual Vacation system