6 WEEKS BEFORE THE START OF THE NEW SCHEDULE 1. Generate Initial Schedule Be sure you re in the correct profile. Make sure Start Date is the first day of the new schedule and Staff Goal is set to Schedule to Staff Size a. File New Schedule b. Date Range = Default Dates c. Schedule Type = Patterns and Approved Requests d. Task/Shift = Select All e. Keep Overwrite Planner Data checked, ALWAYS! f. Select Generate 6 2. Change Publish END Date Do this right after you generate the initial schedule a. Options Publish b. Do not change START date c. Change END date to the date of the upcoming schedule you just generated d. Click Ok 1
3. Change Admin Note in Clairvia Web Update the Admin note in Clairvia Web Admin Dashboard to let your employees know the schedule is available for them to submit requests to work. *After steps 1, 2, and 3 are complete, your employees will be able to go into Clairvia Web and see the initial, skeleton schedule you just generated and published. At this point, they will be able to submit requests to work for that schedule cycle. This is what we call Team scheduling / Self Scheduling. From the date the initial schedule is posted, employees will have 2 weeks to submit these requests. After those 2 weeks, employees will no longer be able to submit requests to work for that upcoming schedule. This two week period automatically opens and closes for employees, you do not need to manually open and close the schedule. 4 WEEKS BEFORE THE START OF THE NEW SCHEDULE 4. Change Admin Note in Clairvia Web On the day after the deadline for employees to submit their requests, update the Admin Note in Clairvia web to let employees know the schedule is no longer available. Include the date when the schedule will be final and visible to them. (See directions from step #3) 5. Change Publish END Date Change the publish END date to the end of the CURRENT schedule. (See directions from step #2) 4 2
6. Generate for Pending Requests Be sure you re in the correct profile. Make sure Start Date is the first day of the new schedule and Staff Goal is set to Schedule to Staff Size a. File New Schedule b. Date Range = Default Dates c. Schedule Type = Patterns, Approved Requests, and Pending Requests d. Task/Shift = Select All e. Keep Overwrite Planner Data checked, ALWAYS! f. Select Generate 7. Balance the Schedule a. Availability Window: Use the Availability Window to make manual edits by double clicking on that cell or right clicking on the cell and selecting View Availability Window. Highlight the specific employee you want to schedule and manually drag and drop them from the availability window to the desired cell. Make sure you have the correct date and shift selected. 3
b. Moving/Deleting Pending Requests: Move and/or delete your pending requests, displayed in orange font, based on your unit s needs. To move a request from one day to another, select the cell, right click and select cut then select the newly desired date, right click and select paste. If you move a request from one date to another via cut and paste, the font color will change to purple to represent a manual edit. If you delete the request by right clicking and selecting Delete, the request will be removed from the schedule however that does not mean the request is denied. c. Coverage Totals Table: Change your Staffing Goal to Schedule to Core Coverage and utilize the Coverage Totals table to guide you in balancing your schedule to your budget. Numbers in the table will change as you move people around and continue to balance the schedule. d. Staffing Analyzer: Use the Staffing Analyzer to examine the employees schedules in regards to their minimum and maximum hour limits. Once you ve accessed the analyzer, pay special attention to the Minimums and Maximums tabs. 4
e. Approving Pending Requests: Select the pending request cells you wish to approve. You can do this one of three ways: 1. Mass Approval: Left click in the top left corner of the schedule (right above Staff Summary ) to highlight the entire schedule. The schedule will highlight in black. Right click on any highlighted cell and select Request, Convert to Approved Request. 2. Semi-Mass Approval: Select the specific day(s) you d like to approve by clicking on the date header. To select more than one day, simply drag your mouse from the first day header to the next. Right click on any of the highlighted cells and select Request, Convert to Approved Request. 3. Single Cell Approval: Select the specific cell you d like to approve. Right click and select Request, Convert to Approved Request. 5
Post Opportunities Navigate to any holes in the schedule that you need to fill and post an opportunity. Right click on that cell and select Add Opportunity or select the Create Opportunity icon from the toolbar. 8. Deny Any Remaining Requests Deny any requests that you either deleted from the schedule during the balancing period or that you did not approve during mass approval. Close out of Schedule Editor and go to Maintain, Requests, Requests. This will take you to the request maintenance page. Find the request you would like to deny and change the status, by using the dropdown, from Pending to Denied. 6
2 WEEKS BEFORE THE START OF THE NEW SCHEDULE 9. Change Publish END Date to Publish Final Schedule Change publish end date to the last day of this newly posted schedule so your employees can see the final schedule. (See directions from step #2) 2 10. Change Admin Note in Clairvia Web Right after you publish the final schedule, let your employees know that it s available for them to view. (See directions from step #3) 7