Date: Fri, 29 Mar 2024 05:24:14 +0000 (UTC)
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Description: In this topic, the user will learn how to =
use the scheduling module as a supervisor.
This useful tool allows supervisors to:
*Please note: The DCI Scheduling Module is used by some organizations. P=
lease reach out with questions.
Role Required: Super User, Supervisor
Permission Required: N/A
Contents:
Client Sch=
edules
Create a New Hourly Service Schedule for a Client
Hourly service schedules are made per client. The Client Schedule builde=
r is designed to prevent scheduling over authorization, outside of authoriz=
ation dates, and over the daily or weekly max.
- Log in to personal profile
- Click Scheduling on the main menu
- Click Clients on the submenu
- Search for the client by typing the name in the search filter
- Click Search
- Click anywhere on the client row to open the Client Details page
- To create a new schedule, use the=
calendar or arrow icons to navigate to the desired week, OR click the Actions
button and select New Schedule from the drop=
-down menu to display the next blank week's schedule
- To create a new schedule shift, click the Blank Cell o=
n the selected day to open the Schedu=
le form wizard
- Complete the Schedule form wizard
- Client Name - Prefilled with client name
- Service Code - Prefilled based on the service code row in which the bla=
nk cell was selected
- EVV Location - Select from the dr=
op-down
- Day - Select the date the client =
will receive the service
- Start time - Enter the start time=
the client will receive the service
- End time - Enter the end time the=
client will receive the service
- Employee - Type the employee's name and select it from the drop-down. O=
nly employees with an active service account with this client and service c=
ode will populate.
- Note - Optional
- Critical - Check the box if this is a critical shift
- Reminder - Enter the numeric valu=
e (minutes, hours, days, or weeks) in the first field
- Reminder Type - Select Minutes, H=
ours, Days, or Weeks from the drop-down in the second field
- Click Schedule
- Shifts cannot be saved if the employee is already scheduled for a shift=
- Shifts cannot be scheduled if the authorization has expired
- To see an employee=E2=80=99s full schedule, click Scheduling on the main menu and click Employees on the submenu=
. Search for and select the employee.=
- Click Save on the confirmation alert window
- Repeat until the schedule is complete
- Copy entries by dragging and dropping them into a new cell
- To use the same schedule as the previous week:
- Click the Copy icon (two pieces of paper)
- Select the week to=
copy from the drop-down and click Ok
- Click Yes on the c=
onfirmation alert window
- Click Publish
- Review exceptions and make changes as needed
- Click Publish on the review exceptions window
- The schedule will be visible when published
- Click Save
- Changes can be made to the schedule by right-clicking on individual ent=
ries
- Re-publish the schedule for the employee to see the changes
=
View Hourly Services Schedule for Clients
- Log in to personal profile
- Click Scheduling on the main menu
- Click Clients on the submenu
- Search for the client by typing the name in the search filter
- Click Search
- Click anywhere on the client row to open the Client Details page and view the schedule
- The default view is a weekly view. To view an hourly view of one day,
click the Day button=
or click the Today button to navigate to today=E2=80=99s schedule. To retu=
rn to the week view, click the Week button.
- Navigate to other weeks by using the arrows or the calendar icon
- Service Codes for the client are listed in the column on the left side
- There are several numbers listed on each service code. Hover over each =
to learn more.
- The first number is consumed weekly hours, which is the total of all pe=
nding and approved punches for the service code for the week.
- The second number is scheduled weekly hours, which are the total hours =
of the saved shifts for the week.
- The third and fourth numbers are the daily maximum and maximum availabl=
e weekly hours, which are both set on the authorization. A warning will pop=
ulate if a user attempts to schedule over the maximum available daily or we=
ekly hours.
- Hover over the =E2=80=9Ci=E2=80=9D icon to see more authorizat=
ion details, including the authorization end date and the remaining balance=
. Schedule entries will be prohibited beyond the end date or that exce=
ed the remaining balance.
- There are several tools available to quickly make changes to the schedu=
le
- Click the Trash
icon to clear the current schedule
- Click the Copy icon to copy the schedule from a previous week
- Click the Printer =
icon to print the schedule
- Right-click on any schedule entry and select:
- View
- Edit
- Delete
Employee=
Schedules
The employee schedule allows the supervisor to create schedules for misc=
ellaneous account types including Administration, Training, and Drive. It i=
s available to all supervisors who are linked to the employee via a default=
cost center or an active service account. One to one care is scheduled on =
the client. Supervisors can view the employee schedule to see all scheduled=
shifts for the employee=E2=80=99s active service accounts.
=
Create New Employee Schedule
- Log in to personal profile
- Click Scheduling on the main menu
- Click Employees on the submenu
- Search for the employee by typing the name in the search filter
- Click Search
- Click anywhere on the employee row
to open the Employee Details page and view the schedule
To create a new schedule, use th=
e calendar or arrow icons to navigate to the desired week, OR click the&nbs=
p;Actions button and select New Schedule=
from the drop-down menu to display the next blank week's schedule=
.
- To use the same schedule as the previous week, click the Copy=
strong> icon.
- Select the week to copy from the drop-down and click <=
strong>Ok
- Click Yes on the confirmation alert window
To create a new schedule shift, click the Blank Cell o=
n the selected day to open the Schedule form wizard.
Complete the form wizard
- Employee Name - The field will prefill based on the employee selected=
li>
- Account Type - The field will prefill based on the account selected
- EVV Location - Select from the drop-down
- Day - Field will prefill based on the date selected
- Start Time - Enter the start time for the shift
- End Time - Enter the end time for the shift
- Cost Center - The field will prefill
- Reminder - Enter the numeric value (minutes, hours, days, or weeks) in =
the first field
- Reminder Type - Select Minutes, Hours, Days, or Weeks from the dro=
p-down in the second field
Click Schedule
- Shifts cannot be saved if the employee is already scheduled for a shift=
- Shifts cannot be scheduled if the authorization has expired
Click Save on the confirmation alert window
Repeat until the schedule is complete
- Copy entries by dragging and dropping to a new cell and update the sche=
dule form wizard as necessary
- Schedule non-client shifts (i.e., PTO, sick, administration)
Click Publish
Review exceptions and make changes as needed
Click Publish on the review exceptions window
- The schedule will be visible to the employee when published
Click Save
Changes can be made to the schedule by right-clicking on individual ent=
ries
- Re-publish the schedule for the employee to see the changes by clicking=
Publish and Save on the confirmation ale=
rt window
View =
Employee Schedule
- Log in to personal profile
- Click Scheduling on the main menu
- Click Employees on the submenu
- Search for the employee by typing the name in the search filter
- Click Search
- Click anywhere on the employee row
to open the Employee Details page and view the schedule
The def=
ault view is a weekly view. To view an hourly view of one day, click the Da=
y button or click the Today button to navigate to today=E2=80=99s schedule.=
To return to the week view, click the Week button.
Navigat=
e to other weeks by using the arrows or the calendar icon
- Each activ=
e service account is listed in the profiles/accounts column
- Each shift will display start and end time, total hours, and service co=
de, if applicable.
- Scheduled Shifts (published) will appear in light blue
- On Call Shifts (residential and day programs only) will appear in dark =
blue
- Offered Shifts will appear in yellow
- Unpublished Change will appear in green
- Deleted Unpublished Change will appear in bright red
- There are several tools available to quickly make changes to your sched=
ule.
- Click the Trash icon to clear the current schedule
- Click the Copy icon to copy the sched=
ule from the previous week
- Click the Printer icon to print the schedule
- Right-click on any schedule entry and select:
- View
- Edit
- Delete
Additional Scheduling Functions
View e=
xisting entries
- Right-click on the entry
- Click View
- View the details of the entry
- Click Cancel to exit the Schedule form wizard
Edit e=
xisting entries
- Right-click on the entry
- Click Edit
- Update/make changes to the form wizard
- Click Update
- Click Save on the confirmation alert window
- Select Publish changes to republish
- Click Save on the confirmation alert window
Dele=
te existing entries
- Right-click on the entry
- Click Delete
- Click Ok on the confirmation alert window
- Select Publish changes to republish=
li>
- Click Save on the confirmation alert window
Shift Swappi=
ng
Employees can offer published shifts if they are unable to work the sche=
duled shift. Another employee with an active service account for the same p=
rogram/client can claim the shift. Shift swaps must be approved by the supe=
rvisor before they are complete.
View, Approve, and Reject Shift Swap Requests
Log in =
to personal profile
Click&n=
bsp;Scheduling on the main menu
Click&n=
bsp;Pending Approvals on the submenu
The tab=
le will list all shift swap requests for the cost centers in which the user=
has the supervisor role
Review =
the details of the shift swap in the table including:
Cli=
ent/Program Name
Ser=
vice Code
Ini=
tial Employee - Employee offering the shift
Cla=
imed By - Employee claiming the shift
Shi=
ft Date
Shi=
ft Timings - Start and end time of the shift
Sta=
tus - i.e., Claimed
Act=
ion - Click the A to approve, or the red R to reject the shift swap request=
.
In the =
Action Column, click A to approve the shift swap=
or R to reject the shift swap
Bot=
h employees will be notified of the review if the message template is enabl=
ed
Act=
ion cannot be taken until an offered shift has been claimed by another empl=
oyee
The=
entry will change from a yellow offered entry to a light blue published en=
try
Additional Notes:
If no one claims an offered shift, it will =
revert to the original employee=E2=80=99s schedule.
The schedule is automatically updated and r=
e-published when a shift swap occurs. Supervisors do not need to revise the=
schedule based on the shift swap.
Client Requ=
ests
Clients can request services on a particular day.
<=
strong>View, Approve, or Reject Client Requests
- Log in to personal profile
- Click Scheduling on the main menu
- Click Client Requests on the submenu
- The table will list all client requests for the cost centers in which t=
he user has the supervisor role
- Review the details of the request in the table including:
- Client/Program
- Service Code
- Employee Name - Requested employee
- Shift date
- Shift Timings - Requested start and end time of the service
- Status
- Action
- In the Action Column:
- Click A to approve the request. The entry will move fr=
om pending status to published.
- Click E to edit the shift time or the employee
- Click R to reject the request
- The client/guardian will be notified when the review is complete if the=
message template is enabled
<=
u>Review Availability Templates
Employees can create availability templates in DCI so that supervisors k=
now when they are available to work. Availability templates must be approve=
d by a supervisor when created and when edited. If the availability templat=
e is approved, supervisors are unable to schedule an employee outside of th=
eir approved availability templates.
*Please note: An alternate option is to view the employee's availability=
template but not approve it. The result is that the supervisor will not be=
restricted when scheduling the employee.
Review an Employee=E2=80=99s Availability Template=
- Log in to personal profile
- Click Scheduling on the main menu
- Click Availability Templates on the submenu
Use the=
filters to locate the desired employee=E2=80=99s availability template(s),=
or simply scroll through the table.
Click a=
nywhere in the results row to open the Availability Template D=
etails page
After r=
eviewing the template, go back to the Availability Templates page.
Cli=
ck the A to approve the template
Cli=
ck the red R to reject the template
OR =
view the employee's availability template but do not take action. The resul=
t is that the supervisor will not be restricted when scheduling the employe=
e.
Return =
to the Availability Templates page at any time to view an employee=E2=80=99=
s availability
Reports
There are several Scheduling Reports available for the supervisor.
- Click Reports on the main menu
- Hover over Schedule Reports on the submenu
- Select one of the following scheduling reports from the flyout menu:
- Employee Schedule Report
- Client Schedule Report
- Day Program Schedule Report
- Residential Program Schedule Report
- Group Service Schedule Report
- Missed Shift Report
Message T=
emplates
Message Templates are automated messages and notifications that are sent=
to DCI users based on specific events or triggers in DCI. Message Template=
s can only be edited by a super user. Message Templates are split into two =
categories - messages and notifications. For more information on message te=
mplates, view additional resources in the help center. The following messag=
e templates are available for the Scheduling Module:
Schedule Published
Shift Claimed Employee
Scheduling Notify Failure to Punch
Schedule Entry Rejected
Availability Template reached the initial r=
eminder deadline
Availability Template reached reminder dead=
line frequency
Unscheduled Punch
Scheduling Notify Upcoming Shift Reminder=
p>
Change in Published Schedule
Offered Shift
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