Date: Thu, 28 Mar 2024 17:17:31 +0000 (UTC)
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Description: In this topic, the user will learn how to =
use the scheduling module as a supervisor who works with a day program.
This useful tool allows supervisors of a day program to:
- Create a schedule specifically for a day program using the day program =
schedule builder
- View employee shifts via the Employees Schedules tab
- View clients' schedules via the Clients Schedules tab
- View all employees and clients with an active service account for the p=
rogram
- Prevent scheduling of overtime and over authorization
- Prevent double scheduling of employees and clients
- Manage shift swapping
- Manage client requests for services
- Manage employee availability templates
*Please note: The DCI Scheduling Module is used by some organizations. P=
lease reach out with questions.
Role Required: Super User, Supervisor
Permission Required: Day Program Admin
Contents:
=
Day Program Schedule
Create New Day Program Schedule
- Log in to personal profile
- Click Scheduling on the main menu
- Click Day Programs on the submenu
- Search for the day program by typing the name in the search filter
- Click Search
- Click anywhere on the row of the day program<=
/strong> to open the Day Program Details page
- To create a new schedule, use the calendar or arrow icons to navigate t=
o 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.
- First, create the client schedule by clicking the Clients Sched=
ule Tab
- All clients with an active service account for the specified program wi=
ll be listed in the Clients column
- If a particular client is not visible, verify they have an active servi=
ce account.
- The number of consumed weekly hours, scheduled weekly hours, maximum av=
ailable daily hours, and maximum available weekly hours will appear under e=
ach client's name
- 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
- Name - Field will prefill based on the client selected
- Service Code - The field will prefill with the day program name
- EVV Location - Select from the drop-down
- Day - Select the date the client will attend the program
- Start Time - Enter the start time the client will attend the program
- End Time - Enter the end time the client will leave the program
- Note - Optional field
- Click Schedule
- A client that is already scheduled somewhere else cannot be scheduled. =
To see a client=E2=80=99s full schedule, navigate to the Scheduling Module =
home page and click Clients on the submenu. Search for and select the clien=
t.
- 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 pa=
per)
- Select the week to copy from the drop=
-down and click Ok
- Click Yes on the confirmation alert window
- Click Publish
- Review exceptions and make changes as needed
- Click Publish on the exceptions window
- The schedule will be visible to clients when published
- Click Save
- Changes can be made to the schedule by right-clicking on individual ent=
ries
- Re-publish the schedule for the client to see the changes
- Next, click the Employees Schedule tab
- In the Select Day drop-down, select the day of the week to view the sch=
edule. This will update the Required Employees number on the hourly tables.=
- All employees with an active service account for the day program will b=
e listed in the Employees column
- 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 pr=
efill based on the employee selected
- EVV Location - Select from the dr=
op-down
- Day - Select the date for the employee to work
- Start Time - Enter the start time for the shift
- End Time - Enter the end time for the shift
- Note - Optional field to enter ad=
ditional notes for the employee
- OnCall - Check the box if this is an on call shift
- 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
- An employee that is already scheduled somewhere else cannot be schedule=
d. To see an employee=E2=80=99s full schedule, navigate to the Scheduling M=
odule home page and click Employees on the submenu. Search for and select t=
he 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 t=
he review exceptions window
- The schedule will be visible to employees 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 Day Program Schedule
- Log in to personal profile
- Click Scheduling on the main menu
- Click Day Programs on the submenu
- Search for the day program by typing the name in the search filter
- Click Search
- Click anywhere on the row of the day program<=
/strong> to open the Day Program Details page
- The Day Program Schedule builder has two scheduling tabs:
- Clients Schedule
- All clients with an active service account for the day program will be =
listed in the Clients column
- Clients will be listed once per service code
- 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 is the total hours o=
f 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 exceed th=
e remaining balance.
- Employees Schedule
- This tab includes an hourly view of the number of required employees co=
mpared to the number of scheduled employees. Click the Select Day drop-down=
to change the day of the week to view the information for a different day.
- Required Employees number will be updated when the Client Schedule is p=
ublished
- Scheduled Employees updates as new shift entries are added to the sched=
ule
- All employees with an active service account for the day program will b=
e listed in the Employees column
- The number of consumed weekly hours, scheduled weekly hours, and maximu=
m weekly hours will appear under each employee's name.
- If a particular employee is not visible, verify they have an active ser=
vice account
- The default view is a weekly view. To view an hourly view of one day, <=
span style=3D"color: rgb(23,43,77);">click the Day button or click the Toda=
y button to navigate to today=E2=80=99s schedule. To return to the week vie=
w, click the Week button.
- Navigate to other weeks by using the arrows or the calendar icon
- On the Employee Schedule tab, each shift will display the start and end=
time, total hours, and client initials for the group service.
- Scheduled Shifts (published) will appear in light blue
- On Call Shifts (residential and day program only) will appear in dark b=
lue
- Offered Shifts will appear in yellow
- Unpublished Changes will appear in green
- Deleted Unpublished Changes will appear in bright red
- 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
Sh=
ift Swapping
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=
strong>
- Log in to personal profile
- Click Scheduling o=
n the main menu
- Click Pending Approvals on the submenu
- The table will list all shift swap requests for the cost centers in whi=
ch the user has the supervisor role
- Review the details of the shift swap in the table including:
- Client/Program Name
- Service Code
- Initial Employee - Employee offering the shift
- Claimed By - Employee claiming the shift
- Shift Date
- Shift Timings - Start and end time of the shift
- Status - i.e., Claimed
- Action - Click the A to approve, or the red R to reject the shift swap =
request.
- In the Action Column, click A&=
nbsp;to approve the shift swap or R&=
nbsp;to reject the shift swap
- Action cannot be taken until an offered shift has been claimed by anoth=
er employee
- The entry will change from a yellow offered entry to a light blue publi=
shed entry
- Both employees will be notified of the review if the message template i=
s enabled
Additional Notes:
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 Te=
mplate
- Log in to personal profile
- Click Scheduling o=
n the main menu
- Click Availability Templates&n=
bsp;on the submenu
- Use the filters to locate the desired employee=E2=80=99s availability t=
emplate(s), or simply scroll through the table.
- Click anywhere in the results row to open the Availability Template Details page
- After reviewing the template, go back to the Availability Templates pag=
e.
- Click the A to app=
rove the template
- Click the red R to=
reject the template
- OR view the employee's availability template but do not take action. Th=
e result is that the supervisor will not be restricted when scheduling the =
employee.
- Return to the Availability Templates page at any time to view an employ=
ee=E2=80=99s availability
Reports<=
/u>
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
- Missed Shift Report
Message Templates
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 reminder deadline
- Availability Template reached reminder deadline frequency
- Unscheduled Punch
- Scheduling Notify Upcoming Shift Reminder
- Change in Published Schedule
- Offered Shift
Related art=
icles
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