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Description: In this topic, the user will learn how to use the scheduling module as a residential or parenting program supervisor.
The Program Schedule Builder allows the supervisor to create a schedule specifically for a chosen Residential or Parenting Program
All employees with an active service account for that program will be listed on the schedule builder
The module takes the weekly allocated hours into consideration as the schedule is created
Prevents scheduling overtime and over authorization
Prevents double-scheduling of employees
Allows for efficient management of shift swapping
Enables easy-to-use client requests for services
Manage employee availability templates
*Please note: The DCI Scheduling Module is used by some organizations. For questions, contact your DCI representative.
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View, Approve, and Reject Shift Swap Requests
Log in to personal profile
Click Scheduling on the main menu
Click Pending Approvals on the submenu
The table lists all shift swap requests for the cost centers for which the user has the supervisor role
Review the details of the shift swap in the table including:
Client/Program
Service
Initial Employee: Employee offering the shift
Claimed By: Employee claiming the shift
Shift Date
Shift Timings
Status
Action
In the Action Column, click A to approve the shift swap or R to reject the shift swap.
Action cannot be taken until an offered shift has been claimed by another employee
In the schedule, the entry will change from a yellow offered entry to a light blue published entry.
Both employees will be notified of the review if the message template is enabled
Additional Notes:
If no one claims an offered shift, it will revert back to the original employee’s schedule.
The schedule is automatically updated and re-published when a shift swap occurs. There is no need to revise the schedule based on the shift swap.
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Availability Templates
Employees can create availability templates in DCI so that supervisors know when they are available to work. Availability templates must be approved by a supervisor before they are taken into consideration and whenever a change is made to them. An employee cannot be scheduled outside of their approved availability templates if the template has been approved. As a workaround, some organizations view the templates but do not approve them.
Review
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Employee Availability
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Templates
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’s availability templates
Click anywhere in the row to open the Availability Template Details page
After reviewing the template:
Click A to approve the template
Click the red R to reject the template
Return to the Availability Templates page at any time to view an employee’s availability
Scheduling Reports
Click Reports on the main menu
Click/hover over Scheduling Reports on the submenu
Select a report 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 Templates
Message templates are automated messages and notifications that are sent to DCI users based on specific events or triggers in DCI. Message templates can only be edited by a super user. They are split into two categories: messages and notifications. For more information on message templates, view additional resources in the help center. The following message templates are available for the scheduling module:
Schedule Published
Shift Claimed Employee
Scheduling Notify Failure to Punch
Schedule Entry Rejected
Availability Template reached initial reminder deadline
Availability Template reached reminder deadline frequency
Unscheduled Punch
Scheduling Notify Upcoming Shift Reminder
Change in Published Schedule
Offered Shift
Residential & Parenting Programs - Absence & Attendance Entries
If an individual is absent or only attends a partial day at a residential or parenting program, an absence entry can be created. Absence entries are approved when the attendance is approved. DCI will allow a user to create an attendance entry for a date for which an absence entry already exists. DCI will not allow a user to create an attendance entry for a date for which an attendance entry already exists. Super users or supervisors can create an absence entry.
Create an Absence Entry
Log in to personal profile
Select Home on the main menu
Click Residential Programs or Parenting Programs on the submenu
Use the filters to search for the program and click Search
Select the program from the table by clicking anywhere in the row
Click Actions
Select New Entry from the drop-down menu
Complete the form wizard
Entry Type - Select Absent
Program Name – Auto populates
Account Type – Select Residential Program or Parenting Program
Client – Enter the client name and select it from the drop-down menu
Check Out – Select a date and time for the check out
Check In - Select a date and time for the check in
Reason – May be required. Select from the available drop-down options.
Note – Optionally add a note regarding the absence
Attachment – Optionally add an attachment regarding the absence
Click Save to continue and Yes to confirm
Create Absence Entries from the Residential or Parenting Program Profile
Sign in to the Residential or Parenting Program profile
Select Home on the main menu
Click Clients on the submenu
Click Actions
Select New Absent from the drop-down menu
Complete the New Absent form wizard
Client – Enter the client name and select it from the drop-down menu
Check Out – Select a date and time for the check out
Check In - Select a date and time for the check in
Reason – May be required. Select from the available drop-down options.
Note – Optionally add a note regarding the absence
Attachment – Optionally add an attachment regarding the absence
Click Save to continue and Yes to confirm
Approve Attendance
Log in to DCI with personal profile
Select Home from the main menu
Select Residential Program from the submenu
Search for the program by typing the name in the field Type Residential Program Name and selecting it when it populates
Click Search
Click the green Approve Attendance button
Select the date range and EVV Location if applicable
Click Submit
Click Verify All and Yes to confirm
FAQ - Why are there attendance entries missing when I generate attendance?
No active authorization
Outside the start and end date of the funding account
The date range overlaps with the end of one authorization and the start of another. Change the start date on the date range to the start date on the second authorization and try again.
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