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Description: In this topic you , the user will learn how to use the scheduling system module as a supervisor.

The DCI Scheduling module is a This useful tool allows supervisors to help supervisors:

• Enables Build a schedule building for each client

• Provides a comprehensive view of all View employee shifts through Employee Schedule

• Prevents Prevent scheduling of overtime and over authorization

• Prevents Prevent double - scheduling of employees and clients

• Allows for efficient management of Manage shift swapping

• Enables easy-to-use Manage client requests for services

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*Please note: The DCI Scheduling Module is used by some organizations. For questions, contact your DCI representativePlease reach out with questions.

Role Required: Super User, Supervisor, Superuser

Permission Required: N/A

Page Contents:

Client Schedules

Create a New Hourly

...

Service Schedule for a Client

Hourly Services Schedules service schedules are made per client. The Client Schedule Builder builder is designed to prevent scheduling over authorization, outside of authorization dates, and over the daily or weekly max. 

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Clients on the sub menusubmenu
4. Search for the client by using the filters and click the Search buttontyping the name in the search filter
5. Click Search
6. Click anywhere on the client row to open the Client Select the client by clicking anywhere in the row of the search table to open the Clients Details page
7. To create a new schedule, use the calendar or arrow icons to go navigate to the desired week or , OR click the Actions button , click and select New Schedule from the drop-down menu to display the next blank week scheduleTo use the same schedule as the previous week, click the Copy icon
8. Select the week you want to copy from the drop and click Ok
Click Yes on the confirmation alert window's schedule
9. To create a new schedule shift, click the Blank Cell on the selected day you wish to create a shift for to open the Schedule form wizard
   1. Complete the Schedule form wizard
      1. Client Name : - Prefilled with Client Nameclient name
      2. Service Code : - Prefilled base based on the service code row in which the blank cell was selected
      3. EVV Location - Select from the drop-down
      4. Day - Select the date the client will receive the service   
      5. Start time - Enter the start time the client will receive the service
      6. End time - Enter the end time the client will receive the service
      7. Employee : Start typing the employees - Type the employee's name and then select the employee (it from the drop-down. Only employees with an active service account with this client and service code will appearpopulate.)
      8. Note - Optional
      9. Critical : Checkbox if you want the shift to be marked as critical- Check the box if this is a critical shift
      10. Reminder - Reminder: Enter the numeric value (minutes, hours, days, or weeks) in the first field
      11. Reminder Type : - Select Minutes, Hours, Days, or Weeks from the drop-down in the second field
10. Click Schedule
    1. Shifts cannot be saved if the employee is already scheduled for a shift
    2. Shifts cannot be scheduled if the authorization has expired
    3. To see an employee’s full schedule, click Scheduling on the main menu and click Employees on the sub menuthe submenu. Search for and select the employee.
11. Click Save on the confirmation alert window
12. Repeat until the schedule is complete for all services.
    1. Copy entries by dragging and dropping to them into a new cell and update
    2. To use the same schedule form wizard as necessaryas the previous week:
       1. Click the Copy icon (two pieces of paper)
       2. Select the week to copy from the drop-down and click Ok
       3. Click Yes on the confirmation alert window
13. Click Publish
14. Review exceptions and make changes as needed
15. Click Publish on the review exceptions window
    1. The schedule will be visible when published
16. Click Save
17. Changes can be made to the schedule by right-clicking on individual entries
18. Re-publish the schedule for the employee to see the changes

View Hourly Services Schedule for Clients

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Clients on the sub menusubmenu
4. Search for the client by using the filters and click the Search button
5. Select the client by clicking anywhere in the row of the search table to open the Clients Details page
6. typing the name in the search filter
7. Click Search 
8. Click anywhere on the client row to open the Client Details page and view the schedule
   1. 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’s schedule. To return to the week view, click the Week button.
      1. Navigate to other weeks by using the arrows or the calendar icon
   2. Service Codes for the client are listed in the column on the left side
   View the client’s schedule on the Clients Detail Page the current week’s schedule is shown
   1. The dates are listed across the top of the schedule
   2. Each active funding account is listed in the far left column. Use the scroll bar to see all accounts if necessary.
      1. There are several numbers listed on each service code. Hover over each
   number to find out what it representsYou can easily navigate to other weeks by using the arrows or the calendar icon.
   1. 1. to learn more. 
         1. The first number is consumed weekly hours
      . This
      1. 1. , which is the total of all pending and approved punches for the service code for the week. 
         2. The second number is scheduled
      hours. This is
      1. 1. weekly hours, which are the total hours of the saved shifts for the week. 
         2. The third and fourth numbers are the daily maximum and maximum available
      daily hours and
      1. 1. weekly hours
      . These
      1. 1. , which are both set on the authorization.
      You
      1. 1. A warning will
      receive a warning if you attempt
      1. 1. populate if a user attempts to schedule over the maximum available daily or weekly hours.
      2. Hover over the “i” icon to see more authorization details, including the authorization end date and the remaining balance.
      Schedule
      1.  Schedule entries
      can not
      1. will be
      created
      1. prohibited beyond the
      authorization
      1. end date or that exceed the remaining balance
      of the authorization
      1. . 
9. The default view is a weekly view. To view an hourly view of one day, click “Day” or click “Today” to go to today’s schedule. To return to the Week view, click Week.
11. There are several tools available to quickly make changes to your schedule. the schedule 
    1. Click the Trash icon to clear the current schedule.
    2. Click the Copy icon to copy the schedule from the a previous week.
    3. Click the Printer icon to print the schedule
    .
12. Right-click on any schedule entry and select:
    1. View: to view details
    2. Edit: to edit the entry
    3. Delete: to deletethe entry

Employee Schedules

The Employee Schedule employee schedule allows the supervisor to create schedules for miscellaneous account types including Administration, Training, and Drive. It is 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 employee schedule to see all scheduled shifts for the employee’s active service accounts. This is helpful when creating Program or Client Schedules to prevent double-scheduling an employee.

Create New Employee Schedule

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Employees on the sub menusubmenu
4. Search for the employee by using the filters and click the Search buttontyping the name in the search filter
5. Click Search 
6. Click anywhere on the employee row Select the employee by clicking anywhere in the row of the search table to open the Employee Details page and view the schedule

7. To create a new schedule, use the calendar or arrow icons to

go

8. 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.

9. To use the same schedule as the previous week, click the Copy icon.
   1. Select the week you want to copy from the drop-down and click Ok
   2. Click Yes on the confirmation alert window
10. To create a new schedule shift, click the Blank Cell on the selected day you wish to create a shift for to open the Schedule form wizard.
11. Complete the Schedule form wizard
    1. Employee Name : Prefilled with the Employee Name of the schedule you are viewingService Code: Prefilled base on the service code row the blank cell was - The field will prefill based on the employee selected
    2. Account Type - The field will prefill based on the account selected
    3. EVV Location - Select from the drop-down
    4. Day - Field will prefill based on the date selected
    5. Start Time - Enter the start time for the shift
    6. End Time - Enter the end time for the shift
    7. Cost Center : Prefilled with the employee's cost center- The field will prefill
    8. Reminder : - Enter the numeric value (minutes, hours, days, or weeks) in the first field
    9. Reminder Type : Select - Select Minutes, Hours, Days, or Weeks from the drop-down in the second field
12. Click Schedule
    1. Shifts cannot be saved if the employee is already scheduled for a shift
    2. Shifts cannot be scheduled if the authorization has expired
13. Click Save on the confirmation alert window
14. Repeat until the schedule is complete for all services.
    1. Copy entries by dragging and dropping to a new cell and update the schedule form wizard as necessary
    2. Schedule non-client shifts (i.e., PTO, sick, administration)
15. Click Publish
16. Review exceptions and make changes as needed
17. Click Publish on the review exceptions window
    1. The schedule will be visible to the employee once it is published.when published
18. Click Save
19. Changes can be made to the schedule by right-clicking on individual entries
    1. Publish Re-publish the schedule for the employee to see the changes by clicking Publish and Save on the confirmation alert window

View Employee Schedule

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Employees on the sub menusubmenu
4. Search for the employee by using the filters and click the Search buttontyping the name in the search filter
5. Click Search 
6. Click anywhere on the employee row Select the employee by clicking anywhere in the row of the search table to open the Employee Details page The employee’s current week’s schedule will be shown.The dates are listed across the top of and view the schedule.
7. Each active service account is listed in the far left column. Use the scroll bar to see all accounts if necessary

8. The default view is a weekly view. To view an hourly view of one day, click

“Day”

9. the Day button or click

“Today”

10. the Today button to

go

11. navigate to today’s schedule. To return to the

Week

12. week view, click the Week button.

You can easily navigate

13. Navigate to other weeks by using the arrows or the calendar icon

.
15. Each active service account is listed in the profiles/accounts column
16. Each shift will display start and end time, total hours, and service code, if applicable.
    1. Scheduled Shifts (published) will appear in light blue
    2. On Call Shifts (residential and day programs only) will appear in dark blue
    3. Offered Shifts will appear in yellowMy Offered Shifts (shifts you have offered for others pick up) will appear in light red
    4. Unpublished Change will appear in green
    5. Deleted Unpublished Change will appear is in bright red
17. There are several tools available to quickly make changes to your schedule. 
    1. Click the Trash icon to clear the current schedule.
    2. Click the Copy icon to copy the schedule from the previous week.
    3. Click the Printer icon to print the schedule.
18. Right-click on any schedule entry and select:
    1. View: to view details
    2. Edit: to edit the entry
    3. Delete: to deletethe entry

Additional Scheduling Functions

View existing entries

1. Right-click on the entry
2. Click View
3. View the details of the entry
4. Click Cancel to exit the Schedule form wizard

Edit existing entries

1. Right-click on the entry
2. Click Edit
3. Update/make changes to the form wizard
4. Select Click Update
5. Click Save on the confirmation alert window
6. Select the Publish changes to republish changes
7. Click Save on the confirmation alert window

Delete existing entries

1. Right-click on the entry
2. Click Delete
3. Click Yes Ok on the confirmation alert window
4. Select the Publish changes to republish changes
5. Click Save on the confirmation alert window

Shift Swapping

Employees can offer published shifts if they are unable to work the scheduled shift. Another employee with an active service account for the same program/client can claim the shift. Shift swaps must be approved by the supervisor before they are complete.

View, Approve, and Reject Shift Swap Requests

1. Log in to

...

1. personal profile

...

1. Click Scheduling

...

1.  on the main menu

...

1. Click Pending

...

1. Approvals on the

...

1. submenu

2. The table will list all shift swap requests for the cost centers

...

1. in which the user has the supervisor role

2. Review the details of the shift swap in the table including:

1. Client/Program Name

2. Service Code

3. Initial Employee - Employee offering the shift

4. Claimed By - Employee claiming the shift

5. Shift Date

6. Shift Timings - Start and end time of the shift

7. Status - i.e., Claimed

8. Action - Click the A to approve, or the red R to reject the shift swap request.

3. In the Action Column,

...

1. click A

...

1.  to approve the shift swap

...

1. or R to reject the shift swap

   1. Both employees will be notified of the review if the message template is enabled

1. Action cannot be taken until an offered shift has been claimed by another employee

...

1. The entry will change from a yellow offered entry to a light blue published entry

...

Additional Notes:

• If no one claims an offered shift, it will revert

...

• to the original employee’s schedule.

• The schedule is automatically updated and re-published when a shift swap occurs.

...

• Supervisors do not need to revise the schedule based on the shift swap.

Client Requests

Clients can request services through the scheduling module. The request can be made for a specific date and time, and an employee can be requested. Supervisors of the client’s cost center will receive a notification when a new request is submittedon a particular day. 

View, Approve, or Reject Client Requests

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Client Requests on the sub menusubmenu
4. The table will list all client requests for the cost centers you have the Supervisor Rolein which the user has the supervisor role
5. Review the details of the request in the table including:
   1. Client/Program
   2. Service Code
   3. Employee Name - requested Requested employee
   4. Shift date
   5. Shift Timings - Requested start and end time of the service
   6. Status
   7. Action
6. In the Action Column:
   1. Click A to approve the request. The entry will move from pending status to published.
   2. Click E to edit the shift time or the employee
   3. Click R to reject the request
7. The client/guardian will be notified when your the review is complete if the message template is enabled

Review Availability Templates

Employees are able to 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. You when created and when edited. If the availability template is approved, supervisors are unable to schedule an employee outside of their 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’s Availability Template

1. Login Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Availability Templates on the sub menusubmenu

4. Use the filters to

find

5. locate the desired employee’s availability

templates

6. template(s), or simply scroll through the table.

7. Click anywhere in the results row to open

the

8. the Availability Template Details

Page.

9.  page

10. After reviewing the template, go back to the Availability Templates

Page

11. page.

1. Click

the

1. the A

to

1.  to approve the template

2. Click the red R

to

1.  to reject the template

2. OR view the employee's availability template

You can return

1. but do not take action. The result is that the supervisor will not be restricted when scheduling the employee.

12. Return to the Availability Templates page at any time to view an employee’s availability

Reports

There will be are several Scheduling Reports available for the supervisor.

1. Click Reports on the main menuClick
2. /hover Hover over the Schedule Reports on the sub menusubmenu
3. Select one of the following scheduling reports from the flyout menuThe following Scheduling Reports available for the supervisor:

• 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 Usersuper user. Message Templates 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 the initial reminder deadline

• Availability Template reached reminder deadline frequency

• Unscheduled Punch

• Scheduling Notify Upcoming Shift Reminder

• Change in Published Schedule

• Offered Shift

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