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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

  1. Log in to personal profile

  2. Click Scheduling on the main menu

  3. Click Pending Approvals on the submenu

  4. The table lists all shift swap requests for the cost centers for which the user has the supervisor role

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

    1. Client/Program

    2. Service

    3. Initial Employee: Employee offering the shift

    4. Claimed By: Employee claiming the shift

    5. Shift Date

    6. Shift Timings

    7. Status

    8. Action

  6. In the Action Column, click A to approve the shift swap or R to reject the shift swap.

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

  7. In the schedule, the entry will change from a yellow offered entry to a light blue published entry.

    1. 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

  1. Log in to personal profile

  2. Click Scheduling on the main menu

  3. Click Availability Templates on the submenu

  4. Use the filters to locate the desired employee’s availability templates

  5. Click anywhere in the row to open the Availability Template Details page

  6. After reviewing the template:

    1. Click A to approve the template

    2. Click the red R to reject the template

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

Scheduling Reports

  1. Click Reports on the main menu

  2. Click/hover over Scheduling Reports on the submenu

  3. 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

  1. Log in to personal profile

  2. Select Home on the main menu

  3. Click Residential Programs or Parenting Programs on the submenu

  4. Use the filters to search for the program and click Search

  5. Select the program from the table by clicking anywhere in the row

  6. Click Actions

  7. Select New Entry from the drop-down menu

  8. Complete the form wizard

    1. Entry Type - Select Absent

    2. Program Name – Auto populates

    3. Account Type – Select Residential Program or Parenting Program

    4. Client – Enter the client name and select it from the drop-down menu

    5. Check Out – Select a date and time for the check out

    6. Check In - Select a date and time for the check in

    7. Reason – May be required. Select from the available drop-down options.

    8. Note – Optionally add a note regarding the absence

    9. Attachment – Optionally add an attachment regarding the absence

  9. Click Save to continue and Yes to confirm

Create Absence Entries from the Residential or Parenting Program Profile

  1. Sign in to the Residential or Parenting Program profile

  2. Select Home on the main menu

  3. Click Clients on the submenu

  4. Click Actions

  5. Select New Absent from the drop-down menu

  6. Complete the New Absent form wizard

    1. Client – Enter the client name and select it from the drop-down menu

    2. Check Out – Select a date and time for the check out

    3. Check In - Select a date and time for the check in

    4. Reason – May be required. Select from the available drop-down options.

    5. Note – Optionally add a note regarding the absence

    6. Attachment – Optionally add an attachment regarding the absence

  7. Click Save to continue and Yes to confirm

Approve Attendance

  1. Log in to DCI with personal profile

  2. Select Home from the main menu

  3. Select Residential Program from the submenu

  4. Search for the program by typing the name in the field Type Residential Program Name and selecting it when it populates

  5. Click Search

  6. Click the green Approve Attendance button

    1. Select the date range and EVV Location if applicable

    2. Click Submit

    3. Click Verify All and Yes to confirm

FAQ - Why are there attendance entries missing when I generate attendance?

  1. No active authorization

  2. Outside the start and end date of the funding account

  3. 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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