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Description:  In In this guide, the user will learn how to use DCI to supervise a day program.

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Day Program Profile

Description: In this topic, the user will learn an overview of the day program profile. The day program profile is designed to keep time and attendance for clients who attend and employees who work at a day program for individuals with disabilities. Typically, the person who works at the front desk will log in to the day program profile at check-in and check-out, so that employees and clients can easily log their attendance in the system.

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1. Log in to DCI with personal profile
2. Click Scheduling on the main menu
3. Click Day Programs on the submenu
4. Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
5. Click Search
6. Select the program from the table by clicking anywhere in the row
7. Clients Schedule tab:
   1. All clients with an active service account for the specified program will be listed in the left header column of the schedule table
   2. If a particular client is not listed, verify that they have an active service account.
   3. The number of consumed weekly hours, scheduled weekly hours, maximum available daily hours, and maximum available weekly hours will appear under each client name
   4. The information icon (i) to the right of the client name displays the authorization end date, remaining balance, and staff ratio.
8. To create a new schedule, use the calendar or arrow icons to go to the desired week. Alternatively, click Actions, then select New Schedule from the drop-down menu to display the next blank schedule by week.
   1. To copy the same schedule as the previous week, click the Copy icon (two pieces of paper).
      1. Select the week to copy from the drop-down and click Ok
      2. Click Yes to confirm
   2. To create a new schedule shift, click the blank cell to open and complete the schedule form wizard:
      1. Name – Auto populates with the client name of the selected cell
      2. Service Code – Auto populates to Day Program
      3. EVV Location – Select from the drop-down menu
      4. Day – Auto populates the date of the selected cell but can click in the field to open the calendar and select a different date
      5. Start Time – Click in the field to select a shift start time
      6. End Time - Click in the field to select a shift end time
      7. Note – Optionally add a note for the client
9. Click Schedule and Save to confirm
   1. Please note: A client cannot be scheduled if they are already scheduled somewhere else. To view a client’s full schedule, click Scheduling on the main menu and Clients on the submenu.
10. Repeat until the schedule is complete
    1. Copy entries by dragging and dropping them into a new cell
11. Click Publish to make the schedule visible to clients
12. Review exceptions and make changes as needed
13. Click Publish on the exceptions window
    1. Changes can be made to the schedule by right-clicking on individual entries
    2. Re-publish the schedule for the client to view the changes
14. Employees Schedule tab:
    1. All employees with an active service account for the specified program will be listed in the left header column of the schedule table
    2. If a particular employee is not listed, verify that they have an active service account.
    3. The number of consumed weekly hours, scheduled weekly hours, max available daily hours, and max available weekly hours will appear under each employee’s name.
15. In the Select Day drop-down, select the day of the week to schedule. This will update the Required Employees column on the hourly tables.
16. To create a new schedule, use the calendar or arrow icons to go to the desired week.
    1. To copy the same schedule as the previous week, click the Copy icon (two pieces of paper).
       1. Select the week to copy from the drop-down and click Ok
       2. Click Yes to confirm
    2. To create a new schedule shift, click the blank cell to open and complete the schedule form wizard:
       1. Employee Name – Auto populates with the employee name of the selected cell
       2. EVV Location – Select from the drop-down menu
       3. Day – Auto populates the date of the selected cell but can click in the field to open the calendar and select a different date
       4. Start Time – Click in the field to select a shift start time
       5. End Time - Click in the field to select a shift end time
       6. Note – Optionally add a note for the employee
       7. OnCall checkbox – Check if this is an on-call shift
          1. 1. If selected, proceed to step 16.
       8. Critical checkbox – Check to mark a shift as critical
       9. Reminder - Enter a numeric value in minutes, hours, days, or weeks
       10. Reminder Type - Select Minutes, Hours, Days, or Weeks from the drop-down
17. Click Schedule and Save to confirm
    1. Please note: A client must be scheduled for the same hours to save the employee shift
18. Repeat until the schedule is complete
    1. Copy entries by dragging and dropping them into a new cell
19. Click Publish to make the schedule visible to employees
20. Review exceptions and make changes as needed
21. Click Publish on the exceptions window
    1. Changes can be made to the schedule by right-clicking on individual entries
    2. Re-publish the schedule for the employee to view the changes

View Day Program Schedule

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1. Log in to DCI with personal profile
2. Click Scheduling on the main menu
3. Click Availability Templates on the submenu
4. Use the filters to find the desired employee’s availability templates, or simply scroll through the table.
5. Click anywhere in the row to open the Availability the Availability Template Detailspage
6. After reviewing the template, return to the Availability Templates page.
   1. Click the A to approve the template or the red R to reject the template
   2. Please note: If the template is approved, supervisors cannot schedule an employee outside the hours of their approved availability template.
7. Return to the Availability Templates page at any time to view an employee’s availability

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