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

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

  • Enables schedule building for each client

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

  • Prevents scheduling overtime and over authorization

  • Prevents double-scheduling employees and clients

  • 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.

Role Required: Supervisor, Superuser

Permission Required: N/A


Client Schedules

Create New Hourly Services Schedule for Client:

Hourly Services Schedules are made per client. The Client Schedule 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 menu
  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. To create a new schedule, use the calendar or arrow icons to go to the desired week or click the Actions button, click New Schedule to display the next blank week schedule
    1. To use the same schedule as the previous week, click the Copy icon
      1. Select the week you want to copy from the drop and click Ok
      2. Click Yes on the confirmation alert window
    2. To create a new schedule shift, click the Blank Cell on the day you wish to create a shift for to open the Schedule form wizard
      1. Complete the Schedule form wizard
      2. Client Name: Prefilled with Client Name
      3. Service Code: Prefilled base on the service code row the blank cell was selected
      4. EVV Location
      5. Day
      6. Start time
      7. End time
      8. Employee: Start typing the employees name and then select the employee (Only employees with an active service account with this client and service code will appear.)
      9. Note - Optional
      10. Critical: Checkbox if you want the shift to be marked as critical
      11. Reminder: Enter the numeric value (minutes, hours, days or weeks)
      12. Reminder Type: Select Minutes, Hours, Days or Weeks from the drop down
  7. 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 menu
  8. Click Save on the confirmation alert window
  9. Repeat until 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
  10. Click Publish
  11. Review exceptions and make changes as needed
  12. Click Publish on the review exceptions window

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 menu
  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. 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.
  7. There are several numbers listed on each service code. Hover over each number to find out what it represents. 
    1. The first number is consumed weekly hours. This 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 the total hours of saved shifts for the week. 
    3. The third and fourth numbers are the maximum available daily hours and weekly hours. These are both set on the authorization. You will receive a warning if you attempt to schedule over the maximum available daily or weekly hours.
    4. Hover over the “i” icon to see more authorization details, including the authorization end date and the remaining balance. Schedule entries can not be created beyond the authorization end date or that exceed the remaining balance of the authorization. 
  8. 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.
  9. You can easily navigate to other weeks by using the arrows or the calendar icon.
  10. There are several tools available to quickly make changes to your schedule. 
    1. Click the Trash icon to clear the current schedule.
      1. Click the Copy icon to copy the schedule from the previous week.
  11. 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 delete the entry

Employee Schedules

The 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 default cost center or an active service account. Supervisors can view the 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 menu
  4. Search for the employee by using the filters and click the Search button
  5. Select the employee by clicking anywhere in the row of the search table to open the Employee Details page
  6. To create a new schedule, use the calendar or arrow icons to go to the desired week
    1. To use the same schedule as the previous week, click the Copy icon
      1. Select the week you want to copy from the drop and click Ok
      2. Click Yes on the confirmation alert window
    2. To create a new schedule shift, click the Blank Cell on the day you wish to create a shift for to open the Schedule form wizard
      1. Complete the Schedule form wizard
      2. Employee Name: Prefilled with the Employee Name of the schedule you are viewing
      3. Service Code: Prefilled base on the service code row the blank cell was selected
      4. EVV Location
      5. Day
      6. Start time
      7. End time
      8. Cost Center: Prefilled with the employee's cost center
      9. Reminder: Enter the numeric value (minutes, hours, days or weeks)
      10. Reminder Type: Select Minutes, Hours, Days or Weeks from the drop down
  7. 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
  8. Click Save on the confirmation alert window
  9. Repeat until 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)
  10. Click Publish
  11. Review exceptions and make changes as needed
  12. Click Publish on the review exceptions window
    1. The schedule will be visible to the employee once it is published.
    2. Changes can be made to the schedule by right-clicking on individual entries
      1. 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 menu
  4. Search for the employee by using the filters and click the Search button
  5. Select the employee by clicking anywhere in the row of the search table to open the Employee Details page
  6. The employee’s current week’s schedule will be shown.
    1. The dates are listed across the top of the schedule.
    2. Each active service account is listed in the far left column. Use the scroll bar to see all accounts if necessary
  7. 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.
  8. You can easily navigate to other weeks by using the arrows or the calendar icon.
  9. 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 yellow
    4. My Offered Shifts (shifts you have offered for others pick up) will appear in light red
    5. Unpublished Change will appear in green
      1. Deleted Unpublished Change will appear is bright red
  10. 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.
  11. Right-click on any schedule entry and select:
    1. View: to view details
    2. Edit: to edit the entry
    3. Delete: to delete the 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 Update
  5. Click Save on the confirmation alert window
  6. Select the Publish 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 on the confirmation alert window
  4. Select the Publish 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 your personal profile
  2. Click Scheduling on the main menu
  3. Click Pending Approvals on the sub menu
  4. The table will list all shift swap requests for the cost centers you have 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 shift
    4. Claimed By - Employee claiming 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. You 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 submitted. 

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 menu
  4. The table will list all client requests for the cost centers you have the Supervisor Role
  5. Review the details of the request including:
    1. Client/Program
    2. Service Code
    3. Employee Name - requested employee
    4. Shift date
    5. Shift Timings
    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 review is complete if the message template is enabled

Review Availability Templates

Employees are able to 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 are unable to schedule an employee outside of their approved availability templates. 

Review an Employee’s Availability Template:

  1. Login to your personal profile
  2. Click Scheduling on the main menu
  3. Click Availability Templates on the sub menu
  4. Use the filters to find the desired employee’s availability templates, or simply scroll through the table.
  5. Click anywhere in the results row to open the Availability Template Details Page.
  6. After reviewing the template, go back to the Availability Templates Page.
    1. Click the A to approve the template
    2. Click the R to reject the template
  7. You can return to the Availability Templates page at any time to view an employee’s availability

Reports

There will be several Scheduling Reports available for the supervisor.

  1. Click Reports on the main menu
  2. Click/hover over the Schedule Reports on the sub menu
  3. The 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 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 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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