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

This useful tool allows supervisors to:

  • Build a schedule for each client

  • View employee shifts

  • Prevent scheduling of overtime and over authorization

  • Prevent double scheduling of employees and clients

  • Manage shift swapping

  • Manage client requests for services

  • Manage employee availability templates

*Please note: The DCI Scheduling Module is used by some organizations. Please reach out with questions.

Role Required: Supervisor, Super User

Permission Required: N/A

Contents:


Client Schedules

Create a New Hourly Service Schedule for a Client

Hourly service 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 personal profile
  2. Click Scheduling on the main menu
  3. Click Clients on the submenu
  4. Search for the client by typing the name in the search filter
  5. Click Search
  6. Click anywhere on the client row to open the Client Details page
  7. To create a new schedule, use the calendar or arrow icons to 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
  8. To create a new schedule shift, click the Blank Cell on the selected day to open the Schedule form wizard
    1. Complete the Schedule form wizard
      1. Client Name - Prefilled with client name
      2. Service Code - Prefilled 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 - Type the employee's name and select it from the drop-down. Only employees with an active service account with this client and service code will populate.
      8. Note - Optional
      9. Critical - Check the box if this is a critical shift
      10. 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
  9. 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 submenu. Search for and select the employee.
  10. Click Save on the confirmation alert window
  11. Repeat until the schedule is complete
    1. Copy entries by dragging and dropping them into a new cell
    2. To use the same schedule as 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
  12. Click Publish
  13. Review exceptions and make changes as needed
  14. Click Publish on the review exceptions window
    1. The schedule will be visible when published
  15. Click Save
  16. Changes can be made to the schedule by right-clicking on individual entries
  17. Re-publish the schedule for the employee to see the changes

View Hourly Services Schedule for Clients

  1. Log in to personal profile
  2. Click Scheduling on the main menu
  3. Click Clients on the submenu
  4. Search for the client by typing the name in the search filter
  5. Click Search 
  6. 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
      1. There are several numbers listed on each service code. Hover over each to learn more. 
        1. The first number is consumed weekly hours, which is the total of all pending and approved punches for the service code for the week. 
        2. The second number is scheduled weekly hours, which is the total hours of the saved shifts for the week. 
        3. The third and fourth numbers are the daily maximum and maximum available weekly hours, which are both set on the authorization. A warning will 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 entries will be prohibited beyond the end date or that exceed the remaining balance. 
  7. There are several tools available to quickly make changes to the schedule 
    1. Click the Trash icon to clear the current schedule
    2. Click the Copy icon to copy the schedule from a previous week
    3. Click the Printer icon to print the schedule
  8. Right-click on any schedule entry and select:
    1. View
    2. Edit
    3. Delete

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 a 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 submenu
  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 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 based 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 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)
  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 submenu
  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 at 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 to pick up) will appear in light red
    5. Unpublished Change will appear in green
      1. Deleted Unpublished Change will appear in 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 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 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 submenu
  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 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 submenu
  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 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 are unable to schedule an employee outside of their approved availability templates. 

Review an Employee’s Availability Template

  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 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 submenu
  3. The following Scheduling Reports are 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, and 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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