Adding an Auto Schedule Selection Style

The sequence for creating a new auto schedule selection style is as follows:

1. From the Configuration section> Scheduling card> select the Selection Styles screen.
2. Click the Add button from the Actions pane.
3. Complete the information on the General tab:
   1. Enter an identifying Code and Description for this record.

      The label describing the selection style record.

      The short alphanumeric name or abbreviation identifying the selection style record.

   2. In the Type field, choose the 'Auto Schedule' option.

      Indicates the type of selection style being created or viewed (i.e. Auto Schedule, Edit Validation, etc).

      The following Type options are available:

      Auto Schedule	Determines the rules validated when running the automatic scheduling process.
      Edit Validation	Determines the rules validated when an employee activity is manually added to the schedule, such as from self scheduling or shift trading and offering.
      Scheduling Assistant Call In	Determines the rules validated when searching for a qualified employee to fill a schedule opening.
      Scheduling Assistant Call Off	Determines the rules validated when searching for a scheduled employee to remove from the schedule.
      Schedule Period Validation	Determines the rules validated when using Minimum Staffing. For more information, see the Minimum Staffing User Guide in the Feature Set Up Instructions section.

   3. Click Save.
4. Click the Passes button in the left pane to open a screen to configure the scheduling passes. Multiple passes can be set up. During each pass, only employees who meet all the qualifications set up on that pass are populated. The unfilled schedules can be filled with employees who qualify for passes run later in the sequence. The order the passes run is determined by a numeric sequence, which is set up on step 8.
   1. Click the Add button to open a screen to create passes.
   2. Choose a Selection option from the Field Look Up Values in the right pane. The options available depend on the type of record that was selected on the General tab (Auto Schedule, Edit Validation, Call In, Call Off).

      The Selection Rule displays the type of process using this rule. The Selection Style Category chosen on the Type field determines the available Selection Rules.

      The selection Rules available for the Auto Schedule Pass are as follows:

      Core Schedules	Populates the core schedules as set up in the Rotating Schedules screen of employees included in the labor distribution or schedule group being scheduled. These schedules are populated without regard to the staffing needs of the organization unit.
      Core Staffing Plan	Populates the schedule based on the staffing needs of the organization unit or schedule group. These needs are defined on the Core Staffing Template and are based on position codes and activity codes (e.g. need 5 LPN's to work the 07-1500 activity code)
      Staffing Plan	Populates the schedule based on the needs of the organization unit or schedule group. These needs are defined on the Staffing Template and are based on position codes and coverage periods (e.g. need 5 LPN's to work the Day coverage period). These values are displayed by clicking on the Open Staffing Plan section button when the schedule is open.

   3. Enter a Description identifying this pass.

      The label used to describe this selection style pass.

   4. Enter the percentage of Staffing Level for this pass.

      The percentage of staffing needs the schedule should be populated up to, during this need-based scheduling pass. Enter the whole/decimal number of the percent (for example, enter 80.5 for 80.5% population of needs).

      • This setting can be used to populate all eligible employees on a holiday. For example, if the staff requirements on the Staffing Plan is set to 10, but there are 12 employees who are eligible to work a holiday, set this value to 120% or higher and all employees will be scheduled.
      • This setting can also be used to "even out" under-staffing of a schedule when an organization unit doesn't have enough staff available. For example, one pass can be set up to populate at 80%, and a second pass can be set up to populate at 100%. The first pass populates each day in the schedule up to 80% of staffing needs, and the second pass populates as many days as possible up to 100%.

        With that setting, if the needs for a coverage period is 10 RN's, the system first populates 8 RN's every day, and then goes back and tries to populate 10 RN's on as many days as possible (without breaking overtime/approved hours rules). If this staffing level value is left at 100%, the days initially populated by the schedule may have 10 RN's, but the days populated later may only get 6.

      • If a department is understaffed, one pass can be set up to populate at 80 percent of needs and another pass can be created to populate at 100 percent of needs. This way, the staffing is distributed more evenly over the days.
      • For holiday passes, this value can be set over 100 percent, to make sure all staff who are eligible to work a specific holiday are scheduled. (It is much easier to call off staff on holidays than calling them in).
   5. Set the Holiday Pass field to 'Yes' to have this pass only populate core schedules or schedule openings that occur during a holiday time frame (as set up on the Holidays screen). Set this field to 'No' to populate all schedule openings.

      Determines whether this pass is for scheduling holidays only (Yes/No). When this value is set to Yes, the schedule process checks the date range being scheduled and determines if there is a Holiday present. If there is, only the holiday is scheduled; if there are no holidays, no schedules are created.

      Holidays are set up on the Configuration section>Assignments card>Holiday screen.

      Note: This pass can be used to populate needs-based schedules on holidays for organization units that ordinarily use core schedules.

   6. Click Save.
5. Click the Qualification Rules button in the left pane to open the screen to determine the rules to be validated with this pass.
   1. Drag the rules to be validated from the Available Rules column to the Selected Rules column. See Qualification Rules (Auto Schedule) for explanations of each of the available rules.
   2. If additional fields are displayed with a selected rule, enter the values required.
   3. When all rules are selected, click Save.

   Click the Sorting button in the left pane.

   1. Drag the rules used to rank employees from the Available Rules column to the Selected Rules column. See Sorting Rules (Auto Schedule) for explanations of each of the available rules.
   2. Enter the values of additional information required, such as sorting direction and increments used for calculating total points.
   3. When all fields are completed, click Save.
6. Multiple passes can be created.
   • New passes can be created by repeating steps 4-6 above.
   • One or more existing passes can be copied and modified. All the settings on the Selection, Qualification, and Sorting screens are copied to the new record. After copying, any of these values can be modified. To copy and modify one or more existing passes, complete the following steps:
     1. Select the check box to the left of each pass to be copied. A check mark is displayed in the box.
     2. Click the Copy Selected button in the left pane.
     3. Copies of the selected passes are displayed. The copied passes have the same name as the original.
     4. Click the folder to the left of each pass to open it.
     5. Modify the Description, so that this pass is differentiated from the pass that was copied.
     6. Modify any of the values in the Selection, Qualification, or Sorting screens.
     7. Click the Save button at the bottom of the screen.
7. Set the order of the passes.
   1. When more than one pass is created for a selection style, the pass numbers default to the order they were created.
   2. To reorder the pass sequences, click the number of a record under the Pass column and change it.
   3. The numbering sequences of the other passes are updated. For example, if there are four passes configured, and pass 3 is updated to number 1, passes 1 and 2 are automatically updated to the proper number sequence. If one or more passes are deleted, the system automatically adjusts the numbering sequence of the remaining passes.
   4. Click the Update Order button in the left pane to save the new order of the passes and to display them in the order they will be run.