This release introduces a new Available Shifts auditing tool. Smart Square is a highly configurable scheduling software, and the self-directed scheduling programs (Open Shift, Self-Scheduling, Pre-posting) incorporate a majority of configuration settings. Because of the configuration flexibility, auditing inquiries on why shifts may or may not be posted and incentive research can be a challenging task. A new ‘Available Shifts Audit’ tool was created to aid in the process of all self-directed shift posting research, replacing the “Live User View” and “Live Uncapped View” which was the only tool available for open shift research previously. We have also added enhanced functionality to allow Open Shift configuration for staff who have an FTE greater than 1.0. This removes the need for manual updates to staff member’s commitment class.
This release also includes enhancements to Open Shift and Financial Dashboard configuration.
End-Users Affected: NO
Configuration Required: NO
Communication Required: NO
End-User Training Required: NO
Implementation Considerations: NO
1/13/2016: Release documentation available to Avantas clients.
1/20/2016: Release available in the Train environment.
1/27/2016: Enhancements released into Production environment.
With this release, we are introducing the Available Shifts view, which allows System Administrators to view shifts currently available to a Staff Member. Previously, System Administrators used the “Live User View” and “Live Not Capped” view within the Account Scheduler for detailed information regarding Open Shifts posting to staff members. The new feature provides greater detail of shifts being offered as well as an explanation of why a shift is or is not offered. Additionally, this feature extends beyond Open Shift to provide the detailed visibility into Self-Scheduling, Pre-Posting and Account Scheduler/Recruitment Shift Offers.
Available Shifts view ca be accessed through the Staff Member’s Account Profile (Profile>Available Shifts).
The Available Shifts feature provides the ability to view all applicable self-directed scheduling programs and recruitment shifts. We call these “Run Mode”. The enhanced functionality will display detail related to the corresponding Run Mode including factors affecting the posted need for shifts seen. Each of which can be selected in the Run Mode drop-down menu as seen below.
Selecting a Run Mode provides details surrounding the shifts offered within the scheduling feature. Each Run Mode option reviewed provides a similar detailed breakdown of shift offers and calculations.
By providing a detailed view of shift offerings, System Administrators now have a more accurate mechanism to better troubleshoot questions from staff members who report not seeing shifts on their calendar.
The Account Scheduler is applicable to all staff and defaults as the first selection item. Additional selections from the drop down menu are limited to those features applicable to the staff member. For example, if a staff member does not have an active open shift group, the “Open Shifts” Run Mode is not available.
The Account Scheduler view displays the results used in the “Show Shift Offers” section of the Account Scheduler within the staff member’s profile. When selecting this option, you must also select a date to view; then click “View Available Shifts.”
Example: Jane Adams
Below is an example of available shifts on 1/19/16 for Jane Adams.
Account Scheduler Shift Offers: (current functionality)
The shifts displayed are needs that could be filled by Jane based on skill and unit competency. To determine the shifts that display, Smart Square is looking at the configuration within the Working Shift Definition specifically at those marked Primary.
Available Shifts Feature: (new functionality)
This screen displays all shifts evaluated based on the staff member’s skill and unit profile. However, additional detail is provided to show which shifts will post based on need vs. those that won’t post because there is no need. All shifts with a number of 1 or greater in the “Posted Need” column match those shifts also posted in the Account Scheduler Shift Offers.
Shifts Displayed for Need in both the Account Scheduler view and Available Shifts View:
Although shift offerings in this example match on both features, they may not be listed in the same order on both screens. Additionally, shifts in the Account Scheduler default to “actual work time” whereas the shifts displayed in the Available Shifts page default to the coverage time or “schedule display.” This information is based upon how the Working Shift Definitions are configured in System Setup>Shifts>Working Shift Definition.
Refer to the later section, Detail View, for more information on how to read the columns within the Available Shift Feature View. This will give more insight into the logic of determining if a shift should be posted or not.
The “Show All Dates” option is selected by default, which will display the same Calendar the Staff Member sees for the given Run Mode. Deselecting this option allows selection of a specific date, which will display the Detail View – see the Detail View section for more information.
The Self-Scheduling view first displays the current and upcoming Self-Scheduling windows available to the Staff Member. The calendar view and any details are only available when a self-scheduling window is open.
Clicking the “View Schedule” button for a particular Self-Scheduling window displays the Self-Scheduling calendar, including all shifts available to be selected. This matches the shift options the staff member sees on their Self-Scheduling calendar.
Note: The shifts times that display will be determined by your organization’s business rules. This will either be the Actual Work Time or Schedule Display. Clicking the “View Details” icon in the upper right-hand corner of each date ( ) takes you to the Detail View for that day – see the Detail View section for more information.
Like Self-Scheduling, the Pre-Posting Run Mode first displays the current and upcoming Pre-Posting windows available to the Staff Member. The calendar view and any details are only available when a pre-posting window is open. The “Show All Dates” option is selected by default, which will display the same Calendar the Staff Member sees for the given Run Mode. Deselecting this option allows selection of a specific date, which will display the Detail View – see the Detail View section for more information.
Clicking the “View Pre-Posts” button for a particular Pre-Posting window displays the Pre-Posting calendar, including all shifts available to be selected. This matches the shift options the staff member sees on their Pre-Posting calendar.
Note: The shifts times that display will be determined by the organization’s business rules. This will either be the Actual Work Time or Schedule Display. Clicking the “View Details” icon in the upper right-hand corner of each date ( ) takes you to the Detail View for that day – see the Detail View section for more information.
The Open Shifts view displays all shifts currently available and viewable by the staff member on their Shift Calendar.
Clicking the “View Available Shifts” button for a particular Open Shifts window displays the Open Shifts calendar, including all shifts available to be selected:
Note: The shifts times that display will be determined by the organization’s business rules. This will either be the Actual Work Time or Schedule Display. System Administrators do not have the option to sign up for shifts on behalf of the staff member. This view allows the user to see shifts as the staff member views them. Clicking the “View Details” icon in the upper right-hand corner of each date takes you to the Detail View for that day – see the Detail View section for more information.
The Detail View shows how Smart Square has arrived at the Posted Need for each available shift on a given day, including shifts that are not posted due to no need.
The Detail View is the initial view seen when selecting the Account Scheduler mode. To view this detail for Open Shift, Pre-Posting or Self-Scheduling, click the “View Details” icon in the upper right-hand corner of a specific date ( ) when in a calendar view; or, when selecting the mode to view, deselect “Show All Dates” and select a specific date – the Detail View will immediately display.
Calendar View Selection:
The below provides detailed information on what each section of the Detail View includes.
Helpful Tip: Each column heading has a tooltip that describes its contents – these can be viewed by hovering the mouse over the text of the column heading:
Incentive: The max incentive being offered for the Shift. This only Applies to Open Shift mode. If a unit doesn’t utilize incentives, the value will always be null.
This release also includes enhancements to Open Shift configuration allowing automatic assignment of Commitment Class Groups to staff having an FTE greater than 1.0. Smart Square will now automatically apply an Open Shift Group and Commitment Class Group to staff upon HRIS feed processing.
The group and class assigned are dependent on the following:
Some organizations allow staff member’s to have an FTE that is greater than 1.0. Commitment Class Groups currently can be configured for greater than 1.0. However, prior to this release, the HRIS logic would max the commitment class that could be assigned to staff to align with the Max FTE level set in Status Level configuration. This would require System Administrators to manually update staff member commitment class if greater than 1.0.
An organization has configured the Status Level Max to be 1.0. They also have multiple Commitment Class Groups configured based on FTE. They have a staff members that have an FTE of .5, 1.0 and 1.05.
Prior to this release, HRIS feed processing would assign the Commitment Class as shown in the table below:
Upon release, the HRIS processing logic now allows for the Commitment Class Groups with a configured FTE that is greater than 1.0 (to a max of 2.0). The Commitment Class is now assigned as follows:
This release also includes enhancements to the Financial Dashboard to allow omission of skills from reporting. Missing skills are those not associated to a skills category. If it is intentional those skills are desired to be excluded from the skill category, the organization will likely want to choose to ‘Hide Missing Skills from Financial Reports’ by selecting the option, as shown here:
When “missing skills” are INCLUDED, they display within the Financial Dashboard in the “Other” category.
By choosing to hide missing skills from financial reporting:
Upon release, the features available will impact System Administrators only.
Because access will be limited to System Administrators, there are no Implementation considerations at this time.
This functionality will be released to the TRAIN environment on Wednesday, January 20, 2016. Please log into your training environment to familiarize yourself with the functionality and report any unexpected results or questions to your Smart Square Support Representative.
At this time, no end-user communication is required as there is no impact to end-user functionality.
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