Configure the Installation Kit for Healthcare Productivity

This worksheet imports the work units of an organization. It maps work units to the hierarchical business structure for the organization, and adds the location types and jobs.

Work Units worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Work Units tab.
2. Enter the following:
   • Work Unit Code: (Required) Enter the unique identifier of the work unit as defined by Healthcare Productivity; cannot be longer than 50 characters. If the work unit is a department, the Work Unit Type must be Department.
   • Work Unit Name: (Required) Enter a unique description of the work unit to display in reports and dataviews, cannot be longer than 256 characters.
   • Work Unit Type: (Required) Enter the type of work unit for grouping in reports and dataviews. Examples: Facility, Department, Work Group.
   • Service Line: (Recommended) Classify work units by service. Example: Emergency Services, that is, all work units that are grouped as emergency.
   • Unit of Service Description: (Required) Enter the unit of service that the work unit uses to measure volume. Examples: hours, patient-days.
   • FTE Hours in a Work Week: (Required) Enter the number of work-week hours that defines a full-time equivalent (FTE) number of hours.
   • WFD Pay Rule: (Required) Enter the pay rule name which is used to determine the payroll calendar.
   • Org Path: (Recommended) If organizational nodes determine work units, enter the path to the organization node for the work units.
   • Work Group Code: (Recommended or Required) Enter the work group to which the job is associated. The work group code is in the Work Groups worksheet. If the work unit is a work group type, this field is required.
   • Caregiver Switch: (Optional) Enter one of the following to define whether the job is a caregiving job or not:
     • 0 = Non Caregiver
     • 1 = Caregiver
     • Empty = Do not differentiate between caregiver and non-caregiver hours in reports for these jobs.
3. Save your changes.

Without a work unit hyperfind, you can run reports only for all work units or one work unit. The work unit hyperfind can contain any number of work units, and make reports more relevant and improve performance.

1. Make sure that the hyperfinds are configured; see Configure Work Unit Hyperfinds.

   Caution: If any work units in the hyperfind are not defined in the system, the integration run fails, and no records are processed.

2. Select the Work Unit Hyperfinds tab.
3. Enter the following:
   • Work Unit Hyperfind Name: (Required) Enter the full name of the hyperfind.

     The name must be unique, cannot be longer than 100 characters, and cannot contain any of the following characters: /|*():;#%^?[]=&

   • Work Unit Hyperfind Description: (Optional) Enter a description of the hyperfind; cannot be longer than 256 characters.
   • Work Unit Code: (Required) Enter the unique identifier of the work unit to associate with the work unit hyperfind. This code is defined in the Work Units tab.
   • Delete Switch: (Optional) Select whether to delete a mapping if the mapping is incorrect, or to override the current mapping.
     • 1: Make the mapping inactive.
     • 0 (default): Make the mapping active, and do not delete or override the mapping.
     • Blank (cell is empty): Same as 0.
4. Save your changes.

This worksheet groups work unit hyperfinds into work unit hyperfind profiles that are assigned to people.

1. Make sure that the hyperfind profiles are configured; see Configure Work Unit Hyperfind Profiles.
2. Select the Work Unit Hyperfind Profiles tab.
3. Enter the following:
   • Work Unit Hyperfind Profile Name: (Required) Enter the full name of the hyperfind profile.

     The name must be unique, cannot be longer than 100 characters, and cannot contain any of the following characters: /|*():;#%^?[]=&

     Caution: The names of the Work Unit Hyperfind Profile and the Work Unit Hyperfind, in combination, cannot be the same.

   • Work Unit Hyperfind Profile Description: (Optional) Enter a description of the hyperfind profile; cannot be longer than 256 characters.
   • Work Unit Hyperfind Name: (Required) Enter the full name of the work unit hyperfind.

     Caution: The name must be defined in the Work Units Hyperfind tab.

   • Delete Switch: (Optional) Select whether to delete a mapping if the mapping is incorrect, or to override the current mapping.
     • 1: Make the mapping inactive.
     • 0 (default): Make the mapping active, and do not delete or override the mapping.
     • Blank (cell is empty): Same as 0.
4. Save your changes.

This worksheet defines work groups that classify and group job codes. The Work Group Code is required in the Job Code Mappings worksheet for each job code that is added.

Work Groups worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Work Groups tab.
2. Enter the following:
   • Work Group Code: (Required) Enter a unique code for each work group.
   • Work Group Description: (Optional) Enter a description of the work group.
3. Save your changes.

This worksheet lists job codes and descriptions, and classifies each job into a work group for summary reports by work group. Set up work groups in the Work Groups worksheet.

Job Code Work Group Mapping worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Job Code Work Group Mapping tab.
2. Enter the following:
   • Job Name: (Required) Enter the name of the generic job.
   • Job Description: (Optional) Enter the job title as configured in the source system.
   • Work Group Code: (Required) Enter the work group to which the job is associated. The Work Group Code is in the Work Groups worksheet.
   • Caregiver Switch: (Optional) Enter one of the following to define whether the job is a caregiving job or not:
     • 0 = Non Caregiver
     • 1 = Caregiver
     • Empty = Do not differentiate between caregiver and non-caregiver hours in reports for these jobs.
3. Save your changes.

This worksheet maps the Facility and Department from your billing system to the work unit structure in Healthcare Productivity.

Billing Department Mapping and Consolidation worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Billing Dept Mapping tab.
2. Enter the following:
   • Work Unit Code: (Required) Enter the unique identifier of the work unit in Healthcare Productivity. Each work unit must be a Department type.
   • Work Unit Name (reference): (Optional) Enter a descriptive name of the work unit to display in reports and dataviews.
   • Billing Facility Code: (Required) Enter the identifier of the Facility as defined by the billing system.

     Caution: Do not use only an asterisk (*) as the code. However, the code can include an asterisk if it is part of an alphanumeric label. Example: The code cannot be * but it can be A26*.

   • Billing Department Code: (Required) Enter the identifier of the Department as defined by the billing system.

     Caution: Do not use only an asterisk (*) as the code. However, the code can include an asterisk if it is part of an alphanumeric label. Example: The code cannot be * but it can be A26*.

   • Delete Switch: (Optional) Select whether to delete a mapping if the mapping is incorrect, or to override the current mapping.
     • 1: Make the mapping inactive.
     • 0 (default): Make the mapping active, and do not delete or override the mapping.
     • Blank (cell is empty): Same as 0.
3. Save your changes.

This worksheet determines which items (procedure codes) count toward workload volume. You can weight a charge code within a department. The Billing Facility, Billing Department, and Procedure Codes must match exactly the corresponding elements from the billing system.

Charge Master worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Charge Master tab.
2. Enter the following:
   • Billing Facility Code: (Required) Enter the identifier of the Facility as defined by the billing system.
   • Billing Department Code: (Required) Enter the identifier of the Department as defined by the billing system.
   • Procedure Code: (Required) Enter the identifier of the procedure code as defined by the billing system. The value can be a number, text, or a combination.
   • Procedure Code Description: (Recommended) Enter a description of the procedure code.
   • Weight: (Required) Enter an adjustment factor that modifies the volume to match the unit of service in each department.
     • If an item has a one-to-one relationship with the department unit of service, enter a Weight of 1. For example, a Room Charge procedure code is billed by days. As well, the department that is associated with this Room Charge uses days as a unit of service.
     • If a procedure is billed at a different unit of service than the department, enter a Weight to modify the value. For example, Room Observation is billed by the hour and is in a department that uses days as a unit of service. In this case, enter 0.01467 (1 divided by 24 hours) for the Weight for Room Observation.
     • If a procedure does not count toward volume, enter a Weight of 0.
   • Effective Date: (Recommended) The same procedure can have different weights on different dates. Blank (default) = 1/1/1753 which is overwritten by the load date of the configuration.
3. Save your changes.

This worksheet maps departments that get volume data from other departments.

Example: The radiology administration department gets volume data from the X-ray, CTScan, and MRI departments. This worksheet configures a complete volume copy for a department.

Note: To define exclusions and adjustments for procedure codes within the department, use the Volume Copy Override worksheet.

Caution: If you set up a recursive volume copy between the Volume Dept Copy and Volume Copy Override worksheets, you can create an infinite loop in which two departments copy their volume data to each other. When the integration detects a loop, it generates a message in the exception file to specify the condition and source of the mapping. Any mappings that have been copied or overridden cannot be deleted.

Volume Department Copy worksheet

Note: All of the information is required.

1. Select the Volume Dept Copy tab.
2. Enter the following:
   • Billing Facility Code: (Required) Enter the identifier of the Facility as defined by the billing system.
   • Billing Department Code: (Required) Enter the identifier of the Department as defined by the billing system.
   • Destination Billing Facility Code: (Required) Enter the identifier of the billing facility that gets the volume data.
   • Destination Billing Department Code: (Required) Enter the identifier of the billing department that gets the volume data.
   • Weight: (Required) Enter an adjustment factor to modify the volume.
     • To change the weighting for the procedure, enter a new value.
     • To exclude this procedure, enter 0.0.

     Example: If you enter a value of 0.75, and the volume from the billing system is 20, a value of 15 is copied (20 X 0.75 = 15).

3. Save your changes.

This worksheet — along with the Volume Department Copy worksheet — weights the value of procedures in a department that is being copied. Also, you can use this worksheet to copy billing codes from one department to another rather than from the Volume Department Copy worksheet which copies the billing codes for an entire department.

Caution: Passthrough type work units can be configured with both volume copy and copy override, but are not available for reporting.

Note: To completely exclude a procedure, assign it a weight of zero (0).

Volume Copy Override worksheet

Note: All of the information is required.

1. Select the Volume Copy Override tab.
2. Enter the following:
   • Billing Facility Code: (Required) Enter the identifier of the Facility as defined by the source billing system.
   • Billing Department Code: (Required) Enter the identifier of the Department as defined by the source billing system.
   • Destination Billing Facility Code: (Required) Enter the identifier of the billing facility that gets the volume data.
   • Destination Billing Department Code: (Required) Enter the identifier of the billing department that gets the volume data.
   • Procedure Code: (Required) Enter the identifier of the procedure code as defined by the billing system. The value can be a number, text, or a combination.
   • Weight: (Required) Enter an adjustment factor to modify the volume.
     • To change the weighting for the procedure, enter a new value.
     • To exclude this procedure, enter 0.0.

     Example: If you enter a value of 0.75, and the volume from the billing system is 20, a value of 15 is copied (20 X 0.75 = 15).

     If the procedure is in a department that is already being copied by the Volume Department Copy worksheet, you can use this Weight to modify the volume at the procedure level.

3. Save your changes.

This worksheet maps the Facility and Department from your payroll system to the work units (WU) in Healthcare Productivity.

Payroll Department Mapping and Consolidation worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Payroll Dept Mapping tab.
2. Enter the following:
   • Work Unit Code: (Required) Enter the unique identifier of the work unit in Healthcare Productivity. Each work unit must be a Department type.
   • Work Unit Name: (Optional) Enter a descriptive name of the work unit to display in reports and dataviews.
   • Payroll Facility Code: (Required) Enter the identifier of the Facility as defined by the payroll system.

     Caution: Do not use only an asterisk (*) as the code. However, the code can include an asterisk if it is part of an alphanumeric label. Example: The code cannot be * but it can be A26*.

   • Payroll Department Code: (Required) Enter the identifier of the Department as defined by the payroll system.

     Caution: Do not use only an asterisk (*) as the code. However, the code can include an asterisk if it is part of an alphanumeric label. Example: The code cannot be * but it can be A26*.

   • Payroll Source: (Required) Enter a code that identifies the payroll source to differentiate between multiple payroll systems. The code must exactly match the code in the SRC_COD column in the imported payroll file.
   • Delete Switch: (Optional) Select whether to delete a mapping if the mapping is incorrect, or to override the current mapping.
     • 1: Make the mapping inactive.
     • 0 (default): Make the mapping active, and do not delete or override the mapping.
     • Blank (cell is empty): Same as 0.
3. Save your changes.

This worksheet determines the status of an employee such as full-time, part-time, or temporary, and maps the employment status from payroll systems to analytics labor types.

Payroll Employment Status Mapping worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Payroll Emplmt Status Mapping tab.
2. Enter the following:
   • Payroll Employment Status Code: (Required) Enter the actual Employment Status Code as defined by the payroll system. The code must exactly match the code in the PAYROLL_EMPLMT_STAT_COD column in the imported payroll file.
   • Payroll Employment Status Description: (Required) Enter the description of the Employment Status Code as defined by the payroll system.
   • Payroll Source: (Required) Enter a code (data element) that identifies the payroll source to differentiate between multiple payroll systems. This data element must exactly match the data element in the SRC_COD column in the imported payroll file.
   • Analytics Labor Type: (Required) Enter the Labor Types for Healthcare Productivity as defined by the Analytics Labor Type list.

     Examples:

     • FullTime
     • PartTime
     • Pool
     • PerDiem
     • InternalAgency
   • Delete Switch: (Optional) Select whether to delete a mapping if the mapping is incorrect, or to override the current mapping.
     • 1: Make the mapping inactive.
     • 0 (default): Make the mapping active, and do not delete or override the mapping.
     • Blank (cell is empty): Same as 0.
3. Save your changes.

This worksheet lists the paid jobs from the payroll feed of the payroll system and maps these jobs to the generic job (full name).

Facilities, sources, jobs, and employment status must be mapped one-to-one from payroll systems to work units, generic jobs, and labor types. Integrations import the payroll data such as paid jobs, and you configure the mappings in Setup pages. This process avoids the data-volume limitations of cross-reference tables (CRT) and supports re-calculations.

Each generic job maps to one labor category entry.

Caution: Make sure that the name of the labor category for the paid jobs is configured; see Configure Labor for Healthcare Productivity > Configure Labor Categories for Healthcare Productivity.

This worksheet defines payroll jobs to map to the generic job.

• This mapping is required when a payroll job is not defined, or payroll jobs have a code or name that is duplicated by different payroll systems.
• This worksheet lists and describes the payroll job codes in both systems.
• This worksheet classifies each job into a work group for summary reporting by work group. Set up work groups are set up in the Work Groups tab.

Payroll Job Mapping worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Payroll Job Mapping tab.
2. Enter the following:
   • Job Name: (Required) Enter the full name of the generic job.
   • Labor Category Entry: (Required) Enter the name of the employee's labor category entry for the employee's paid job. Examples: Aide, RN1

     Caution: Make sure that this labor category entry matches the job entry in the payroll feed so that the hours are stored and reported correctly.

     Note: To define the labor categories, see Configure Labor for Healthcare Productivity.

   • Payroll Source: (Required) Enter a code (data element) that identifies the payroll source to differentiate between multiple payroll systems. This data element must exactly match the data element in the SRC_COD column in the imported payroll file.
   • Delete Switch: (Optional) Select whether to delete a mapping if the mapping is incorrect, or to override the current mapping.
     • 1: Make the mapping inactive.
     • 0 (default): Make the mapping active, and do not delete or override the mapping.
     • Blank (cell is empty): Same as 0.
3. Save your changes.

This worksheet stores the number of variable hours earned by a work unit for each unit of weighted volume. This data is used to calculate the targeted variable hours for a work unit.

Targets worksheet

Note: Columns whose headings have a blue background indicate information that is required. Yellow headings indicate optional information.

1. Select the Targets tab.
2. Enter the following:
   • Work Unit Code: (Required) Enter the unique identifier of the work unit.
   • Pay Period End Date: (Required) Set different variable hours or ratios for different pay periods. This value must be a valid pay-period end date, and is the expiration date for that pay period. These target hours remain until another row defines a new pay period for the work unit.
     Note:

     If the same work units have data for multiple pay periods, the most recent pay period has an end date of forever. All previous pay periods have end dates that correspond to expiration dates.

     The Start Date of a pay period is used as the effective date.

   • Effective Date (Optional): Instead of using the resolved pay period start date as the effective date, set a target effective date.

     Caution: If this column is configured, but dates are not defined, the corresponding record is rejected.

   • Expiration Date (Optional): Instead of using the Pay Period End Date as the expiration date, set a target expiration date.

     Caution: If this column is configured, but dates are not defined, the corresponding record is rejected.

   • Target Metric: (Required) Select one of the following metrics:
     • Paid Amount: Daily and by pay period
     • Paid Hours: Daily and by pay period
     • Productive Amount: Daily and by pay period
     • Productive Hours: Daily and by pay period
     • Alternatively, enter the exact name of the metric or KPI by adding a METRIC: or KPI: prefix. The prefix is not case-sensitive, but do not enter a space before or after the colon (:). The maximum length of the name is 107 characters.

       Examples: METRIC:Overtime Hours, Metric:Overtime Hours, KPI:Daily Productivity % Cost, kpi:Daily Productivity % Cost.

   • Variable targets:

     Note: If you use targets, you must configure either variable or fixed targets, or both.

     • Var. Pay Period Ratio: Default ratio that defines targets against percentage KPIs.
     • Var. Pay Period Ratio_1: Alternate ratio that defines targets against percentage KPIs.
     • Var Daily Monday to Var Daily Sunday: Enter variable targets for each day of the week.
   • Fixed targets:

     Note: If you use targets, you must configure either variable or fixed targets, or both.

     • Fix Target Adjustment Flag: Modifies how the system generates the Fixed Target Value for the Productive Hours (daily or pay period) metric.

       Select one of the following:

       Blank: No adjustment to the target hours; add fixed hours to any variable hours.

       Y: Deduct actual non-productive hours from the fixed target hours of the work unit.

       F: Set the target hours to equal the actual hours worked.

     • Enter fixed daily or fixed alternate targets for each day of the week:

       Fix Daily Monday to Fix Daily Sunday: Default targets

       Fix Daily Monday_1 to Fix Daily Sunday_1: Alternate targets

3. Save your changes.

Validate that the data that you entered in all of the worksheets of the Installation Kit is correct. The validation records any errors in the error log and overwrites previous error logs.

Note: This is the first level of validation. When you run integrations, a second level of validation logs errors to the exception files; see Run and Test Integrations for Healthcare Productivity.

1. Click Tap Validate.

2. Select the Error_Log tab.

   1. Review the error messages.
   2. Click Tap an Error Message to link to the cell in the tab that has that error.
   3. Correct the error.
   4. Repeat for other errors.
3. (Optional) To review the validations, select the Validation_Specs tab.

   Validations check for the following:

   • Mandatory, required, and blank or empty (null) data
   • Consistency of definitions that are shared between tabs
   • Date formats
   • Number of decimal places
4. (Not recommended) Select the downward arrow  for a column header and select validations to exclude.

   Caution: Use the default settings.

The source file is formatted as an Excel™ stylesheet that provides the input data to the integrations. However, the integrations cannot import the data directly from this file format. So, after you define the data values, you must convert the file from .xlsx format to a comma-separated values (.csv) format file. This file defines the fields and values that the integration processes.

1. Click Tap Generate CSV.
2. Navigate to and select the location to store the files.

   Caution: If you schedule the integration runs, you must put the CSV files on the SFTP Server by the time the integrations are scheduled to run.

3. Click Tap Save.
4. Close the WHCA_InstallationKit.xlsx file.
5. Navigate to the folder location to confirm that the CSV files were generated.
   • Each file has a date-and-time stamp. Example: Work_Unit_YYYYMMDD_123456.csv
   • Caution:

     • Values in the table cells are enclosed within double quotation marks ("_") in the CSV file; this allows values to include commas (,). Excel filters out these quotation marks, so to see the quotation marks, open the file in Notepad++.
     • To avoid errors in Excel, make sure that no table cells contain values that include double quotation marks (") or asterisks (*). Example: If the last character in a data column is a double quotation mark ("), Excel merges the data with data in the next column.