Workload and volume

Use the Workload Planner Tracks and edits staffing plans that define the number of workers that are needed for each shift or schedule zone and job. to create, view, and edit staffing plans. For each location, the staffing plan displays the number of workers that are needed for each shift or zone and job. You can import the staffing plan or enter it manually for each location, job and shift or schedule zone A span of time that repeats on a 24-hour cycle, used to measure coverage. Examples include Day, Evening, and Night zones..

  1. ClickTap Select Timeframe near the top of the page. The Timeframe menu opens so you can:

  2. The Workload Specifies a number of employees needed for a certain job at a certain location over a certain span of time. Planner loads All Home A query that returns a list of employees associated with a manager's employee group. All Home finds people who are active employees or active users as of today. Locations by default. To change the loaded locations, click tap Select Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). and select a configured location or Hyperfind.
  3. Alternatively, you can click Select Locations, which opens the Select Locations glance (also known as a contextual call-out) Provides information and actions in a dialogue box for an item on the screen when the user right-clicks or taps the item., which provides additional options to select specific jobs or locations (sets of jobs) in the business structure. By default, the glance lists the highest business structure levels within the configured location.
    • To select jobs within one of the business structure levels listed, select its tick box and clickTap Apply.
    • To list the breakdown of jobs or sub-levels within one of the business structure levels listed, clicktap its right arrow . The breakdown displays in a list to the right.
    • If you see the level or job for the schedule you want to load, select the tick box and clickTap Apply.
    • To list the breakdown of any location that appears on the right, clicktap its right arrow . The breakdown appears in a new list to the right.
    • Select the check box of any job or any level of the business structure to include that job or location.
    • If no right arrow appears, there is no further breakdown possible on that branch of the business structure.
    • To include only locations active as of a specific date, enter an As Of date, or use the Select Date tool.
    • To search for locations or jobs, type the first letters of the jobs or location in the Search field and clicktap Launch the Search.
  4. Select a time period from the menu or select Select Range and specify a Start date and End date.
  5. Select a location from the Location Filter .
  6. (Optional) To view only data from a single span, select a span from the Span Filter or select All to view all spans.
  7. If the time period is too long for the display, use the date range arrows to display other dates.

  8. (Optional) To customise visible columns and rows clicktap Show/Hide , then click tap the boxes to select or clear the listed options.

    Depending on the system configuration, some of these options may be unavailable.

Note:
  • Custom Labels – System Settings define the terms Weight, Acuity, Volume, Census, Budgeted, Planned and Actual. Your system administrator can change the labels to terms that are common in your organisation.
  • Value Limits – Workload and Volume values have the following limitations:
    • Values must be positive.
    • Workload values can have a maximum of 7 digits and no decimal places.
    • Volume values can have a maximum of 10 digits and 6 decimal places.
    • If more than 6 decimal places are entered into a cell the value is rounded.
    • If more than 6 decimal places are entered from Tools > Add Volume, the value is not rounded.

Create or edit staffing plans

You can save several budgeted and planned staffing plans. However, only one plan at a time can be in effect.

Caution: The Workload Planner requires stable time spans. If workload data – including changes to schedule period, zones, shift sets Contains a collection of shifts used to define workload (staffing) requirements for locations. Example: An organization has shifts that the majority of employees work: 7 AM-3 PM and 3 PM-11 PM., and business structures – that are assigned to locations are edited, the current schedule period splits at the date of the changes. The period after the change contains no workload data. Select the period before the change or contact your system administrator.
  1. Select the location from the Location filter.
  2. Click the cell you need to change and enter the number of employees you need to schedule.
    If you want to change weight, click in the cell and select an option from the drop-down.
  3. Repeat Step 2 as needed.
  4. Click Save.
  1. Select the location from the Location filter.
  2. Select the span from the Span filter.
  3. Click Tap Tools > Add Volume.
  4. Select one or more Volume Types.
  5. Enter the new Volume.
  6. (Optional) Select the Weight.
  7. Specify a Start and End Date.
  8. Click TapApply.

Use Workload Patterns to create or edit a staffing plan pattern that repeats. This plan is a standard staffing plan that defines the required headcount for an average week and holiday within a time period. For example, a staffing plan that requires the same number of employees for jobs over a long time.

Tip: If the staffing requirements vary over the year, such as seasonally, create multiple workload patterns with different effective dates.

Note: You can save one budgeted and multiple planned plans. However, only one plan at a time can be in effect. If a plan overlaps another plan, the newest plan applies to the overlapped days. The effective dates of the older plan change accordingly. For example, a summer staffing plan starts on June 1. At the end of April, you extend the spring staffing plan for two weeks to June 15. The start date of the summer staffing plan changes to June 16.

  1. Select the location from the Location filter.
  2. Click Tap Tools > Add Workload Pattern > Add new pattern.
  3. Enter a Start date. By default, the start date is today's date.
  4. In End date, select Forever or select Specify date to enter an end date.
  5. For each job and time span, enter the number of employees to schedule.

    Tip: Tab to move right. Shift + Tab to move left. Use the arrow keys to move up and down.

  6. Click Tap Apply.
  1. Click Tap Tools > Add Workload Pattern.
  2. Select a Workload Pattern.
  3. Click , then select Duplicate from the menu.
  4. Select the pattern Type. Depending on your access, you can select either Budget or Plan.
  5. Enter a Start date. By default, the start date is today's date.
  6. In End date, select Forever or select Specify date to enter an end date.
  7. (Optional) Make changes to the workload.
  8. Click TapApply.

Note: A workload pattern can only be edited if the start date is today or in the future. A workload pattern with a start date in the past cannot be edited.

  1. Select a location from the Location Filter.
  2. Click Tap Tools > Add Workload Pattern.
  3. Select a Workload Pattern.
  4. Click , then select Edit from the menu.
  5. Make edits as desired.
  6. Click Tap Apply.
  1. Select a location from the Location Filter.
  2. Click Tap Tools > Add Workload Pattern.
  3. Select a Workload Pattern.
  4. Click , then select Delete from the menu.
  5. Click TapYes.
  6. Click TapSave.

Locked cells are greyed out.

Note: Only volume can be locked and unlocked.

To Lock cells

  1. Click Tapa Row and select Tools > Lock.
  2. Click Tapone or more Volume Types to lock.
  3. Specify a Start and End date.
  4. Click TapApply.

To Unlock cells

  1. Click Tapa row with locked content and select Tools > Unlock.
  2. Click Tapone or more Volume Types to unlock.
  3. Enter a Start and End Date.
  4. Click TapApply.