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Pace Scheduler provides an advanced automated functionality for monitoring staffing levels within your department. Through this feature, the system generates warnings whenever there is an understaffed situation. Notably, these warnings are seamlessly integrated into the time-off request process, ensuring that requests are not approved if they would lead to a violation of the minimum staffing requirement during the specified timeframe.
Moreover, your site facilitates the implementation of multiple minimum staffing policies. While one or two policies are generally adequate, it is worth noting that each policy can accommodate multiple defined rules, offering enhanced flexibility and customization.
Creating a New Policy
To begin, navigate to the Admin Tab -> Shifts & Coverage -> Minimum Staffing.
Please ensure that you have selected the appropriate calendar period from the dropdown menu located at the top-right corner of the minimum staffing window when proceeding to set up a new policy or requirement. Once done, click on the policy dropdown and choose the option "+ add new policy" to continue.
The initial configuration of a policy encompasses three essential components:
1. Selection of monitored groups responsible for working shifts and staffing. These groups are eligible contributors to the staffing count, although their staffing levels are not automatically displayed.
2. Determination of the rounding approach for staffing levels. Options include no rounding, rounding down to the nearest whole number, or rounding up to the nearest whole number.
3. Specification of the groups that should present the staffing levels. These designated groups will feature minimum staffing rows on the calendar/grid, providing visibility into staffing counts and violation warnings.
Define the Staffing Requirements for that Policy
Upon the creation of a new policy, it becomes imperative to define the specific staffing requirements in relation to individuals, timing, and quantity. Please be aware that certain settings mentioned below are visible only when the Advanced Minimum Staffing rules are enabled. To toggle this option on or off, kindly proceed to the Admin tab, access Site Settings, and navigate to Advanced Minimum Staffing Enabled.
Click the blue "Add Role Requirement" button to initiate this process.
The displayed menu is structured into eight primary sections.:
1. Job Types that should count toward the staffing count. This allows you to specify which shifts should be considered, excluding certain job types if necessary.
2. Include or exclude Beats, Special Assignments, and OT types in the staffing count based on assigned roles. This feature enables flexible staffing adjustments that align with specific job types.
3. For standard shifts, only hours that align with the shift time or a designated overtime/special assignment type can contribute to the overall manpower count.
4.
Order Number: This field determines the sequence in which requirements will be displayed, ranging from Low to High.
Precedence Number: When Force-Include is unchecked, the precedence number (Low to High) determines which requirement the hours of eligible individuals will be attributed to.
Display Name: By leaving this field blank, the default option (recommended) will be applied. When left blank, the group hours will be displayed when showcasing the requirement.
5. Option to force include all eligible people, even if they were already tallied into another minimum staffing rule/count. This ensures accurate counting when there is overlap between rules.
6. Setting the required number of people and the applicable time frame. The "Quantity Needed" field indicates the number of people required, and the "All Day Requirement" checkbox determines whether it applies to the entire 24-hour day or specific time blocks.
7. Selecting the days of the week to which the rule should apply. Days can be unchecked if adjustments are needed later.
8. Additionally, if the "All Day Requirement" checkbox is unchecked, you can define staffing requirements in a time-block format, specifying different needs throughout the day/night.
Add Your New Rule to Complete the Setup
The policy presents the staffing requirements, specifying the corresponding timeframes for each requirement. Supplementary rules can be included in the policy as required.
To modify a policy or rule, you can choose the desired policy from the dropdown menu and select "edit policy." Alternatively, you can click on a specific day within a rule to make edits.
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Schedule Boosts
Schedule Boosts provide the capability to establish distinct staffing levels for designated dates, including holidays or notable events. By selecting an existing rule within the policy, you can define the necessary number of personnel for the specified date, replacing the original count. Furthermore, you can specify whether the requirement pertains to the entire day or specific time-blocks.
Viewing Staffing Levels on the Calendar
After successfully configuring one or more minimum staffing policies and rules, navigate to the Calendar tab to access the outcomes.
At the bottom of the calendar, you will observe minimum staffing rows in the corresponding groups as per the policies' display settings. These rows present the total staffing count for the displayed time block. In the event of staffing dropping below the stipulated requirements, the cells will turn red. Hovering over these cells will provide specific information about the violated timeframe.
For a more comprehensive breakdown, right-clicking on any cell will furnish a detailed overview of the individuals contributing to the staffing count, along with their respective hours and any instances of falling short of the required levels.
