Implementation Best Practices for Classic Job Scheduling
Implementation Best Practices for Classic Job Scheduling
PRACTICES FOR
WorkForce Classic Job
Scheduling*
*Formerly known as WorkForce Advanced Scheduler
Implementation Best Practices for Classic Job Scheduling
Contents
File Setup ......................................................................................................................................................... 4
Naming Convention ......................................................................................................................................... 5
Real Life Scenarios: Naming Conventions ........................................................................................................ 5
Wild Card *....................................................................................................................................................... 6
Models ............................................................................................................................................................. 7
Scheduling Unit / Scheduling Group / Stations................................................................................................ 8
Go Live Considerations .................................................................................................................................... 8
Lunch Breaks .................................................................................................................................................... 8
Schedule Period Rules...................................................................................................................................... 9
Model Filter...................................................................................................................................................... 9
Employee Filters............................................................................................................................................... 9
Auto Scheduler / Callout Rules ........................................................................................................................ 9
Selection Constraint ....................................................................................................................................... 10
Selection Preference Rule .............................................................................................................................. 11
Shift Swap Rules ............................................................................................................................................. 11
List of DO NOT................................................................................................................................................ 11
File Setup
Organization:
Only create one Organization.
Facility:
Typically, the Facility should be a 1:1 to Organization or multiple facilities can be created so shifts are not
shared among different Facilities. Break up different facilities only if there is a legal or public policy why
one group of employees cannot view or asses another group scheduling Facilities information (aka shifts).
Be careful, before deciding when defining facilities, ask the customer about and sharing of shifts and
permissions.
Shift:
Shifts will roll into a facility; therefore, they can be shared among all scheduling groups/units within that
facility. Having one Facility setup will mean that shifts can be shared across the entire organization.
Not all customer wants to share their shifts with one another. This is a main question that needs to be asked
during the workshop and defining the organization.
Naming conventions can be utilized to separate out different shifts between the same facility.
Station:
Typically, there should be a 1:1 relationship between Stations and Scheduling Units.
Keep Stations simple, unless a greater need is determined.
Remember: Permissions stop at the Scheduling Unit level, if there are stations being used other than
one for one with the scheduling unit, any person that has access to the scheduling unit will have access
to all stations assigned to the unit
Naming Convention
Naming conventions can vary from customer to customer but should be simple yet descriptive.
Be consistent within each individual customer set-up.
Note
Create the naming convention up-front. This saves time.
*If the station and scheduling unit are the same name you only need to utilize one.
**Add SCG and SCU if you need to break shifts out more.
***Remove Stations and Scheduling units if they will be used across the scheduling group
Example 1
Organization DSHS Department of Social and Health Services
FACILITY WSH Western State Hospital
Scheduling WSH_NU Western State Hospital Nursing
Group
Scheduling WSH_NU_CENTRAL Western State Hospital Nursing Central
Unit Campus
Station WSH_NU_C2 Western State Hospital Nursing Central
Campus Ward 2
Model WSH_NU_C2_D8_RN2 Western State Hospital Nursing Central
Campus Ward 2 Day 8-hour RN2 nurse
Example 2
Rotation Patterns SG_SU_Job_Shift_RPDesc Shift= day or night / start or end
times.
Wild Card *
The Wild Card (*) is utilized in Rotation Patterns to identify the model(s) the rotation pattern is
trying to fill. Only use the Wild Cards in Rotation Patterns if you know what you are doing.
When using a Wild Card there must be a Constraint that matches and supporting employee
records.
Common Usage
An asterisk (*) is used as a wildcard within the model name.
Example 1:
When to use an asterisk (*):
There are multiple model names with similar names. The only differential
is the qualification at the end of the model name. The models are
associated with the same rotation pattern.
You could use the following wild card so that only one rotation pattern is
needed for all three jobs: DAY_8H_*
The qualification constraint will make sure the employee will get the correct Model.
Example 2:
When not to use an asterisk (*):
There are multiple model names with similar names. The only
differential is the time frame; day, night, evening.
If you use the wild card: *_8H you would not be able to tell if it is day or
night. In this situation do not utilize the wild card. Use the entire model
name.
Models
Be aware that on the modify schedule screen, in the Model view, the models are listed
alphabetically.
If you use multiple qualifications on a model, during auto schedule the auto schedule considers
those as “AND” statements – meaning the employee must have ALL the qualifications to be
assigned during auto schedule.
Common Usage
Model Type = Work
Do not use the push pins (time details) on the Model. (Used only for FM NIP)
Go Live Considerations
These items will need to be re-imported as part of go live activities:
• Employees
• OT Bank balances
• Employee Qualifications (if necessary – Script available)
The following items will also need to be assigned after the above has been completed:
• Assign employee qualifications
• Assign employee rotation patterns
• Assign employee Organization, Scheduling Group, Schedule Unit, Station
(Always try and use Policy Mapping Screen for the above items)
****Classic Job Scheduling Clients will need an additional 2-4 weeks PRIOR to go live to
set up their production environment with the above items and have schedules ready to
be posted to TA. Please allow for PROD to be set up 2-4 weeks before the actual go live
– PLAN EARLY IN YOUR PROJECT TIMELINE.
Note:
The customer should never DELETE ANYTHING IN A PRODUCTION or TEST
ENVIRONMENT. There are employee schedules and employee data that are tied to
the data. If it gets deleted, then null pointers could occur.
In the TEST environment the customer can add DELETE in front of the names of the
items they want to delete. Once the application is migrated to PROD we can delete
those items PRIOR to employees being loaded.
Lunch Breaks
Generally, never use the standard AS Lunch Break functionality. It usually does not
satisfy the customers’ expectations because it does not actually remove time that is
posted, it is only used to calculate how much time an employee is scheduled for in AS.
Since Lunch Break parameters are assigned at the Scheduling Group level, everyone
in that group will get the same lunch deduction. Often that is not the case as the
customers would prefer lunch deductions at the model/job level, not at the ‘people’
level.
Model Filter
At a minimum, configure one per Scheduling Group, and one per Scheduling Unit.
If using "non-worked models," be sure to exclude these from any model filters attached
to auto scheduling criteria. Not doing so will cause employees to be auto scheduled into
non-worked models. This is usually not what the client wants, but some exceptions
could apply. Or make headcount zero for both optional and required and then you do
not have to worry about the model filter.
Employee Filters
At a minimum, configure one per Scheduling Group, and one per Scheduling Unit.
Always include the option “If active for Scheduling”.
Pass2: Pass2 of Auto Scheduler is utilized to fill in the empty slots from Pass1. The
empty slots are typically employees that are on paid or unpaid leave. Pass2 will
ignore the rotation pattern and schedule based on qualification.
OT: This rule will be based on creating a call out list that could include employees that
maybe in a scheduled Overtime situation. Using Overtime and Cost Control rule.
Selection Constraint
At a minimum, mark the option to "exclude if model time overlaps (when model time overlaps)"
or "exclude if scheduled on the same day." If neither of these are marked, the same employee
can be assigned to each slot in a model.
Create a separate rule for Auto Schedule and Callout (most of the time, the requirements are different).
Create a constraint for every scheduling unit even if they are the same – this way if changes are
ever made, they only affect one unit not all units attached to the constraint.
Create ‘blank’ or ‘empty one’ for each Scheduling Unit. These will have no preference options
selected. A ‘blank’ or ‘empty’ preference typically occurs when running auto schedule based on
the employee’s rotation pattern.
List of DO NOT
‘No Call Model List’ - DO NOT USE IT
Never use a Custom Constraint or Custom Preference for utilizing Auto Scheduler.