Shift Maintenance

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Shift Maintenance
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Shift Maintenance

• A Shift Pattern defines all the details of shifts
  on a particular day.
• Shift Patterns have a name such as sat or
  holiday. You can use the same name on different
  rotas as the patterns are not shared across
  rotas.
• Every day has a Shift Pattern defined for it. If
  there are no shifts on a given day, then an empty
  Shift Pattern must be assigned to that day.
• Once a booking has been made, the Shift Details
  are copied to the booking and even if the Shift
  Pattern is changed, the booking will not. Thus
  bookings have primacy.

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The Shift Calendar
The shift calendar is used to assign a shift
pattern to a specific date on a rota. Those shown
in red are automatically assigned by the system
to any known holidays. Those shown in green have
been overridden by a system administrator.
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Shift Calendar
To change the shift pattern assigned to a day,
simply click the day required. If the assigned
shift pattern is currently green, you are given
the option to delete the assigned shift pattern
and revert to the default shift pattern. If the
assigned shift pattern is currently white or red,
you are presented with a list of shift patterns
to choose from.
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Shift Calendar
The system will not allow the assigning of a
shift pattern where the change will compromise an
existing booking - so it is best to only make
changes to dates on which no shifts have already
been booked.
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Shift Calendar
Use the Previous Month and Next Month buttons to
select different date ranges.
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Default Shifts
The Default Shifts page is used to inform the
shift calendar which shift pattern to assign to a
particular day of the week. This allows the shift
calendar to be changed from a particular date.
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Default Shifts
Use Change to change an existing default set.
Use Add New Default Set to add in a completely
new set from a given date.
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Which Shiftcode
On the rota page, simply hover the mouse over the
date on the left or right of the rota and a
pop-up will show the shiftcode assigned to that
date.
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One Day Shift Code
Clicking on the date will bring up a menu
allowing Create Allows you to edit the shift
pattern for this date only. Editing this pattern
starts with a copy of the pattern assigned to
this date. Select Select an existing shift
pattern - this is the same as using the shift
calendar.
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One Day Shift Code
A One Day Shift Pattern is very useful if the
changes being made ONLY apply to the date being
managed. A One Day Shift Pattern is very
inefficient if the same changes are being made to
a number of days. If making the same changes to
more than one day, then create a new shift
pattern and then assign that shift pattern to the
required days - otherwise making the same changes
to a number of days using the special one day
shift pattern means that you are duplicating your
own work and the system gets filled up with
identical shift patterns this is inefficient for
the system and an increase in your own workload.
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Create a New Shift Pattern
To create a new shift pattern which can be used
in the calendar or the default shifts, use
Administration / Shift Maintenance / Edit
Shifts. Select the location and leave the code
as NEW and click Select. Then enter a new
shift pattern code and click Add Shift. The
system then creates an empty shift pattern.
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Create a New Shift Pattern
The empty shift pattern can be pre-populated with
a copy of an existing pattern or edited from
scratch.
To pre-populate with an existing pattern, scroll
to the bottom of the screen and select the
appropriate shift pattern
Then click Copy Shift Data.
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Editing Shift Patterns
Each block on the shift edit page relates to a
column on the rota. As you add shifts to the edit
page, the number of shifts in the column will
increase. Each column is named uniquely.
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Editing a Shift
Each shift on the shift pattern can be
individually edited.

• The exact fields available on your particular
  system may differ from the fields shown in the
  example on the right.
• Select the number of IDENTICAL shifts
• Enter a Description for these shifts
• Select a Start and End Time for the shift
• Enter the Rate of Pay for the shift
• Enter the Night Rate of Pay (If available) for
  the shift
• If Rate Codes are enabled enter the Rate Code for
  the shift
• If the Rate Entered is not an hourly rate but a
  payment for the whole shift, you should tick this
  box.
• If your system uses Bonus Points, enter the bonus
  points for this shift
• If this shift is available to Nurse
  Practitioners, tick this box
• Enter the rate of pay if this shift is booked by
  a Nurse Practitioner
• Enter the number of days that this shift should
  be held exclusively for Nurse Practitioners.
• If this shift can only be booked by an
  administrator on behalf of a user, tick this box
• The following flags relate to capabilities.
  Ticking these boxes means that the person booking
  the shift MUST HAVE the capability ticked in User
  Capabilities.

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Editing a Shift
Each shift on the shift pattern can be
individually edited.

• The exact fields available on your particular
  system may differ from the fields shown in the
  example on the right.
• When all the fields are correct, click Update.
• You will need to update EACH BOX as you complete
  it.

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Editing a Shift
Each shift on the shift pattern can be
individually edited.

• The exact fields available on your particular
  system may differ from the fields shown in the
  example on the right.
• The Add Entry link allows you to add more
  shifts to this shift column (that is a shift
  column on the main rota).
• This allows the addition of more shifts to a rota
  column where the shifts are not identical. It may
  be used where shifts start and end times are
  staggered, or where a different description is
  needed on each shift, or details like user
  capabilities or whether the shift is available to
  Nurse Practitioners.
• Once Add Entry has been clicked, a new shift
  pattern editing box appears to the right of the
  existing editing box.
• To delete a shift altogether, simply set the
  number of shifts to 0 (zero) and click
  Update. The shift will be completely removed
  from the system.

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Change of shifts or rates of pay
It is occasionally necessary to introduce a new
set of rates of pay or a completely new shift
structure to an organisation. The following pages
will outline the steps required to do this. In
every case it is best to make the changes BEFORE
any shift have been booked for the dates being
altered. If the changes are being introduced
AFTER shift have been booked, then the changes
that can be made are very limited and it is
generally best to unbook the effected shifts
before making the changes and the rebooking them
afterwards. Any fixed shifts should also be
cleared from the system before the changes are
made, and added back after the changes have been
completed.
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Change of shifts or rates of pay

1. Use Shift Maintenance / Default Shifts to add a
   new Default Shift Set dated from the 1st date
   that the new shifts will start.
2. Name the shift patterns to reflect the start date
   - such as week0510 and wkend0510, creating a
   shift pattern for each different day required
   (i.e. week, sat, sun, bhol).
3. Save the new default set and make sure that it is
   correct in the list of default sets.
4. Use Shift Maintenance / Edit Shifts to create
   and/or edit each of the shift patterns you have
   named in the default set.
5. When editing a completely new shift pattern, you
   can use Copy Shiftcode Information at the
   bottom of the page to copy shiftcode information
   from an existing shift pattern. This is
   particularly useful if the changes are relatively
   minor and can save a great deal of time.

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Change of shifts or rates of pay

1. After all the shift codes have been edited, go to
   booking sheet (rota) and select the start date
   for the new default set.
2. Make sure that the shift patterns entered do
   correctly reflect the required changes. If there
   are any problems you can hover the mouse over the
   date at the left or right of the rota to ensure
   that the correct shift pattern is being used. If
   necessary go back and edit the shift pattern to
   make further changes.
3. If the Fixed Shifts have been removed from the
   system, add them back in.
4. If booking were removed prior to making the
   changes, they should now be added back to the
   system.