Reset to roles and responsibilities that Schedulers and Leaders share within  scheduling processes.

We are looking for your ideas and feedback!

We have listed workflows where we are proposing changes and there are some processes, we think the current state makes sense. In all areas we are looking for your insights and ideas to improve the process and also gain a better understanding of your pressure points and ideas to improve. 

The list below is not exhaustive but a great start to the process work already started by your peers that will help us build the right standards for the right roles moving forward.  

Question Title

* 1. Timecards- high level process- review current workflow:

1. End-user checks timecard regularly -request OT, review any missed swipes and add comments if needed 
2.  Scheduler clears exceptions/missed swipes/OT/review comments/coding/ unscheduled hours/ insufficient funds 
4.  Scheduler reaches out to MGR or Occ Health via email if any info is required to clear exceptions 
5.  MGR Review timecards-missed swipes, OT, unscheduled hours and comments
6. MGR Timecard approval - ongoing weekly review prior to payroll processing following established deadlines

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* 2. Employee On-call/call back process- Review the proposed workflow:

1. End user fills out on-call paper sheet and sends to Scheduling 
2. Scheduler updates the system and send on-call sheet to payroll
3. Leader enforces swiping in/out if missed

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* 3. Missed meals - review the proposed workflow for missed meals: 

1. End-user to enter at clock
2. Scheduler reviews timecards for entries 
3. MGR to approve in previous period if correction required 
4. NEW- MGR reviews tiles in real time and also reviews at timecard approval

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* 4. Missed Swipes - review the proposed workflow for missed swipes: 

1. End-user email schedulers that they missed a swipe (if they cannot enter comments into timecard)
2. Scheduler updates and adds comments
3. MGR reviews timecards for details and can also track in real time using UKG tile

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* 5. Coding - review proposed workflow for coding:

1. Scheduler completes all coding required for end-users, removing task from MGR 
2. Scheduler contact MGR to answer any questions related to coding

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* 6. Payroll corrections - reviewed proposed workflow for PCN's:

1.  End-user notices incorrect pay and contacts scheduler (create tile on Steghnet- Ask SRO for staff to ask questions about pay) 
2. Scheduler investigates cause
3. Scheduler corrects in system and sends to payroll 
4. Reach out to MGR for approval for unique event

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* 7. Overtime approval - review current workflow for over-time approvals:

1. Short term need is called out at straight time
2. Staffing updates console; ASC generated; ROR created. 
3. Staffing clerk follows pre-approvals/unit guidelines for coverage 
4. MGR decides RNN, OT or next steps ie. internal moves 

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* 8. Annual Vacation Payout - review the current workflow:

1. Employee requests approval from MGR with amount to carry over
2. MGR approves and notifies Scheduler
3. Scheduler updates system

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* 9. Time- off requests -  Vacation/time owing: Reviewed proposed workflow for vacation:

1. Employee submits via time off request or vac planner
2.MGR approves, denies, or pending coverage 
3. Scheduler places on console if approved 
4. Scheduler- Shift gets covered based on approval/denial

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* 10. Time-off requests - shift swaps: Review the following proposed workflow:

1. Employee enters proposed shift swap or accepts co-worker swap ensuring they are not into any ESA or CA violations. 
2. Scheduler processes swap- approves/denies swap under 48 hours that are hour for hour prior to the first shift of the swap.
3. Scheduler contacts MGR for unique event 

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* 11. Stat Rotation - please review the following proposed workflow: 

1. Track and maintain for scheduling purposes - Christmas and New's only
2. All other stats do not follow a tracked rotation

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* 12. Orientation Schedules - review the proposed workflow:

1. MGR provides scheduler with training/orientation schedule, and notifies scheduler of any changes via email 
2. Scheduler updates system accordingly
3. Manager to notify Scheduler of changes to OR shifts ie) extensions or shift change

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* 13. HTR's  - review the current  workflow: 

1. MGR works with Human Resources to send HTR
2. Manager advises Scheduler of the line/schedule to be assigned
2. Scheduler receives the HTR and updates Dimensions * changes cannot be made w/o notification from Human Resources

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* 14. Review Non-Availability -  Review proposed workflow:

1. End -user enters NA based on booking period following established timelines  
2. Scheduler reviews during scheduling creation. Notifies Manager of issues and CA violations
3. Scheduler - After the posting of the schedule, the Scheduler and Staffing will assign vacant shifts (holes) based on employee NA

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* 15. Skill Mix- Review the proposed workflow: 

1. MGR provides skill mix update to scheduler
2. Scheduler updates end-user skill mix in Dimensions and call logs

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* 16. Vacation Planner - The current vacation planner is a paper process where:

1. HR provides vacation entitlement amounts to Scheduler
2. Scheduler creates planner and provides to MGR
3. MGR places paper vacation planner on unit and removes on specified date
4. End-user enters desired time-off in vacation planner
5. MGR approves vacation based on timeline
6. Scheduler enters approved vacation into system 
7.  Scheduler Scan vacation planner and send to entire unit(each staff person)
happens 2 x a year 

PROPOSED: 
A)  Steps 1 to 5 are the same AND End user is directed to enter vacation requests into Dimensions where leaders can approve and deny.

Question Title

* 17. Top-up planner - review current workflow 

1. Scheduler creates planner and provides MGR
2. MGR places on unit and remove on date period
3. End-user user chooses top-up shifts
4. Scheduler enters top-up shifts into Dimensions

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* 18. Schedule creation - communication milestones between Leader and Scheduler  

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* 19. Needs - review the current workflow:

1. MGR reviews scheduler planner in Dimensions and provide direction to SRO (daily)
2. Scheduler launch/assign shifts over 2 weeks
3. Scheduler seeks direction from MGR if needed 
4. Update/maintain ROR
5. Move staff( when need based on skill and when asked by MGR/ NRT/CRN

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* 20. Christmas Package - review existing workflow: 

1. SRO Scheduler create vote  via email and is a survey monkey link.
2. End-user votes on x-mas self-schedule (If vote fails, process goes to standard schedule creation)
3. Scheuler creates package 
4. End-user creates x-mas schedule and provide to MGR for approval 
5.  MGR Review and approve x-mas schedule 
6. Scheduler reviews stat rotation, suggests corrections and ensures zero CA violations

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* 21. Record of Replacement - review current workflow 

1. Vacant shifts caused by hole, last minute call in, Time off Request
2. Scheduler places shift on console 
3. Staffing updates ROR and sends to MGR with current status of need and if further direction is required.
4. Send notification to Leader regarding current coverage details
5. MGR provides direction to Scheduler regarding steps for shift coverage 
6. Sends a f/u notification once shift is filled, or shift cannot be field of shift no longer needed

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* 22. Tell us about other pressure points you are experiencing that we have not covered in this survey:

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* 23. What topics should we include for future discussion? 

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