Intellicate Schedule24 Standard 3 - Getting Started

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1 Intellicate Schedule24 Standard Edition

Table of Contents

About scheduling 2

How to use scheduling workflow 3

Start your schedule 3

Add and remove personnel 5

Structure schedules with the Schedule Wizard 6

Do your scheduling 8

Check how youre doing 9

Changing what you see 9

Publish your schedule 10

Table of Contents

2006 Intellicate Limited. A ll rights reserved. Schedule24 is a registered trademark of Intellicate in the United Kingdom and/ or

other countries. A ll other trademark s are property of their respective owners.


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2Intellicate Schedule24 Standard Edition

1. About scheduling

Scheduling is a complex and time consuming business. Using paper and pencil it will take anaverage of 40 hours to schedule 30 staff for one month. For a conscientious manager it can

take even longer. Managers also face challenges meeting business requirements withtraditional and less flexible working hours for the longer working day or even 24 hour working.Change in workforce labor trends has also seen a move away from traditional working hours,with growth in part-time, shift and flexible working arrangements. Many countries haveformalized these trends and passed legislation in support of what many now feel to beimportant work-life balance issues.

Schedule24 Standard Edition is a new employee scheduling solution, designed for budget-

conscious managers struggling with paper and pencil to deliver flexible working strategies intodays competitive market place. It is easy to use and understand and no special training isrequired. It can be installed without the need for a technical specialist .

There are many scheduling styles, but essentially they fall into one of two categories:structured scheduling or unstructured schedulingsometimes there may be a combination ofthe two. Schedule24 Standard is designed to support both or a combination of styles.

Structured scheduling delivers significant advantages over unstructured scheduling styles.The capacity for more complex and large scale scheduling increases with little additionaleffort, and higher levels of scheduling automation are achievable. Compliance scheduling isalso easier to put into practice.

Unstructured scheduling may be the only approach possible if the manager has no controlover staff availability, and effectively schedules the business requirement to fit. Unstructuredscheduling does become more efficient when managed in a consistent way, and it is notunusual to evolve more structured scheduling strategies, with the benefits that offers.

Schedule24 Standard is not just about saving scheduling time, it also improves the quality ofscheduling. It achieves this through structuring and analysis of staff working hours, so that themanager is able to see the whole business picture with greater clarity.

About Scheduling


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2. How to use scheduling workflow

The scheduling style you use will determine which features and tools you will need to createschedules. The general workflow for a structured scheduling style involves the following

steps:1. Creating a schedule using the Schedule Wizard2. Adding or removing staff using the Personnel Manager3. Modifying your schedule using the Shift Editor and Schedule Editing Tools4. Monitoring and analyzing schedule performance using the Staff Cover

Count and Distribution Profile5. Printing and publishing your schedule to the web

The general workflow for an unstructured scheduling style focuses more on the ScheduleEditing Tools and Shift Editor. This involves the following steps:

1. Opening a blank schedule2. Adding or removing staff using the Personnel Manager

3. Directly entering and modifying your shifts into the schedule using the ShiftEditor and Schedule Editing Tools

4. Monitoring and analyzing schedule performance using the Staff CoverCount and Distribution Profile

5. Printing and publishing your schedule to the web

The difference between the two styles is that the unstructured scheduling style does not usethe Schedule Wizard to automate the bulk of the scheduling process. Unstructured

scheduling allows total control over the schedule but is not as fast and consistent asstructured scheduling.

3. Start your schedule

Your main working document is a Schedule. It can be shared with other team members overa Windows network. You can view a schedule someone else is working on, but if you wish towork on it at the same time then you will have to open it as a copy and save it with a differentfilename when you have finished.

! Tip: The scheduling goal is getting the right cover count and balanced distributionprofile over the correct time.

! Tip: Make sure the View > Navigation Pane is displayed, most of what you needcan be found there without hunting through the menu lists.

How to use Scheduling Workflow


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Getting started couldnt be easier. If you want to create a structured schedule the EasyStepSchedule Wizard is probably the best place to start. You dont even have to think aboutentering staff details to get some idea about the kind of schedules you want. It willautomatically calculate the staff requirements and enter default staff into your PersonnelManager that can be updated later.

Starting from the very beginning means opening a blank schedule. Scheduling Assistants willprompt you through the workflow for entering staff details using the Personnel Manager.

Thats the first job you need to do, and once completed the scheduling structure is displayedready to enter your shift details and any other kind of scheduling information you need.

Start Your Schedule


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4. Add and remove personnel

Anything to do with staff details is managed by the Personnel Manager for recording staffcontact information. Each schedule has a maximum of 25 staff, and you can have as many

schedules as you want. Entering staff details is the first job you need to do to startscheduling, except when using the Schedule Wizard which will automatically calculate defaultstaff requirements if not defined.

You dont have to enter all your information about staff in order to schedule. The mostimportant pieces of information used by the schedule include name and title, which can beused for salutation or job role. This information can be used to sort information in theschedule.

You can also use descriptions in these fields to identify vacancies that still need to be

included in the schedule.

! Tip: If you work with more than one schedule to develop your schedule ideas,you can import existing staff from another schedule. There is no need to enterpersonnel details more than once.

! Tip: You can change how much personnel information is displayed inSchedule24 Professional using the View Checkboxes in the Tools > Options dialog.These include Title, First Name and Last Name.

Add and Remove Personnel


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5. Structure schedules with the schedule wizard

The fastest way to produce structured schedules is to use the EasyStep Schedule Wizard.The EasyStep Schedule Wizard takes you through eight straightforward steps that manage

the complexity of scheduling including:

Calculating the staff and team requirement for the schedule you create

Multiple shift types including split shift working

Fixed or rotating schedules

Work-day to day-off ratios

Day-off staggering to maximize rest periods

Staff distribution for each shift Direction of rotation for healthier shift working; and

Speed of rotation to reduce the effects of unsocial hours working and sleepdeprivation on night shifts.

The Wizard applies scheduling best practice, which for some schedules may not be what youwant. One example would be orphan or isolated days-off in a schedule. Most managers tryto avoid them, and the Wizard always keeps days-off grouped together. For these kinds of

schedules you will need to create your schedule by entering data directly into the ScheduleWork Area using the Schedule Editing Tools.

The Schedule Wizard will calculate a schedule using defined staff, or automatically calculate the defaultstaff or team requirement for the schedule you create.

Structure Schedules with the Schedule Wizard


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Structure Schedules with the Schedule Wizard

As you progress through the Wizard information is dynamically updated in the feedback panel about totaland average hours for both work and rest periods.

Fixed schedules, or rotating schedules with fixed days-off are easier to manage than rotatingschedules. Other factors involving multiple shifts, and the direction or speed of rotation canmake any schedule more complex. With the Schedule Wizard all this is taken care of.

If you want a rotating schedule that uses the same shift but want to rotate days-off, then enterthe shift for each week of the rotation cycle e.g. if it is over 4 weeks then enter the same shift4 times and use the Wizard rotation options to get the day-off pattern you require.

When you have completed your schedule all you need to do is click finish and your completedschedule pattern will be displayed in the Schedule Work Area for further information aboutassignments and unavailability.

! Tip: Using the zooming feature and Schedule Editing Tools in the ScheduleWork Area, you can quickly repeat the schedule structure over many weeks andmonths.


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Do Your Scheduling

6. Do your scheduling

You will have started your schedule either by using the Schedule Wizard or by opening ablank schedule. When you have entered information about staff, either by the Schedule

Wizard or the Personnel Manager, your Schedule Work Area will be displayed. You are nowready to add more detail to your schedule including shift changes, assignments, unavailabilityand just about anything else using Memo. You can quickly access common scheduling toolsfrom the Do your Scheduling section of the navigation pane displayed on the left.

Structured Scheduling ShiftsThe fastest way to structure your scheduling is to use the EasyStep Schedule Wizard. Youcan also apply structure to your scheduling by using the Schedule Editing Tools to rapidlycopy your schedules, including other information such as assignments, in one go using theCopy & Paste Special feature.

Unstructured SchedulingShiftsThis gives you total control over your schedules, but is not as fast as structured scheduling.You enter shift information directly into the scheduling area using the Shift Editor includingshift descriptions.

Scheduling ActivityEverything elseOnce you have your shift information displayed you are ready to add more information intoyour schedule:

Assignments. You can schedule multiple assignments to staff. These can

be jobs or tasks they need to know about during their shift. Use Types thatcategorize assignments so they can be used again for other staff.

Unavailability. Vacation, sickness and training can be recorded, and youwill get a warning where this will remove a staff shift or assignment.

Memo. This is for any information you wish to communicate to staff, or

yourself, whilst scheduling.

Shifts. Use the Shift Editor to modify a shift or range of shifts including splitshift working. Remember to add a shift description to view shift names.

! Tip: You can map and turn color on or off for all this information in Tools >Options > Color including shifts, days-off, assignments, unavailability, weekends anddefined public holiday dates. Use the Hours view, Cover Count and Distributionprofile to analyse both structured and unstructured schedules.

! Tip: You can import personnel information from another schedule to create a newschedule. You do not need to enter personnel information more than once.


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Check How Youre Doing

7. Check how youre doing

You can show or hide information about how your schedule is progressing as you work. Youcan also change how calculations are made to display exact, average or projected summary

totals about working hours. You can also customize displays to change what you see. Theseare the most important ones:

Cover Count is displayed at the bottom of your schedule and tells you the

availability status of your workforce, the total working hours, and schedulingcosts by shift and job title for each day. You can customize this list.

Distribution Profile displays a line graph showing the distribution profile of

available staff over the dates you have highlighted in your schedule. Time

ranges zoom from days down to 15 minutes.

Working Hours. You can display staff working hours using View > Hours to

display a dynamic total as you work through your schedule.

8. Changing what you see

You have a range of options in the Tools > Options dialog to change what you see including:File lists, time formats, color mapping of shifts, weekends and public holidays. You can also

customize the calculation for displaying working hours.


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Publish Your Schedule

9. Publish your schedule

There are two main schedule formats, the Weekly Schedule and the Daily Schedule.

The Weekly Schedule Format.This is the same grid format you see in your Schedule Work Area. It is designed for forwardplanning with scope to display assignment and unavailability information.

The Daily Schedule Format.This is much more detailed and designed for operational scheduling for staff and linemanagers. It contains all the information about shifts, breaks, assignments, unavailabilitystatus or any other information as a Memo communication. All the information is automatically

cross referenced.

Personnel and Contact InformationYou can also publish detailed staff records including training and service records. It alsoincludes vacation tracking that automatically totals vacation taken, and vacation scheduled tobe taken, and displays the balance against the vacation entitlement.

Scheduling Content

You control all scheduling content and formatting options in File > Page Setup. In addition topage layout options, and customizing header and footer information, you can customize thecontent of schedules and personnel information before it is published. You also set the staffand date ranges for the schedule you publish.

Easy, Accessib le, and FastPublishing weekly schedulesto the web, using the WebWizard, means your teamcan access schedulinginformation and is a great aidfor forward planning.


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Documents

Intellicate Schedule24 Standard 3 - Getting Started