myschedule Annual Vacation Pilot

Transcription

1 myschedule Annual Vacation Pilot The new myschedule Annual Vacation module is being piloted in various units throughout Northern Health. This presentation is applicable for staff participating in PILOT UNITS ONLY. If you have not been informed that your unit is participating in the pilot, this training material will not apply to your 2019 annual vacation planning. Your unit will follow the existing process.

2 How Does it Work? There will be five rounds, and you can have a selection approved in each round Rounds can have one of three status types: Active These rounds are open for applications and for managers to approve your requests Available These rounds are open for applications, but managers can t approve requests yet Closed These rounds are no longer accepting requests

3 When Can I Apply? On October 19 at 10:00am, round one will become Active, and all other rounds will be Available This chart indicates when each round will become Active for approvals and when it will be Closed for applications:

4 How Do I Apply? When the process starts, you can enter requests for all five rounds you do not have to wait for other employees to enter their requests You can enter between three and fifteen requests and rank them in preference order for each round Your ranked requests do not carry over to the next round each round is a separate process Requests can be updated or deleted until either the round closes or the manager approves them

5 What Impacts My Requests? Your manager has set a quota allowing for a certain number of employees who can be approved for vacation per calendar day to ensure staffing needs are met. If your selections exceed the quota or your vacation hours, you will see warning messages (red text and red indicators on your ranked requests) A warning indicates that these requests are less likely to be approved by your manager Warnings may appear on your requests as more senior employees are approved and quotas are updated If your all of your selections no longer fit within the quota, you will be sent an notifying you of the conflict please contact your manager

6 How Are Requests Approved? Managers can only approve requests in Active or Closed rounds As managers approve requests from more senior employees, quotas will update to display how many employees have been approved for each day

7 What Happens If? I need to request a partial shift? Enter the details in the comment field (please note that the system will count the hours for the full day) I need to request dates extending into 2020? Set the end date of your request as December 31, 2019, and include the end date in the comment field I don t apply before the round closes? If you don t apply or contact your manager before the round closes, you have skipped participating in that round

8 What Happens If cont d None of my vacation requests can be approved? Contact your manager to determine a request they can submit on your behalf and approve I don t have enough hours left, or the quota is already filled You can still enter these requests, but must enter a comment for your manager explaining the circumstances You may want to contact them directly regarding these cases I have more requests to make after the fifth round is completed Send these to your manager using the electronic forms

9 What Happens If cont d I will be working in two units during 2019? If one of the units is not part of the pilot, you will apply to that unit using the existing electronic forms in November If both are part of the pilot, you can apply to either unit using the myschedule Annual Vacation module You can only apply to one unit per round You can change applications from one unit to another if the round is Active or Available AND the Manager has not processed your request for this round

10 General Notes Approved vacation may not appear in your schedule until mid-december requests are not sent to Staffing Services until all rounds are complete Check to make sure you have access to your Northern Health all communications about this process will be sent to your work

11 Plans for Next Year Predicted Quotas - see estimated quotas based on pending requests from more senior employees More notification types notifications may include phone and text options Full support for partial shift vacation requests Full support for requests extending into the following year

12 Contact Us support can be reached at Please send us: Questions Technical Problems Feedback about the Annual Vacation system