Roster Central v2.0. User Guide

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1 Roster Central v2.0 User Guide Version 0.4 Status Final Issue Date 04/02/2009

2 1. Log into Roster Central 2. Click on the Change Password link displayed in the left of the title bar The change password page will be displayed. Figure 17: Change Password Link Figure 18: Change Password Page 3. In the Old Password field enter the existing password 4. In the New Password field enter the new password 5. In the Confirm Password field re-enter the new password 6. Click on the Save button Note: If the password does not match a password error message will be displayed Figure 19: Password Error Message Version:0.4 Final Roster Central 2.0 User Guide V0.4 1 / 13

3 Weekly Performance Tab Like all parts of Roster Central, the weekly performance tab shows the KPIs in the various groups. Please refer to Annex A for a list of KPIs within each of these groups.

3 3 Weekly Performance Tab Like all parts of Roster Central, the weekly performance tab shows the KPIs in the various groups. Please refer to Annex A for a list of KPIs within each of these groups. Safety The most important group. This shows problems with the cover achieved have they allocated the right amount and type of staff to meet their clinical needs? This is essentially showing the end result of the rostering process. Fairness Are we being fair to staff or breaking rules? Effectiveness Have we used our staff resources effectively? Unavailability Have we managed the absence of our staff efficiently? Establishment Do we have issues around the pool of staff in our establishment? The Weekly Performance shows the KPIs for a week. The user can view historic, current and future information by clicking the navigational arrows which will move forward and backwards in week internals. Problem units will be marked as either yellow or red depending on the level of threshold set for each KPI. Green units indicate there are no problems within those Units. 3.1 HOME PAGE WEEKLY PERFORMANCE OVERVIEW Version:0.4 Final Roster Central 2.0 User Guide V0.4 2 / 13

Figure 20: The Home Page The home page defaults to show All Indicators and lists all metric groups.

By hovering the mouse over either the green, yellow or red part of the bar a tooltip will be displayed and will show a list of units in the

Figure 21: Red Unit Tooltip By hovering the mouse over the question mark a tooltip will be displayed giving a description of the KPIs that have

4 Figure 20: The Home Page The home page defaults to show All Indicators and lists all metric groups. The main indicators show the number of green, yellow and red units in each metric group, for the viewed week. By hovering the mouse over either the green, yellow or red part of the bar a tooltip will be displayed and will show a list of units in the relevant category. Figure 21: Red Unit Tooltip By hovering the mouse over the question mark a tooltip will be displayed giving a description of the KPIs that have thresholds in that metric group: Figure 22: Details of the metric group tooltip Clicking the and buttons will navigate a week forwards and backwards. At the bottom of the page the All Indicators Table will be displayed Error! Reference source not found.showing the KPIs variance over a three week period. Version:0.4 Final Roster Central 2.0 User Guide V0.4 3 / 13

Figure 23: All Indicators Table The Red arrow indicates there has been an increase of yellow and red units from the previous week; the figure shown in the table is the total number of both yellow and

5 Figure 23: All Indicators Table The Red arrow indicates there has been an increase of yellow and red units from the previous week; the figure shown in the table is the total number of both yellow and red units that week. The Green arrow indicates there has been an decrease in yellow and red units; Where no arrows are displayed there has been no change 3.2 ALL METRICS TABLE By clicking on the link at the bottom of the main page the All Metrics table will be displayed. See section 3.4 for details.error! Reference source not found. 3.3 METRIC GROUP DRILLDOWN To view more detail for a specific metric group do either of the following: Click the specific metric group on the left menu. OR Click on either the green, yellow or red bar for the specific metric group. You will be directed to the Problem Units table for that metric group Problem Units Table Figure 24: Problem units for the Safety group The Problem Units tab this will show a list of red and yellow units only. The list will default to an alphabetical view of the units. By hovering over the column title in the table a tooltip will be displayed showing the thresholds for the relevant KPI Version:0.4 Final Roster Central 2.0 User Guide V0.4 4 / 13

By clicking on the column heading e.g. Unfilled Duty Hours %, this will sort the table in numerical order e.g. all reds units to the top or bottom of the table.

Figure 25: Metrics Table KPI threshold tooltip By hovering the cursor over a KPI and the cursor changes to a mark this allows the user to have the ability to drill down and review the data.

6 By clicking on the column heading e.g. Unfilled Duty Hours %, this will sort the table in numerical order e.g. all reds units to the top or bottom of the table. By clicking on the Export to Excel icon the table will be exported Excel or can be saved as an Excel file. Figure 25: Metrics Table KPI threshold tooltip By hovering the cursor over a KPI and the cursor changes to a mark this allows the user to have the ability to drill down and review the data. See Annex A to view the related KPIs where this function is available. Figure 26: Example of Drill Down Function By clicking on a Unit in the unit column heading this will navigate you to the Performance Timeline tab showing details of the selected unit; the page will default to the Graph tab (see section 5 Performance Timeline tab). You can view other problem metric groups for each unit e.g. if viewing the safety metric group and there are other issues with the unit in other groups, these can be viewed under the Unit s Other Issues column; by clicking a metric group you will be navigated those issues. : Version:0.4 Final Roster Central 2.0 User Guide V0.4 5 / 13

By hovering the cursor over a KPI when the cursor changes to a mark you will also see this image appear in the top right hand corner of the KPI box, which allows the user to have the ability to add

7 By hovering the cursor over a KPI when the cursor changes to a mark you will also see this image appear in the top right hand corner of the KPI box, which allows the user to have the ability to add comments. Clicking onto the image will launch the following screen: Users should add comments that will assist others who maybe reviewing the data. If appropriate you can use this function to detail reasons as to why KPI s have turned yellow / red. Once you have written your comment click Add New Comment. When your comment has been added a * will be displayed on the KPI box. By hovering over this a Comments box will be displayed to all users, as below, showing the comment made, who by and the time and date of this All Units Tab The All Units tabs this will show all units marked as green, yellow or red:

8 Figure 27: All Units Tab. 3.4 ALL METRICS TABLE By clicking on the table will be displayed. It shows: o o o A list of all active Units All active KPIs Problem Units will be marked as either Yellow or Red. The All Metrics page is made up to two tabs: link at the bottom of the home page the All Metrics The Weekly tab will display a weekly view of the Units and their KPIs. Where KPIs are highlighted in yellow or red this indicates there are problems relating to the KPI for that unit. Use the arrows to show different weeks Version:0.4 Final Roster Central 2.0 User Guide V0.4 6 / 13

Figure 28: All Metrics Weekly Tab The 4 Weekly tab (see Error! Reference source not found. Error! Reference source not found.) will display Units and KPIs over a four week roster period.

Figure 29: All Metrics 4 Weekly Tab By clicking on a Unit name the Performance Timeline will be displayed for that unit.

9 Figure 28: All Metrics Weekly Tab The 4 Weekly tab (see Error! Reference source not found. Error! Reference source not found.) will display Units and KPIs over a four week roster period. Use the arrows to view different roster periods. Figure 29: All Metrics 4 Weekly Tab By clicking on a Unit name the Performance Timeline will be displayed for that unit. By clicking on the Export to Excel icon the table will be exported to Excel or can be saved as an Excel file. By clicking on the shortcut the All Indicators (home) page will be displayed. Version:0.4 Final Roster Central 2.0 User Guide V0.4 7 / 13

4 Performance Timeline tab The Performance Timeline tab shows the KPIs over a 12 week period (4 weeks historical and 8 weeks future) and displays historic trends to monitor KPIs progress over year

10 4 Performance Timeline tab The Performance Timeline tab shows the KPIs over a 12 week period (4 weeks historical and 8 weeks future) and displays historic trends to monitor KPIs progress over year long periods. The Performance Timeline tab consists of three sub areas: Timelines Graphs History All three areas will display data for the selected unit, shown in the selected unit area at the top. If the selected unit is an individual unit that has a roster, you are viewing just that unit. If you select a higher level unit e.g. a directorate you are viewing aggregated data for all the units subordinate to the selected area. If you ve navigated to this tab by clicking the main Performance Timeline tab, it will default to showing the highest level unit you can see. However, if this tab has been reached by clicking a unit name from the Weekly Performance tab, you will be looking at just that selected unit Navigating to different units Use the Select Unit drop down menus to drill down in to the relevant directorate/unit. Hover over a unit name in the selected unit bar to see a list of selectable units. The select section at the end will let you select a lower level unit. Clicking on a Unit name to display that uniterror! Reference source not found.. Version:0.4 Final Roster Central 2.0 User Guide V0.4 8 / 13

g. 7 Jul will display comparison graphs for all the subunits in the selected area for that week.

11 Figure 30: Selecting a new unit 4.2 TIME LINE TAB The Time Line tab will show the metrics for the selected unit over a 12 week period Weekly comparison Figure 31: Example of Department Time Line Tab Clicking on a date from the timeline e.g. 7 Jul will display comparison graphs for all the subunits in the selected area for that week. Use the arrows to change weeks. Version:0.4 Final Roster Central 2.0 User Guide V0.4 9 / 13

12 Figure 32: Unit Comparison Graphs 4.3 GRAPH TAB Clicking on the Graphs tab will display charts for the selected unit and metric group. It shows: A graphical representation of the KPIs over a 12 week period. Historic periods are shaded grey. Red/yellow/green thresholds are displayed on the background of each chart. Hovering the mouse over a column in the chart will show the value of the column. Note this is an aggregated total based on the selected unit. To see the data for a specific unit you will need to navigate to that unit using the Selected Unit drop down menu. Version:0.4 Final Roster Central 2.0 User Guide V / 13

Clicking on the icon in the window will print the contents.

13 Figure 33: Performance Timeline Graphs tab By clicking on a column in the graph this will display the underlying data, for example in Figure 34: Graph Drill Down RN Allan has been assigned an HCA shift. Clicking on the icon in the window will print the contents. Figure 34: Graph Drill Down Clicking on the graph will display a larger version of this graph. Version:0.4 Final Roster Central 2.0 User Guide V / 13

with a point for each 4 week roster period.

14 Figure 35: Example of Larger Graph 4.4 HISTORY TAB The History tab will show year long trend graphs for each KPI, with a point for each 4 week roster period. Figure 36: Performance Timeline History tab Click on the navigation arrows to navigate to other years. Version:0.4 Final Roster Central 2.0 User Guide V / 13

15 Clicking on the graph will display a larger graph: Figure 37: Historical trends graph Version:0.4 Final Roster Central 2.0 User Guide V / 13

Creating a Roster (1 of 5) A Creating a New Roster. B Opening / Navigating to a Roster. 7 Select the From date for the roster(s) 3 4 Click on Find

Creating a Roster (1 of 5) A Creating a New Roster. B Opening / Navigating to a Roster. 7 Select the From date for the roster(s) 3 4 Click on Find Creating a Roster ( of ) A Creating a New Roster master group and the View Rosters task group unit from the drop down list Click on Find correct Template number of s to be created From date for the (s)