Scheduling. Administrator s Guide 2018 Practice Engine Systems, Inc.

Scheduling Administrator s Guide 2018 Practice Engine Systems, Inc.

CONTENTS Change History... 3 Scheduling Administration... 4 Admin Dashboard widget... 4 Client... 5 Custom Fields... 7 Custom Lists... 7 Import Schedules... 7 Niches... 8 Offices, Grades & Depts... 10 Permissions... 10 Schedule Classifications... 10 Settings... 11 Site Users... 12 Skills & Preferenes... 13 Staff... 16 Work profiles... 18 Calendar Sync... 20 2 P age

CHANGE HISTORY ORIGINAL DOCUMENT AUTHOR: BRAD PODZIUS DATE: MAY 2018 AUTHOR DATE CHANGE DEE LOWREY MAY 2018 CREATED DEE LOWREY APRIL 27, 2018 COMPLETED DRAFT DEE LOWREY AUGUST 31 VERSION 2 DEE LOWREY SEPTEMBER 13, 2018 REVISIONS PER MIKE C DEE LOWREY OCTOBER 2018 VERSION 3-FINAL 3 P age

SCHEDULING ADMINISTRATION This document is aimed at Practice Engine Scheduling Administrators, Support and Admin staff; Partners and Managers. It provides information regarding the setup and maintenance of the Scheduling application. Many components in Scheduling are synched from Practice Engine automatically, based on the timeframe set by the firm. These components include Clients, Staff, Jobs and Niches. If using Scheduling as a stand-alone application these components will need to be created manually. ADMIN DASHBOARD WIDGET The Admin dashboard widget is home to the settings of the Scheduling module. From the dashboard, the Admin widget appears in the upper right corner for users with security access. Click the Admin hyperlink to open the Scheduling Administration Page. The screen loads with a left menu and right-side details. The first section, Client is selected by default. Click the Go Home link to return to the dashboard. 4 P age

CLIENT For systems that are integrated with Practice Engine, the clients will sync from Practice Engine automatically and display in the grid. For Stand Alone systems the clients will have been added manually or imported. From the Client & Job Administration screen, users may search for clients by entering text in the search box above the details grid. Clients may be added using the New Client and Import Clients buttons. Once clients display in the grid, users see the Client name, Code, Office, associated staff and a checkbox that the client is active. To change this information, click the Edit button on the client s row. Click the Jobs button to open the client s job list. ADDING A NEW CLIENT Clients can be manually added by clicking the New Client button and completing the following information. Click Save to add the client. 5 P age

IMPORTING CLIENTS Bulk import of clients is available using a.csv file. The fields available to import include: Client Name Client ID Office Active Partner s Code Manager s Code In-Charge s Code Year End Month Year End Day Save the.csv file with the available data and click the Import Clients button. The Client import popup opens to choose the file. PE will read the column headers and try to match to the available fields. If the field cannot be matched, use the Import From drop-down to choose a column from the spreadsheet. Leave the selection --Not Included to ignore the column. Click the Process Data button to add the clients. 6 P age

CUSTOM FIELDS Custom fields may be added to capture additional data on the Client, Job or Staff. Administrators may add up to 10 custom fields for each area. For a text box, enter the field names in the box and click Save. For drop-down lists, the list values must be created as a Custom List and then assigned to the custom field. See the next section for further information. CUSTOM LISTS Custom lists contain the values of a drop-down list for a custom field. Administrators must create the list values and then apply the list to the field (click the Custom Fields tab). Click the Add New Lists button to display the fields on the right. Add the List Code, Description and then create each list value by clicking the Add New Item box. When complete, click the Save List button. Once a list exists, click the name to display the List details on the right. In the details, the fields may be edited, list items may be added or deleted, and the entire list may be deleted. IMPORT SCHEDULES Administrators may import existing schedules from a csv file by choosing the file and clicking the Import Data button. *Note: This feature is not available currently. Please contact PE for the status of this feature and the latest Import format file. 7 P age

NICHES Niches will pull through from the Industry field in Practice Engine. Administrators can Add, Edit, Delete and assign rights to edit preferences in this section. Staff and Clients may also be associated with a Niche by clicking the corresponding button. ADD NEW/EDIT New Niches can be created by clicking the New Niche button. To edit an existing niche, click the Edit button on that line. Both buttons open the Niche details screen. Enter the Niche name. Start typing in the Industry field and it will auto complete with any matching entries. If the entered industry does not exist, a new value will be created. The Editing Policy controls if staff can edit their own preferences for these values. It is set per niche. (See Skills & Preferences for details). For example, if the USERS group is given edit access, staff in this group will be able to update their own Experience level, Interest and Expert level in the My Profile dashlet. ASSOCIATE STAFF Staff can be associated with the niche by clicking onto the Staff button. The Staff Assignment page opens. Administrators may choose the staff by typing the name and a list will display matching names to choose. Set the staff s experience in hours. Choose a star level to indicate interest and designate if the staff member is an Expert in that Niche. When selections are complete, click the Assign button and then click Close Staff Assignment button. 8 P age

ASSOCIATE CLIENTS Clients can be associated with the niche by clicking onto the Client button. Administrators can assign a numerical value for the Rank field. Click in the field to see the up/down arrows or type in the desired number. Numbers can be both positive & negative. When selections are complete, click the Assign button and then click Close Client Assignment button. 9 P age

OFFICES, GRADES & DEPTS This is currently used to view imported offices, grades and departments; however, it will be removed in a future version. PERMISSIONS The Permissions section allows administrators to view who is allowed access to various areas of Scheduling. Security is setup using three default security groups that are created during installation in both Practice Engine and the Scheduling App. Users are added to the groups in Practice Engine. Scheduling_User Group = All users of the Scheduling application Scheduling_Scheduler Group = All users that may edit and add schedules Scheduling_Admin Group = Users that will manage the Scheduling application Administrators may change who has access by editing the Policy and changing the group that performs that function. Save or Cancel the changes. SCHEDULE CLASSIFICATIONS Within this section administrators may add, edit and delete classification codes. Classifications are very similar to job tasks; however, they do not sync to job tasks. They may be setup to match the Practice Engine Job templates to be consistent. Classifications are global, not by service or job. 10 P age

ADD/EDIT/DELETE CLASSIFICATIONS Click the Add New Classification button to display the data entry area on the right. Give the classification a code and description, then Save. To edit a code, click on the classification line. Just like the add function, the data entry area displays to the right. Make changes and click the Save Classification button. To delete, click the row to display on the details on the right and then click the Delete Classification button. SETTINGS This is a placeholder and is being developed for a future release. 11 P age

SITE USERS This area is used to manage the staff that will login to the Scheduling Application. User Logins are added and edited from the Site User Administration/Maintenance page. All users that will login to Scheduling must have a Site User record. ADD/EDIT SITE USERS Add new users by clicking the New Site User button. Modify existing users by clicking the Edit button on the user s row. Both the add and edit open the same detail screen. Administrators may add or update the following information and then click the Save button. Name Enter the name (this shows in the Display Name column above). User Name This the network user name Email Address Enter the email address Associated Staff Site Users are associated with their corresponding staff record (Staff tab). Work Profile Access Checking allows a non-admin user to access and edit Work Profiles in the admin area. Self-Scheduling Checking restricts a user with scheduling rights to only edit their own time. 12 P age

SKILLS & PREFERENES Administrators may add custom fields to track skills and work preferences for each staff member. These fields are managed in the Skills and Preferences screen and appear on the staff s user profile. Once the fields are created, permissions control if staff can add/edit their own profile settings or if it is managed by the schedulers or admin. The Skills and Preferences screen has tabs for Skills and Preferences. Within each tab, Administrators may add/edit a new item, add/edit child items and assign to staff or delete the item. Once the items are added, the number of assigned users display on the row. If the item has child items, the row expands to show the values and number of staff members assigned. Current functionality does not include the total of child items in the main group. Expand the child item to see the totals. ADD SKILL/PREFERENCE Click the Add button to enter the skill name and description. Select the Editing Policy from the drop-down list. These apply to Niches, Skills and Preferences. Only the members of the selected group will be able to select this item when editing their own profile. No Rights The item is listed but greyed out and no one can add it to their profile. Users Only users in the Scheduling_User group can add the item to their profile. Admins - Only users in the Scheduling_Admin group can add the item to their profile. UsersAndAdmins Both users in the Scheduling_Admin and Scheduling_User group can add the item to their profile. Administrators can add any user to any Skill, Preference, or Niche, even if the policy is set to NoRights. Click the Save button to add the item, which then displays in the listing on the left. 13 P age

ADDING CHILD ITEMS Click the item row and then click the Child Items button. The Add Child fields will display. Enter the values and click the Add Child button to save. Once Child Items are saved, they are listed under the main item on list. Drag the items to change the display order. Changes are saved automatically. EDIT ITEMS In the item list, clicking on the row puts the item in edit mode. Make any changes to the details and click the Update Item button. Save changes before moving to the Assigned Staff section. ASSIGNED STAFF Administrators may assign staff to the Skills/Preference items and/or child items from the Admin area. Depending on the Editing Policy, staff may be able to select their own items in their profile. Click the Item or Child Item row and then click the Edit Item button if not already selected. 14 P age

WHEN YOU KNOW THE STAFF NAME In the Assigned Staff section, type a name in the Add Assignment field. The name should autocomplete. Click the name to commit the save. The name should appear in Assigned Staff row (above the field) and the field should refresh to display --Person to Assign-- help text. SEARCH FOR STAFF If the staff name is not known, click the search icon on the Add Assignment field to open the Staff Search screen. Enter any known information and click the Search button. The search results display information that will help in choosing the desired staff. Click the staff row and then click the Add Selected button to assign the staff. ASSGIN STAFF PLACEHOLDER When a desired staff member is not available, the Administrator may create a staff placeholder record. Click the plus icon on the Add Assignment field to open the Create Staff Placeholder screen. Enter the information and click the Create Placeholder button to Save. 15 P age

Selected staff/placeholders appear on the Assigned Staff row and the total number will display next to the Item/Child Item on the left grid. Staff may be removed by clicking the X. STAFF The Staff section allows administrators to manage staff profiles. Staff refers to all people that are available to be scheduled, regardless of whether they will ever login to the Scheduling Application. Staff that login to the Scheduling Application are called Site Users. When a staff member is also a site user, their records should be linked via the Associated Staff field (see the Site Users section for details). Staff are automatically added from Practice Engine. Staff may also be imported using the Import from.csv button (feature coming soon) or manually added via the New Staff button. The Staff Administration screen displays a grid of all staff available to be scheduled along with their staff code, email, department grade, office and active status. This page is used to search for staff and manage the staff details. 16 P age

ADD NEW STAFF Administrators click the New Staff button. The Create New Staff screen opens. Administrators should enter as much information as possible in the following fields and then click the Create button. Staff Name Staff Code This must be a unique code such as a username or email. Staff Email Staff Active Check the box if the staff can be scheduled to jobs. Department Choose the department from the list. Office Choose a primary office from the list. Grade/Level Choose a grade level from the list. The default options include Staff, Senior, Manager, Partner, Administrative and Unknown. The following fields determine who can schedule the staff member. The staff member will appear in the selected user s Staff Schedule>Managed Staff dashboard widget and in their Jobs widget as Managed Jobs. Partner Enter a name and it will auto-complete if a matching staff is found. Manager Enter a name and it will auto-complete if a matching staff is found. Admin Enter a name and it will auto-complete if a matching staff is found. Supervisor Enter a name and it will auto-complete if a matching staff is found. Calendar ID Enter the user s mailbox (typically email address). This enables the schedule to be synced to the users Outlook calendar. This field should be blank if not using the calendar sync feature. Skills This will display any skills selected in the user s profile. Click to select a skill. IMPORT FROM CSV This feature is coming soon. SEARCH FOR STAFF From the Staff Administration page, Administrators may search for staff profiles. Type a name in the search box and hit the enter key. The page will refresh with the matching results. EDIT STAFF Administrators may edit existing staff profiles by locating the staff record and clicking the Edit button at the end of the row. Make changes to the fields (discussed in the Staff section above) and click Save. CONFLICTS Conflicts allow administrators to identify and restrict staff members from being scheduled with other staff members or to a specific client. Locate the staff person and click the Conflicts button. The Conflicts for [Staff name] screen opens. The screen is divided into two sections, Conflicted Staff and Conflicted Clients. In each section, if a conflict has been identified it will be listed. 17 P age

ADDING CONFLICTS Enter a staff or client name and the matching name will autocomplete. Click on the field to select the name. Enter the reason for the conflict in the Comment box. Click the Assign Person/Client to save. The list should update with the added conflict. If a schedule exists before a staff to staff or staff to client conflict is identified, the conflict will display on the Conflicts Dashboard. WORK PROFILES Administrators manage the staff s work schedule/availability in the Work Profile Administration page. The work profile defines the days of the week and the daily number of hours the staff are available to be scheduled. Administrators can setup a default profile for the firm and then change or modify that on a person by person basis. For example, if a staff s hours change during busy season, a work profile can be added to adjust the days of the week and number of available hours for a defined time period. DEFINE THE DEFAULT WORK PROFILE The Administrator will need to establish the default work profile which defines the firm s weekly work days and daily hours. From the Work Profile Administration screen, click the Default Profile button on the right in the header. The Default Work Profile screen opens. Choose the desired options. Click the Save button to save the changes or the Cancel button to close this box. 18 P age

WORK PROFILE ADMINISTRATION The Work Profile Administration page displays a grid of all staff available to be scheduled along with their staff code, email, department grade, and office. This page is used to search for staff and manage their work profiles. SEARCH OPTIONS On the left above the grid is a Search box. Click the drop-down arrow beside of Name (default selection) to choose the criteria desired for searching. The additional options include email, department, grade & office. Choose the criteria and enter the text. The search will start automatically, and the page will refresh with the results. Click the X icon to clear the search text. EDIT WORK PROFILES Each user will inherit the default profile; however, this can be edited to adjust or allow the setup of multiple profiles. Profiles can have a start and end date when a user s availability varies throughout the year. EDIT INDIVIDUAL STAFF PROFILES To change the work profile for an individual staff member, click the edit button at the end of the row with their name. The [staff s] Work Profile screen opens. To simply change the defaults, Administrators may change the days and hours. When the staff needs days and hours for different time periods, this may be done by adding multiple work profiles. To add a work profile, make all selections including the start and end date, then click the Add button. The profile displays in a grid at the bottom. Multiple profiles may be 19 P age

added. To change a profile, use the edit button. To remove a profile, click the Delete button. There is not a confirmation, the row is removed immediately. EDIT MULTIPLE STAFF PROFILES From the Work Profile Administration page, check the Select box for multiple staff. Administrators may also use the search feature to narrow the results. The Select All button in the upper right side is used to quickly check all Select boxes on the displayed rows. The Clear All button removes the checkboxes from all rows. When rows are selected, an Edit button displays in the header. Click the Edit button to modify the profile for the selected staff. The Edit Work Profile (# staff) screens opens. The # shows the selected number of people from the previous screen whose work profile will be modified. Make changes to the profile (same as previously described with the individual staff) and click the Save to Selected Staff button. CALENDAR SYNC The Scheduling Application has the option to sync the schedule to the user s Outlook calendar. Administrators turn on the sync from the Admin widget. There is a Calendar ID field on each Staff members record. If populated with the staff s email address the staff is opted in to the calendar sync. The sync timing can be customized from every minute to once a day, depending on firm needs. The default sync is every five minutes. Contact PE Support to adjust 20 P age