This article will guide you through the various sections and features of the Smart Rota tab in the "Smart Rota" section. It's a powerful tool, that has been designed to provide you with comprehensive insights into staffing levels, skills requirements, and scheduling data.

Let's break down the information available in each of the four sections on this page:

1. Weekly Graph:

The Weekly Graph section offers a detailed overview of staffing data for the entire week. By selecting a specific date, you can access data for the whole week, broken down into daily segments. Each day of the week is clickable, allowing you to easily navigate between days. You can also single out one specific position by unticking the job position box (JKT-DEA).




Headcount: In this section, you'll find a visual representation of staffing levels in hourly segments. Staffing levels are color-coded for easy interpretation: green indicates overstaffing, orange represents being on target, and red highlights understaffing.





Variation: The Variation visualization graphically displays instances of overstaffing and understaffing. This gives you an at-a-glance view of the times when the staffing levels deviate from the desired targets.




Skills: This area displays the skills requirements versus the actual staffing levels. For example, if the skills needed are categorized as SM (Smoking Terrace), you can see how well your staffing aligns with these requirements. This visualization is instrumental in ensuring the right skills are available at the right times.

2. Command Buttons:

The Command Buttons section provides you with essential actions that allow you to interact with the data. Depending on your access level and permissions, you might find buttons such as "Publish", "Import shifts from CSV", "Export to Excel", "Automate".






Publish: Finalized the week's schedule? Use this button to publish the balanced week's rotation. This action ensures that the schedule is locked in and communicated to the relevant teams.

Import Shifts from CSV: Streamline your workflow by importing shifts directly from a CSV file. This is especially useful when updating large volumes of shift data swiftly, or when changing a past shift.

Export to Excel: Need the scheduling data in an easily shareable format? Export the rotas to Excel using this button, making it effortless to share and collaborate.

Automate: The "Automate" button is your path to achieving schedules that align with business requirements seamlessly. Utilize automation to ensure that your staff schedules are optimized, minimizing manual effort and maximizing efficiency.

3. Search Engine

The Search Engine is your navigational compass to swiftly locate specific information within the vast sea of data. Whether you're searching for a staff member's schedule, skill-specific staffing, or shift details, the Search Engine empowers you to find what you need. Below you will find a detailed breakdown of the search parameters at your disposal.





Staff on Monday - 28/08/2023:
Start your search by pinpointing the date you're interested in - in this case, Monday, 28th August 2023. This is the foundation of your query, ensuring that your results are tailored to the selected date.

Staff Name:
Looking for a specific staff member's schedule? Enter their name in this field to retrieve their schedule details.

Position:
If you're interested in a particular role or position, enter it here to refine your search results accordingly.

Grade:
Narrow down your search by specifying a particular grade level associated with staff members.

Skills:
If you require staff with specific skills, this field allows you to select the desired skills.

Contains Skills:
You can choose whether you're looking for staff with "Any" (OR logic) of the selected skills or "All" of them (AND logic).

Shift:
Refine your search based on shifts by choosing from the available options: "All," "Shift - 1," "Shift + 1," or "None."

Target Shift:
Specify whether you're searching for staff members assigned to a target shift. This will order the staff list by the least amount of target shift within the last cycle (rotation duration).

Exclude:
Specify whether you're filtering out specific data to not be displayed.This field offers options like "Day Off," "Holiday," "GY Shifts," and "Non GY Shifts."

Contract Options:
Tailor your search based on staff members' contract options. Choose from "All," "0 hrs Only," or other relevant options.

3. Bi-weekly schedule grid

The Bi-weekly Schedule Grid is a vital tool for overseeing and managing your department's staff schedules. This section offers a comprehensive overview of two weeks' worth of schedules, with one week editable at a time.





Here's an in-depth look at how to effectively utilize this powerful feature:

Editing Shifts

At the top of the page, you can select a specific date as your starting point. This date will determine the schedule data you see below, making it easy to focus on the relevant time frame. To make changes to a staff member's schedule, simply click on the cell corresponding to their name and the date you wish to modify. A dropdown menu will appear, allowing you to select a different shift. This feature will be automatically saved and send a notification to staff if a shift has been changed within a published week. No notification sent if you are working within an unpublished week.

Note that the system will warn you if the staff contractual weekly hours is not met or if the Minimal Time Rest (MTR) between shift is not met either after updating a shift. You are free to fix the shift according to the warning or enforce your change.




Locked Employee Shifts
It's important to note that not all shifts may be editable. In cases where an employee's shifts are locked as per their contract or manager's instructions, you won't be able to make changes to those shifts. This ensures that certain schedules remain consistent as per predefined agreements. To Lock/Unlock Staff shift, just right click in the Staff name cell.



Warnings and Publishing

As you make edits or finalize schedules, it's crucial to be aware of potential warnings that might affect your ability to publish the week.



These warnings can appear for various reasons, including:

Inconsistent Linked Staff Shifts: When linked staff members do not have the same shifts within a week, this can lead to warnings.

MTR Period Criteria: Employee shifts must meet Minimum Time Rest (MTR) period criteria.

Weekly Hour Requirements: Ensure that weekly contractual hour requirements are met for each employee.

Night Shifts and Day Offs: Be cautious of scheduling night shifts before an employee's day off, as this can lead to warnings.

Colour Coding in the Published Week: A Visual Guide

To enhance clarity and simplify the interpretation of the published week in the Smart Rota Section, we've implemented a color-coded system. Each colour represents a specific status to provide you with immediate insights.




Here's what each colour signifies:

Green (Holiday):

This colour is used to highlight shifts or days that are designated as holidays.

Orange (Absent):

The orange colour code is applied to shifts or days where an employee is marked as absent. This could be due to leave, sickness, or any other form of absence.

Grey (Swap):

Grey indicates shifts or days where there is a planned swap among employees. This colour helps you spot shifts that are part of a scheduled swap arrangement.

Purple (xHrs):

Purple is used to signify shifts or days where the scheduled hours are outside the norm. This could include overtime or Time Off In Lieu (TOIL).

If you encounter challenges or have questions about managing schedules effectively, don't hesitate to reach out to our support team for assistance. Your scheduling operations just got SMRT-er and more manageable.

Updated on: 11/12/2023