This article provides and overview of the Shift Plan Manager used at the SCC to create and maintain the daily operational shift plan.
The Shift Plan Manager is a system for creating and managing Shift Plans and 8-Day Forward Looks for the State Control Centre and can be accessed from a desktop or mobile device. It allows you to:
- build AM and PM Shift Plans by Functional Unit for a given day.
- drag and drop available staff and associated details from a managed list to the Shift Plan.
- mark staff status as Positioned, Standby, Available or On Call.
- sign off the plan as the logged in user with time and date.
- show and print, publish or download a full Shift Plan for a given day.
8-DAY FORWARD LOOK
- drag and drop activation levels to the 8-Day Forward Look starting on a given day.
- mark position status as positioned, standby or available in AM, Swing or PM for a Functional Unit across the 8 days.
- show and print, publish or download a full 8-Day Forward Look starting on a given day.
- apply a preset workforce planning requirement to a Shift Plan or Forward Look based on activation level.
- create and manage positions and workforce planning requirements in each Functional Unit.
- create and manage available staff for each Functional Unit.
- report staff deployments for each Functional Unit.
- leave handover notes against each shift plan with up to 2 attached files.
Shift Plan Manager allows an AM and PM shift plan to be created and managed for each day. The AM Shift Plan covers the period from 07:00 to 19:00. The PM plan covers 19:00 to 07:00 the following day. Swing shifts starting after 12:00 and before 19:00 can be added to either plan. Each plan contains positions for each Functional Unit, which can be tagged as positioned "P", standby "S", available "A" or on call "C". Each position contains name and details for the allocated staff member and allows free text comments. The Shift Plans also show the Date, Activation Level and staff totals.
Operation of Shift Plan Manager is based on workflow rather a menu structure and allows Shift Plans to be built by functional unit for a given date. Start by selecting a date, allocating an activation level and then adding staff for the required positions in the AM and PM shifts. A Workforce Planning Requirement (WPR) can also be applied, which presets the status for positions in the Functional Unit based on the activation level. Staff are added by selecting or by dragging and dropping names from the available staff list onto the position. The corresponding staff details, including Agency, contact numbers and any dietary requirements will also be copied across. When complete, the plan can be signed off as the logged in user with time and date. Each user can independently sign off their part of the plan.
An 8-Day Forward Look for a Functional Unit can be managed based on the activation level set for each day. The positioned, standby and available staff in AM, Swing or PM shifts are summarised from any existing Shift Plans in the 8 day span and are displayed for each position in the Functional Unit. Current or additional positions can be edited as Positioned, Standby or Available. The Workforce Planning Requirement can also be applied as required. The Forward Look can then be saved, allowing any unfilled positions to be managed in the Shift Plan Editor.
A full Shift Plan showing the AM and PM shifts for all Functional Units for the selected date or a Forward Look for all Functional Units in the 8-Day span can be displayed. These can then be printed, published or downloaded as required. Shift Plans and Forward Looks are published as html files to the public web site named ShiftPlan.htm and FwdLook.htm. The Shift Plan is also published as a csv file named ShiftPlan.csv
Notes and up to two files can be stored as part of each Shift Plan. This can be used for handover between shift planners or any other purpose as needed.
The positions in a Functional Unit and the associated Workforce Planning Requirement for each activation level can be set. The staff details for the available staff in a Functional Unit can also be managed. There is a fixed maximum of 30 positions in each Functional Unit but no limit to staff numbers.
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