Documents Library	Using Global Staffing
*The Global Staffing form is designed to:* Ø Quickly identify pool and other available staff. Ø Allow clinical staff/management to specify over and under staffing. Ø Easily assign available staff to units requiring replacements. Ø Record all Roster changes and daily staffing. *Access:* 1. There are two available options for accessing Global Staffing: Ø Staffing à Global Staffing Ø Select the Global Staffing icon from the Home Screen. 2. Select the desired date. Global Staffing Buttons Day Allows you to select the day you wish to work with. Global Staffing will display all staff Rostered to work on the selected day. Staff Retrieves the Staff database record for the highlighted staff member. Accruals Allows you to view staff members’ accruals. Comments Provides notes field for comments regarding the highlighted unit. Comments are displayed to the right of unit. To view the whole comment entered click on the unit and view the memo at the bottom of the Unit List. Roster Displays the full 4-week Roster for the selected staff member. Checks Runs Violations reports for the selected unit. UoS Allows the input of Units of Service. View Allows you to switch between viewing a list of collapsible units, and four units fully expanded at one time. Refresh The refresh button will update all changes/adjustments. Click ‘Refresh’ to see the most recent over/under numbers, floats and adjustments. Lookup If you are not sure which codes you would like to assign to a staff member, the Lookup button allows you to look up any necessary codes. These include Roster Codes, Favorite Codes (frequently used codes that have been set up in the Code and Reference tables as Favorites in order to call them up more quickly) as well as Position Codes and Skill Codes. Print The print button allows you to print reports on Unit Comments, Audit: Roster Changes, and Pool Assignments. Find Allows you to search for specific staff members and view any adjustments made. Acuity Displays the selected units’ acuity information. Adjust Provides the adjustment form so you can enter any necessary staffing adjustments. Order This form allows you to order the units as they are viewed in the Global Staffing form. If you do not have the rights to change the order you can click on the icon and see the default order set up in the Codes and Reference tables à Units, but you can not change it. Filter Allows you to select what staff members should be pulled into the Pool View. You can choose to filter by Pool Units or selected units and a range of skill, Roster code and position options. Close Closes the Global Staffing form. Shift Used to select a specific shift corresponding to the Worksheet Placement defined by the System Administrator. Shift has a drop down list, which shows your selection (All, AM, PM, Night). Unit Staffing will display all staff members’ Rostered to work in the selected shift segment. Staff Presents a drop down list. You can select to display either All Staff or Staff on Duty in the Unit List. Sort By Allows you to sort by Hired shift & Position, Individual Order, Last Name, Position & Roster Code, or Roster code & Position Note: There are no SAVE or CANCEL buttons. Changes will be saved immediately. When accessing Global Staffing, the system defaults to the current date. You may select a different day, as needed, either by keying it in, or by clicking the left or right arrows in the Select Date window. An interactive screen shows the available staff in the Pool Staff field on the left. On the right is the Unit Staffing, showing all units with finalised Rosters. Units can be sorted with the *Order* button located above Unit Staffing. Each unit listed displays the unit ID and Description. It may also display a figure indicating over or under staffing and a ‘Comment.’ 1. Pool Staff The Pool Staff field is designed to list available staff; you can drag and drop available staff from the Pool Staff field to units listed in Unit Staffing and vice versa. There are various ways to pull staff members into the Pool View. The following can be pulled into the Pool Staff field: Ø Staff in units designated as “Pool”. Ø Staff in units designated as “Pool” with selected positions. Ø Staff in units designated as “Pool” with selected skills. Ø Staff in units designated as “Pool” with selected Roster code types. Ø Staff in selected units. Ø Staff in selected units with selected positions. Ø Staff in selected units with selected skills. Ø Staff in selected units with selected Roster code types. Staff in units designated as pool show up in the unit where they have been assigned. Staff whose home unit is other than Pool but who have a Roster Code designated as Pool show up in Pool Staff if the filter for “Available Code” is checked. The bottom of the Pool Staff window displays the following information for each Pool staff member selected: Phone: Displays contact phone number and an alternate phone number. (These numbers can be edited in the Staff Database form). Employee # Displays the highlighted person’s Employee ID number. Skills Displays skills from the Staff Database. There may not be enough room for all of a staff member’s skills. To view all of a staff member’s skills, select the “…” button to the right of the skills displayed. Note Pad Selecting the Note Pad button displays the notes from the currently selected employee’s staff database record. Each staff member listed in Pool Staff will display the Roster code assigned to him or her, for the particular day selected, to the right of his or her name in the ‘Shift’ column. If the original code was adjusted, ProAct displays the adjusted code and “->>” to the right. If the person has no code assigned, the shift column appears blank. 1.1 Pulling Staff into Pool Staff using the Filter option To display staff in the Pool Staff window select the Pool Filter icon ( ) located in the Pool Staff field. The filter options are: 1. Who: Allows you to select who will be displayed in the Pool View. Ø Pool units: Displays all staff members that belong to a Pool Unit. Ø Selected units: Allows you to select units. Displays staff that belongs to the selected units. 2. What Skills: Allows you to select a skill or set of skills. For staff to appear in the Pool Staff field they must have the selected skills on Screen 2 of the Staff Database. 3. What Codes: Allows you to select Roster code types. Staff members with the Roster code types selected on their Roster will be displayed. The Roster code must exist on a finalised Roster. Choose one or more of the following: Ø Select Unit staff with: ¨ WP – Worked Paid Direct ¨ IP - Indirect Paid ¨ OP - Overtime Paid Direct ¨ OI - Overtime Paid Indirect ¨ NP - Non-Productive ¨ NN - Not Worked and Not Paid ¨ X$ - Zero FTE but Counts Dollars *Note:* The Zero FTE code is designed for situations in which a cost is incurred but the hours should not count in the FTE figures. Examples include in charge and other allowances. The X$ code could be used in a unit (float pool) where cost is incurred but the staff are not working or counted in the hours or FTEs. This could also be used when staff take time off in lieu and are being paid but they have (or will) work those hours in another pay period. 4. How: This option allows you to choose how the filter will be applied. Ø Replace Existing Filter: The Pool Staff field will display a new list of staff members according to the filters selected. Ø Add to Existing Filter: The Pool Staff field will continue to display staff that were already in the pool list plus those added from the newly created filter. *Note:* When the ‘Add to Existing Filter’ method is chosen, the Pool Staff field will display all the staff that was pulled beforehand as well as the staff pulled with the new criteria. However, the filter screen will only display the criteria added last. For example, ICU units, 3north and Medsurg have been selected previously. If you select a new unit, Admitting ER, and selects the ‘Add the existing Filter’ function, the Pool Staff field will display all staff from all of the units selected. The Filter screen Unit field will ONLY display the added Unit, MedSurg. If using this function, make sure the previously selected units, positions, skills etc. have been recorded to avoid confusion. 1.1.1 Designating A Roster Code As Available Codes may be designated as Available; you can then filter and view in the Pool Staff window staff members that have been assigned an Available code. These available codes may be used on finalised Rosters for casual staff, part-time staff on days off who want to pick up extra work or full-time staff available to work overtime shifts. Step-by-step 1. Select System from the Main Menu 2. Select Codes and Reference Tables 3. Select Roster Codes and Pay Differentials 4. Click Find to look for the desired Code. 5. Select a code and click OK 6. Once selected, the code will appear in an editable field below the list of codes. 7. To make this code an Available code, click on the Pool code check box. 8. Make other changes if required and click Save 9. If the code is designated as a “hired shift” you must edit the Pool Differentials info. Select the differentials tab and make the required changes. Click OK. 1.1.2 Designating a Unit as Pool Some units may be designated as Pool and all staff from those units can be pulled into the Pool Staff field by selecting the Filter “Pool Unit” option. (e.g. float pool of Rostered staff, casual pool without committed hours but listed as available). Step-by-step 1. Select System from the Main Menu 2. Select Code and Reference Tables 3. Select Units 4. Filter units as desired or select Search to display all units. 5. Select unit(s) and press OK 6. Select a unit. In the editable fields below the selected units, select the Pool check box and click Save. 7. Click Close. 1.1.3 Staff Individually Moved to and from Pool Staff Staff may be selected by name and moved into Pool Staff using a drag-and-drop method. For example, a manager may not need a clerk and may choose to place that employee in the Pool Staff by dragging him or her from the unit in the Unit Staffing to the Pool Staff. The main purpose of Pool Staff is to facilitate the movement of staff from Pool to other units; to do this you simply need to select a staff member from the Pool Staff and drag him or her into the desired unit where they will provide relief. 2. Making Adjustments in Global Staffing Step by Step 2.1 Adjustments to Staff in Unit Staffing 1. Select a staff member from Unit Staffing 2. Click the Adjust button, the adjustment window will appear. 3. Make the necessary staffing adjustments. The adjustment window enables you to change the Unit, Group, Shift, Start and End time or Position. 4. Select Save to save changes. 2.1.1 Floating staff Within Unit Staffing 1. Expand the units in Unit Staffing by selecting the + icon to the left of the unit name. 2. Select the staff member you wish to float. 3. Drag and drop the staff member into the receiving unit also in the list of units in Unit Staffing. 4. The adjustment window will appear automatically. Enter the correct shift details and click OK to save. 5. You will now see the staff member in the unit he or she has been floated to. The staff member will no longer appear in the original unit. 2.1.2 Floating staff from Pool Staff into Unit Staffing 1. Select a staff member listed in the Pool Staff field. 2. Drag and drop this staff member into the receiving unit in Unit Staffing. 3. The adjustment window will appear automatically. Enter the correct shift details and click OK to save. 4. You will now see the staff member in the unit he or she has been floated to. *Note: Be careful to expand units before dragging and dropping staff from the Pool Staff field to ensure the staff member is added to the correct unit.* 3. Entering Units of Service (UoS) Select the UoS button. In the When field enter the date range desired. In the How field, you can select either One Unit – One or More Days, or Multiple Units – One Day. To enter UoS for One Unit - One or More Days: Select the UoS for One Unit – One or More Days radio button Enter the necessary Unit of Service details. Click on the Closed button to indicate that the unit is not open and there have been no patients, this will add <closed> in all the UoS fields. If you wish to change the day from closed to open simply place the cursor in any UoS field and hit the DEL key on your keyboard. To enter UoS for Multiple Units - One Day: Select the UoS for Multiple Units – One Day Highlight the unit to edit and change the UoS information. Select Save to save changes, and Close to return to the Global Staffing form.
Copyright © 2000-2009 PolyOptimum Inc. All rights reserved. Last Updated: N0vember 2009

Using Global Staffing

The Global Staffing form is designed to:

Ø Quickly identify pool and other available staff.

Ø Allow clinical staff/management to specify over and under staffing.

Ø Easily assign available staff to units requiring replacements.

Ø Record all Roster changes and daily staffing.

Access:

1. There are two available options for accessing Global Staffing:

Ø Staffing à Global Staffing

Ø Select the Global Staffing icon from the Home Screen.

2. Select the desired date.

Global Staffing Buttons

Day Allows you to select the day you wish to work with. Global Staffing will display all staff Rostered to work on the selected day.

Staff Retrieves the Staff database record for the highlighted staff member.

Accruals Allows you to view staff members’ accruals.

Comments Provides notes field for comments regarding the highlighted unit. Comments are displayed to the right of unit. To view the whole comment entered click on the unit and view the memo at the bottom of the Unit List.

Roster Displays the full 4-week Roster for the selected staff member.

Checks Runs Violations reports for the selected unit.

UoS Allows the input of Units of Service.

View Allows you to switch between viewing a list of collapsible units, and four units fully expanded at one time.

Refresh The refresh button will update all changes/adjustments. Click ‘Refresh’ to see the most recent over/under numbers, floats and adjustments.

Lookup If you are not sure which codes you would like to assign to a staff member, the Lookup button allows you to look up any necessary codes. These include Roster Codes, Favorite Codes (frequently used codes that have been set up in the Code and Reference tables as Favorites in order to call them up more quickly) as well as Position Codes and Skill Codes.

Print The print button allows you to print reports on Unit Comments, Audit: Roster Changes, and Pool Assignments.

Find Allows you to search for specific staff members and view any adjustments made.

Acuity Displays the selected units’ acuity information.

Adjust Provides the adjustment form so you can enter any necessary staffing adjustments.

Order This form allows you to order the units as they are viewed in the Global Staffing form. If you do not have the rights to change the order you can click on the icon and see the default order set up in the Codes and Reference tables à Units, but you can not change it.

Filter Allows you to select what staff members should be pulled into the Pool View. You can choose to filter by Pool Units or selected units and a range of skill, Roster code and position options.

Close Closes the Global Staffing form.

Shift Used to select a specific shift corresponding to the Worksheet Placement defined by the System Administrator. Shift has a drop down list, which shows your selection (All, AM, PM, Night). Unit Staffing will display all staff members’ Rostered to work in the selected shift segment.

Staff Presents a drop down list. You can select to display either All Staff or Staff on Duty in the Unit List.

Sort By Allows you to sort by Hired shift & Position, Individual Order, Last Name, Position & Roster Code, or Roster code & Position

Note: There are no SAVE or CANCEL buttons. Changes will be saved immediately. When accessing Global Staffing, the system defaults to the current date. You may select a different day, as needed, either by keying it in, or by clicking the left or right arrows in the Select Date window.

An interactive screen shows the available staff in the Pool Staff field on the left. On the right is the Unit Staffing, showing all units with finalised Rosters. Units can be sorted with the Order button located above Unit Staffing.

Each unit listed displays the unit ID and Description. It may also display a figure indicating over or under staffing and a ‘Comment.’

1. Pool Staff

The Pool Staff field is designed to list available staff; you can drag and drop available staff from the Pool Staff field to units listed in Unit Staffing and vice versa. There are various ways to pull staff members into the Pool View. The following can be pulled into the Pool Staff field:

Ø Staff in units designated as “Pool”.

Ø Staff in units designated as “Pool” with selected positions.

Ø Staff in units designated as “Pool” with selected skills.

Ø Staff in units designated as “Pool” with selected Roster code types.

Ø Staff in selected units.

Ø Staff in selected units with selected positions.

Ø Staff in selected units with selected skills.

Ø Staff in selected units with selected Roster code types.

Staff in units designated as pool show up in the unit where they have been assigned. Staff whose home unit is other than Pool but who have a Roster Code designated as Pool show up in Pool Staff if the filter for “Available Code” is checked.

The bottom of the Pool Staff window displays the following information for each Pool staff member selected:

Phone: Displays contact phone number and an alternate phone number. (These numbers can be edited in the Staff Database form).

Employee # Displays the highlighted person’s Employee ID number.

Skills Displays skills from the Staff Database. There may not be enough room for all of a staff member’s skills. To view all of a staff member’s skills, select the “…” button to the right of the skills displayed.

Note Pad Selecting the Note Pad button displays the notes from the currently selected employee’s staff database record.

Each staff member listed in Pool Staff will display the Roster code assigned to him or her, for the particular day selected, to the right of his or her name in the ‘Shift’ column. If the original code was adjusted, ProAct displays the adjusted code and “->>” to the right. If the person has no code assigned, the shift column appears blank.

1.1 Pulling Staff into Pool Staff using the Filter option

To display staff in the Pool Staff window select the Pool Filter icon ( ) located in the Pool Staff field.

The filter options are:

1. Who: Allows you to select who will be displayed in the Pool View.

Ø Pool units: Displays all staff members that belong to a Pool Unit.

Ø Selected units: Allows you to select units. Displays staff that belongs to the selected units.

2. What Skills: Allows you to select a skill or set of skills. For staff to appear in the Pool Staff field they must have the selected skills on Screen 2 of the Staff Database.

3. What Codes: Allows you to select Roster code types. Staff members with the Roster code types selected on their Roster will be displayed. The Roster code must exist on a finalised Roster.

Choose one or more of the following:

Ø Select Unit staff with:

¨ WP – Worked Paid Direct

¨ IP - Indirect Paid

¨ OP - Overtime Paid Direct

¨ OI - Overtime Paid Indirect

¨ NP - Non-Productive

¨ NN - Not Worked and Not Paid

¨ X$ - Zero FTE but Counts Dollars

Note: The Zero FTE code is designed for situations in which a cost is incurred but the hours should not count in the FTE figures. Examples include in charge and other allowances. The X$ code could be used in a unit (float pool) where cost is incurred but the staff are not working or counted in the hours or FTEs. This could also be used when staff take time off in lieu and are being paid but they have (or will) work those hours in another pay period.

4. How: This option allows you to choose how the filter will be applied.

Ø Replace Existing Filter: The Pool Staff field will display a new list of staff members according to the filters selected.

Ø Add to Existing Filter: The Pool Staff field will continue to display staff that were already in the pool list plus those added from the newly created filter.

Note: When the ‘Add to Existing Filter’ method is chosen, the Pool Staff field will display all the staff that was pulled beforehand as well as the staff pulled with the new criteria. However, the filter screen will only display the criteria added last. For example, ICU units, 3north and Medsurg have been selected previously. If you select a new unit, Admitting ER, and selects the ‘Add the existing Filter’ function, the Pool Staff field will display all staff from all of the units selected. The Filter screen Unit field will ONLY display the added Unit, MedSurg. If using this function, make sure the previously selected units, positions, skills etc. have been recorded to avoid confusion.

1.1.1 Designating A Roster Code As Available

Codes may be designated as Available; you can then filter and view in the Pool Staff window staff members that have been assigned an Available code. These available codes may be used on finalised Rosters for casual staff, part-time staff on days off who want to pick up extra work or full-time staff available to work overtime shifts.

Step-by-step

1. Select System from the Main Menu

2. Select Codes and Reference Tables

3. Select Roster Codes and Pay Differentials

4. Click Find to look for the desired Code.

5. Select a code and click OK

6. Once selected, the code will appear in an editable field below the list of codes.

7. To make this code an Available code, click on the Pool code check box.

8. Make other changes if required and click Save

9. If the code is designated as a “hired shift” you must edit the Pool Differentials info. Select the differentials tab and make the required changes. Click OK.

1.1.2 Designating a Unit as Pool

Some units may be designated as Pool and all staff from those units can be pulled into the Pool Staff field by selecting the Filter “Pool Unit” option. (e.g. float pool of Rostered staff, casual pool without committed hours but listed as available).

Step-by-step

1. Select System from the Main Menu

2. Select Code and Reference Tables

3. Select Units

4. Filter units as desired or select Search to display all units.

5. Select unit(s) and press OK

6. Select a unit. In the editable fields below the selected units, select the Pool check box and click Save.

7. Click Close.

1.1.3 Staff Individually Moved to and from Pool Staff

Staff may be selected by name and moved into Pool Staff using a drag-and-drop method. For example, a manager may not need a clerk and may choose to place that employee in the Pool Staff by dragging him or her from the unit in the Unit Staffing to the Pool Staff.

The main purpose of Pool Staff is to facilitate the movement of staff from Pool to other units; to do this you simply need to select a staff member from the Pool Staff and drag him or her into the desired unit where they will provide relief.

2. Making Adjustments in Global Staffing

Step by Step

2.1 Adjustments to Staff in Unit Staffing

1. Select a staff member from Unit Staffing

2. Click the Adjust button, the adjustment window will appear.

3. Make the necessary staffing adjustments. The adjustment window enables you to change the Unit, Group, Shift, Start and End time or Position.

4. Select Save to save changes.

2.1.1 Floating staff Within Unit Staffing

1. Expand the units in Unit Staffing by selecting the + icon to the left of the unit name.

2. Select the staff member you wish to float.

3. Drag and drop the staff member into the receiving unit also in the list of units in Unit Staffing.

4. The adjustment window will appear automatically. Enter the correct shift details and click OK to save.

5. You will now see the staff member in the unit he or she has been floated to. The staff member will no longer appear in the original unit.

2.1.2 Floating staff from Pool Staff into Unit Staffing

1. Select a staff member listed in the Pool Staff field.

2. Drag and drop this staff member into the receiving unit in Unit Staffing.

3. The adjustment window will appear automatically. Enter the correct shift details and click OK to save.

4. You will now see the staff member in the unit he or she has been floated to.

Note: Be careful to expand units before dragging and dropping staff from the Pool Staff field to ensure the staff member is added to the correct unit.

3. Entering Units of Service (UoS)

Select the UoS button.
In the When field enter the date range desired.
In the How field, you can select either One Unit – One or More Days, or Multiple Units – One Day.
To enter UoS for One Unit - One or More Days:
Select the UoS for One Unit – One or More Days radio button
Enter the necessary Unit of Service details. Click on the Closed button to indicate that the unit is not open and there have been no patients, this will add <closed> in all the UoS fields. If you wish to change the day from closed to open simply place the cursor in any UoS field and hit the DEL key on your keyboard.
To enter UoS for Multiple Units - One Day:
Select the UoS for Multiple Units – One Day
Highlight the unit to edit and change the UoS information.
Select Save to save changes, and Close to return to the Global Staffing form.