Sometimes staff members need to exchange shifts with each other, and exceptions to the normal schedule occur when additional staff is needed for an event, staff members need time off for vaca- tions, illness, and so forth. In FH, you can add these exchanges and exceptions to the schedule.
Add staffing exchange or exception
An exchange occurs whenever two or more staff members trade hours or shifts in the schedule. An exception occurs whenever a staff member is absent (for illness, vacation, and so forth) and it is not necessary to replace that person in the shift (no other staff member covers for the absent staff member), or when additional staff members are added to a shift for public events, training events, and so forth.
Note: Any time staff members need to exchange shifts, an exchange record must be added to the schedule for each person covering the duties of another staff member.
Example:If two staff members are needed to cover the shift of the regularly assigned staff member, two exchanges need to be added to the schedule.
1. (If one is not open already)Open an existing schedule, as described on page 18. 2. Click theExchanges & Exceptionstab.
TheShift Personnel Exchange or Exceptiondialog box appears.
4. (If you are adding a staff member instead of replacing an absent staff member) Select
This is additional staff, not an actual replacement.
Assigned Staff,No covering staff necessaryand theAssignedtab become disabled, andCovering Staffbecomes required.
5. (If it is available) In Assigned Staff, type the staff ID number of the staff member assigned to work in the time period, or click the lookup button and then use theQuery
dialog box that appears to select the staff member.
6. InStart Date/TimeandEnd Date/Time, type the beginning and ending dates and times for the staff member exchange or exception, click the lookup button for each field and then use theCalendardialog box that appears to select the date and time, or clickShift Pickerand use theShift Pickerdialog box to select the shift that needs to be covered.
Note:The staff member you specified in step 5 must be on-duty in the dates and times you specify.
7. (If the staff member does not need to replaced) SelectNo covering staff necessary.
Covering Staff,This is additional staff, not an actual replacement, and theReplace- menttabs become disabled.
8. (If the staff member does need to be replaced) InCovering Staff, type the staff ID number of the staff member who will replace the assigned staff member in the time period, or click the lookup button and then use theQuerydialog box that appears to select the select the staff member.
Note:The replacement staff member must not already be on duty in the specified time period.
9. (If you specified a staff member inCovering Staff) Select or clearTrack for Trading Timeto indicate whether FH should track staff member exchanges.
If selected, you can later run a report in FH to see a list of trades (exchanges) that have occurred between staff members by choosingReports → Staff, Activity, and Training Reports, and then in theReportsdialog box that appears, selectStaff, Activity, and Training Reports → Staff Scheduling Reports → Exchange Time Tracking. 10. InNotes, type an explanation for the exchange or exception.
11. InRequest Date/Time, type the date and time the request for the exchange or exception is being made, or click the lookup button and then use theCalendardialog box that appears to select the date and time.
12. (If it is available) In Approved By, type the staff ID number of the staff member who approves the change of staff members in the time period, or click the lookup button and then select an option from the menu that appears.
Note:The staff member you selected must have the appropriate security rights to approve the change of staff members.
13. InApproval Date/Time, type the date and time the approval for the exchange or excep- tion is granted, or click the lookup button and then use theCalendardialog box that appears to select the date and time.
14. Click theAssignedtab.
Note:Except for the required value inActivity Code, filling in the rest of the fields on this tab is optional. If the fields are left blank, FH uses the values from the original assignment for the staff member who will normally be assigned to the shift. You only need to specify values on this tab if you want to override the values from the original assignment.
Example:InActivity, departments typically enter a code (such asVCfor vacation, or
SCfor sick) to indicate why the staff member is not on duty during a time they are nor- mally assigned.
15. InActivity Code, type the code for the activity performed during the shift, or click the lookup button and then use theLookup - Staff Activity Typesdialog box that appears to select the activity.
16. InPosition, type the code for the position held during the shift, or click the lookup button and then use theLookup - Staff Activity Positionsdialog box that appears to select the position.
17. InRoles, type the code for the role filled during the shift, or click the lookup button and then use theLookup - Scheduling Rolesdialog box that appears to select the roles.
18. InStation, enter the station's code, or click the lookup button and then use the
Lookup - Stationsdialog box which appears to select the station's code.
19. InShift, type the code for the shift, or click the lookup button and then use theLookup - Shiftsdialog box that appears to select the shifts.
20. InUnit, type the code for the vehicle used during the shift, or click the lookup button and then use theLookup - Unitsdialog box that appears to select the vehicle. 21. UnderActivity Type, select the activities performed during a shift.
22. InHours Worked, enter the number of hours worked during the shift.
23. InCredit Points, enter the number of points the activity earns toward a training program. 24. UnderPayroll Calculation, inHours Paid, enter the number of hours paid for during the
shift.
25. InPay Scale, enter the flat rate paid for a specific activity, or click the lookup button and then use theLookup - Pay Scalesdialog box that appears to select the pay scale.
Note:The flat rate set up for the pay scale is the same regardless of the number of hours entered inHours Worked, unless you specify a combination of hours paid and pay scale, using the pay scale as the hourly rate, or an exception for a specific staff member.
Additional information on pay scales and combination with hours paid is available in the FH online help, in thePaytopic. Information on specifying an exception is available in
Add staffing exchange or exception, on page 48.
26. Select or clearCredit Both Hours Paid and Pay Scaleto indicate if a combination of the hours paid and the flat-rate pay scale should be used.
Additional information on pay scales and combination with hours paid is available in the FH online help, in thePaytopic.
27. Select or clearUse Pay Scale at the Hourly Rateto indicate if the flat fee for the activity is to be used as the hourly rate charged for performing the activity.
28. Select or clearInclude This Staff Member In The On Duty Activityto indicate whether to include the staff member in activities created from staff scheduling.
29. Click theReplacementtab.
Note:Filling in the fields on this tab is optional. If the fields are left blank, FH uses the values from the original assignment for the staff member who is covering for the absent staff member.. You only need to specify values on this tab if you want to override the values from the original assignment.
30. Repeat steps 15-27 as needed for this tab. 31. ClickCreate Exchange for Replacement.
Caution:On theBasictab,Approved Bymust be completed before the exchange or exception is complete. The approval can be completed now or later by a user with suf- ficient security rights.
32. ClickSave, and then clickClose.
Note:Once you have set up a schedule, you can also create exchanges and excep- tions through theScheduling Consoledialog box.
Information on creating exchanges is available inAdd a staffing exchange or excep- tion, on page 86. Information on creating exceptions is available inAdd staff members to a shift, on page 83 andReassign a staff member on a shift, on page 89.