Difference between revisions of "Staff Scheduling"
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** End Date: ________________________. | ** End Date: ________________________. | ||
* Review all tickets in schedule RT queue: | * Review all tickets in schedule RT queue: | ||
− | ** Make sure all ongoing changes have been addressed (wherever possible). | + | ** Make sure all ongoing changes have been addressed (wherever possible). These are '''a. tickets''' |
− | ** Make sure all vacation tickets in RT have been approved or denied, and add approved ones to the vacation list in the scheduling software. | + | ** Make sure all vacation tickets in RT have been approved or denied, and add approved ones to the vacation list in the scheduling software. These are '''v. tickets''' |
− | ** Make sure all meeting tickets in RT have been added to the meeting list in the scheduling software. | + | ** Make sure all meeting tickets in RT have been added to the meeting list in the scheduling software. These are '''m. tickets''' |
* '''Generate a tentative schedule for the new week.''' | * '''Generate a tentative schedule for the new week.''' | ||
* Review the tentative schedule and run the '''problems report'''. | * Review the tentative schedule and run the '''problems report'''. | ||
Line 33: | Line 33: | ||
** Review Receiving schedule. Two people at until at least 2 pm. | ** Review Receiving schedule. Two people at until at least 2 pm. | ||
** Are any of these problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.) | ** Are any of these problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.) | ||
− | * '''When everything of an ongoing nature has been fixed on the ongoing schedule, | + | * '''When everything of an ongoing nature has been fixed on the ongoing schedule, generate the ''actual'' schedule.''' |
+ | * Re-review tickets in schedule RT queue: | ||
+ | ** Fix any one-off changes that have not been dealt with above. These are '''b. tickets''' | ||
* Delete certain non-floor shifts that have no workers (mostly admin shifts) from the new schedule -- these are shifts that are not worth filling when someone is away. | * Delete certain non-floor shifts that have no workers (mostly admin shifts) from the new schedule -- these are shifts that are not worth filling when someone is away. | ||
* Fill remaining empty shifts with available staff people first, before calling for substitutes. | * Fill remaining empty shifts with available staff people first, before calling for substitutes. | ||
Line 41: | Line 43: | ||
* '''Print an error-free version of the problems report for posterity''' | * '''Print an error-free version of the problems report for posterity''' | ||
* '''Print a hard copy of the actual new schedule for posterity''' | * '''Print a hard copy of the actual new schedule for posterity''' | ||
+ | |||
+ | == Each Day == | ||
+ | * Early in the day, check for people calling/emailing in being sick. | ||
+ | * Change any shifts that are now uncovered due to absences to worker = Nobody. | ||
+ | * Delete certain non-floor shifts (as above). | ||
+ | * Fill empty shifts with available workers first, then substitutes. Contact workers who have been re-scheduled to alert them. | ||
== When you must delete a floor shift == | == When you must delete a floor shift == |
Revision as of 17:48, 6 January 2012
Checklist for staff scheduling:
Schedule is due on Wednesdays at 6pm. If it will come out after that, make sure that an email is sent to paidworkers@
Each Year
- Make sure all holidays are in the database for the next year.
Each Month
- Make sure all meetings from the Perpetual Meeting Calendar are added for the upcoming week.
- Note that weekly meetings are pretty easy to maintain.
- Note for meetings on a monthly basis (eg 2nd and 4th Tuesday). These weeks do not necessarily start on Sundays:
- 1st week is the 1st-7th
- 2nd week is the 8th-14th
- 3rd week is the 15th-21st
- 4th week is the 22nd-28th
Each Week
- Figure out the beginning and end of the new week. Weeks begin on Mondays and end on the following Sundays. Write these dates down here::
- Start Date: ________________________.
- End Date: ________________________.
- Review all tickets in schedule RT queue:
- Make sure all ongoing changes have been addressed (wherever possible). These are a. tickets
- Make sure all vacation tickets in RT have been approved or denied, and add approved ones to the vacation list in the scheduling software. These are v. tickets
- Make sure all meeting tickets in RT have been added to the meeting list in the scheduling software. These are m. tickets
- Generate a tentative schedule for the new week.
- Review the tentative schedule and run the problems report.
- Are any problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.)
- Check for sanity by area.
- Review Recycling schedule. Two people from 10-10:30. Two people from 1:30-2:30.
- Review Front Desk schedule. Two people at all times.
- Review Thrift Store schedule. Two people at all times.
- Review Receiving schedule. Two people at until at least 2 pm.
- Are any of these problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.)
- When everything of an ongoing nature has been fixed on the ongoing schedule, generate the actual schedule.
- Re-review tickets in schedule RT queue:
- Fix any one-off changes that have not been dealt with above. These are b. tickets
- Delete certain non-floor shifts that have no workers (mostly admin shifts) from the new schedule -- these are shifts that are not worth filling when someone is away.
- Fill remaining empty shifts with available staff people first, before calling for substitutes.
- This will require splitting some shifts, and some trades.
- Run the problems report again. Make sure everything is fixed.
- Double-check for sanity by area (see above list).
- Print an error-free version of the problems report for posterity
- Print a hard copy of the actual new schedule for posterity
Each Day
- Early in the day, check for people calling/emailing in being sick.
- Change any shifts that are now uncovered due to absences to worker = Nobody.
- Delete certain non-floor shifts (as above).
- Fill empty shifts with available workers first, then substitutes. Contact workers who have been re-scheduled to alert them.
When you must delete a floor shift
- If volunteers are involved, check with the area coordinator.
- Maybe volunteers can still come in, but need some minimal support.
- Maybe volunteers need to be notified that their shifts are canceled (contact Front Desk to cancel shifts).