Difference between revisions of "Staff Scheduling"

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*** 4th week is the 22nd-28th
 
*** 4th week is the 22nd-28th
  
; Done for March 2012, [[User:Rfs|RfS]] 21:02, 25 February 2012 (UTC)
+
; Done for April 2012, [[User:Rfs|RfS]] 17:45, 28 March 2012 (UTC)
  
 
== Each Week ==
 
== Each Week ==

Revision as of 10:45, 28 March 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.
Done for 2012 RfS 01:26, 7 January 2012 (UTC)

Each Month

  • Make sure all meetings from the Perpetual Meeting Calendar are added for the upcoming month.
    • 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
Done for April 2012, RfS 17
45, 28 March 2012 (UTC)

Each Week

(The schedulers may want to print out this section and manually check off each step.)

  • 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: ________________________.
  • Are there new people that need to be put on the schedule? Put them on the ongoing schedule.
  • 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 NPA's Offsite Donations Schedule and add current candidate
  • Check for sanity by area.
    • Review Recycling schedule.
    • Review Front Desk schedule. Two people at all times.
    • Review Thrift Store schedule. Two people at all times. Three people to account for break coverage in afternoons on Wednesdays and Saturdays.
    • Review Receiving schedule. Two people at until at least 3 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 unstaffed non-floor shifts (as above).
  • Fill empty shifts with available present workers first, then substitutes as needed. 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).