Predefined shift codes
Summary
This summary will help you to understand how to work with predefined shift codes and how to build or maintain shift codes.
Intended Users
Cockpit Owners
Instructions
- Open the shift codes by clicking on the Shift Codes tab in Tools menu.
- If one or more persons are already in another schedule and/or department, the schedule for those departments will show as well. Click on the department you want to edit the codes for.
- The table shows all available shift codes that are currently inserted in this schedule, as well as unproductive shifts (e.g. paid sick-leave) that are predefined. A shift code can be added, revised or removed.
- To delete a shift code, click on the trash bin icon next to the shift.
- To revise a shift code, click on the pen icon next to the shift.
- To add a new code, click on the green + sign located in the right lower corner. You will need to insert information for the new shift code.
- Description of code.
- Enter the text you would like the shift code to be presented with in the actual schedule.
- Insert a keyboard shortcut (this should be as short as possible, ideally one character as it is quicker to work within the schedule).
- Unproductive shifts (e.g. paid absence) should be predefined. If you need more unproductive codes, please check with a PMI super user at the property or d2o support (support@d2o.biz).
- Insert start time of shift.
- Insert end time of shift.
- Add breaks that are not paid (this means it is deducted from total working time) in minutes.
- You may add a color for this code; click on the square for options.
- If this is a split shift, click on the clock icon with a + sign and define pt. 3e, 3f and 3g for the second shift.
- Remember to add this new code into the database by clicking on the double arrow.
Troubleshooting tips
This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.
View option for information and calculation rows in the schedule
If you're having issues with the custom rows (information and calculation rows) in the PMI Schedule, here are some things to consider:
- Green Rows: The custom rows in PMI Schedule, both information and calculation rows, are displayed with a green background color. This is a design feature to help users easily identify these rows.
- Visibility Issues: If one user can see the green rows but another user cannot, it's likely due to the 'View Options' settings. Each user's view can be customized in PMI, and these settings can affect the visibility of the green rows. To ensure these rows are visible, check the 'View Options' settings and make sure the option to "Show information" rows is enabled.
- Access Rights: Remember, the ability to add or modify these custom rows might be restricted based on a user's access rights. Typically, users with administrative rights or specific departmental roles can add or modify these rows.
- Data Input: For information rows, you can manually input relevant data as a reference point when scheduling. For calculation rows, they are used to calculate the number of hours that will be needed, based on a specific rule. Make sure the data input is correct to ensure accurate calculations
Understanding Full-Time Equivalents (FTEs) in PMI Scheduling
FTE, or Full-Time Equivalent, is a unit that measures employee workload. In PMI, FTEs can be displayed in the scheduling module instead of hours, providing a more intuitive understanding of staffing levels. The number of hours a FTE works per day can be set in the cockpit settings. The Staffing guide in PMI uses the determined FTE to suggest daily hours in 0.5 FTE increments, ensuring practical scheduling.
Role requirements to be able to adjust and update a schedule
If you want to change a schedule in PMI, you usually need to be a manager, like a Department Head or Front Office Manager. You can make these changes in the PMI scheduling module's cockpit, for both past and future schedules. Remember, you need to have cockpit owner or administrator rights to change Min/Max settings, which affect the SMART forecast and scheduling.
Invisible split shifts in schedule printouts without codes
If you're experiencing issues with split shifts not showing when printing the schedule without codes, it could be due to the level at which the shift code was created. Here's a brief troubleshooting guide:
- Check the Shift Code Level: If the shift code was created at the department level, it will only be visible within that specific department. This means that if an employee is working a split shift across multiple departments, the full details of her shift won't be visible in a single department's printout.
- Create Shift Code at Property Level: To view the times from other departments in the printout, the shift code must be created at the property level. This allows the shift code, and therefore the details of the split shift, to be visible across all departments.
- Adjust Print Settings: Ensure that your print settings are adjusted to include shift codes. This can be done in the Schedule module under the Tools menu.
- Verify the Printout: After making these adjustments, print the schedule again to verify that the split shifts are now visible .
Inability to edit data for a specific period
A "frozen" screen issue could be related to period locking. This would result in an inability to make any modifications to schedules, reports, or other entries for a specific period.
- Check the Period Locking Settings: This issue is often related to the period locking feature in the PMI system. When a period is locked, it prevents any changes from being made for that time frame. Check the period locking settings for the specific month to see if it has been mistakenly set to close.
- Unlock the Period: If the period for the specific month is locked, you will need to unlock it. This can be done by accessing the period locking settings in the PMI system. Double click on the padlock icon for the specific month to unlock the period. Note that you may need administrative rights to do this.
- Contact PMI Support: If the issue persists even after unlocking the period, or if you are unable to unlock the period due to lack of permissions, contact the PMI support team for further assistance.