Intellicate Schedule24 Standard 3 - User Guide and Tutorial

8/14/2019 Intellicate Schedule24 Standard 3 - User Guide and Tutorial

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SCHEDULE24 STANDARD

USER GUIDE AND TUTORIAL

-DRAFT-

USER GUIDE ANDTUTORIAL


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User Guide and Tutorial Overview

his User Guide and Tutorial introduces you to the concepts of scheduling andthe workspaces of Schedule24 Standard. It has been designed to add to yourknowledge using a hands-on approach with a series of exercises that willreinforce your learning and skill. These notes are also designed to serve as an

aide memoir and provide you with a reference for the future. Sufficient space hasbeen made for you to annotate these notes as you work through the exercises, and

you are encouraged to add comment if you think this willhelp.

Just take a moment to familiarize yourself with the icon keyswhich indicate the purpose of the text you are reading.

These are used throughout the course and will appear at theside of the text or paragraph of information.

How this Tutorial is structured

This tutorial is more than teaching which key to hit though of course it does that.It will also help those that are totally new to the challenges of scheduling becausethe tutorial sets a context for many of the problems people are faced with whenscheduling and suggests ways to overcome them.

The Standard Tutorial is designed to take you through the main features ofSchedule24 Standard in under an hour. It also follows the implicit workflow flow ofstarting your schedule, doing your scheduling, checking how you are doing with themonitoring and analysis tools before finally publishing your schedules.

This workflow is presented in the Navigation Bar sections where you can access all ofthe common tools you need to do your scheduling.

1While using Schedule24 Standard comprehensive and context sensitive help isavailable by clicking Help > Schedule24 Help or pressing the F1 key.

I C O N K E Y

1 Valuable information! Tip on technique: Keyboard exercise& Course Note

User Guide and Tutorial - Overview


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Product Features Overview

Schedule24 Standard supports a disciplined workflow for theproduction of employee and workforce deployment schedules.Schedule24 supports both structured and unstructured scheduling

styles.

Schedule24 Standard integrates scheduling process into one smooth workflow. Yourscheduling style will determine which features and tools to use.

WorkflowYou will use a combination of tools to create schedules. These include the ScheduleWizard for rapid start of structured scheduling and schedule editing tools to createand modify your schedules. Finally, monitoring and analysis tools to check how youre

doing before printing or publishing your schedule.

Section

User Guide and Tutorial Product Features Overview


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All the most common features can be accessed and used from the Navigation orShortcut Bar in addition to the Menu or toolbars.

Start your Schedule

The Schedule Wizard is a quick way to start scheduling especially ifyou are not too sure what kind of schedule you want. You do nothave to think about the complexity of rotating or day off patterns inyour schedule. This is taken care off by simply selecting the availableoptions as you progress through the Wizard.

You can create a new schedule from the beginning by selecting File >New. Schedule Assistants will prompt you at each stage to make sureyou are entering the correct information at the appropriate time.

Add and Remove PeopleOnce you have started your schedule the next step is to add people. Youmanage all your staff and personnel information for your schedule usingthe Personnel Manager. Personal details and contact information are allmaintained in the Personnel Manager.

Using the Import Wizard you can import personnel information fromanother Schedule24 schedule.

Add more detailed information

You can view and work on multiple schedules in the Schedule WorkArea. The Shift Editor is a docking feature that can be moved aroundyour work area. It is used to enter and modify shift times anddescriptions. Both continuous and split-shifts can be scheduled. It canalso be used to enter unallocated work periods and days-off.

Individual or multiple assignments, or details about jobs or tasks, canbe scheduled to staff shifts. These are automatically tracked andcross-referenced on published schedules, even when they are editedand modified.

Unavailability can be recorded and warnings are displayed where thisconflicts with staff shifts or assignments.

Other information can be attached to staff shift or calendar dateusing the Memo feature.

Schedule Wizard

New Schedules

Personnel

Manager

Import ing

personnel

information

Shift Editor

Assignments

Unavailabil i ty

Memo



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Monitoring and Analysis

Scheduling can be a complex business, but it is essentially about thenumber of staffdistributed over time. A range of information can be

dynamically displayed including staff count, staff distribution andworking hours. Two features that work well together is Cover Countand Distribution Profile.

Cover Count displays staff headcount at the bottom of the Schedulefor each day. The display list can be customized to alter theinformation displayed.

Distribution Profile displays the distribution profile of available staffover any selected date range. Zoom facility enables intervals of 15mins to a day to be analyzed.

Working hours can be displayed as exact, average or projectedtotals for individuals and as daily totals by job title and by shiftcategory.

Publishing

A range of format options enable weekly schedules to be publishedfor forward planning and daily schedules for more detailedoperations. All information is automatically cross-referenced.

Publishing schedules to the web using the Web Wizard enablesconvenient access to schedule information from anywhere in theorganization.

Cover Count

Distr ibution

Profile

Working Hours

Publishing

schedules

Web schedules



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Standard Tutorial

This tutorial will walk you through the main features ofSchedule24 Standard Edition. This schedule is based on arequirement to deploy variable staff levels for a help-deskfacility over 24 hours.

After completing this tutorial you will be able to do the following:

1. Start your schedule2. Add and remove people3. Create a structured schedule4. Do your scheduling5. Check how youre doing6. Publish your schedule

Exercises: Starting your schedule

: Launch Schedule24 Standard Edition.1. Click Start > All Programs > Schedule24 Standard and select Schedule24

Standard to launch the application.

2. Close the Welcome to Schedule24 Standard screen by clicking the Closebutton in the bottom right hand corner of the dialog.

Section

User Guide and Tutorial Standard Tutorial


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3. If the Navigation Pane is not displayed select View > Navigation Pane fromthe Menu to display.

4. Using the mouse pointer click 1. Start your schedule bar if it is not alreadydisplayed. Select the item Create a blank schedule from the list. This willdisplay a blank schedule. Alternatively from the Menu select File > New andselect New to display the New Dialog and click Blank Schedule.

5. A blank schedule with calendar information will be displayed, together with aSchedule Assistant prompting for Personnel information. Accept the defaultoption Open the Personnel Manager and click OK. The Schedule Assistant willclose and the Personnel Manager willbe displayed.

User Guide and Tutorial Starting your schedule


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Exercises: Adding and Removing People

: Entering information in to the Personnel Manager.

& Using the small personnel list below enter the staff details into thePersonnel Manager

Title First Name Last Name Address Mobile

Mr Richard Allen 7 The CrescentSeattle WA 98667

206-778-2345

Ms Fiona Frost 6 Philips Cross WaySeattle WA 98667

206-778-2367

Mrs Beatrice Grant-Smith 54 Crocus WaySeattle WA 98667

206-778-2368

1.

Enter Mr in the Title box, Richard in the First name box, Allen in theLast name box.

! Alternatively you can use the Title field for a job title description instead ofsalutation and use it for a sort category in the schedule.

2. Select the Address tab to enter the address details and Contact tab for themobile number details.

3. Click the New Person button to enter the next record and repeat theprocedure for the third name.

& We will be using larger numbers of staff in later exercises, but for now this willmake you familiar with the Personnel Manager without doing too much dataentry at this point.

User Guide and Tutorial Adding and removing people


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5. Click Save and Close button which will close the Personnel Manager andupdate your schedule with the three staff names you have entered.

6. From the Toolbar Menu select the Personnel Manager. This will display thePersonnel Manager again.

7. Using the mouse pointer click the record for Fiona Frost in the Personnellist. This will select the record and display a black triangle to the left ofthe name showing it is selected.



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8. Click the Delete button and Save and Close. This will remove Fiona Frostfrom the Personnel Manager and up date the schedule display.

& Ignore the Cover Count numbers at the bottom of the schedule for now asthey will be explained in later exercises.

: Changing how much of the Personnel information is displayed in theSchedule view

1. From the Menu select Tools > Options to display the Options dialog. Selectthe View tab.

2. Uncheck the checkboxes for Title and check the boxes for First name andLast name. Click OK to close the Options dialog and update the scheduledisplay.

! If your focus is on planning a schedule of job titles you can use the Title fieldfor job descriptions and just display that information.

: Saving and closing your schedule.

1. From the Menu select File > Save to display the Save As dialog.2. Enter a suitable filename for your schedule. For the purposes of this

tutorial give it the filename Small Team. This will close the dialog andSave your schedule with this filename.

3. From the Menu select File > Close to close your saved schedule. TheSchedule Work Area will now be empty.

: Importing Personnel from an existing schedule.

1. From the Menu select File>New > New to display the New dialog.2. From the General tab double-click the Blank Schedule icon or highlight it

and click OK.

! Alternatively you can select Create a blank schedule from the StartYour Schedule section of the Navigation Bar.

3. This will display a blank schedule with calendar information in theSchedule Work Area. The Schedule Assistant will also be displayed.



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4. Select the option Import Personnel from an existing Schedule and clickOK. This will display the Insert Personnel from another Schedule dialogwith a list of Schedules.

5. Select the schedule SmallBusiness CenterExample and click OK. This willclose the dialog and update your schedule with the imported Personnelinformation.

! You can open the Personnel Manager and explore the personnel you haveimported. Closing the Personnel Manager automatically saves any changes.

6. From the Menu select File > Close. When prompted to save the scheduleyou can click No for the purposes of the tutorial which serves as animporting example only. The Schedule Work Area will now be empty.

& You can create and work on more than one schedule at a time in the ScheduleView Area. Each Schedule has its own Personnel Manager so you might want todecide whether you have all your personnel in one schedule, or separategroups of people in their own schedule. Generally if you need to seeeverything all at once use one schedule. If you have groups of people that donot move between each other then separate schedules may be better.

1 Schedule24 Standard has a limit of 25 people for each Schedule. You canhowever have as many Schedules as you want, and more than one schedulecan be displayed and arranged in the Schedule View Area.



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Exercises: Doing your Scheduling

You can schedule directly into a Schedule using the scheduling editing tools toquickly create and build your schedules. A powerful alternative is using theSchedule Wizard especially when you want to explore new or flexible ways ofworking. These following exercises will show you how to do this.

: Using the Schedule Wizard to create a schedule pattern.

1. Launch Schedule24 Standard and close the Welcome Screen if you haventalready done so.

2. From the Start your Schedule section of the Navigation bar select theEasyStep Schedule Wizard. This will display the Schedule Wizard WelcomeScreen.

3. Click Next to the Add Personnel section.

User Guide and Tutorial Doing your scheduling


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4. Using the list of people below enter each in turn into the Personnel list.Title First Name Last Name

Mr Peter Agar

Mr Javid Ali

Mr Richard Allen

Mr Geoffrey Bowman

Ms Fiona FrostMiss Gwen Miller

Mrs Beatrice Grant-Smith

Mr John Jones

5. Enter First name in the First name box, Last Name in the Last name boxand Title in the Title box. Click Add to add the name to the personnel list.

User Guide and Tutorial Schedule Wizard


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6. Click Next to the Add Shifts section.

7. In the Shift box enter 7a3p (to denote 7:00a-3:00p) and in theDescription box enter Early. Select a color code for the shift by clickingthe color listing. Click the Add button to add this shift to the display list.

! If your preference is for 24 hour working select the 24 hour option. Tosave time formatting 24 hour time can be entered as a continuous entrye.g. 07001500 and the 07:00-15:00 formatting will be appliedautomatically.



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8. Follow the step above to enter the following time and descriptions eachwith a color code:

10a-6p Day3p-11p Late

5p-1a Evening

11p-7a Night

9. When you have completed entering this list your display should looksomething like this:

! If you make a mistake on entering information simply delete the entry and re-enter. The entry order for shifts in this section becomes a choice option later.

10. Click Next to move to the Select Start Day section. Accept the defaultstart day Monday. Click the More button to display the information

feedback during design. Your display should look similar to this:



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& The feedback panel updates dynamically as you progress through theWizard. If your schedule plan requires more people than you have entereddefault staff will be added automatically. If you scroll down you will seetwo people have already been added at this stage of the Wizard. If staffdetails are not entered you can still create a schedule plan.

11.Move the mouse pointer over the grid area and when the pointer changesto a magnifying-glass icon double-click to zoom out and view more detail.

12.Click Next to move to the Fixed or Rotating section and select theRotating option.



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13.Click Next to move to Add Days Off section and select the Customizeoption to display the controls for the days-off days-on work ratio. Acceptthe 2 days-off default and increase the days-on to 6. Finally select the

Forward stagger option.

& This configures the days-off pattern on a rotating basis. So not all the staffwould be off on the same day. Ideal for 24 hour 7 day working. Note morestaff are needed for rotating days-off.

14.Monitoring the feedback panel the rest periods between shifts is displaying0 which indicates that somewhere in the design two shifts are adjoiningeach other. To resolve this select the Backward stagger option for days-offwhich re-adjusts the design to maintain sufficient rest periods between

breaks.

& Remember depending on the range of options selected during design theinformation in the feedback panel will be dynamically updated.



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15.Click Next to move to the Staff Distribution section and select theCustomize, enter the desired number of staff in the staff column option.This will display the staff distribution control. For the purposes of thistutorial click the mouse pointer to highlight the staff column next to the10:00a-6:00p Day shift.

16.Click again and enter 2.



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17.Click Next to move to the Direction of Rotation section and accept theForward default option.

18.Click Next to move to the Speed of Rotation section and select theCustomize speed option.

19.Enter 4 in the days box using the spin button, or alternatively using thekeyboard and click the schedule view once with the mouse pointer torefresh the calculation.

& Entering 4 effectively speeds up the staff rotation through the differentshifts of the schedule. This means no one will work more than 4 days onany one shift. But there is a problem. If you look at the feedback panelyou will notice that somewhere in the schedule plan the Minimum rest

periods between shifts is 3:00 hours. This is much too short a periodeven though the Average rest periods between shifts is 16:23 overall.

20.Enter 2 in the days box using the spin button and place the mouse pointer onthe Add Days Offsection title on the left hand side and click to return you tothe Add Days Offsection.

21.Click the Forward Stagger option. This will recalculate the stagger andincrease the Minimum rest periods between shifts back to 16:00 hours.

& There are too many permutations to explain each one in detail in this tutorial.By navigating and modifying options between each section you canimmediately see the effect of your changes in the feedback panel. Scrolling tothe right of the schedule plan you can view the distribution of shifts and days-



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off people will work, and scrolling down you can view the headcount of staffworking each shift each day.

! You can make further modification to the Schedule in the Schedule View Areausing the schedule editing tools.

22.Click Finish in the left hand side Menu to jump to the end of the Wizardand click Finish. This will display your schedule in the Schedule View Area.



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& The complete schedule plan will be displayed from the current date in theSchedule View Area. Even though the current date may be a different day ofthe week from the start day entered in the Wizard Start day box the schedulepattern will be consistent.

23.From the Menu select File > Save to display the Save dialog. For thepurposes of this tutorial enter the filename Small Team and click theSave button.

24.From the Menu select File > Close to close the schedule. The ScheduleView Area will now be empty.

: Highlighting weekends in the schedule view.

1. From the Menu select File > Open to display the Open dialog. Select theSmall Team schedule you previously saved. This will display the schedule inthe Schedule Work Area.

2. From the Menu select Tools > Options > Color tab3. Check the Day colors checkbox and highlight the menu item Weekends4. Click the Color palette and select your preferred color to highlight

weekends.

5. Check the Weekends checkbox.! You only have access to color palettes if the item has been highlighted. If

an item checkbox is not checked the color will not be displayed in theschedule even though a color for the item has been selected.

6. Click OK to close the Options dialog and update the schedule view display.The weekend days will now be highlighted in the selected color.

! Shift colors have priority over day colors in the schedule when turned on.However the day color will always be displayed in the calendar headerdates of the schedule if checked for display. The schedule is viewed at50%.

User Guide and Tutorial Schedule Color Options


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:Extending a schedule pattern over longer time ranges.

& A schedule created by the Wizard can be extended to build a schedule overany time range using the schedule editing tools.

1. Open the Small Team schedule you previously saved if not already displayed.2. From the Toolbar menu select the zoom setting 50% to increase the viewing area3. Close the Navigation bar to increase the viewing area further.

User Guide and Tutorial Extending schedule patterns


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4. Highlight the schedule pattern area created by the Schedule Wizard by clickingthe mouse pointer in the column heading for the start of the schedule pattern.

5. Hold down the Shift key and click the column heading for the end of the schedulepattern.

6. From the Menu select Edit > Copy. Alternatively click Copy on the Toolbar menuor click the right mouse button and select Copy from the pop-up menu.



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7. Place the mouse pointer on the first column heading after the schedule patternand holding down the mouse button drag across and highlight the next 16 days.

8. From the Menu select Edit > Paste. Alternatively click Paste on the Toolbar menuor click the right mouse button and select Paste from the pop-up menu.

& The 16 days is the number of days for this schedule pattern. You just needto repeat the pattern every 16 days to a date you wish to extend it. Hereyou have your schedule pattern for a little over a month.

! You dont have to keep adding blocks of 16 days. If you repeat the above stepsbut with the 32 days now entered you can speed up the process significantly.

9. Adjust the schedule view back to 100% using the Zoom feature.10.From the Menu select View > Navigation bar to redisplay the Navigation bar.



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! If you want to sort another day column in the schedule view just highlightany cell in that day column and repeat the above step.

6. From the Menu select View > Shift Descriptions to display the shiftdescription.

7. Repeat the above step to change the shifts back to the time format.

: Editing shift information.

1. Open the Small Team schedule if it is not already displayed and from theMenu select View > Hours to display the staff working hours column if notalready displayed.

2. Using the mouse pointer select the first day cell for Gwen in the firstcolumn of the schedule.

3. From the Toolbar menu click Shift Editor to display the shift data box in theToolbar if it isnt already displayed. Clicking the Shift Editor againwill hidethe shift data box.

4. Use the mouse pointer and click in the text box displayed in the toolbar of theShift Editor. This will display a flashing cursor indicating you can edit the boxentry. Modify the 7:00a-3:00p to 7:00a-5:00p and click the button. Thiswill commit the change to the highlighted day cell.

5. Similarly highlight the first two day cells with 10:00a-6:00p shifts forBeatrice of the same week and using the drop down list of the Shift Editorselect the 7:00a-5:00p shift from the list and click the Check or Tick iconbutton. This will update both day cells with the same shift.

User Guide and Tutorial Editing shift information


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! You can highlight any range of cells to make shift changes to the schedule. Thewindow of this screenshot has been adjusted for illustration purposes.

: Working with split shifts

1. Using the mouse pointer click on the center of the Shift Editor Toolbar anddrag down into the Schedule View Area and release when the outline changes .This will undock the Shift Editor and display additional shift editing controls.

2. Highlight the first day cell for Geoffrey 10:00a-6:00p shift.3. Enter the following split shift 10:00a-2:00p, 6:00p-10:00p. The comma denotes

the split between the two tours of duty.

4. Click the Check or Tick iconbutton to update the information in the day cells.A split shift is denoted by x between the start and end time display in theschedule view.

User Guide and Tutorial Working with split shifts


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! Using this example of a split shift. a quicker shortcut is to enter 10a2p, 6p10p.The time formatting is automatically added when entered. Similarly if using 24hour format i.e. 10001400, 18002200. Alternatively you can use the Splits boxto split the shift and then use the mouse to adjust the Time bar in the Timescale.

! If you want to delete one of the periods of a split shift while editing click theperiod you want to delete with the mouse pointer and enter 1 in the Splitsbox using the spin button. This will return the shift to a continuous shiftperiod.

5. Place the mouse pointer in the caption bar at the top of the Shift Editorand drag the Shift Editor where the top of the schedule and Toolbar menumeet in the Schedule View Area.

6. When the outline of the Shift Editor changes release and the Shift Editorwill re-dock itself into the Toolbar menu.

User Guide and Tutorial Working with split shifts


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: Changing the color mapping for shifts.

1. From the Menu select Tools > Options > Color tab to display the optionsfor color mapping shifts.2. Select and highlight the 7:00a-5:00p shift in the Shift settings list and click

the color palette to display the Color dialog.

3. Select a color and click Close to close the dialog.

4. Click OK to click the Options dialog and update the schedule color.

User Guide and Tutorial Color mapping shifts


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: Entering information about Assignments.

1. Open the Small Team Schedule if it is not already displayed in theSchedule Work Area.2. Using the mouse pointer highlight the first day cells for Beatrice and

Geoffrey.

3. From the Menu select Scheduling > Assignments. Alternatively you canpoint the mouse pointer in the highlighted area and click the right mousebutton to display the pop-up menu and select Assignments. This willdisplay the Assignments dialog.

4. Enter Training in the Type box.

User Guide and Tutorial - Assignments


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5. Enter Induction course in the Description box.6. Enter Contact department supervisor at the training facility at 10am in

the Details box.

7. Click Add and this will transfer the assignment to the Assignments list.

! Entries in the Type box are listed so they can be used again. Choose generalcategories that you are most likely to use again for this box. It makesmanaging information easier and prevents the list from coming too long.

8. Click OK to close the dialog and update both staff on these dates in theschedule with this assignment.

User Guide and Tutorial - Assignments


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& You can schedule multiple assignments to a staff shift. Assignment informationis also a publishing option for schedules. The Day Schedule in particular willdisplay all the information about assignments. Remember you can viewunderlying information in your schedule using Infotip display.

: Entering information about Unavailability.

1. Open the Small Team Schedule if it is not already displayed in theSchedule Work Area.

2. Using the mouse pointer highlight the third day cell for Gwen.

3. From the Menu select Scheduling > Unavailability. Alternatively you canpoint the mouse pointer in the highlighted area and click the right mousebutton to display the pop-up menu and select Unavailability. This will

display the Unavailability dialog.

User Guide and Tutorial - Unavailability


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& You can only schedule one record of unavailability for staff on one day.Unavailability information is also a publishing option for schedules.Unavailability and Assignments can not be scheduled together and willgenerate a conflict warning when this occurs.

: Entering information about staff vacation or holiday.

1. Open the Small Team Schedule if it is not already displayed in theSchedule Work Area.

2. Using the mouse pointer highlight the first five day cells for Javid.

User Guide and Tutorial Staff Leave


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3. From the Menu select Scheduling > Unavailability. Alternatively you canpoint the mouse pointer in the highlighted area and click the right mousebutton to display the pop-up menu and select Unavailability. This willdisplay the Unavailability dialog.

4. Enter Leave in the Type box.5. Enter Primary Leave in the Description box.6. Enter Approved and confirmed in the Details box.



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7. Click OK to close the dialog and update the schedule with this leaverecord.

& Similarly a scheduling conflict will be displayed. This will remove assignmentsand shifts for the dates the person is taking Leave.



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: Enter a Memo in your schedule.

1. Open the Small Team Schedule if it is not already displayed in theSchedule Work Area.2. Using the mouse pointer highlight the first day cell for Gwen.3. From the Menu select Scheduling > Memo. Alternatively you can point

the mouse pointer in the highlighted area and click the right mouse buttonto display the pop-up menu and select Memo. This will display the Memodialog.

4. Enter 2 hours overtime incurred extending the shift to 5pm.

User Guide and Tutorial - Memo


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! You can enter a large amount of information in a Memo. Text willautomatically wrap. Where you want to enter a break in the text to create aparagraph use Ctrl Break to enter the next line.

5. Click OK to close the dialog and update the schedule with the Memoinformation.

& A red triangle displays a visual cue when a cell has a Memo attached to it. AMemo is a publishing option for schedules. You can attach a memo to any cellwhether or not scheduling information is present and is useful for schedulingnotes.

6. Close the Small Team Schedule. If prompted to Save the file click Yes.The Schedule Work Area should now be empty.

User Guide and Tutorial - Memo


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Exercises: Check how youre doing

During scheduling many changes may take place, which means you need tomonitor how these changes impact on providing the staff cover necessary to makesure a business requirement is met. Too many staff can be as bad as having toofew. It is not sufficient to rely on having the correct number of staff if theirdistribution is poorly balanced throughout the day.

Two important pieces of information for monitoring are provided by the CoverCount and Distribution Profile. Additional scheduling views display staff workinghours including a calculator for a highlighted area in the schedule of total working

hours in the status bar.

: Working with the Cover Count display.

1. Open the Small Team schedule if not already displayed.

! The Cover Count is displayed at the bottom of the schedule. It displays thetotal number of staff in the schedule.

2. Place the mouse pointer on the separation bar of the Cover Count displayuntil the pointer turns into a double-headed arrow cursor. Click and

User Guide and Tutorial Check how youre doing


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holding the mouse button drag the bar down until the display is hiddenfrom view and release. This will hide the Cover Count display.

3. To display the Cover Count place the mouse just beneath the verticalscroll bar. The mouse pointer will change to double-headed arrow. Clickand holding the mouse button drag the bar up until the Cover Count isdisplayed and release.

! The Cover Count bar can be moved upwards or downwards to adjust theamount of information you want to see displayed.

: Customizing the Cover Count display to monitor headcount.

1. From the Navigation bar Check how youre doing section, selectCategories and ranges to display the Cover Count dialog. Alternativelyfrom the Menu you can select View > Cover Count > Customize view orusing the mouse pointer on the actual Cover Count display click the rightmouse button and from the pop-up menu select Customize view.

2. From the Shift drop down list select Working and click the


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! This list is populated with the shifts entered in the Schedule view. If youhave the View > Shift Description displayed then the time format will bereplaced with shift descriptions where used.

4. Click OK to close the Cover Count dialog and adjust the Cover Count barupwards to display the additional entries.

: Using the Distribution Profile to monitor staff distribution.

1. Highlight any cell in the first day column of the schedule.2. From the Menu select Data > Distribution Profile. This will display the

Distribution Profile. Alternatively you can click the Distribution Profiletoolbar icon, or select Show distribution profile by Shift from theDistribution Profilesection of the Navigation Bar.

User Guide and Tutorial Distribution Profile


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3. From the Timescale dropdown list select 4 hours to display a four hourtimescale.

! The view scale can be zoomed in to display 15 minute time intervals using theTimescale options. In this example there is a maximum total of 3 staffbetween 10am and 2pm and there is no break in staff cover in any 24 hourperiod.

2. Using the mouse pointer highlight the first 7 days in the Schedule view.



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! Any row can be highlighted to select the range of days you want to profile.3. From the Menu select Data > Distribution Profile. This will display the

Distribution Profile. Alternatively you can click the Distribution Profiletoolbar icon, or select Show distribution profile by Shift from theDistribution Profilesection of the Navigation Bar.

& Note there is no staff cover during the night on Thursday andFriday. This shortfall has been caused by Javid being on Leave.

4. From the Timescale: dropdown list select 4 hour zoom. This will zoom intothe graph area to display 4 hour time sections.



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! The redline graph displays the total number of staff on the left axis availableover the time range view on the bottom axis. You can scroll through theselected time range using the scroll bar.

4. Close the Distribution Profile window.

: How to display the exact staff working hours for a week.

1. Open the Small Team Schedule if it isnt already displayed in the ScheduleWork Area and using Sort by,order the schedule by Last name.

2. From the Menu select View > Hours. To display the working hours columnin the schedule against individual staff. Alternatively select Show/hidehours total from the View hours and budget section from the NavigationBar.

3. From the Menu select Tools > Options > Calculation to display thecalculation settings for working hours. Alternatively select Customizecalculation from the View hours section of the Navigation Bar.



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1References to budget in the Calculation examples section of the dialog area feature of Schedule24 Professional.

4. In the Calculate over text box enter 7 days, and5. In the display calculation for text box enter 7 days6. Click OK to close the dialog and update the working hour view in the

schedule to display the exact hours worked by staff each week.

User Guide and Tutorial Weekly working hours


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& The total hours are calculated from the first day column of the schedulefor 7 days. Scrolling the schedule forward will dynamically update thesetotals and effectively display working hours over a rolling week.

: How to display average staff working hours for a week.

1. Select Customize calculation from the View hours section of theNavigation Bar. This will display the Calculation options.

2. In the Calculate over text box enter 28 days, and3. In the display calculation for text box enter 7 days4. Click OK to close the dialog and update the working hour view in the

schedule to display the average hours worked by staff each week. Over aperiod of 28 days.

User Guide and Tutorial Working hours calculation


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! Monitoring average hours per week may be more practical than an exacttotal that varies from week to week.

5. Save and Close the Small Team schedule.

Exercises: Publish your schedule.

How you communicate your scheduling information is as important as definingscheduling strategy. You have two main formats for publishing schedules. Weeklyformats for forward planning and Day schedules for more detailed operational action.

: How to publish weekly schedules.

1. Open the Small Team schedule.2. From the Toolbar Menu click the Week Schedules icon. This will display the

preview of the Small Team Schedule in weekly format.

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! Publishing options are available in Setup to change the layout and how muchinformation you want to publish.

3. Click the Setup button to display the Page Setup dialog.

4. Select the Weekly Schedule tab if it is not already displayed and select theFull page optimization option.

5. Uncheck the Black and white checkbox if it is checked. Accept the remainingdefault options.

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1Your computer must have the appropriate printer drivers installed otherwise youwill not have access to printing controls. If you do not have a color printer thenthe preview schedule will only display black and white.

6. Click the Page tab and select the Landscape option. Check the Fit to Pagecheckbox.

7. Click the Margins tab. Enter 0.8 in the Top and Bottom margins and 0.6 inthe Left and Right margin boxes. In the Center on page section check theHorizontal checkboxand uncheck the Vertical checkbox.

&Margins are dependent on paper size and amount of information content.

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8. Click the Print Area tab. In the Start box enter a date and in the End boxenter a date two weeks later. This tutorial schedule starts on a Monday, sotwo weeks following will be a Sunday.

9. Click the Header/Footer tab. In the Center Section enter Weekly Plan. Inthe Right Section enter Printed on [spacebar] and using the mouse pointerclick the Date icon [spacebar] and enter at [spacebar] and again using themouse pointer click the Time icon.

10.Click OK to display the preview.

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& This format groups and arranges personnel in a continuous weekly calendarrepeating each week for the date range selected.

11.Click Setup to display the Page Setup dialog. Click the Weekly Schedule tabif not already displayed. Select the option Print as schedule grid and click OKto display the alternative format for Weekly Schedule.

& This format publishes the schedule as it is displayed in the schedule viewon your screen.

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12.Close the Small Team Schedule. If you are prompted to save, closewithout saving. To discard the Page Setup options used for the weeklyschedule exercise. The Schedule Work Area should now be empty.

: How to publish Day schedules.

1. Open the Small Team Schedule.2. From the Toolbar Menu click the Day Schedule icon. This will display the

preview of the Small Team schedule in Day format. Select Page Width toenlarge schedule content for viewing.

3. Click the Setup button to display the Page Setup dialog.

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4. Click the Day Schedule tab if nor already displayed. Select the Shift option.Accept the other default settings. Click OK to display the Day Schedule byshift order.

5. Close the Preview.

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: Publishing a schedule to the web.

1. From the Menu File > Page Setup > Week Schedules. This will display thePage Setup dialog. Click the Weekly Schedule tab if not already displayed.2. For the purpose of this tutorial enter Sunday in the Day of week to start

box to display that day as the start day for the web schedule. Uncheck theBlack and white checkbox. Click OK to close the dialog.

3. Select Publish your schedules to the web from the Web publishing section ofthe Navigation Bar. This will launch the Web Wizard.

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4. In the Select calendar and personnel settings enter the date for the firstcolumn in the schedule in the Start box and a date two weeks following in theFinish box. Click Next.

5. In the Title box enter Company Intranet6. In the Comments box enter Contact me about any changes7. In the Author box enter My name and in the E-mailbox enter My Email.

Click Next.

8. For the purposes of this tutorial it is not necessary to enter any informationabout the web site pathname.

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9. Click the Preview in Browser button to view the web schedule as it would bepublished to a web site and viewed by other team members using their webbrowser.

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Structured Schedules

There are a range of shift patterns that are in common use acrossa wide range of industries. A particular scheduling strategy thatmay have been used exclusively by a particular industry may nowfind itself equally effective in totally unconnected industriesseeking new ways of flexible working to meet businessrequirements.

Exercises: Re-visiting structured scheduling

There are a range of shift patterns that are in common use across a wide rangeof industries. For example the 4 days on 4 days off 12 hour shift pattern usedalmost exclusively by Fire Fighters for many years is now adopted by teams oftechnical developers in Network Support Services. The following exercises areto show further worked examples of these common shift patterns.

& None of these exercises will involve entering staff details and will leave theWizard to create the default numbers of staff for each design. Thereforethe following exercise will start in the Add Shifts section of the Wizard.

: 12 hour alternating shifts for 24 hours continuous working for acrew of 20 staff.

1. From the Start your Schedule section of the Navigation bar select EasyStepSchedule Wizard to launch the Schedule Wizard. Alternatively from the Menuselect File > New > EasyStep Schedule Wizard

Section

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2. Enter the following shift details and description in the appropriate boxes.Select your color preference for each shift.

Shift Description

6a6p Day

6p6a Night

3. Click Next to Select Start Day and accept Saturday as the default Start day.

4. Click Next to Fixed or Rotating section and select the Rotating scheduleoption. Click the More>> button to display the feedback information panel.



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! Double-click the schedule pattern to zoom out and display more detail.

5. Click Next to Add Days Offsection and select the Custom option to displaythe work day-off ration controls.

6. Enter 4 in the days offbox and 4 in the days on box and select theForward stagger option.

7. Click Next to Staff Distribution section and enter 5 staff for each shift row.



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& You will see in the feedback panel that to deploy this number of staffwill require a team of 20.

8. Click Next to Direction of Rotation and accept the Forward default option.9. Click Next to Speed of Rotation and accept the Change Shift after Days Off

default option.

10.Click Finish to close the EasyStep Wizard and display the schedule in theSchedule View Area.



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11.Save the schedule with the filename Alternating 12hr Continuous Working.12.Close the schedule. The Schedule View Area should now be empty.

: Compressed 40 hour working week rotating long weekends

1. From the Navigation Bar select Blank schedule. This will open a blankschedule and display the Schedule Assistant dialog.

2. In the Schedule Assistant select the Import Personnel from an existing Scheduleoption and click OK. This will display the Insert Personnel dialog.

3. Select the schedule Small Business Center Example and click OK.4. From the Menu select Tools > Options View tab. Uncheck the Title checkbox

and click OK to display staff First name and Last name in the schedule view.

5. From the Menu select Data > Sort by > Last name to sort the schedule view bystaff Last name.

& For the purposes of the tutorial adjust the schedule view so the first column day isMonday.

6. Using the mouse pointer highlight Peter Agar day cells from Monday toThursday and drag the mouse down to Frederick Braithwaite

7. In the Toolbar menu click the Shift Editor and enter 8a6p. Click the Checkbutton to enter the shift into the highlighted area.



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8. Highlight the Friday and Sunday day cells for the same member of staff.9. From the drop down list in the Shift Editor select and enter Day Off into the

highlighted area.

10. From the Menu select Tools > Options >Color tab and choose your preferredcolor mapping to the shift and Day off and click OK to update the schedule color.



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11.Using the mouse pointer highlight Phillip Bunting day cell for Monday and dragthe mouse down to the Monday day cell for Beatrice Grant-Smith.

12.Using the Shift Editor drop down list enter Day Off into the highlighted daycells.

13.Highlight the same staff day cells from Tuesday to Friday and enter the8:00a-6:00p shift into the highlighted section with the Shift Editor. Finallyadd Day off to the same staff weekend day cells.



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& The benefit of this shift pattern is staff completes a full working week and enjoysthe benefit of a longer weekend either by having the Friday or Monday off.

14.Save the schedule with the filename Compressed Work Week. Do not closethe schedule.

: Extending the Compressed Work Week Schedule

1. Open the Compressed Work Week schedule if it isnt already displayed.2. Close the Navigation bar and zoom the Schedule View Area to 50%.

3. Using the mouse pointer select the area already scheduled and select Edit >Copy from the Menu. Alternatively using the right mouse button select Copyfrom the pop-up menu.

4. Highlight the following week days cells for the same staff and select Edit >Paste from the menu. Alternatively using the right mouse button select Pastefrom the pop-up menu.

& This will repeat the compressed week schedule into the following week. Onedrawback however is the same staff has the same days making up their longweekend. An alternative would be to rotate the Friday and Mondaymaking up the long weekend.

! Even at extreme views color mapping the shifts is a powerful way to structure ascheduling strategy.



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& Using the Copy and Paste editing tools you can rotate the long weekend daysoff so staff have an equal share of Monday and Friday days-off andworking.

! You can keep a check of working hours using the View > Hours column display andalso by highlighting a schedule area to read the total hours in the Status Bar.

5. Save the schedule.



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: Working with more than one schedule in the Schedule View Area.

1. With the Compressed Work Week schedule displayed open the SmallBusiness Team Example schedule.2. From the Menu select View > Navigation Pane to display the Navigation bar.3. From the Menu select Windows > Arrange to display the Arrange dialog.

4. Select the Horizontal default option and click OK to display the two schedulesin the Schedule Work Area. Sort both schedules by Last name.

! The schedule editing tools are only active for the schedule having focus,i.e. the schedule with the highlighted caption bar.

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& You can Copy and use Paste Special to transfer information between thetwo schedules. Using the information in the Small Business TeamExample copy selected information and paste into the Compressed WorkWeek schedule.

These examples bring the tutorial to a close. You will have a sound grasp howto navigate the Schedule24 environment and how and when to apply theschedule editing tools.

For further information or support please visit www.schedule24.com.

All trademarks acknowledged. Intellicate Limited 2000-2006. Schedule24 is a registered trade mark in the United Kingdom and/or in

other countries.All reasonable precautions have been taken in the preparation of this document, including both technical and

non-technical proofing. Intellicate and all staff assume no responsibility for any errors or omissions. Nowarranties are made, expressed or implied with regard to these notes. Intellicate shall not be responsible for

any direct, incidental or consequential damages arising from the use of any material contained in thisdocument. If you find any errors, please inform Intellicate. Whilst every effort is made to eradicate typing ortechnical mistakes, we apologize for any errors you may detect. All content is updated on a regular basis, so

your feedback is both valued by us and will help us maintain the highest possible standards.

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Phone 44 (0) 20 8906 6793 Fax 44 (0) 20 8906 6611

Email: [email protected] Internet: http://www.intellicate.com

User Guide and Tutorial Working with multiple schedules

Documents

Intellicate Schedule24 Standard 3 - User Guide and Tutorial