Common Questions from May and June
What Have You Been Asking
What Have You Been Asking
Most Common Questions from
Most Common Questions from
May and June
May and June
I am trying to backfill her low census staffing (12 hr shift) with PTO. It is
only paying her 8 hrs (but she works 12 hour shifts, also). Can you assist
with this?
How Can I Track Low Census?
•
Schedule
•
Activity codes available
•
LC
•
C
•
Put in a note
•
Pay Code – STDBY can be added
on schedule side
•
Using these codes
•
Keeps schedule updated
•
Keeps Staffing Tile updated
•
Tracks who was most recently
cancelled
•
Can report on these codes
•
Time Card
•
No special code for LC or CX
•
Employee can badge out using
special code 10 for PTO Fill
•
PTO Fill is always unscheduled
•
Enter override code 9 on time card
to change to scheduled
•
Enter a note
Is there a report in API that will show you when an employee
clocks in earlier than shift time and late clock out?
•
Attendance Tracking
•
Totals
•
In early
•
Out early
•
In late
•
Out late
By comparing the schedule to the
clockings
•
Chose Show Details NO for a
summary YES for details
•
Important that schedules are
updated for accuracy
How Can I Compare Worked Hours to PTO
Hours? For An Individual
•
Run Employee Clockings and Schedules
•
For your dept or an individual
•
Be sure to change Show Non-Productive
to YES
•
Export to CSV
•
You only need columns H (textbox4),
which will tell you if the items is a
clocking or schedule (PTO will show as
schedule) and column P (textbox97)
which will give you the number of hours.
•
Rename the columns and then create a
pivot table to calculate what you want
How Can I Compare Worked Hours to PTO
Hours? For An Individual
•
Employee Yearly Calendar
•
Works best if you use
SCHEDULING and the schedule is
kept up to date
•
just the OFFs if you don’t
•
Shows a yearly calendar of an
individual’s schedule
•
Gives a summary of scheduled
time – note this may not = work
time
How Can I Compare Worked Hours to PTO
Hours? For A Department
•
Productive vs Non-Productive
Hours Summary
•
Must use Scheduling
•
Most accurate when schedule is
kept updated
•
Shows how many hours
scheduled in each activity code
•
Has a nice graph
How can I see an Employee’s Total Hours
Worked? Can I see by job class?
•
FMLA Hours Worked – Show
Employee Detail - No
•
Show Employee Detail – Yes
•
Too much detail for a good screen
shot – shows a calendar with daily
hours and an accumulated total
•
Same chart as to the left is on the
bottom of the report
•
This report can be run for the
department or a specific employee,
but not by job class
Is there a report nurse managers can run to see which ITP
nurse is hitting their cost center and being paid?
I have a question about the new hire staff member who is still not showing up in API.
The start date was 5/22/23 and we are waiting for the person to show up, but
unfortunately still not registered in the API. Can you please help or direct me?
•
So many possibilities!
•
Haven’t processed in iforms
•
Hired in wrong department
•
Delay in transfer
•
TRVL to employee
•
New position to the department
•
Position missing
•
Reminder – most appear the
Friday after their orientation
Monday
•
If not in api at all, start with
payroll rep
•
If you see the person’s timecard
but they are not on schedule,
contact apiresourcegroup
An employee updated her phone number in the Duke at Work website. It was not showing up on
API. I manually added her phone number. Unfortunately, now no phone number appears for her on
our Daily Roster.
•
SAP is the official HR database
•
Duke@Work form goes into SAP
•
Not all updates trigger the
employee to re-download into
API
•
phone, address – NO
•
Job code, department – YES
•
Daily Rosters are programmed to
print the HOME phone
•
This was manually added a
MOBILE
•
Changed to HOME and it
showed on Roster
An Employee is Job Sharing – How can I see
them on my schedule?
•
They will show in API in their primary department
•
Email apiresourcegroup to request an alternate position in the shared
department
•
DUH Patient Response Team has several such people
Remember, we can not manually add or remove primary positions in
API – we can add and remove alternates.
Alternates that are manually added have to be requested to be
manually removed.
Do you know whom I should contact if I'm having issues with my
rotating schedules populating to the schedule when I hit create
schedule?
•
Changed job code?
•
Will have to create a new rotating
schedule using new position
•
Is license expired or missing?
•
Is there an expiration date on
the labor distribution? Or a
termination date entered?
•
Troubleshooting tips
•
Direct schedule entry – warning
message?
•
change Create Schedule Audit
Report to YES
•
Email apiresourcegroup with date
and time you tried to enter and
request audit report
I have an employee who transferred in February. Are you able
to clear out her old schedule?
Please remove schedules
Please remove schedules
and PTO when someone transfers
and PTO when someone transfers
Do I have access to change the staffing
template?
•
SS Supervisor Manager access
•
New template – easier for api team to enter
•
Changes, either you or api team can update
•
Core templates are tricky – feel free to ask us for help
•
Reminders
•
Updated Templates must be applied to any schedule period (current or
future) that has previously had a template applied – it won’t update the
future automatically
•
Staffing Templates must be applied to a schedule period prior to the opening
of self scheduling
How to Update the Template
•
Configuration>Scheduling>Staffi
ng Template (or Core Staffing
Template)
•
Search for your facility and dept
•
If more than one template, you
most likely want the default
•
Open the Yellow Folder
•
On left side of screen, click
Details
How to Update the Staffing Template
•
Change the numbers in the grid,
as appropriate
•
The SAVE icon is in the far
bottom right of the screen
How to Update the Staffing Template
•
Last Step
•
Open the schedule and Reapply
the template
•
You will have to do this for all
future schedules that already
have the old template applied
Julia will take all of these with Bernie adding commentary as needed.
Addressing the most frequently asked questions from May and June, this content helps provide insights into the topics of interest during these months. Discover popular inquiries, trends, and information sought after in this period.
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Presentation Transcript
What Have You Been Asking Most Common Questions from May and June
I am trying to backfill her low census staffing (12 hr shift) with PTO. It is only paying her 8 hrs (but she works 12 hour shifts, also). Can you assist with this?
How Can I Track Low Census? Schedule Activity codes available LC C Put in a note Pay Code STDBY can be added on schedule side Using these codes Keeps schedule updated Keeps Staffing Tile updated Tracks who was most recently cancelled Can report on these codes Time Card No special code for LC or CX Employee can badge out using special code 10 for PTO Fill PTO Fill is always unscheduled Enter override code 9 on time card to change to scheduled Enter a note
Is there a report in API that will show you when an employee clocks in earlier than shift time and late clock out? Attendance Tracking Totals In early Out early In late Out late By comparing the schedule to the clockings Chose Show Details NO for a summary YES for details Important that schedules are updated for accuracy
How Can I Compare Worked Hours to PTO Hours? For An Individual Run Employee Clockings and Schedules For your dept or an individual Be sure to change Show Non-Productive to YES Export to CSV You only need columns H (textbox4), which will tell you if the items is a clocking or schedule (PTO will show as schedule) and column P (textbox97) which will give you the number of hours. Rename the columns and then create a pivot table to calculate what you want
How Can I Compare Worked Hours to PTO Hours? For An Individual Employee Yearly Calendar Works best if you use SCHEDULING and the schedule is kept up to date just the OFFs if you don t Shows a yearly calendar of an individual s schedule Gives a summary of scheduled time note this may not = work time
How Can I Compare Worked Hours to PTO Hours? For A Department Productive vs Non-Productive Hours Summary Must use Scheduling Most accurate when schedule is kept updated Shows how many hours scheduled in each activity code Has a nice graph
How can I see an Employees Total Hours Worked? Can I see by job class? FMLA Hours Worked Show Employee Detail - No Show Employee Detail Yes Too much detail for a good screen shot shows a calendar with daily hours and an accumulated total Same chart as to the left is on the bottom of the report This report can be run for the department or a specific employee, but not by job class
Is there a report nurse managers can run to see which ITP nurse is hitting their cost center and being paid?
I have a question about the new hire staff member who is still not showing up in API. The start date was 5/22/23 and we are waiting for the person to show up, but unfortunately still not registered in the API. Can you please help or direct me? So many possibilities! Haven t processed in iforms Hired in wrong department Delay in transfer TRVL to employee New position to the department Position missing Reminder most appear the Friday after their orientation Monday If not in api at all, start with payroll rep If you see the person s timecard but they are not on schedule, contact apiresourcegroup
An employee updated her phone number in the Duke at Work website. It was not showing up on API. I manually added her phone number. Unfortunately, now no phone number appears for her on our Daily Roster. SAP is the official HR database Duke@Work form goes into SAP Not all updates trigger the employee to re-download into API phone, address NO Job code, department YES Daily Rosters are programmed to print the HOME phone This was manually added a MOBILE Changed to HOME and it showed on Roster
An Employee is Job Sharing How can I see them on my schedule? They will show in API in their primary department Email apiresourcegroup to request an alternate position in the shared department DUH Patient Response Team has several such people Remember, we can not manually add or remove primary positions in API we can add and remove alternates. Alternates that are manually added have to be requested to be manually removed.
Do you know whom I should contact if I'm having issues with my rotating schedules populating to the schedule when I hit create schedule? Changed job code? Will have to create a new rotating schedule using new position Is license expired or missing? Is there an expiration date on the labor distribution? Or a termination date entered? Troubleshooting tips Direct schedule entry warning message? change Create Schedule Audit Report to YES Email apiresourcegroup with date and time you tried to enter and request audit report
I have an employee who transferred in February. Are you able to clear out her old schedule? Please remove schedules and PTO when someone transfers
Do I have access to change the staffing template? SS Supervisor Manager access New template easier for api team to enter Changes, either you or api team can update Core templates are tricky feel free to ask us for help Reminders Updated Templates must be applied to any schedule period (current or future) that has previously had a template applied it won t update the future automatically Staffing Templates must be applied to a schedule period prior to the opening of self scheduling
How to Update the Template Configuration>Scheduling>Staffi ng Template (or Core Staffing Template) Search for your facility and dept If more than one template, you most likely want the default Open the Yellow Folder On left side of screen, click Details
How to Update the Staffing Template Change the numbers in the grid, as appropriate The SAVE icon is in the far bottom right of the screen
How to Update the Staffing Template Last Step Open the schedule and Reapply the template You will have to do this for all future schedules that already have the old template applied
