Sandata I/DD Concepts

Roles - The administrator can assign roles to employees to give them security access to the various Staff Scheduling functions, including Scheduling Locations, Schedules, Staff and Clients.

Administrator Role - Has access to all functionality and are the only ones that can assign (security) roles to staff.

Client Manager Role - This role can update clients to set the qualifications staff need to work with clients and assign clients to locations. Under User Settings they can select the schedule notifications they want to receive.

Staff Manager Role - This role can update a staff's user-defined qualifications, approved/preferred scheduling locations, excluded clients, out office settings and company hours preferences. In addition, the staff manager approves/denies time off requests. Finally, under User Settings the staff manager can receive notification for staff-related events such as calling off a shift, requesting time off, etc.

Scheduling Location Manager Role - This role can update scheduling locations to assign the qualifications that staff need to work at a specific location and update the other location information (such as scheduling method and mandatory staff). They also can create the shift templates for a location.

Schedule Manager Role - This role can create and maintain the weekly schedule for a location using the Generate Schedule, Copy Schedule, Auto Schedule and Publish Schedule processes. They also can acknowledge flags, approve/deny change requests and assign/remove staff from shifts. Finally, under User Settings they can select the schedule notifications they want to receive.

Setup Manager Role - This role can maintain the setup lists including options, user-defined qualifications, time off reasons and service types.

Auto Schedule - If the location or shift has a scheduling method of "auto schedule," then the schedule manager uses this process to automatically assign staff to the week's slots based on the following criteria:

• Overlap: Staff can't work in two places at the same time.

• Approved Locations: Staff can only work in a location they are approved for.

• Client Exclusions: Staff can't work with a client that has excluded them.

• Preferred Locations: Staff preferred and manager preferred.

• Qualifications: Staff must have the qualifications required for the location and clients present.

• Cost: Minimize costs.

• Preferred Hours: Staff preferred and company preferred.

• Company Absolute Hours

• Approved Time Off

• Staff's Preferred Availability/Availability

Copy Schedule -The schedule manager can use this process to create new shifts for a week based on the shifts of a previous week. If the location has a scheduling method of "from source," then any staff assigned to the slots of the prior week's shifts will automatically pre-fill in the slots of the copied shifts.

Generate Schedule- The schedule manager can use this process to create new shifts for a week based on the location's shift templates. If the location has a scheduling method of "from source," then any staff assigned to the shift templates will automatically pre-fill in slots of the generated shifts.

Publish Schedule - The schedule manager uses this process to publish the week's schedule and notify staff of their scheduled shifts.

Shift Templates - A shift template is a time block (begin time & end time) for a certain location that is configured to know the Day(s) Of Week applicable, what qualifications are needed based on the location, what qualifications are needed based on the client(s) (if clients are scheduled for the location) and how many slots need to be filled and optionally can include the staff to fill those slots.

Shifts - A time block (begin and end date/time) for a specific location that is configured to know what qualifications staff need based on the location and the clients present (if any), how many slots need to be filled, what clients are to be served (if any) and what type of service is to be provided. Shifts can overlap.

Available Shifts - Lists the open or posted shifts at the locations where the staff is approved and qualified to work based on the staff's availability and schedule. Staff can then pick up additional shifts.

Change Requests - A location can be configured to require approval when staff pick up an available shift. The schedule manager can then approve or deny the staff's change request.

Staff Satisfaction Index - Shows an index of how closely the staff's preferences (hours, location, availability) were met over the past 12 months.

My Availability - Allows staff to set the days and times of the week when they prefer and are available to work. They can also set a specific date that they are unavailable. The auto-scheduler uses the staff's availability when assigning staff to shifts. In addition, the Available Shifts that staff can pick up only show the ones in their available time frames. Finally, when a manager manually fills an open shift only staff with availability appear.

My Messages - Allows all users to send and receive secure messages to and from other users.

My Schedule - Allows staff to view their shifts for the upcoming weeks. Only published shifts appear. Staff can also call off, find a substitute or post a shift to the trade board from My Schedule.

My Time Off/Time Off Requests - Staff can request time off and view the status of previous requests from My Time Off. Staff managers can approve or deny their staff's time off requests from Time Off Requests under Staff.

Notifications - Staff, client managers, schedule managers and employee managers can set their User Settings to receive an email, text message or My Message when certain events occur.

User Settings - Allow all users to maintain their contact information and the notifications that they want to receive. Staff can also enter hours and location preferences as well as set up out of office settings.

Flags - A notice, warning or error that is associated with a shift or staff. Managers should either fix the issue if it is a problem or acknowledge it because it is OK.

Errors - This is the highest level of a flag. It is an issue that must be fixed.

Notices - This is the lowest-level of a flag that is an FYI only.

Warnings - This is the second-highest flag that indicates an issue that either needs to be fixed or acknowledged.

Clients - The individual that is receiving a service.

Scheduling Locations - The sites or cost centers where staff are scheduled to work. Clients may or may not be associated with a scheduling location. Schedule managers go to a specific scheduling location to view the scheduled shifts and create new schedules. The scheduling location managers go to a scheduling location to create shift templates and assign the qualifications staff must have to work at the scheduling location. Staff managers assign staff to scheduling locations where they work and client managers assign clients to the scheduling locations where they are served.

Payroll Cost Centers - Cost Centers are where the staff worked for payroll and accounting purposes.

Payroll Wage Types - Payroll Wage Types are used with Paid Time Off Reasons for payroll and accounting purposes.

Qualifications - Staff can have qualifications assigned based on their ProviderPro job title, ProviderPro Employee Requirements fulfilled requirements or on some other user-defined criteria. The list of qualifications and the staff that have those qualifications can sync from ProviderPro if not user-defined. User-defined qualifications and the staff associated with them are maintained within Staff Scheduling. In addition, the scheduling location manager can specify which qualifications staff need to work at a specific scheduling location and client managers can specify which qualifications staff need to work with a specific client. The goal is to make sure that only qualified staff are scheduled to work at each scheduling location.

Service Log Services - The activity a staff member records in Service Log. The service can be time-based or mileage-based as well as direct (with clients) or admin (without clients). Services do not sync from ProviderPro and are setup directly in Service Log. The Service Log Service is then associated with a Staff Scheduling Service Type.

Staff - Anyone that has access to DataPlus Time Clock, Service Log or Staff Scheduling and needs to enter their own time, log services or manage their schedule.