Generating Open Needs
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Generating Open Needs

Access: Roles assigned the Needs Change permission (Scheduler role and higher).

Open Needs can be added manually, generated by Summary Period staffing grids (default) or generated by Shift Code Templates. The latter is used for departments that schedule by shift codes, such as Emergency Departments.

The option to Generate Needs by Shift Code is set on the Department > General Info screen in the Needs section.

 

Generate Open Needs by Summary Period

Open Needs can be generated when a new schedule is posted or there are changes in the staffing grid depending on department settings. When needs are generated by schedule summary period, the selected schedule is compared to the forecast staffing grid for each summary period, and needs are created for unfilled positions. Only shift codes configured to Use When Generating Needs and assigned a priority are used by FS to create shifts that will ultimately be assigned to staff during the schedule and staffing process.

The forecast census and staffing matrix determine the number of hours per skill per summary period required to reach staffing targets. When needs are generated, shifts assigned the highest priority and most closely match the summary period duration are generated. The goal is to generate the least number of shifts required to meet the projected staffing hours requirement. 

For example, the staffing matrix for a given forecast census indicates the following needs for a 12-hour summary period:

 

Skill Target  Hours

RN

 4 48

PCT

 .5 6

Charge RN

 1 12

Total

 5.5 66

 

When needs are generated, FS will first consider which shift codes are set to Use When Generating Needs. It will then consider shifts assigned priority 1. If those shifts match the summary period start time and duration, they will be used to generate needs.  If there are remaining hours to be covered, FS will then consider shifts assigned priority 2, 3, 4 etc. until the target staffing level is reached. 

For the above example, the department has a 12-hour A shift assigned priority 1, an 8-hour D shift assigned priority 2, and a 6-hour D6 shift assigned priority 3. When needs are generated with these settings, 6 needs are created by using 5 A shifts (60 hours) and 1 D6 shift (6 hours). In this case the number of needs matches the target hours as determined by the forecast census and staffing matrix.   

 

To generate needs by summary period: 

  1. In the main navigation menu, click Open Needs > Edit Needs.
  2. If needed, click Change Filter to select a Date, Facility, Department, and/or Skill Levels to view.
  3. Click Save to apply filter criteria.
  4. The selected Edit Needs screen opens displaying currently posted open needs. Needs that display with an underline are needs that have been requested, but not yet approved.


  5. Click Generate Needs.
  6. Review the confirmation message and click Yes to confirm or No to cancel.
  7. Current staffing levels are compared to the patient forecast and summary period staffing grid.
  8. Open Needs are created for selected department shift codes (Department > Shifts).
  9. The Edit Needs screen refreshes with newly created needs and recalculated staffing levels.


  10. The newly created needs are posted on the Browse Needs screen and are available for staff to request.
  11. An email notification is sent to department staff alerting them of the newly posted needs.

 

 

Generate Open Needs by Shift Code Template

Departments that have selected the option to Generate Needs from Shift Code Template, such as Emergency Departments, can generate needs from either the shift Summary Period (staffing grid) or Shift Code Template. To generate needs by shift code, a department shift code template must be created and saved.

For more information, see Shift Code Template.

To generate needs by shift code template:

  1. In the main navigation menu, click Open Needs > Edit Needs.
  2. If needed, click Change Filter to select a Date, Facility, Department, and/or Skill Levels to view.
  3. Click Save to apply filter criteria.
  4. The selected Edit Needs screen opens displaying currently posted open needs. Needs that display with an underline are needs that have been requested, but not yet approved.


  5. Departments that have selected the option to Generate Needs from Shift Code Template can view open needs by Summary Period or Shift Codes by clicking the toggle.
  6. There are three options displayed in the Edit Needs header:
    1. Clear Needs - When selected, all unfilled needs will be deleted and removed from the Browse Needs screen.
    2. Generate by Summary - When selected, needs are generated for future shifts* based on the patient forecast, staffing grids, and currently scheduled shifts.
    3. Generate by Shift Code - When selected, needs are generated for future shifts* based on currently scheduled shifts and the Shift Code Template
    4. * Note: Department settings determine how far in advance employees must request an open need. For example, if employees must request a need 48 hours before the shift, needs will be generated for shift 48+ hours in the future.
  7. Click Generate by Shift Code.
  8. Review the confirmation message and click Yes to confirm or No to cancel.

 

Current staffing levels are compared to the department Shift Code Template.

Open Needs are created for selected department shift codes (Department > Shifts).

The Edit Needs screen refreshes with newly created needs and recalculated staffing levels

The newly created needs are posted on the Browse Needs screen and are available for staff to request.

An email notification is sent to department staff alerting them of the newly posted needs.

 

Additional Information

Open Needs Overview

Defining Shifts Used to Generate Open Needs

Manually Adding Open Needs

Shift Code Template

 

 

      Facility Scheduler 3.11.21.0