Shift Code Template

Access: Users assigned the Department - Change permission. By default the following roles are assigned this permission: Director, Facility Administrator, Facility Coordinator and higher.

The department setting Generate Needs from Shift Code Template allows departments that schedule by shift codes, like Emergency and Ancillary Departments, to manage staffing levels and generate open needs based on a Shift Code Template.

This template defines the target number of employees by skill and shift code required each day. These shift code targets, like summary period targets, are used in Facility Scheduler as follows:

Calculate and display current staffing levels on department schedules.
Generate open needs when a schedule is posted or when staffing needs change.

Important: During the self-scheduling period, employees can only select and self-schedule from the shift codes included on the shift code template. Therefore, all required and/or regularly scheduled shift codes must be included when setting up a Shift Code Template. To update a shift code template, contact your department Director, Facility Administrator, or Facilty Coordinator.

All departments that have an approved ancillary grid type in the ISAS Staffing Grid application, will be automatically populated through the Staffing Grid (SG) interface. Templates will be created for 5 census levels (Low to High) for each day of the week. For departments not using the Staffing Grid see below.

Note: Shift code templates received through the Staffing Grid interface are read-only and cannot be edited.

When approved staffing grids are received from ISAS/SG, the department setting to Generate Open Needs from Shift Code Template is automatically activated and is no longer editable. Additionally, the Unit of Service Label field will be populated to display the Department Stat Description text received from ISAS/SG. This field is read-only once populated from ISAS/SG.

The Staffing Grid Interface is activated on the Department > General Information screen. Changes to the department interface setting, department information, or department skills are passed to the ISAS Staffing Grid team in real time.

Shift Code Template Screen Displaying Days of the Week, Work Volume Levels, and Staffing Needs by Shift

At this time, automated population of shift code templates is NOT available for nursing departments or departments utilizing Operating Room grids. For these departments, the shift code templates are editable and can be completed manually.

Filters in the Staffing Matrix section allow you to view target staffing levels based on available census data for a selected week and skill. The default filter for the view is the first week in the scheduling period and All skills.

Important Note: At this time, the Shift Code Template exists only in Facility Scheduler. There is no equivalent staffing grid stored in ISAS.

When departments utilizing the option to Generate Needs from Shift Code Template post a schedule, open needs will be generated based on the skills and shift codes entered in the Shift Code Template. Users can view staffing levels based on shift codes on the Department Schedule screen by selecting the Shift Codes option in the shift summary section.

Department Schedule Displaying the Staffing Summary by Shift Codes

To create or edit a shift code template:

Shift code templates are editable when the department staffing grid interface is set to No Interface.

Note: Effective dates correspond to schedule period start dates.

Go to Department > Shift Code Template.
Enter filter criteria to view the Facility, Department, and Effective Date for the shift code template.

Shift Code Template Screen

Click Apply Filters.
The shift code template opens.
From the Add Shift drop-down, select the shift codes you wish to use for scheduling and generating needs.

Shift Code Template Screen Displaying Staffing Matrix

Click the tab for each day of the week.
Review the staffing levels for the listed shift codes and edit as needed.
To add a shift code, click Add Shift and select a shift from the drop-down list.
To remove a shift code, click Delete and confirm the removal.
Enter the number of positions required for each shift code for each day.
Click Save.

A Copy function allows users to copy an entire template from a previous schedule period or copy data from a specific day and/or volume range. If you copy from or to the wrong day or schedule period, choose Undo Last Copy to revert the template to the previous state.

Shift Code Template Edit Screen

The Copy Schedule Period option allows you to copy an entire shift code template from a past schedule period to a future schedule period. You can select to copy template data from any schedule period within the past 12 months.

Copy Schedule Period Options

The Copy Day/Volume Range option allows you to select and copy a specific day or volume range within the current shift code template. You can copy data from a single day and volume level and paste it to another day or multiple days as needed. You can also click the Copy Day option to copy all volume levels from the selected day.

Note: if you select Copy Day the volume level drop down is disabled.

Copy Day/Volume Range Options

Department Schedule Displaying the Staffing Summary by Shift Codes

Additional Information

Defining Shifts Used to Generate Open Needs

Generating Open Needs

Manually Adding a Need