Waterloo Information Systems Limited

Waterloo Information Systems Limited presents SS Left Click to Continue

Next Slide Previous Slide End Demo Pause or Resume Demo Restart entire Demo Shows the mouse pointer User Commands WISL Demos use standard Microsoft PowerPoint commands, such as the following : Left Click , space, N, Down Arrow Right Click , Backspace, Up Arrow Escape Key, Minus Key (-), Ctl+Break S or Plus Key (+) Left and Right Click together for 2+ seconds Move mouse for 2 seconds Left Click to Continue

SS WISL has established some computer based facilities to assist with the generation and management of a staff schedule. A browser based staff availability entry capability along with a facility to import the staff availability matrix and a staff requirement matrix to generate a schedule are the key components of the system.

The browser based capability to enter staff availability puts the onus directly upon each staff member to provide timely and accurate data upon which the schedule may be built. WISL SS also allows for the import of staff requirement data into the scheduling process. Various parameters may be specified to help create optimum results. Left Click to Continue

WISL SS provides for an interface with desktop facilities(likely a spreadsheet) to allow flexibility in modifying system results and managing the schedule. Return of the data to the data base through the interface allows for comparative reporting. Left Click to Continue

SS Demonstration Menu Type ”3” <Enter> To Restart SS Overview Type “7” <Enter> To Start Administrator Facilities Type “30” <Enter> To Start Staff Staff Facilities Type “37” <Enter> To Show Summary Information “ESC” To Exit Left Click to Continue

WISL SS Staff Scheduling The following are pages presented to “administrator” level users showing the set-up and sample results from WISL Staff scheduling. Left Click to Continue

SS Demonstration The potential user is prompted for User ID and password. If authorized the user will be presented with the administrator menu page or the staff menu page. User ID “99” is recorded as an administrator on the staff file so the administrator menu page is presented. Left Click to Continue

SS Demonstration The administrator user has access to the full maintenance and operational capabilities of WISL Staff Scheduling. Left Click to Continue

SS Demonstration Clicking on “Schedule Period Maintenance” on the menu bar invokes the Schedule Period Maintenance page. Left Click to Continue

SS Demonstration An existing period may be selected from the drop down list for maintenance or a new period may be added. Left Click to Continue

SS Demonstration Clicking on “Staff Maintenance” on the menu bar invokes the Staff Maintenance page. Left Click to Continue

SS Demonstration An existing staff record may be selected from the drop down list for maintenance as in this example or a new staff member record may be added. Upon clicking the desired record from the drop down list the page is populated with the attributes stored for that staff member. Left Click to Continue

SS Demonstration Any of the attributes on the page may be maintained except Staff ID. Left Click to Continue

SS Demonstration Clicking on “Import Staff Requirements” on the menu bar invokes the page that provides for initial generation of staff requirements data. Left Click to Continue

SS Demonstration Clicking on a schedule period initiates the population of staff requirements matrix for that period from a specified file in the “Import File Name” box for the Staff Type specified. Left Click to Continue

SS Demonstration Clicking on “Delete Schedule Period” on the menu bar invokes the page that provides for deletion of a schedule period. Left Click to Continue

SS Demonstration Selecting the desired schedule period from the drop down list and clicking the “Remove Selected Period” button will initiate deletion of the schedule period. Left Click to Continue

SS Demonstration Clicking on “Staff Availability Data Collection” on the menu bar invokes the Staff Availability Data Collection activity. Left Click to Continue

SS Demonstration The staff member record for which staff availability update is desired must be selected from the drop down list. Left Click to Continue

SS Demonstration The desired schedule period must be selected from the list displayed. Left Click to Continue

SS Demonstration The Weekly Profile would usually be maintained first. This is initiated by clicking on “Weekly Profile”. Left Click to Continue

SS Demonstration The weekly profile is maintained by clicking on slots during which the staff member is available for any week in the schedule period. An entire day my be toggled as available or unavailable by clicking on the day name header. This makes it easier to click exception slots either available or unavailable. Left Click to Continue

SS Demonstration If it is desired to modify the availability matrix for a specific week in the period then it must first be selected from the drop down list. Left Click to Continue

SS Demonstration The weekly profile specified slots are automatically entered for each week in the period. If additional slots are desired to be included in the matrix for the displayed week the user simply clicks on the slot and they are displayed in a different colour to distinguish them from the weekly profile specified slots. In this example we also clicked on the 9:30 and 10:00 slots for Sunday to remove them from the matrix for this week. An entire day my be toggled as available or unavailable by clicking on the day name header. This makes it easier to click exception slots either available or unavailable. Left Click to Continue

SS Demonstration Clicking on “Staff Requirement Schedule Selection” on the menu bar invokes the Staff Requirement Schedule Maintenance activity. Left Click to Continue

SS Demonstration The desired week is selected from the drop down list. Left Click to Continue

SS Demonstration The value in any slot may be modified to indicate the number of staff required for that slot. Left Click to Continue

SS Demonstration Clicking on the “Schedule Generation” will display the schedule parameter page. Left Click to Continue

SS Demonstration The staff type must be selected from the drop down list. Left Click to Continue

SS Demonstration The schedule type is selected based on the criteria displayed by pressing the “Help” button. In this example we choose the “Weighted” type. Left Click to Continue

SS Demonstration Parameters for minimum slots per day, maximum slots per day and maximum slots per week may be specified to help shape the scheduling process. Left Click to Continue

SS Demonstration An existing schedule previously generated for the selected period may be selected from the drop down list and the schedule results may be viewed by pressing the “View” button. The selected schedule may be selected to be used as the basis for the new schedule by pressing the “<“ button. Left Click to Continue

SS Demonstration If a previously generated schedule is selected as a starting point then two options are displayed. “Re-generation” is the default but “Initial Generation” may be selected via the radio button. The schedule run is then initiated by pressing the “File Exists Click to Continue” button. Left Click to Continue

SS Demonstration Upon completion of the scheduling process the weekly view of the schedule results is presented for evaluation. Left Click to Continue

SS Demonstration Upon completion of the schedule analysis the “Back” button returns to the parameter screen. Adjustments may be made and a new schedule run or the “Back” button may be selected. Left Click to Continue

SS Demonstration Selecting “Maintain Generated Schedule” initiates a facility that provides for changes to the schedule at the slot level and some changes to the schedule and to staff availability at the staff member level. Left Click to Continue

SS Demonstration The desired previously generated schedule must be selected from the list presented. Left Click to Continue

SS Demonstration The page for schedule maintenance provides for maintenance of any slot in the schedule. Mouse over on a given slot displays those scheduled along with the number required and the number already scheduled. Our example shows 4 required and 3 already scheduled for the 9:00 slot on Sept 02, 2009. Left Click to Continue

SS Demonstration Clicking on the left drop down of the slot lists the staff currently scheduled. To remove a staff member requires to click on the name in the list. Left Click to Continue

SS Demonstration To add a staff member to a slot click on the right drop down which initiates a second drop down. Clicking on the second drop down displays a list of those staff members who are available for the slot. Clicking on a staff member name in the list adds that member to the slot.The “Update Record” button must be pressed before any updates are made on the schedule file and the corresponding mouse over display is changed. Left Click to Continue

SS Demonstration At the bottom of the schedule maintenance page is the ability to specify a staff member from a drop down list and a “Remove Date Start” and a “Remove Date End” from drop down lists. Upon clicking the “Remove From Schedule” button the Staff member will be removed from the range of days specified for the schedule and from the staff availability matrix for that range of dates for the schedule period. Left Click to Continue

SS Demonstration In order to focus on a given day the desired day is selected from the Date column. In this example we select 02-09-2009. Left Click to Continue

SS Demonstration The same mechanism is utilized to maintain the slots as with the full schedule display but is done within the context of a single day. Left Click to Continue

SS Demonstration A staff member may also be removed from the entire day by selecting from the drop down list at the bottom of the page. Updates are effective only after pressing the “Update Record” button. Left Click to Continue

SS Demonstration Selecting SSF Reporting invokes a menu of reports for various aspects of the Staff Scheduling Facility. Left Click to Continue

SS Demonstration Clicking on “Staff Schedule For Period” will initiate specification of a schedule within a given period. Left Click to Continue

Waterloo Information Systems Limited