1. Cerner Clairvia: Daily Editor Training
Health care is too important to stay the same
Date

2. Why we are here today…
We implement Clairvia in multiple visits and we have reached the “Daily Editor” training event
Kick Off
Project Goals & Objectives
Product Overview
Product Demo
DB Collection Workbook
Project Timeline
Next Steps
System Admin
Admin
Assignment Info
Cerner Clairvia Configuration
Employee Info
Employee Web Training
Schedule Editor
Processing Requests
Schedule Generation
Publishing Schedule
Readiness Visit
Daily Editor
Swap Shifts
Reports – Scheduling and Staffing
Go-Live
Post Go-Live

3. Session Objectives
Understand how and why making daily edits within Staff Manager is important
Understand the layout and use of the Daily Editor tool within Staff Manager
Place employees in the schedule
Remove employees from the schedule
Edit existing schedules
Add assignment notes to the schedule
Create shift opportunities

4. Terminology Crosswalk
Staff Manager Term
Current Term
Example/Explanation
Task
Shift RN
Profile
Unit, Department or Cost Center
ICU
Workload Matrix
Staffing Grid
Grid that defines how the unit is staffed at the break points of occupancy
Core Coverage
Budgeted/Target Staffing
Standard staffing mix used to create a future schedule
Pattern
Skeleton, Track, Shell, Rotation, Block Schedule
Working every third Saturday and Sunday
Skill
Job, Role RN
Publish
Post
Schedule is “on the wall”
Requests
Team or Self Scheduling
Tasks scheduled by employees for themselves can be changed by the manager
Opportunities
Holes or needs on the schedule
Posted opportunities are visible only to employees with appropriate skills, competencies and availability
Shift Swap
Trades
Rules govern who can swap and what can be swapped

5. What are Daily Edits? Edits to the schedule, made daily, such as:
Split shifts
Sick calls
Floats
Assignment Notes
Made daily to ensure:
Staffing targets calculated in Demand Manager and Acuity are correct
The correct caregivers are available to assign to patients in Assignment Manager
Staff are referencing up to date schedules
Variances on reports are accurate

6. Why are Daily Edits Important?
Assignment Manager needs to be correct for proper patient assignment
Staff are referencing up to date schedules to know when to work
Update this slide if client does not have Assignment Manager

7. Why are Daily Edits Important?
The correct caregivers are available to assign to patients in Assignment Manager
Variances on reports are correct
The resulting decisions made from these tools are correct
Update text if client does not have Assignment Manager

8. HR Integration
Your organization’s HRIS system sends data to Staff Manager daily. This is a one-way feed.
Fields that are maintained by the HR Interface should not be updated in Staff Manager. They should be updated through your HRIS.
PeopleSoft and Clairvia interface Monday – Saturday at 9:05am.
HRIS
Staff Manager

9. Time and Attendance Integration
Your organization’s Time and Attendance (T&A) system sends punch data to Staff Manager daily. This updates the task start and end times in Staff Manager.
Staff Manager sends schedule data to the Time and Attendance system daily. This updates the schedules in the T&A system.
2/7/17 – The time and attendance interface is not yet turned on.
Clairvia Staff Manager sends schedule data to time and KRONOS (time and attendance) daily; it pulls the prior day and 14 days forward and runs at 7:00am.
T&A
Staff Manager

10. Using Daily Editor vs Schedule Editor
Key differences between Daily Editor and Schedule Editor
Links, blocks and the rules they enforce are not active in Daily Editor
Daily Editor best practice – small, immediate changes to the current schedule
Schedule Editor should be used to create and generate future schedules
Several users may edit the same profile schedule information in Daily Editor while only one can make edits in Schedule Editor

11. Daily Editor – Conflict Messages
The following conflict messages may be encountered. All can be overruled.
The employee is already scheduled on that date and time
The employee is unavailable based on settings in Employee Info
The employee does not have the required skill
Plan will be exceeded if staffed (FTE Plan Met)
If an employee is scheduled to this task it will exceed the maximum number of staff defined by the staffing target (Staff to Plan)

12. Schedule Editor & Daily Editor Color Codes
Font Color
AutoStaffed: Black
Staffed by Pattern: Green
Staffed Manually: Purple
Staffed by Link: Blue
Approved Float Assignment: Pink
Pending Request: Orange for home profile requests
Approved Request: Red for home profile requests
Colors are the same in both editors

13. Daily Editor Overview

14. Solution Basics: Opening Daily Editor
Two ways to open:
From Maintain menu, select Daily Editor
Click Daily Editor icon on the taskbar

15. Solution Basics: Daily Editor
The Daily Editor contains common software elements such as menus, toolbars, and icons. 1 2 3 4 5 6
The Menu bar
Profile Selection menu
Save button
Period Orientation Mode
Auto Expand Grid Cells
Add Opportunities icon; drag the icon to a schedule cell to add an opportunity

16. Solution Basics: Getting Help
There are two ways to get help within the Daily Editor tool. 1 2
The Help menu located on the menu bar.
The Help icon button which, when clicked, will allow you to select a section of the screen to view help information for.

17. Solution Basics: Setting the Period Mode
Setting the Date
Click in the Date field to select the date
Click on the Commit Change icon after every change
To Change the Period
Click on the drop down list
To Change the Period Mode
Start Date: shows selected date in first column
Day Before: shows the day before the selected date
Centered: centers the selected date in the middle column

18. Moving with the Period and Pay Period Buttons
Next Period
Moves the date range to the next period
Previous Period
Moves the date range back a period
Next Pay Period
Moves to the last day of the current pay period
Previous Pay Period
Moves to the first day of the current pay period

19. Daily Editor Setting up the View
The Assignment, Task and Skill columns can be sorted by clicking on the header
Assignment has two options:
Ascending alphabetical (A)
Descending alphabetical (D)
Task and Skill have three options:
Custom (C) this is set up using Options | Display Settings

20. Daily Editor Schedule Grid
The Schedule Grid
Displays schedule information from Schedule Editor
Hover over assigned names for additional information
Hover to Discover

21. Daily Editor Auto Expand Grid Cells
When the Auto Expand Grid Cells button is not active, the information is displayed as one row.
This makes it easier to get a general view of the schedule, but some information may be hidden from view.
Clicking the Auto Expand Grid Cells icon allows the row to expand so all data is visible.
See number 5 on slide 14 to view what the Auto Expand Grid Cells button looks like.

22. Profile Selection Panel
“Info on the Fly”
Hovering the cursor over different sections of Daily Editor brings up information “on the fly.”
Hovering the cursor over any employee name, assignment, task or skill cell shows detailed information.
Hover to Discover

23. Profile Selection Panel
Selection Dialog
A/U shows employee status.
Paid Hours shows paid hours, total hours, overtime hours, and overtime hours if scheduled.
Date columns show the employees schedule for the day before and day following the schedule date.
Hover over panel cells for additional information.
Information displayed can be used for staffing decisions.
Paid Hours Colors:
Black – spot on
Red – already in OT
Orange – will be in OT if scheduled to the task

24. Auth. Floats Selection Panel
Auth. Floats Selection Dialog
Displays employees able to float into the unit.
This information comes from the Float tab in Employee Info.
Hover over panel cells for additional information.

25. Toggle the view using the View icon.
Task Selection Panel
Task Selection Dialog
Allows the user to filter the view based on selected tasks and/or skills.
Toggle filter
Allows the user to turn the filtered view on and off.
Toggle the view using the View icon.

26. Coverage Totals Panel The Total Grid
Displays the number of each skill per partition.
Color-coded based on calculated needs.
Hover over the total boxes for additional variance and the patient census
Variances are used by management to determine if extra staff are needed or if floats are necessary
Coverage totals panel is on the bottom of the screen, under the schedule.
Core coverage should be updated annually when budget data is updated.

27. Solution Basics: Adding an Employee
There are two methods of getting help within the Daily Editor tool 1
Click the shift where you will add the employee.
Click an available employee in the Selection Dialog on the right.
Drag and drop the employee name onto your previously selected shift.
Ensure that the correct employees are assigned to correct tasks.
Important to keep the schedule accurate and up to date.
Edits made here will update the available resources in Assignment Manager.
**If there are Opportunities in the shift you are adding an employee to – you will get a prompt Do you want to award the opportunity?

28. Removing an Employee
Double-click the task containing the employee you want to delete. This opens the slot dialog box.
Right-click the employee’s name and select Delete Selected Schedule Slot from the context menu.
Click Yes when prompted to confirm your deletion.

29. Why is Removing an Employee Important?
This action will ensure that the employees are not assigned to incorrect tasks when otherwise occupied or not present in the hospital.
Since the schedule is visible to everyone, its important that its kept as accurate and up to date as possible.
If the schedule isn't accurate, managers will be making staffing decisions based on inaccurate information.
Assignment Manager will be incorrect, resulting in an incorrect patient assignment sheet.

30. Editing Start and End Times
Double-click the task containing the start or end time you want to edit.
Click the start or end time to be edited inside the Slot Dialog box.
Close the Slot Dialog box to save your changes.
Ensures staff are represented correctly on the schedule
Split Shifts are correctly documented
Assignment Manager is kept up to date for staff with patient assignments

31. Adding or Editing Assignment Notes
Double-click the task to enter an Assignment Note.
Right-click the employee and select Edit Assignment Note from the context menu.
Type your note in the text box and click OK.
Close the Slot Dialog box to save your note.

32. Why are Assignment Notes Important?
Assignment notes are visible to management staff and allow the communication of information about that specific employees task.
For example: The notes will be able to denote why a person isn't working the full duration of a shift, as well as who is working the remaining hours in that shift.

33. Solution Basics: Adding Open Opportunities
There are two methods of getting help within the Daily Editor tool 1
Drag and drop the Open Opportunity icon onto the task with the opening.

34. Shift Swaps The following codes mark a Shift Swap’s status:
(CS) Completed Swap
(PSM) Pending Swap Awaiting Manager Approval
(RS) Requested Swap
(S) Swap Invitee

35. Reports – Clairvia Web

36. Web: Reports>Schedule>Schedule

37. Schedule Selection Criteria

38. Schedule Selection Criteria

39. Web: Reports>Schedule>Daily Staffing Board

40. Daily Staffing Board Selection Criteria

41. Daily Staffing Board Selection Criteria

42. Web: Reports>Schedule>Housewide Staffing Report

43. Housewide Staffing Report Selection Criteria

44. Housewide Staffing Report Selection Criteria

45. Web: Views> Enterprise Staffing

46. Enterprise Staffing Report Selection Criteria

47. Reports – Staff Manager

48. Staff Manager: Reports>Employee>Requests Detail
This is per profile
Select Employee
Select Assignment
Enter Start and End Dates
Only Display Requests with Notes – Yes or No
What type of requests: All, Pending, Approved or Denied
Show Float Employees – True or False (employees that can make requests in your profile)
Show Secondary Employees – True or False

49. Staff Manager: Reports>Schedule>Employee List by Assignment
Run per profile
Select all employees or individual (s)
Select all assignments or individual (s)
Enter Date Range
Do you want Assignment Notes?
Define Start and End times by: Shift, Coverage, Do not display time data

50. Staff Manager: Reports>Schedule>Assignment List by Employee
Run per profile
Select all employees or individual (s)
Select all assignments or individual (s)
Enter Date Range
Do you want Assignment Notes?
Define Start and End times by: Shift, Coverage, Do not display time data

51. Staff Manager: Reports>Float>Float In
This report can be run for multiple profiles
Select Date Range
Do you want to include Assignment Notes?
Sorted by Date of float
Roll up table at bottom of report by profile with grand total of hours for date range selected

52. Staff Manager: Reports>Float>Float Out
This report can be run for multiple profiles
Select your date range
Do you want to include Assignment Notes?
Report sorts by Date the employee floated out of their home unit
Table at the bottom is a roll up by profile with a grand total of hours employees floated out of their home profile to other profiles

53. Staff Manager: Reports>Schedule>Open Shift/Oppty by Task
This report can be run for multiple profiles.
Specify the date range you are looking for
Sort by Open Opportunities or Open Shifts
Sort by Date Needed or Required Skill
**Great report to run when an employee states they aren’t seeing any opportunities
**Even though there is a Sign Up column here, we do not recommend printing this out and having employees sign up

54. Review

55. Daily edits should be made daily. Daily edits should be made
Review Question
True or False?
Daily edits should be made daily.
True
Daily edits should be made
timely, daily.

56. False Review Question True or False?
The color codes of tasks (shifts) in Daily Editor are not consistent with the color codes in Schedule Editor.
False
The color coding is the same in both modules. For example, Green means Pattern in both Editors.

57. Click and drag an employee from the selection dialog
Review Question
How would you add an employee onto the schedule?
Click and drag an employee
from the selection dialog
onto the correct task.

58. False Review Question True or False?
Data that is altered in Daily Editor is not updated automatically in Schedule Editor.
False
Data that is changed in Daily Editor is also changed in Schedule Editor automatically.

59. Under Schedule > My Schedule
Review Question
Where can staff view the daily edits after they have been made?
Note – Staff Manager here is probably meant to be Clairvia Web since the questions ask about staff, not managers or schedulers.
Staff Manager Web
Under Schedule > My Schedule

60. Review Question D. Both A and C
Hovering over a staff member’s name in Daily Editor will show the following:
A. Phone number or numbers
B. Address
C. Skill
D. Both A and C
D. Both A and C

61. Double-click the cell where the employee is currently scheduled.
Review Question
How do you remove an employee from the schedule?
Double-click the cell where the employee is currently scheduled.
In the slot dialog box, right-click the employees name and select Delete from the context menu.