Please note, this article applies to People+ customers only. For more information please speak with your Account Manager.
To run the allocation go to the Template Allocation screen:
From here you can run the allocation by clicking on the ‘Create Proposed Allocation’ button:
You will then need to set the correct settings on the following screens:
Enter the date range that you want to run the allocation for.
Enter the Rota Group that you want to run it for.
You can also enter the zone and role but these are optional.
You can also choose a target type, if you leave it at ‘No target selected’ then the system will just assign as many patterns as possible. If you change it to ‘Contracted hours (period)’ then the system will target their contracted hours, but will even it out over the whole period. So they may work over their contracted hours one week and then below the next week.
If you set the target type to ‘Contracted Hours (period)’ then you will need to fill in the following settings:
- Maximum weekly hours – set a limit for what percentage of their contracted hours people can go over per week
- Contracted hours can be exceeded by - Set the maximum amount of hours that anyone can work for the whole allocation period.
Maximum shift rules - Set up any maximum shift category rules that you may have. For instance people cannot work more than 10 night shifts in the allocation period.
Weekend rule – If this is set then the system will not allocate patterns every x weekend to make sure that staff get a weekend off.
Set all shifts that are not allocated as ‘Unallocated’ – any empty shifts will have their status changed to ‘Unallocated’
Allocate provisional rota only – only allocate people to the provisional field
Allocate to all shifts with no confirmed name – if this is selected then even if the shifts have a team and provisional name then they will be allocated as long as they don’t have a confirmed name.
Stop current template when instance of annual leave is encountered – there are two options when encountering annual leave in the allocation. The default option is to count each day of annual leave as a step in the template. This means that if the person is off for one day, they continue the template that they were on before they went on annual leave. The option triggered by this tick box means that the template is stopped when an instance of annual leave is found and a new template is started once the annual leave is over.
Only assign team members to shift - only allocated shifts to staff members in the team assigned to the shift. If the shift doesn't have a team and this option is selected no one will be assigned to the shift.
Reset incomplete templates for all people - any incomplete templates will be reset for all staff members
Allocate shifts in priority order - if the shifts have been given a priority then the template allocation wizard will assign shifts with the highest priorities first, e.g, priority 1 will be allocated before priority 2 shifts.
Give Preference To Home Zones - will give priority to staff members with a home zone that matches that of the shift.
Press ‘Run Allocation’ to start the allocation.
After the allocation run has finished, press the finish button and you will be taken to a screen that shows you the proposed allocation.
The top panel of this screen shows you who has been assigned to which shift:
The bottom panel shows you the reasons that other people were not assigned to the shift. For instance, no templates could be started on that date and completed, or the person was in the middle of a template and the shift did not have the correct category.
If you are happy with the allocation then you need to press the ‘Rollout’ button to make it into a live allocation.
