Check Backfill Availability
Complete the Backfill with partial/none allocation of the shift.
Backfill with more than one person
Check Backfill Availability
Individual personnel can mark non-working days as available or not available for work for specific time periods. (See Show my availability for full details). Enables a check on who is available at any time during a specific time period. This facility enables Line Managers to contact available persons in order sorted by criteria dictated by the organisations policies and agreements.
Allows shifts for backfill indicated posts (whether vacant or occupied) to be filled by selected personnel who are available for those shifts.
· Select Duties > Check Backfill Availability.
· Select the Personnel to check for shifts that require backfilling.
· Enter date From for start of the period to be checked (Default is the start date of the current pay period).
· Select Level 1 from drop down box.
· Select Cost Centre or Any from drop down box.
· Select the number of days to be viewed
· Select Only show shifts that need attention? If required.
· If available select Level 4 from drop down box as required.
· Select Available personnel only? Or Personnel on RDOs only? as required
· Click Find Posts.
A grid is displayed that shows the following details:
Post ID: 1st line: - ID of each Post allocated shift within the
Cost Centre during the selected period e.g. 
.
2nd line: - A blank cell.
Post/Person: 1st line: - Post home Cost Centre e.g. 
.
2nd
line: - Post person e.g. 
14 Columns: Day and date for each day in a 14 day period.
Start day of
period.
Each of the
remaining 13 days of the period.
Against
each Post ID 1st line: - each Day shows the Shift Hours allocated
e.g. 
,
for split shifts or a blank cell where
no shift is allocated.
Against each Post
ID 2nd and subsequent lines: - each Day shows the shift hours
covered by the Post person e.g. , for split shifts, 
for various
shifts/activities, a blank cell where no shift is allocated at this Cost
Centre, or the person is on a Rest Day or Work Free day.
If the Post person is
allocated to another Cost Centre any time during the duration of the shift to be
backfilled then that Cost Centre is displayed to show that the person is not
available for this Cost Centre e.g. 
.
Hover the Cursor
over any details to see further details e.g. 
.
Where any Shift
requires backfilling the 1st & 2nd line cells will be
displayed in red with Attention and the shift highlighted
in bold print e.g. 
.
e.g. Shows only shifts that require attention
A Function Parameter may be set that allows a selected Person to automatically fill selected shifts (where possible) this facility appears after Find Posts has been completed
· Select the Person required.
· Enter Time From and Time To for filling.
· Select the Attention Shift to be filled
Complete the Backfill with partial/none allocation of the shift.
· Click on Attention Cell required. The grid will now display Backfill Details.
· Click Find Personnel to list availability of personnel to fill part or whole of the shift.
· Check Will this complete the shift? If required complete with only partial fill.
· Click Completed if the shift or the remaining part of the shift does not require filling and the following is displayed.
· Enter any Notes concerning the non-fill requirement.
· Click Submit.
· Attention and Red background will be replaced with the shift as planned and the explanatory note will appear. Hover the cursor to read the note details.
· If required click on the shift to start Completion reversal.
· Click Completed
· Click Remove to revert back to Attention.
Backfill with one person
· Click on Attention Cell required. The grid will now display Backfill Details.
· Select Include Conflicts? if required.
· Select Sort Alphabetically? if required.
· Select Ignore Availability? if required.
· Click Find Personnel to display available selected personnel who meet the criteria for backfilling this shift.
A grid is displayed that shows the following details:
Person: Person who is available to backfill the shift required.
Click this Icon to
reveal further Icon choices for viewing
Click
on selected Icon for Persons contact details, Person information or
Persons photo if available.
Stage: Organisation sort sequence for backfill selection.
Life Hours: Total number of hours worked within the organisation.
Start Date: Date that the person commenced with the organisation.
Week Hours: Hours allocated to the person for the week containing the shift that requires backfilling.
Pay Period Hours: Hours allocated to the person for the pay period containing the shift that requires backfilling.
Day/Date Columns: Show shift details for Day/Date before that to be backfilled, Day/Date to be backfilled and Day/Date following that to be backfilled. They assist in shift change decision making.
Today: Current day shift details that together with Contact details enables contact to be made quickly with the selected person.
Contact: Contact numbers for the person enabling quick contact to be made with the selected person.
Last offer Details of last offer of a Backfill shift.
AM/PM/Night: Shows person availability by day portion as indicated by the person
(See Show my availability for more details).
Comments: Any comments as required.
Buttons: Messages/Accept/Decline selections.
Message
Enables line managers to record messages left for the person selected to backfill if they are not immediately contactable.
· Click Message
· Check Email Sent to record if an Email has actually been sent to the person selected.
A System Administrator will set the message titles in a Look Up Table which will appear in drop down lists against each Phone number listed.
· Call the listed Tel # in priority order.
· Select message from the drop down lists against each Tel# called.
·
Click 
to return to availability list if
you don’t want to leave messages.
·
Click 
to record the messages sent. Message
button will change to red to indicate message left.
· Hover the cursor over the red message button to see the message detail.
·
Click 
to remove the messages.
·
Click 
to remove the message set. The
message button will change back to blue to indicate removal.
Accept
Enables line managers to contact the top person in the availability list and offer the time period required to be filled. If they accept, apply the time period to them from this screen. Updates Duty Plan and Backfill Availability.
· Contact the top listed available person depending upon the selection criteria required for backfilling this shift. Offer the time period required to be filled.
· If the contact call is not answered then proceed as Message shown above
· If the person declines the shift proceed as Decline shown below.
· If the person accepts the shift as offered, click Accept against that person.
· Enter Shift, Project/Locations, Activity and/or Duty details to apply to the day.
· Click Submit.
· Select Shift from the drop down list.
· Click Notify box if required to automatically notify each affected person (and notify any other personnel, such as supervisors) of the Shift Change. Such notifications will be initiated when the changes have been made. (See Notify).
· Click Back to return to previous page if any changes are required.
· Click Submit to apply the Backfill Details to the Duty Plan.
· Check Backfill Availability grid is updated with the Backfill Details
Decline
Enables line managers to record the selected person’s declination of the offered shift.
· Contact the top listed available person depending upon the selection criteria required for backfilling this shift. Offer the time period required to be filled.
· If the person declines the shift as offered, click Decline against that person.
· Enter any Comments concerning the declination of the offer for Audit purposes.
·
Click if not declining.
· Click Submit to decline. The Message/Accept/Decline buttons will change to red to indicate selection is not permissible.
·
Click 
to remove the declination.
·
Click to remove the Declination. The Message/Accept/Decline
buttons will change back to blue to indicate removal.
Backfill with more than one person
In a case where no-one person is available for the whole shift it may be necessary to backfill the shift with more than one Person to accommodate the hours. In such a case there will be more than one line of backfilling details displayed against a Post ID.
· Click on Attention Cell required. The grid will now display Backfill Details.
· Enter Time From and Time To for backfilling.
· Click Find Personnel to display available selected personnel who meet the criteria for backfilling this shift.
· Contact the top listed available person depending upon the selection criteria required for backfilling this shift. Offer the time period required to be filled.
· If the contact call is not answered then proceed as Message shown above
· If the person declines the shift as offered, proceed as Decline against that person.
· Enter any Comments concerning the declination of the offer for Audit purposes.
· If the person accepts the part shift as offered, click Accept against that person.
· Check or amend the details for the accepted shift.
· Click Submit.
· Select Shift from the drop down list.
· Click Notify box to automatically notify each affected person (and notify any other personnel, such as supervisors) of the Shift Change. Such notifications will be initiated when the changes have been made. (See Notify).
· Click Back to return to previous page if any changes are required.
· Click Submit to apply the Backfill Details to the Duty Plan.
· Return to Backfill grid (Updated with first backfill entry).
· Click on Attention Cell required. The grid will now display Backfill Details.
· Enter the next Time From and Time To for backfilling.
· Select Include Conflicts? if required.
· Select Sort Alphabetically? if required.
· Select Ignore Availability? if required
· Click Find Personnel to display available selected personnel who meet the criteria for backfilling this shift.
· Contact the selected person to offer the part shift.
· If the person declines the part shift as offered, proceed as Decline
· If the person accepts the part shift as offered, click Accept and proceed as Accept..
· Check the details for the accepted shift.
· Click Submit.
· Select Shift from the drop down list.
· Click Notify box to automatically notify each affected person (and notify any other personnel, such as supervisors) of the Shift Change. Such notifications will be initiated when the changes have been made. (See Notify).
· Click Back to return to previous page if any changes are required.
· Click Submit to apply the Backfill Details to the Duty Plan.
· Check Backfill Availability grid is updated with the Backfill Details
Notes
Notes added in Duty Planning are shown in backfilling. Hover the cursor over the Note Icon in a cell to show the first line of the note.
May also be added to any persons shift within backfilling..
· Click on a persons underlined shift to add notes.
· Click Cancel if you don’t want to add a note.
· Click Clear Notes to clear notes.
· Click Submit to apply note. Hover the cursor over the Note Icon in a cell to show the first line of the note. This note will appear in Duty Planning
View/Change Duty Details
· Click on a persons underlined shift to View/Change Duty Details.
· Click Cancel if you don’t want to View/Change Duty Details.
·
Click 
to View Duty Details
· Click on the underlined Activity to make any changes required other than Swap shifts which must be done in Duty Planning.
Backfill Publishing
A Function Parameter setting allows publishing options to be available on ‘Check Backfill Availability’ page:
|
|
In System Control Parameters > Maintain Function Parameters set the parameter ‘Check Availability, Parameters.AllowBackfillPublishing.
Set to ‘0’ (default) – no backfill publishing functionality required Set to ‘1’ – backfill publishing functionality enabled
|
Shifts that require attention can be published by clicking the ‘Publish’ button. The shift is then advertised for personnel to show interest.
Published shifts are displayed in yellow. When personnel have registered interest in the published shift it will be displayed in green along with the number of interested personnel.
Selecting the ‘Interested Only?’ tick box before clicking the ‘Find Personnel’ button will filter the search to return anyone who is available and has expressed an interest, regardless of the current organisation selection.
See Backfill Shift Interest Shifts button on Home Page
Backfill Shift Interest
An option is available on the home page (controlled by user profile) called ‘Shifts’:
Selecting this option will display the Backfill Shift Interest page which lists all published backfill shifts.
As with event planning, a user can indicate interest in a shift or cancel their interest if no longer interested. Any personnel indicating interest in this way will appear in the backfill personnel search if the interested only option is ticked.