Check Availability
Check 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.
· Select: Duties > Check Availability
· Select the personnel to view/update.
· Select Date
· Enter Time From for viewing.
· Enter Time To for viewing.
· Enter any Reference required.
· Click Find Personnel.
e.g. A grid is displayed that shows details dependent upon the Organizations requirements.
Person: Person who is available to fill the time period required.
Click this Icon to reveal further Icon choices.
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: Date of the last offer of a shift made to the person
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
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 set. 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.
· Set the appropriate action for the time period from the list presented.
· 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.
· The selected person will have been removed from the list and put on to the duty plan.
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 filling this time period. 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.
· This will reposition the decliner in the sort order dictated by the organisations sort criteria.
·
Click 
to remove the declination.
·
Click to remove the Declination. The Message/Accept/Decline
buttons will change back to blue to indicate removal.
Enquiry Only
· Select: Duties > Check Availability
· Select the personnel to view/update.
· Click Submit
· Enter Date
· Enter Time From for viewing.
· Enter Time To for viewing.
· Enter any Reference required.
· Select Division from the drop down list
· Select Proj/Location from the drop down list.
· Check Available personnel only? and/or Personnel on RDOs only?
· Click Find Personnel.
