Use the Workload Planner

Use the Workload Planner to create, view, and edit staffing plans. For each location, the staffing plan displays the number of workers that are needed for each shift or zone and job.

You can import the staffing plan or enter it manually for each location, job, and shift or schedule zone.

Navigation:Main Menu > Workforce Planning > Workload Planner

In the Workload Planner, select the Select Timeframe icon and make a selection.
- Select a predefined schedule period.
- Choose Select Range, then select the Start Date and End Date and select Apply.
The Workload Planner loads All Home Locations by default.
To change the loaded locations, choose Select Hyperfind and select a configured location or Hyperfind.
Alternatively, you can choose Select Locations to open the Select Locations glance, which provides additional options to select specific jobs or locations (sets of jobs) in the business structure. By default, the glance lists the highest business structure levels within the configured location.
- To select jobs within one of the business structure levels listed, select its checkbox and select Apply.
- To list the breakdown of jobs or sub-levels within one of the business structure levels listed, select theright arrow.
  - If you see the level or job for the schedule you want to load, select the checkbox and select Apply.
  - To list the breakdown of any location that appears on the right, select theright arrow. The breakdown appears in a new list to the right.
  - Select the checkbox of any job or any level of the business structure to include that job or location.
  - If no right arrow appears, there is no further breakdown possible on that branch of the business structure.
- To include only locations active as of a specific date, enter an As Of date, or use the Select Date tool.
- To search for locations or jobs, type the first letters of the jobs or location in the Search field and select Launch the Search.
Note You can change the default View, Time period and Show location in Workload Planner Widget Preferences.
(Optional) To view only data from a single span, select a span from the Span Filter or select All to view all spans.
If the time period is too long for the display, use the date range arrows to display other dates.
(Optional) To customize visible columns and rows select Show/Hide then select the boxes to select or clear the listed options.
Depending on the system configuration some of these options may be unavailable.

Note Custom Labels — System Settings define the terms Weight, Acuity, Volume, Census, Budgeted, Planned, and Actual. Your system administrator can change the labels to terms that are common in your organization.

Value Limits — Workload and Volume values have the following limitations:
- Values must be positive.
- Workload values can have a maximum of 7 digits and no decimal places.
- Volume values can have a maximum of 10 digits and 6 decimal places.
If more than 6 decimal places are entered into a cell the value is rounded.

If more than 6 decimal places are entered from Tools > Add Volume the value is not rounded.

Staffing Plans in the Workload Planner

You can save several budgeted and planned staffing plans. However, only one plan at a time can be in effect.

Important The Workload Planner requires stable time spans. If workload data — including changes to the schedule period, zones, shift sets, and business structures — that are assigned to locations are edited, the current schedule period splits at the date of the changes. The period after the change contains no workload data. Select the period before the change or contact your system administrator.

Make a Short-Term Change to the Workload Planner

You can change and enter the number of employees that you need to schedule.

Navigation:Main Menu > Workforce Planning > Workload Planner

In the Workload Planner, select the location from the Location filter.
Select the cell you need to change and enter the number of employees you need to schedule.
Select Save.

Add Volume in the Workload Planner

Add Volume allows you to calculate the predicted workload volume.

Navigation:Main Menu > Workforce Planning > Workload Planner

Select the location from the Location Filter, and then select Apply.
Select the span from the Span Filter, and then select Apply.
Select Tools and then select Add Volume.
Select one or more Volume Types.
At the Volume field, enter the applicable value .
(Optional) Select the Weight.
Note The Weight option only appears with locations and jobs that have weighted volume configured.
Specify a Start and End Date.
Select Apply.

Add Workload Pattern

Use Workload Patterns to create or edit a staffing plan pattern that repeats consistently.

This plan is a standard staffing plan that defines the required headcount for an average week and holiday within a defined period, usually over a longer timeframe.

Tip If the staffing requirements vary over the year, such as seasonally, create multiple workload patterns with different effective dates.

Note

You can save one Budget that works with multiple Plans. However, only one plan at a time can be in effect. If a plan overlaps with another, the newer plan applies to the overlapped days. The effective dates of the older plan change accordingly. For example, a summer staffing plan starts on June 1. At the end of April, you extend the spring staffing plan for two weeks to June 15. The start date of the summer staffing plan changes to June 16.

Navigation:Main Menu > Workforce Planning > Workload Planner

Select the location from the Location filter.
Select Tools and then select Add Workload Pattern.
Select the Add New Pattern tab.
Select the applicable plan type.
Enter a Start Date.
Select Specify Date and enter an End Date or select Forever.

Note
If you add to an existing pattern, it will overwrite the existing values. You cannot restore the original plan. You must re-enter the values. If you save a new workload pattern that overwrites all or part of an existing plan, you lose the overwritten part.
For each job and time span, enter the number of employees to schedule.

Tip Tab to move right. Shift + Tab to move left. Use the arrow keys to move up and down.
Select Apply.

Copy a Workload Pattern

You can copy a workload planner to other locations.

Note

Only the headcount data that matches shifts and schedule zones at the destination location is copied. You cannot copy the structure of the shift set or schedule zone set in the workload plan to another location. Data that does not match shifts, zones, and time spans at the destination location is not copied.

Example: Shift sets in staffing plan


Original Location	Destination Location	Result
07:00 - 15:00	07:00 - 15:00	Headcounts copied
No shift	15:00 - 19:00	Nothing copied
15:00 - 23:00	No shift	Nothing copied
No shift	19:00 - 23:00	Nothing copied
23:00 - 07:00	23:00 - 07:00	Headcounts copied

Note

You cannot copy a plan to a location that does not have a budgeted plan.

Navigation:Main Menu > Workforce Planning > Workload Planner

Select Tools and then select Add Workload Pattern.
Select a Workload Pattern.
Select Duplicate.
Select a Type for the new Pattern from the Type drop-down list.
Specify a Start date.
Select specify Date and enter an End date or select Forever.
(Optional) Make changes to the workload.
Select Apply.

Edit a Workload Pattern

Administrators or Managers with access can edit Workload Patterns as needed.

Note A workload pattern can only be edited if the start date is today or in the future. A workload pattern with a start date in the past cannot be edited.

Navigation:Main Menu > Workforce Planning > Workload Planner

Select a location from the Location Filter.
Select Tools > Add Workload Pattern.
Select the Type drop-down list and then select Edit.
Make edits as needed.
Select Apply.

Delete a Workload Pattern

You can delete a workload planner due to errors or changes.

Navigation:Main Menu > Workforce Planning > Workload Planner

Select a location from the Location Filter.
Select Tools and then select Add Workload Pattern.
Select the Type drop-down list.
Select Yes.
Select Save.

Lock or Unlock Cells

You can lock or unlock cells in the Workload Planner. Locked cells are grayed out.

Note Only volume can be locked and unlocked.

Navigation:Main Menu > Workforce Planning > Workload Planner

Lock cells.
1. Select a Row and select Tools > Lock.
2. Select one or more Volume Types to lock.
3. Specify a Start and End date.
4. Select Apply.
Unlock cells
1. Select a row with locked content and select Tools > Unlock.
2. Select one or more Volume Types to unlock.
3. Enter a Start and End Date.
4. Select Apply.

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