Import Users’ Leave Balances – Paylocity Integration

BGS Scheduler will import information from a variety of county finance systems including Paylocity.

 

To Import User’s Leave Balances from Paylocity (Comp, Sick, Vacation, Other[School], Petty etc) into BGS Scheduler:

  1. Run Or Request the “Leave Accruals Report” from Paylocity.
  2. Save this file as an Excel worksheet (XLS or XLSX).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “Paylocity – Import Leave Balances“.
  5. Click “Step 1 – Upload Report Leave Accruals Report as XLS File“.
  6. Select the report you saved from Paylocity step 1 and Drag-And-Drop or Click Upload File.
  7. Verify the Report As Of Date / Effective Date.  If the date is incorrect, click “Change As Of Date / Effective Date”.
  8. Verify that each user is matched from the Paylocity report to the BGS Scheduler.  A red box will appear if any user can not be matched up.
  9. Users that are not matched up correctly will be excluded from the final import.  You can continue with red users selected.
  10. Verify the leave balance for each user in the import.
  11. Once all users have been matched, click “Complete Data Import“.

 

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Different Sick Types (ie Sick Full Time, Sick 12 Hour, etc) will be merged together.  School leave will be imported as Other Leave.

 

Import Users’ Leave Balances – New World Integration

BGS Scheduler will import information from a variety of county finance systems including New World.

To Import User’s Leave Balances from New World into BGS Scheduler:

  1. Run Or Request the “EMPLOYEE ACCRUALS YTD REPORT” from New World.
  2. Save this file as a XLSX.  (Not PDF,Excel, Html etc).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “New World – Import Leave Balances“.
  5. Click “Step 1 – Upload New World Report “EMPLOYEE ACCRUALS YTD REPORT” (XLSX File).”
  6. Select the report you saved from New World in step 1 and Drag-And-Drop or Click Upload File
  7. From the New World report, locate the “As Of Date” or “Effective Date” from the report.  Enter this into the field “Enter The Accrual Balance Report As Of Date / Effective Date:“.
  8. Click “Update Report As Of Date“.
  9. Verify that each user is matched from the report to the BGS Employee Id.  If a user is not found, a red box will appear next to that user’s name.  You can edit the User’s profile and update their “Employee Id” field to correct any inconsistencies.
  10. Once all users have been matched, click “Complete Data Import“.

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Holiday hours will not be removed as they are not affected by the New World Import.

Import Users’ Leave Balances – Munis Integration

BGS Scheduler will import information from a variety of county finance systems including Munis.

To Import User’s Leave Balances from Munis into BGS Scheduler:

  1. Run Or Request the “EMPLOYEE ACCRUALS YTD REPORT” from Munis. (Tyler Dashboard -> Tyler Menu -> Employee Accruals Report -> YTD Balance)
  2. Save this file as a TEXT or txt file.  (Not PDF,Excel, Html etc).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “Munis – Import Leave Balances“.
  5. Click “Step 1 – Upload Munis Report EMPLOYEE ACCRUALS YTD REPORT“.
  6. Select the report you saved from Munis in step 1 and Drag-And-Drop or Click Upload File
  7. From the Munis report, locate the “As Of Date” or “Effective Date” from the report.  Enter this into the field “Enter The Accrual Balance Report As Of Date / Effective Date:“.
  8. Click “Update Report As Of Date“.
  9. Verify that each user is matched from the Munis report to the BGS Employee Id.  If a user is not found, a red box will appear next to that user’s name.  You can edit the User’s profile and update their “Employee Id” field to correct any inconsistencies.
  10. Once all users have been matched, click “Complete Data Import“.

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Holiday Time and Other hours will not be removed as they are not affected by the Munis Import.

 

Import Users’ Leave Balances – eSuites Integration

BGS Scheduler will import information from a variety of county finance systems including Tyler Technology – eSuites.

 

To Import User’s Leave Balances from eSuites into BGS Scheduler:

  1. Run Or Request the “Accrual Balance Report” from eSuites.
  2. Save this file as an Excel worksheet (Not Html or CSV).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “E-Suites – Import Leave Balances“.
  5. Click “Step 1 – Upload E-Suites Report Accrual Balance Report“.
  6. Select the report you saved from E-Suites in step 1 and Drag-And-Drop or Click Upload File
  7. From the eSuites report, find the “As Of Date” or “Effective Date” from the report.  Enter this into the field “Enter The Accrual Balance Report As Of Date / Effective Date:“.
  8. Click “Update Report As Of Date“.
  9. Verify that each user is matched from the E-Suites report to the BGS Employee Id.  If a user is not found, a red box will appear next to that user’s name.  You can edit the User’s profile and update their “Employee Id” field to correct any inconsistencies.
  10. Once all users have been matched, click “Complete Data Import“.

 

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Comp Time, Petty Time and Other hours will not be removed as they are not affected by the eSuites Import.

 

Additional Information:

Tyler Technlogies – eSuites

 

Modify An Approved Time Off Request

Modify An Approved Time Off Request

Once a leave request has been approved, it may be necessary to make changes to the hours type (sick, vacation, comp, etc) or the leave category.  There are two ways to locate the Time Off Request:

 

Method 1 (Review Time Off Request Menu):

1.) Click on “Scheduling Admin” -> “Review Time Off Requests“.

2.) Select “Approved Requests” from the Filter.

3.) Click on the Leave Request to open the edit details view.

4.) Change the “Time Off Status” to “Pending“.

5.) Click “Reset To Pending Time Off Request..“.

Note:  This will send a notification to the user that the request is being modified.

6.) Re-Open the details view for the Leave Request by clicking on the Leave Request as you did before.

7.) Notice this time the “Modify Hours” button is enabled.

8.) Click the “Modify Hours” button and adjust the hours as needed.

9.) Once the editing is completed, be sure to re-approve the Leave Request.

 

Method 2 (Edit Today’s Schedule View):

1.) Click on “Scheduling Admin” -> “Edit Today’s Schedule“.

2.) Navigate to the correct date using the Day Advance, Shift Advance Or Click the calendar to jump to the date.

3.) Open the “Leave Requests” accordion on the right.

4.) Double click on the Leave Request to open the edit details view.

 

5.) Change the “Time Off Status” to “Pending“.

6.) “Reset To Pending Time Off Request..“.

Note:  This will send a notification to the user that the request is being modified.

7.) Re-Open the details view for the Leave Request by clicking on the Leave Request as you did before.

8.) Notice this time the “Modify Hours” button is enabled.

9.) Click the “Modify Hours” button and adjust the hours as needed.

10.) Once the editing is completed, be sure to re-approve the Leave Request.

 

 

 

 

If the Leave Request is no longer needed:

If the Leave Request is no longer needed by the user or Admin needs to Deny the request, this can be done by following the same procedure above and Un-Approve the leave request back to “Pending” status.  Once the Leave Request is Pending, the leave can be set to “Denied” and this will complete the process.  Any Leave Hours deducted from the user will be returned and the user notified of the change.

 

Open Shift Details

The Open Shift Details page shows upcoming events that are not assigned to any user.  The Open Shifts can be created if no user is assigned to a unit with the Required Coverage flag, or when a user’s Leave Request is approved and the schedule is created.

Click on the button “Edit Date” to go to each day and drag a user from the Available Staff menu to the unit with an open shift.

 

See Also -> Schedule Editing.

Calendar Creation

Calendars are created monthly.  Creating a calendar will assign users to their assigned unit for the entire month and process Leave Requests & Shift Swaps.

Click on “Scheduling Admin” -> “Scheduling Admin Menu” -> “Create Calendar“.

Note:  Creating a calendar will assign users to units, process Leave Requests & Shift Swaps.  The calendar will not be shown to non-admin users until you “Publish” the calendar.  This includes the Google Calendar Sync feature.

Note:  Notifications will be shown to let you know if there are any items you may want to address before proceeding.  These items are suggested to be corrected but are not required.

 

Once you are ready to proceed, click “Step 4.) Review User’s Unit Assignments & Create Calendar“.

Next, review the ABC(D) based units and the assigned staff.  This is the recommended place to change users from one unit to another.  (ie User 1 will be moved from M21-1 to M21-2 and User 2 will be moved from M21-2 to M21-1).

Units that do not have a user assigned are are not marked as “Required Coverage” will be hidden.  To see the hidden units, click “Show Hidden Units“.

Next, click on Daily Based Units header to review the users assigned to units with Daily Staffing model (ie Admin Monday-Friday units)

Next, click on Pattern Based Units header to review the users assigned to units with Pattern Staffing model (ie Non-ABCD based units)

 

If your agency does not use A Shift, then B Shift, then C Shift (and optional D Shift), the patterns allow you to configure any pattern you like.  If your agency does not use Pattern based unit staffing, skip to the next header.

Notice that this unit uses a pattern of “1000”.  Each digit in the pattern represents a day.  Since this pattern has 4 digits, this particular unit pattern will repeat every 4 days.  The first day of the pattern, the user will work since the digit is a 1.  The next three days the user will be off since the digit is a 0.

This configuration allows you to set the pattern start for each user.  For example, Users starting on 9/5/2016 will work 9/5, and be off 9/6, 9/7, and 9/8.  Then work again on 9/9/2016.

The User’s Start date is only one date where the pattern is applied.  Since there are 4 days in the pattern, any date that the pattern begins will be correct.  Typically your agency will have a few dates that will work for nearly every unit.  This only applies to situations where your ABC(D) shifts are not in order (ie A shift today, tomorrow is B, then C, then [optionally] D).

Don’t worry too much about the setup of the units as BGS will configure this for you.

Notice the “User Alias” column.  This provides an easy resource to associate any pattern start date back to a simple A,B,C,D type alias for your sanity.

 

Next, review the “Full Time Users Not Utilized” and ensure that if any users are present, they are supposed to not have a unit assignment.

 

Once you have verified all users and made any changes, click “Update Unit Assignments“.

 

Depending on your system configuration, some or all of these options will occur.  Once all steps have completed, you will be redirected back to the Schedule Admin Menu to begin assigning users to cover Approved Leave Requests.

 

Next, click on “Open Shift Details” to assign Available Users to open events created by approved Leave Requests.

 

Note: Don’t forget to Publish the calendar for Non-Admin staff to see their schedule.

 

Also See -> Schedule Editing.

 

Schedule Editing

Once the monthly calendar is made, you will need to cover all leave requests with available personnel, ensure required units are covered and review over time accruals.

 

Click on “Scheduling Admin” -> “Edit Today’s Schedule

Let’s review each piece of the edit schedule page.

  • Navigation Bar

At the top of the page is the navigation header.  In the center you will see the day you are editing and the associated shift letter.  To the right of the shift letter is a calendar icon .  Click on this icon to jump to another date.  You can also enter the date into the browser url bar .

To the left of the date are a series of icons.

The first icon is Expand Bases icon.  Each Base contains all the units assigned to organize units easier.  ie Station 2 has units “M21” & “M22”.  The next icon is the Collapse Bases icon.  This will hide all units in each Station.  The middle icon is the Add New Event icon.  Use this button to create a new event on the schedule.  The next icon is the Email For Coverage icon.  Click to notify staff that an event needs coverage (You can select which users on the notify page).  The last icon is the Refresh Schedule icon.  This will reload all the resources on the page.  It is faster to reload the resources rather than reload the entire page.

 

To the right of the date are the quick navigation icons. 

The first icon will return you to today’s schedule.  If you are already on today’s schedule, then this icon will not be shown.  The remaining icons will move the schedule editor ahead or back one Shift or Day.

 

  • Bases & Units

On the left side of the editor, you will see each Base and the units that are assigned to Base.  Note that each base can be expanded or collapsed with the icon next to the base name.  Station 1 is collapsed and can be expanded by clicking on the expand carrot.

Under each Station, the units at that station will be shown (ie M31-1) along with the normal times the unit operates.  The user(s) working the event is shown below the unit name.  If there are any notes from supervisors or users, these will be shown as a black comment balloon.  The Comments can be seen by hovering over the comment balloon.  Notice that two users are working on unit M31 0700-1900 and 1900-0700.

 

To Add An Event, you can click on the add icon in the top navigation bar or double click on the unit nameThe popup will ask for the unit and the user to work the event.  If you double-clicked on the unit name to create the event, then the unit will be automatically selected for you.  Select the user to work the event or leave it as an Open Position.  Once you click “Create Event” the remaining event details (Times, notes etc) will be shown.

 

To Move User From One Event To Another, drag and drop the User’s name from one unit to the top of the second unit.  You will notice a small cursor while dragging the user and this must be on a unit, not another user name.

 

To Edit A User Or Open Position, right click on the user’s name to show the options menu.

Edit Event will open the edit event dialog where comments, times, date, etc can be changed.

Duplicate Event will create a new event with the same user, times, date, unit that may be useful when doing complicated edits (ie User 1 is working 24 hours but needs 1pm-3pm off for doctor visit).

Delete Event will delete the event from the schedule (after confirmation)

Move User To Leave will collect information from you for the number of hours of leave, leave hours type (ie sick) and automatically approve the leave request.  This will also allow you to create an open position for another user to cover the event.

Email User Event Information will notify the user via email or messenger app of the event date, time, and other details.

Email User (Free Text/Custom) will open the notification creator and allow you to add a custom message (ie I needed to move you to Station 1 because another user was sick).

View User Profile will open the user’s full profile for contact information and other details.

View User’s Schedule will show you the events the user is working in the vicinity of this event.

 

  • Coverage Check

The Coverage check is in a collapsible menu along with Leave Requests, Available Staff, and Supervisor’s Daily Log.  If this area is collapsed, click the title bar to show the details.  The coverage check will verify that each unit is staffed correctly.  If possible, a suggestion fix will be automatically calculated and shown as “Quick Fix“.  Clicking on the “Quick Fix” will perform the event modification and reload the schedule.  If you want to see the error detected, click on the unit name (ie M11-1) to expand this portion of your Bases tree.

 

  • Leave Requests

Just below the Coverage Check menu you will see the Leave Requests menu.  Each leave request for this date will be shown along with the Hours, Leave Request Status, Category and Hours Type.  The Leave category are custom categories that your agency defines and may assist with Time Cards and the leave request approval process.  The hours type is the hours balance the user will be using to cover the hours (ie Sick, Vacation, etc).

At the bottom of the Leave Request, there is a toggle to prevent Further Time Off Requests for this date.  This will add a Time Off Exclusion to this date and prevent new time off requests from being submitted.

 

To Edit A Leave Request, double click on the user’s name to open the edit dialog.

The details of the leave request are shown along with additional information that may assist you with the leave approval process.  Notice that this Leave Request has already been approved.  Leave requests will typically be approved from the “Scheduling Admin” -> “Review Time Off Requests” but can also be approved on the schedule editor.

Since this Leave request is already approved, the leave request must be changed to “Pending Approval” for editing of times, leave category, and hours type.  Next, click “Reset To Pending Time Off Request & Notify User” button.  The Leave Request is now back in “Pending Status” and you the “Modify Hours” button is visible.

 

Once the changes are made, set the “Time Off Status” to “Approved” to update the Leave Request and notify the user of the changes.

 

  • Available Staff

Below the Leave Requests menu, you will see all available staff. Both full time and part time staff can submit availability for extra shifts.  Users are ordered by the percentage of available events used compared with the total number of available shifts submitted.  The less you have utilized the user, the higher the user will be in the table.  The (+1) in the Available hours section indicates that the availability spans into the following day.  The Hours column contains the total Scheduled hours the user is assigned to work this Week, this Month, and this YTD.  The Shifts columns contains the number of events the user is Used on this month, number of availability events submitted for the month and the utilization percentage.

 

To Use Available Staff, click and drag the user’s name from the Available Staff section onto the unit that you want the user to be assigned.  You can not drag a user onto a Base or onto another User/Open Position, it must be to the UNIT name.

This method will remove the user from the Available Staff section.  If you manually edit an open event, the user will remain in the Available Staff which could lead to double staffing the user.  If an open position exists for a unit, you can drag the user over and then right click on the open event and delete the open event.  If you want to notify the user that they have been assigned to a unit, right click on the event and select “Email User Event Information“.

 

  • Supervisor’s Log

The Supervisor’s Log provides a resource for documenting events through out the day and information to pass onto following supervisors.  Staffing issues, vehicle issues and general information to be noted can be placed here.  No patient identifiers should be included.  Information here is only exposed to supervisor and above level access.

 

  • Event Details information

Click once on any event and the event details will be shown in the Event Information window.

 

  • User Information window

Click once on any user and the user information details will be shown in the User Information window.

Time Off Requests

Time Off Requests allow Full-Time staff to request off.

Your agency may require that Time Off Requests be submitted several days before the time off date.  This will be shown in green just under the “Create A New Time Off Request” header.  Your agency may also require that any Time Off Requests be entered before a specific day of the month so that all requests are submitted before creating the schedule.

 

If your agency uses the leave hours module, the Leave Category Types (ie Vacation/Fmla, etc) will be either “Deducting” or “Non-Deducting” type.  If a Leave Category Type is “Deducting“, this means that when you create the Time Off Request, the number of hours you are requesting off will be deducted from your leave hours balances.  You have several leave hours types:  Sick, Holiday, & Vacation.  Your agency may also have other leave hours types such as Comp, Time-For-Time, Manager Time, Petty Time and others.  If a Leave Category Type is “Non-Deducting“, the scheduler will not deduct from your leave balance amount.

 

When you create a Time Off Request, you must have the number of hours in your Leave Hours Balance in order to complete the Time Off Request.  If you want to select part of the hours from one Leave Hours Type  and part from another Leave Hours Type, you will need to create two Time Off Requests, one for each leave hours type.

 

If there is a special event occurring, holiday, or the maximum number of allowed employees are already off, Days may be excluded from being available in the Time Off Date list.

 

To Create A Time Off Request:

  1. Click on “Scheduling” -> “Time Off Requests“.
  2. Click on a Date from The “Time Off Date” list or from the Calendar on the right.
  3. If the date you selected is in the Time Off Exclusion list, the message will show in red next to the date and indicate why this date is not available for you to request off.
  4. If the date you are wanting off is not in the list of days to select from, this means your agency must have Time Off Requests submitted earlier and this date must be created by an Administrator.
  5. Select the “Starting Time” and “Number Of Hours“.
  6. Verify the hours are correct in the “Summary” header.
  7. If your agency does not use the Scheduler’s leave hours system, skip to #11.
  8. Select the “Leave Category Type” that most closely matches the reason you a requesting off.
  9. If the “Leave Category Type” ends with “[Non-Deducting]” then this leave category will not require you to select which leave hours type you will utilize for the hours off.
  10. Select the “Leave Hours Type” that you will use (ie Sick, Vacation, Holiday).
  11. Enter any “Notes” that you would like to include if needed.
  12. Click “Complete Leave Request“.

 

Once a time off request is submitted, the scheduler will send an email to your supervisor(s) to notify them of your request if the calendar has already been created for the month you are requesting off.

The scheduler will deduct the number of hours of the leave request from your balances.  If you delete the Time Off Request or your supervisor(s) deny the Time Off Request, your hours will be returned to you.

If you submit a Time Off Request for an upcoming vacation but select Sick hours as the leave hours type or a Non-Deducting type, your supervisor(s) will deny this request and you will have to re-create the Time Off Request.  Ensure all information is correct before submitting.

 

To Edit Or Delete A Time Off Request:

Time Off Requests can not be edited except by your supervisor(s).  Since the scheduler may have already emailed your supervisor(s) about the Time Off Request, changes to the date or number of hours is not permitted.  You can delete the Time Off Request and re-enter it.

  1. Click on “Scheduling” -> “Time Off Requests“.
  2. Scroll down to “Your Leave Request” header.
  3. Click on “View Request” button next the Time Off Request.
  4. Click on “Delete Time Off Request” and Confirm by clicking again.

When a Time Off Request is deleted, any leave hours deducted from you will be given back.