The "By Person" Interface

The "By Person" interface is one component of the Rotation Schedule Planner (RSP). It's a scheduling tool based on the traditional method of slotting learners into rotation blocks throughout the year. This interface resembles your rotation schedule interface, with the added benefit of showing you "running tallies" of the scheduling information that is most difficult to track on your own.

You can plan your entire rotation schedule for next year using this interface. However, you will likely want to use it in conjunction with the "By Rotation " interface. Data entered into either one of these screens is automatically updated in the other one, so you can switch between them as often as you like.

To plan next year's schedule using the "By Learner" interface:

1 Click the Schedules tab.

2 Click the schedulePlanner link.

3 Click the "by person" tab.

Under this tab, your schedule is organized with your learners arranged alphabetically down the left and the calendar with your block structure along the top.

Beside each learner's name is a link to the rotation history data stored in their eDossiers (Hx). Click the Hx links at any time to see a list of the rotations a learner has already completed or is scheduled to complete this year, as well as the list of rotations you've already scheduled them for next year. Consulting this data as you plan for next year will help you ensure that your leaners fulfill all their certification requirements. Normally, you would have to keep track of this data by hand.

4 Click an empty rotation block. The Rotation Picker appears.

The Rotation Picker lists all your rotations. The three numbers to the right of the rotation are the colour-coded staffing requirements. The middle number is the target staffing level. As in the "By Rotation" interface, targets are highlighted in dark green. To the right of the staffing requirements is the current staffing level (i.e., the number of people who are currently scheduled for that rotation in that time block).

In the Rotation Picker, each rotation name is also colour-coded according to it’s current staffing level. If a rotation is yellow, it is currently understaffed (i.e., below the minimum). If a rotation is green, it is currently within its staffing range (i.e., within the minimum and maximum). if a rotation is red, it is currently over its maximum staff number (i.e., the rotation is overfull). Rotation names may also have a line through them (i.e., a strikethrough). This means there is no more room for staff on that rotation.

With experience, these colour codes will become second nature to you, but you can always click the “help?” link in the Rotation Picker for a quick reminder.

5 Click the rotation you want to schedule for that block. The rotation now appears in the learner's schedule.

6 Repeat steps 4 and 5 as many times as you need to.

Remember, every time you enter data into this interface, the data is automatically updated in the "By Rotation" interface as well. Therefore, you can move back and forth between these screens, with all the information you need at your fingertips and without having to keep track of it yourself.

When next year's schedule is complete, it is time to make it available to your learners through their eDossiers. To learn about this last step of the RSP, click here.