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The Staff Finder Report

The Staff Finder report provides decision support to you trying to fill staffing shortages on a specific date. The report helps teams identify employees who are most likely to work a shift, including float staff, by presenting a sorted list of all employees.

Clairvia Web saves the options you select for each report by your user login once you click Run Report.

Prerequisite: Before Running the Staff Finder Report

Before running the Staff Finder report for the first time, you must perform the following tasks to set up Staff Manager.

1. Install Adobe Reader.
1. You must install Adobe Reader version 7.0 or later on the computer used to open Clairvia Web or confirm that it is already installed on your computer. You can download Adobe Reader free of charge from the Adobe Web site at http://www.adobe.com/products/acrobat/readstep2.html.
2. Configure Settings in Staff Manager Administrator.
1. Confirm that report parameters for the profile have been set in Staff Manager Administrator. If you do not have access to Staff Manager Administrator, you should check with your profile administrator concerning this step.
2. Open Staff Manager Administrator and double-click the profile to bring up the Edit Profile dialog box. On the Reports tab, set the parameters for the Staff Finder report. You can adjust the following parameters for each profile; however, Staff Manager has included defaults to make set up easier.
• Phone Type 1 and Phone Type 2 allow you to select which two phone numbers the Staff Finder report should display. The options are Home, Work, Pager, and Other.
• Under UDF Field, display a user-defined field of your choice by selecting UDF. If you want, you can select to display the Seniority Date field instead. A UDF is required, however, so select a blank field if there is not a relevant field to include.
• Under Payroll Period, select the Payroll Period Start Date and Period Length. Period length options are 7 days or 14 days. The Payroll Period options are set up to determine a point of reference for the 16-day window that displays on the Staff Finder report and for the calculation of scheduled time.
• If you select the Random for Weight Ties check box, then when multiple employees have identical scores, Clairvia Web displays the employees in randomly. If you do not select the check box, Staff Manager displays the employees in alphabetic order.
3. Configure Settings in Staff Manager Client.
1. Configure the report settings in Staff Manager Client. If you do not have access to Staff Manager Client, you should check with the profile administrator concerning this step.
2. Open the Employees dialog box by going to the Maintain menu and selecting Employee Info. Check that float data is accurate for each employee. The Float tab for each employee should contain only those profiles for which the employee is qualified to work and in which the employee does not hold a primary or secondary job. It is not recommended that all profiles be listed for all employees.
3. In the Assignments dialog box (opened by going to the Maintain menu and selecting Assignment Info), set up at least one task with the Availability Task Type on the Task Controls tab. Ideally, we recommend that you set up a task for each shift partition with the Availability Task Type option selected. These tasks may be named Available Day, Available 3-7 Eve, Available 7-11 Eve, and Available Night. The Staff Finder report assigns higher weights to these specific tracking tasks. Encourage employees to use them on a consistent basis to help staffing efforts on a day-to-day and shift-to-shift basis.
4. In the Assignments dialog box, on the Staffing tab, confirm that the Staffings Count Toward Employee Limits check box is applied correctly.
• For all non-productive tasks (tasks that have the Unpaid/Non-working check box selected on the Task Controls tab) the Staffings Count Toward Employee Limits check box should not be selected.
• For productive tasks, (tasks that do not have the Unpaid/Non-working check box selected on the Task Controls tab) the Staffings Count Toward Employee Limits should be selected.

Running the Staff Finder Report

Complete the following steps to run the Staff Finder report:

1. From the Reports menu, select Schedule > Staff Finder. This opens the Staff Finder page.
2. Select one or more Profiles. You can select up to seven profiles. Use CTRL+click to select multiple items. Use SHIFT+click to select a range of items. Profile administrators can only view data about their managed profiles, as determined by their Security Group settings in Staff Manager Administrator. If the profile administrator selects to include float staff on the report, you can view data for those employees who are floating to their managed profiles, even if they are floating from profiles that are not managed by the administrator.
3. Select one or more Assignments. The menu highlights all assignments associated with the selected profiles by default.
4. Select one or more Skills. The menu highlights all skills associated with the selected assignments by default.
5. Select one or more Tasks. The menu highlights all tasks associated with the selected assignments by default.
6. Enter a Date in the box or click the calendar icon to use the date menu.
7. Select the check box to indicate whether to Include Float Staff in the report. If you deselect the check box, only those employees who are members of the selected profiles are displayed on the Staff Finder report. If you select the check box, the report includes employees who can float to any of the selected profiles.
8. Select the Sort Order. Options are Staff Search, Alphabetical, or Alphabetical by Profile.
9. Select the Period Profile. The selections correspond to the profile names you selected in the Profiles box, and indicate that the report uses the corresponding profile's Payroll Period.
10. Select whether to Include Phone Column. If you select the check box, a column of employee phone numbers is included.
11. Select whether to Include Hire Date Column. If you select the check box, a column of employee hire dates is included.
12. Select whether to Include UDF Column. If you select the check box, a column of User Defined Fields is included.
13. Select whether to Include Available Float Column. If you select the check box, a column showing the profiles employees can float to is included.
14. Enter the Number of Employees to Display/Print. You can enter values from 1 to 9999.
15. Click Run Report.

To print the report, see Printing Reports.

Viewing the Staff Finder Report

The Staff Finder Report displays 16 days of information based on the date you selected; the column for that date is highlighted in yellow. How many days the report displays before and after your selected date depends on where your date falls within the pay period set in Staff Manager Administrator. In addition, the report displays some or all of the following information, depending on your selections:

• Name/Note: Displays the employee's name and, if present, an employee note
• Phone: Displays the phone numbers from the Reports tab of the Profiles dialog box in Staff Manager Administrator. The report displays telephone numbers with ten digits using the format XXX-XXX-XXXX. The report displays telephone numbers with more than ten digits using the format XXX-XXX-XXXXXXX. Country codes, if stored, are not displayed at this time but are added in a future version.

• Hire Date: Displays the employee's hire date.
• UDF: Displays data from the user-defined field you selected when running the report, if the UDF option was selected on the Reports tab of the Staff Manager Administrator Profiles dialog box.
• Home Profile: Displays the employee's home profile.
• Available Float: Displays a list of profiles the employee can float to, as defined on the Float tab of the Employees dialog box in Staff Manager Client.
• Skill: Displays a list of all skills assigned to the employee, as defined on the Skills tab of the Employees dialog box in Staff Manager Client.
• FTE: Displays the employee's Full Time Equivalency, as defined on the FTE tab of the Employees dialog box in Staff Manager Client.
• Sched Hours: Displays the calculation of the employee's scheduled hours for the payroll period. See Understanding Scheduled Hours on the Staff Finder Report for more information.

Understanding the Sort Order on the Staff Finder Report

Staff Manager assigns each employee capable of working in one or more of the selected profiles a score based on criteria such as their priority on the profile staff list. The Staff Finder report lists employees in descending order based on their score.

Understanding Scheduled Hours on the Staff Finder Report

Clairvia Web calculates an employee's scheduled hours, and how they display, using the following factors.

• Coverage Start and End Times: Each task the employee is assigned to over the payroll period has a coverage start and end time, set on the Task tab of the Assignments dialog box. Staff Manager uses this coverage start and end time to calculate the total time the employee worked at the task. Staff Manager then totals the coverage times for all the tasks the employee worked over the payroll period.
• Maximum Limits: Some employees may have limits set weekly and some biweekly. Staff Manager may display two weekly totals or one biweekly total. If an employee's maximum limits (set on the Limits tab of the Employees dialog box) are less than 40 hours per week, then paid hours for each week of the two-week period are displayed. If an employee's maximum limit is equal to or greater than 75 hours biweekly, then a single calculation is displayed for such an employee in the right most cell. Hours are calculated to one decimal place.
• Color: Staff Manager displays scheduled hours in certain colors to assist you in assessing cost effective staffing solutions.

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