Scheduling PDF

Time Scheduling  Objectives Up on completion of this lesson, the student will be able to:- 1- Define the meaning of time scheduling. 2- List objectives of time scheduling. 3- Explain principles of scheduling. 4- Determine hospital policies related to time schedule. 5- Discu...

Time Scheduling  Objectives Up on completion of this lesson, the student will be able to:- 1- Define the meaning of time scheduling. 2- List objectives of time scheduling. 3- Explain principles of scheduling. 4- Determine hospital policies related to time schedule. 5- Discuss different scheduling systems. 6 - Di f fe re nti ate b e twe e n ad v antag e s and disadvantages of different approaches of time scheduling. 7- Explain different approaches of time scheduling. 8-Differentiate between different types of time scheduling. 9- Discuss the evaluation criteria of the schedule  Introduction Time scheduling is an important function in the human resource management, where the workers are assigned specif ic days and specif ic hours of work. Also, scheduling is a central measure of staf fing f unc ti o n and the ap p ro p ri ate ti m e scheduling is a prerequisite for successful nursing operation. Patterning of working and non-working hours directly affects employees` productivity and work satisfaction.  Definition of time scheduling It means the distribution of working hours for each employee in a particular unit for a given period of time. It is a planning pattern of on-off duty hours for employees  Objectives of time scheduling 1 To ensure patient`s care needs without over or under staffing 2 To maximize the use of nursing staff power and to optim ize the use of professional expertise 3 To know well in advance what individual schedules are. 4. To ensure fair treatment of nursing staff in their distribution 5. To achieve balanced distribution of days off 6. To satisfy personnel both as to work hours and as to perceive sense of equity 7. To consider the unique needs of the staff as well as the patient  Principles of time scheduling 1. Provide schedule for 4-8 weeks at a time. 2. Head nurse (HN) never has off duty on Saturday which is the beginning of the week. 3.One day off must be planned between of the HN and the assistant head nurse for adequate reporting. 4. Do not give night shift to the head nurse 5. Night shifts should be followed by days off ( sleeping days ) before working any other shifts ( morning , or afternoon shifts ) 6. No accumulation of days on to insure adequate rest and relaxation for staff members. 7. Slight overlapping time should be kept between shifts to provide chance for shift report. 8. Ensure flexibility to overcome personnel needs such as sick leaves, vacations, and holidays. 9. Equal distribution of desirable and undesirable work hours. 10. Special requests should be granted if reasonable. 11. Provide a professional nurse on duty at all times during 24 hours period. 12. After completing schedule ; changes should be more limited. 13. Notify staff regarding schedule changes before having duty hours with sufficient time. Hospital policies related to time schedule 1 Hospital scheduling policies must be identified at the time of employment. 2 Who is responsible for scheduling (by title) 3 Time covered by each schedule. 4 Dates for posting schedule. 5 Day beginning the work week. 6. Beginning and ending time for shifts. 7. Length of meal or break time. 8. Identify number of nurses in the unit 9. Numbers of work hours per month. 10. Numbers of sequential works days. 11. Numbers of sequential days off 12. Numbers of weekends off per month. 13. Number of nurses in morning shift should be more than afternoon and night shift because of the work overload in the morning shift than other shifts 14. No. of paid holidays / year.  Systems of developing time scheduling 1 Centralized scheduling 2 Decentralized scheduling 3 Self scheduling Centralized scheduling It done by top manager for all nurses in all departments usually manually or by computer Advantages of centralized scheduling:- 1- Provides a central control of staff. 2- Fairness between all employees 3- Provides an overall picture of the staffing situation. 4- Helps in making adjustments in cases of illness, emergencies or changes in patient care needs among nursing units. 5- Eliminates the personal contact that develops between a head nurse and her personnel 6- Relieves the head nurses from time-consuming duties by freeing them for the other activities. Disadvantages of centralized scheduling: Pulling personnel from one unit to another is likely to cause  Decentralized nurse. scheduling It planned at the unit level, usually by the head Advantages of centralized scheduling:- 1 Allows the head nurse to base her scheduling plan on her knowledge of the personnel assigned to her unit. 2 Staff feel that they get more personalized attention. 3 It is easier and less complicated when done for a small area instead of the whole agency. Disadvantages of centralized scheduling : - 1 Eac h head nurse under dec entralized staffing tends to develop and utilize her own staf fing pattern, and so workers on various units compare schedules and dissatisfaction may arise. 2 Sometimes makes staff members feel that the head nurse is not objective.  Self scheduling It is a process by which nurses and other staff develop and implement hospital policies related to time scheduling and variables affecting it. So, staff nurses set their wishes on schedule and wait for response from head nurse Advantages of self scheduling:- 1 Increase sense of autonomy. 2 Increase job satisfaction. 3 Increase staff moral. 4 Increase co-operative atmosphere and improve team spirit. 5 Decrease absenteeism. Disadvantages of self scheduling:- 1-Time consuming 2-Bias  Approaches of Time scheduling There are two basic approaches for scheduling:- 1 The manual approach 2 The Computerized approach The manual approach One or several persons prepare a schedule for a specif ied time for a group of personnel on one nursing unit, several divisions or an entire institution.  The Computerized approach Computerized scheduling allows for maintaining the patterns to be used and the choice of employee and the planning of holidays, days off and vacations. All data necessary for time scheduling are fed to the computer and a program for scheduling is designed based on the fed data. The computerized scheduling is more effective than the other types.  Advantages of computerized scheduling 1 It saves the nurse’s time spent in making schedules. 2 It reduces interpersonal conflicts between staff and supervisor created by changes made in scheduling. 3 Consistent scheduling and equitable application of agency policy. 4 Unbiased. 5 Cost effectiveness through reduction of clerical staff and better utilization of professional nurses by decreasing the time spent in non-patient care activities.  Variables that affect staffing schedules When constructing the unit schedule, the nurse manager must consider the following: Unit hours of operation Shift rotations Approved paid time off for vacations, holidays, and other benefit hours Staffing vacancies Availability of automation Organizational policies on overtime and use of agency personnel Number of part-time employees  Working hours scheduling patterns 1- Regular scheduling pattern: 1. The 8 hour shift (Traditional method) 1 7 a.m. to 3:30 p.m. 2 3 p.m. to 11:30 p.m. 3 11 p.m. to 7:30 a.m. 2. The 10-hour shift:- 7 a.m. to 5:30 p.m. 1 p.m.to 11:30 p.m. 9 p.m.to 7:30 a.m. 3. The 12-hour shift The shift hours are usually 7 a.m. to 7:30 p.m. and 7 p.m. to 7:30 a.m. It is appropriate in ICU. It strengthens the relationship between the nurses, doctors and patients and also time is saved in personnel shift change over.  2) Premium pay for weekend work. Per Diem staff generally have the flexibility to choose if and when they want to work. In exchange for this flexibility, they receive a higher rate of pay. mu l ti p l e u n i t s o th at th e y c an w or k additional hours during periods of high census or worker shortages. 3) Float pools: are generally composed of employees who agree to cross-train on wisal Ismail Shaker ‫ ص‬11:16 4)Flextime. is a system that allows employees to select the time schedules that best meet their personal needs while still meeting work responsibilities 5) Use of supplemental staffing from outside registries and float pools. It is increasingly common staffing and scheduling alternative is the use of supplemental nursing staff such as agency nurses and travel nurses. wisal Ismail Shaker ‫ ص‬11:16 6- Staff self-scheduling. With self-scheduling, employees typically are given 4- to 6-week schedule worksheets to fill out several weeks in advance of when the schedule is to begin 7- Shift bidding, it is a newer methods of reducing staff shortages and also allowing nurses some control over scheduling extra shifts and to reduce mandatory overtime(obligatory) is shift bidding. The organization sets the opening price for a shift. wisal Ismail Shaker ‫ ص‬11:16 Types of time scheduling 1. Block scheduling 2. Cyclic scheduling  Block scheduling  Means that the work schedule for a unit is planned in a “block” of week, i.e. days to be worked by staff are blocked together.  Block scheduling is done for 4-8 weeks at a time.  Example of block X: days worked scheduling O: days off in the week  Cyclic scheduling  It is a technique for assigning days and time off in a pattern that repeats itself regularly, while taking in consideration the need for the proper number and mixes of personnel and continuity of care.  Cyclic time scheduling is done for “four to eight weeks.” Example of cyclic time scheduling  How to implement time scheduling 1 Determine schedule type, pattern of on-off duty hours, staff capabilities and experience. 2 Consider the percentage of staff per shift. 3 A skeleton plan is made in pencil to allow alterations. 4 Write schedule data and list staf fing in order of seniority. 5 Distribute night shift first then evening shift then morning shift and finally off duty hours. 6. Check completed schedule for principles and errors e.g. (Nam e om itted, requested and ap p ro v e d ho l i d ays and i m p ro p e r m i x o f personnel). 7. Sign completed schedule with your full name. 8.Secure through take an approval on your schedule from nursing director. 9.Post schedule to notify employee about assigned duty hours several weeks in advance. 10. Update the schedule daily if needed.  Criteria for scheduling evaluation 1-Coverage: The number of nurses by skill class assigned to be on duty is in relation to some minimum number on nurses required. 2- Quality: It is a measure of a schedules desirability as judged by the nurse who will have to work it. 3-Stability: Measure of the extent to which nurses know their future days on and days off in relation to hospital policies. 4- Flexability: Ability of scheduling system to handle changes to work and to nurses. 5-Fairness: Measure of the extent to which each nurse perceive the same chances and influences in the schedule 6- Cost: The resources consumed in making the scheduling