Hoffman Estates Fire Department Standard Operating Guidelines PDF

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 039 January 1, 2022 NIMS COMPLIANT SOG Title:...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 039 January 1, 2022 NIMS COMPLIANT SOG Title: Use of InTime Scheduling Software Revision: 1 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2024 Fire Chief 4 PURPOSE The purpose of this policy is to clarify the use and expectations involving the use of InTime Solutions scheduling software in order to promote consistency as well as to ensure the quality and accuracy of the data gathered and stored in the system. POLICY All personnel on the Department are expected to have a basic working knowledge of the portions of the software that correspond to their level of use. For line firefighters, the point of access to the scheduling software is through the InTime Portal (https://intime2.intimesoft.com/mytime/login/login.xhtml) or through the InTime mobile app. InTime Portal - the information and actions available on the portal consist of the user’s duty schedule, vacations, compensation days, exchange of duty and overtime scheduled or worked. It also has the functionality of requesting leave, submitting work activities for overtime, the ability to sign up for overtime and run reports on their work history/leave balances. InTime App - the app has all of the same functionalities as the Portal. 1  Line Firefighters are expected to use one or both of these options for the following: Leave Requests should be submitted through the software. The type of leave, start and end dates, and specific times should be selected. Any pertinent notes can be added for the shift commander to review. Unapproved Leave Requests can be cancelled by using the “Remove” link. Once a leave has been approved, the “Remove” link will not be available and the shift commander must be contacted to cancel a Leave Request. Activity Requests are used to record holdovers due to an emergency incident and divisional overtime where the division head is not present and aware of the time frames for the activity. Holdovers due to Emergencies: When a department member is held beyond their normal shift, an activity request should be completed that includes the time held over (to the quarter hour), the Activity of “31.170 Holdover - Emergency Response”, the Unit they were assigned to, whether the time should be banked to Time Due and the amount to bank (in clock format - 1.75 hours should be entered as 01:45), and the correct hours modifier must be selected or the time will not be credited to you as overtime (most often it will be HB/HO - Regular). Lastly, you must place the incident number into the Notes section to attribute and expenses to the correct call. If working out of class, the Acting Pay tag should be selected. Divisional Overtime: When submitting divisional overtime, the Location selected should be “Unspecified Location” as this activity could be anywhere within or outside the Village. The division heads should inform their members what Activity to select for correct billing. The remaining process for completing the request is the same as for holdovers. A description of the Activity should be put in the Notes section in the event the division head determines the Activity should be changed after approval. Passwords can be changed using the Change Password feature in the Profile tab or by using the Forgot Password feature on the App. Division Heads are required to download the InTime Solutions software to their work desktop to manage the schedules of the members who work in their divisions. They also have the ability to run sophisticated reports regarding the hours, dates and activity breakdowns of their respective divisions. Prior to the end of every pay period, Division Heads are expected to review and approve for the first time the activity requests that have been submitted under their divisional activity codes. This should be completed on the Sunday before the next paycheck is received, so all overtime is paid during the pay period it is earned. In the event a Division Head is going to be unavailable for this process, they should request another Division Head to approve their divisional Activity Requests. Care should be taken to ensure the correct time, number of hours, and Activity Code is selected so their budget is affected appropriately. 2 Shift Commanders are required to download the InTime Solutions software to their work desktop to manage the schedules of the members who work on their shifts. They will manage Personnel Schedules, Leave Requests, Activity Requests, Exchange of Duty Requests and other scheduling activities as needed. Personnel Schedules: An initial daily schedule should be completed at a minimum of the duty day prior to a shift. Schedule changes due to sick time, leave requests and training will inevitably change the initial daily schedule, however if not completed, it can create confusion for acting shift commanders stepping in with incomplete information. Every small movement of personnel does not need to be recorded in the InTime schedule, however it is necessary when the movement of personnel causes a change in pay (i.e. working out of class). Leave Requests: Leave requests should be reviewed every shift and approved if appropriate. Shift Commander should review and approve leave requests whether from their shift or another shift. Some requests are on short notice and need immediate approval for members to be able to plan accordingly. At times, members may be unable to use the InTime system and Shift Commanders should allow for flexibility in accepting verbal requests. When personal leave, rollover personal leave or time due is requested and approved, the order of request (#1, #2, etc.) should be placed in the Notes field to track the order, rate charged and number of individuals allowed time off. Activity Requests: These requests should be review daily for holdovers due to emergency response and any appropriate tracking attributed to specific incidents. Exchange of Duty: Exchange of duty requests will be accepted via email, with both parties included, to maintain accountability. These exchange requests will be added to the schedule manually along with the individual working the shift when they are received. This will also avoid confusion for acting shift commanders who may not be aware of unrecorded EOD requests. Training: Any scheduled off-duty training that is not assigned by the Training Battalion Chief should be added by the Shift Commander upon receiving notice. Administration Staff is responsible for adding new department personnel, expiring retiring members, loading annual shift schedules, payroll report processing, and adding training that is scheduled through the Training Battalion Chief. At the end of every pay period, Administration Staff is expected to review the activity requests that have been approved by the Division Heads and check for accuracy. Administration Staff will then approve for the second time, the activity requests that are accurate. This should be completed on the Monday before the next paycheck is received, so all overtime is paid during the pay period it is earned. 3 PROCEDURE EXCEPTIONS REFERENCES DEFINITIONS End of Document 4