Objective

The objective of this tutorial is to help you understand how to use the Staffing Level graph.

Overview

Access from your: Computer

Applies to: Admins, Managers, Supervisors, and Schedulers

Staffing Level Graph

This feature provides a quick analysis of when the shifts are over- or understaffed, where the gaps are, and where the staffing is in line with the demand.

Things to know before you begin:

  1. This feature is a part of the AI Scheduling paid add-on for Humanity Scheduling.

  2. AI Scheduling is not available on the legacy ShiftPlanning module.

  3. To access this feature, it needs to be previously enabled in the Team Tools Setting by Humanity's Support.

  4. You must have Admin, Manager Supervisor, or Scheduler access privileges to access any AI Scheduling feature.

  5. Staffing Level Graph works only in Position view with Day View and Week View time ranges.

  6. Before you can view Required Staff, be sure that Staffing Rules are set up for each Position you want to schedule.

  7. Future demand data has to be forecasted or imported for the period in which you would like to review staffing requirements and create schedules.

The scenario outlined in this tutorial:

  1. Enable Staffing Level Graph

  2. View Staffing Level Graph to Determine Over- and Understaffing

Enable Staffing Level graph in Day view or Week view

Step 1: Click the "New ShiftPlanning" tab located in the top panel, as shown in Image 1.

Image 1

Step 2: Click on the "AI Scheduling" button located in the Toolbar > Click on the "Staffing Level" toggle at the bottom of the DDS dropdown menu, as shown in Image 1.

Image 1

Note: Staffing Level Graph will be shown whenever you return to the Position View unless you turn it off manually from the same dropdown menu.

Step 2: The graph will reflect schedule changes in real-time, so inadequate scheduling can be solved directly in this view.

View Staffing Level graph to determine over- and understaffing

  1. Dashed Line vs. Bar Graph: The part of the graph that is visible above the dashed line signifies that you have scheduled more staff than required. The part of the graph that is visible below the dashed line signifies that you have scheduled less staff than required.

  2. Red Highlight on Required vs. Scheduled shows the under- or overstaffed increments that exceed the under- or overstaffing thresholds (defined by the Staffing Rule).

  3. Green Highlight on Required vs. Scheduled shows that the scheduled staff matches the staffing requirements (it is in bounds of the under- and overstaffing thresholds).

  4. You can see more detailed staffing information by hovering over the graph.

Examples of Staffing Level graph:

Staffing Level graph in Day View

Staffing Level graph in Week View

Notes:

  1. In Day View, bars on the graph are shown in the color of a Position, making a clearer overview when multiple Positions are reviewed at the same time. In Week View, bars are not differentiated by Positions.

  2. The graph shows staffing levels in 15-minute increments in Day View and in 1-hour increments in Week View.

  3. You can hover over the graph to see details for all Positions scheduled.

  4. Empty and open shifts are also shown in the graph but are not taken into account for the Required vs. Scheduled Staff calculation.

  5. The Understaffing/Overstaffing Threshold for Required vs. Scheduled (from the defined rule) is used in the following way for each of the selected Positions:

    a. If Required Staff > Scheduled Staff, the Understaffing threshold will be used;

    b. If Required Staff < Scheduled Staff, the Overstaffing threshold will be used;

    c. If Required Staff = Scheduled Staff, this is considered as adequate scheduling by default.

  6. This is how understaffing and overstaffing are presented on the Staffing Level graph:

  • When Required Staff > Scheduled staff, this is considered understaffing and the visual indicator below the graph is colored red:

    ABS (Required Staff - Scheduled Staff)/Required Staff > Understaffing Threshold

  • When Required Staff < Scheduled staff, this is considered overstaffing and the visual indicator below the graph is colored red:

    ABS (Required Staff - Scheduled Staff)/Required Staff > Overstaffing Threshold

  • In case of adequate staffing, the visual indicator below the graph is colored green:

    ABS (Required Staff - Scheduled Staff)/Required Staff <= Understaffing Threshold

    ABS (Required Staff - Scheduled Staff)/Required Staff <= Overstaffing Threshold

If you have any further queries, please don't hesitate to reach out to us at support@humanity.com.

Did this answer your question?