Staff Scheduling:Master Program ScheduleCreating a Master Program ScheduleThe Master Program Schedule is a default program schedule that can be used as a templateto create Weekly Program Schedules for a program. Users who have the SSM Submit rolecan create a new master program schedule that covers 1 or 2 weeks.Creating a Master Program Schedule On the Dashboard, click on the New link beside the Master Program Schedule optionunder the 'Staff Scheduling' area under the Agency tab. This will take you to the SelectProgram for MasterProgram Schedule page.Select the appropriateprogram from thedisplayed list; you will betaken to the Create NewMaster ProgramSchedule page.NOTE: Throughout this schedule, fields marked with a red asterisk (*) are required fieldsand must be filled. On the Create New Master Program Schedule page, fill in the required fields asfollows: Therap Services, LLC, 2003 – 2015. All Rights Reserved. Last Updated: Nov 2015
ooProgram (Site): The program that you had selected earlier is automatically placedhere.Master Program Schedule Name: Enter an appropriate name forthe Master Schedule Template. You should choose a name whichwill later help you to easily identify this template schedule from otherschedules.ooNumber of Week(s): This option allows you to select whether you would like thetime period for this template to be one week or two weeks.Starting Day of the Week: This field will display the starting day ofthe week as specified by the Provider Administrator at your agency.ProviderAdministratorsareabletochange this day if needed. Once you have filled in all theinformation on this page, click Next.This will take you to the MasterProgram Schedule page where theinformationyouenteredisdisplayed.Adding SlotsClick on the Add Slot button to add time slots to the schedule you are creating. On the MasterProgram Schedule Slot Definition page that is displayed, you can create time slots and addstaff members to these slots.Step 1: Slot DefinitionIn the Slot Definition area of this page, enter details by going through the following steps:Single/Multiple Slot:Specify whether you want to create a single slot or multiple slots for your schedule byselecting an appropriate radio button.For a Single Slot, please enter the following information: Begin Day/End Day: Select the desired day from the Begin Day dropdown list. Ifyou selected ‘2 weeks’ for Number of Week(s) on the Create New Master ProgramSchedule page (see above), the day names on the dropdown will be numbered, Therap Services, LLC, 2003 – 2015. All Rights Reserved. Last Updated: Nov 2015
where the number indicates the week (1st or the 2nd) on the schedule that the daybelongs to. For example, Sunday(1) on the dropdown will mean the Sunday of thefirst week on the schedule.Similarly, the two in ‘Sunday(2)’Once stands you select for the Begin Day, the End Day willautomatically be set to the same day. You may select a different End Day if required. Begin Time/End Time: Choose the begin and end times from the time table thatappears when you click on theunder two tags:button. You will find hours of the day classifiedFor Multiple Slots do the following:This option will allow you to define multiple slots with the same attributes. For example, tocreate a slot for Monday, Tuesday and Thursday from 9 a.m. to 5 p.m., you should checkthe boxes next to Monday, Tuesday and Thursday and set the Begin Time to 9 a.m. andEnd Time to 5 p.m. Number of Employee(s): Enter the maximum number of staff members that you wouldlike to assign to a slot.Unpaid Time: For calculation purposes, you may factor in other times such as lunchbreaks among others.Step 2: Adding Staff to Defined SlotsOnce you have completed defining your slots, you will need to assign staff to these. Inaddition to existing staff who are Therap users, other staff can also be added to definedslots. Add Existing StaffClick on the Add Existing Staff button to assign staff members who are Therap users to thenewly defined slots. A list of staff members is displayed on the Select Staff to Add page.Select one or more staff members from the list by ticking the checkboxes beside therequired names and click on the Add button at the bottom-right corner of the form. Therap Services, LLC, 2003 – 2015. All Rights Reserved. Last Updated: Nov 2015
Note: The number of staff members selected must not exceed the number entered in the Number ofEmployee(s) field on the Master Program Schedule Slot Definition page. However, this rule does notapply for Other Staff members or those who are Working Remotely (see below for details). Add Other StaffTo add a staff member who is not a Therap user, enter the person’s name/title in theOtherStaff text box and click on the Add button. The newly added staff members will appearin a table under the Staff List section of the Master Program Schedule Slot Definitionpage. Notes: you may add related comments in this box (within 3500 characters).Staff Status: for each staff member listed, you may choose a status based onthe following:Live-in (Working): for full-time staff members during their working hours.Live-in (On Call): for full-time staff members who are available on call.Live-in (Asleep): for full-time staff members who will be present but off duty.Working: for staff members during their working hours (on duty).Asleep: for staff members who are off duty.Working Remotely: for staff members who are working from a remote location.*Working is the default status listed in the Staff Status dropdown.Once you have completed entering all required data on the Master Program Schedule SlotDefinition page, click on the Add button. This will take you back to the Master ProgramSchedule page and will look similar to this. Therap Services, LLC, 2003 – 2015. All Rights Reserved. Last Updated: Nov 2015
At the end of the page you will find some buttons located inside an orange bar. Click on: the View By Staff button to view the schedule by name of staff members and slots thatthey have been assigned to. This information can also be exported to Excel by clickingon the Export to Excel link at the bottom of the page that is displayed after clicking theView By Staff button. the Save button to save the schedule so that you may work on it later. You will find yoursaved schedules in the Worklist link under 'To Do' tab. Saved master programschedules are given the Draft status and need to be Approved status in order to be usedas a template for Weekly Program Schedules. the Approve button to approve the new schedule if it is complete and you would like tosubmit it for others to be able to view it. Other users will not be able to use this scheduleif it has not been approved. (You will need the 'SSM Approve role' to be able to view theApprove button). Therap Services, LLC, 2003 – 2015. All Rights Reserved. Last Updated: Nov 2015
The Master Program Schedule is a default program schedule that can be used as a template to create Weekly Program Schedules for a program. Users who have the SSM Submit role can create a new master program schedule that covers 1 or 2 weeks. Creating a Master Program Schedule x On the Dashboard, click on the New link beside the Master Program .