Contents in article:
Schedule Generation and Log Files
At VCH, schedule generation is an automated process that occurs every 2 weeks for our Home Support departments. On the Sunday night following the end of each pay period, the schedule will generate to open an additional 2 weeks at the end of the scheduling window. The open scheduling window is reduced to 12 weeks when a pay period is closed, and extended to 14 weeks when the schedule generation is completed. The Procura schedule generation enables Home Support to automatically repeat the schedules of all regular (ongoing) visits that have been defined in the scheduling module between a start and end date.
Note: Schedule generation does not delete or remove visits. If a visit is not carried forward it is because of either the Order end date, the visit pattern, or method of entry.
Log files are created and saved after each schedule generation. There may be issues you will have to assess and action. The log files are created for the schedule period being generated and are stored in each department's PCCIS FileShare Drive (same location as the downtime reports) in the 'Schedule Generation Logs' folder. Note: If you do not have access to your fileshare location folder, ask your manager or scheduling coordinator to request access through the Procura Desktop Access Request Form.
FileShare Locations:
| HS Bella Coola | \\vchfas02\regionaldata04$\Home Support\Procura\Bella Coola\Generation Logs |
| HS North Shore | \\vchfas02\regionaldata04$\Home Support\Procura\North Shore\Generation Logs |
| HS Richmond | \\vchfas02\regionaldata04$\Home Support\Procura\Richmond\Generation Logs |
| HS qathet | \\vchfas02\regionaldata04$\Home Support\Procura\Powell River\Generation Logs |
| HS Sea to Sky | \\vchfas02\regionaldata04$\Home Support\Procura\Sea to Sky\Generation Logs |
| HS Sunshine Coast | \\vchfas02\regionaldata04$\Home Support\Procura\Sunshine Coast\Generation Logs |
| HS Vancouver | \\vchfas02\regionaldata04$\Home Support\Procura\Vancouver\Generation Logs |
| HS FAHST | \\vchfas02\regionaldata04$\Home Support\Procura\FAHST\Generation Logs |
The Generation Logs should consist of 2 separate files that should be reviewed every second week, during the first calendar week of each pay period. They can be opened using the NotePad application.
File Types:
- CON File: This is the Generation Conflict Log File
- Text Document: This is the Generation (Standalone) Log File
When viewing the Generation Logs, the department and generation period dates can be found in the report headers. Please refer to the following sections for detailed information regarding how to review the logs.
Conflict Log and Issues
The Conflict Log outlines potential issues with the schedules that have been generated forward, such as:
- Clients double booked
- Employee double booked
- Employee booked outside of availability
- Potential duplicates
Issue Examples
1. Client Double Booked
This conflict can occur for a number of reasons including the client having a 2 person assist or belonging to a cluster.
Note: Attendance types are considered a ‘client’ in the Procura back end – if an attendance type
shows in the Client Conflicts section they need to be reviewed and corrected.
2. Employee Double Booked
When this conflict occurs it can be because:
a) the employee is booked with clients + an all day attendance type like, vacation, loa, or sick.
b) the employee is scheduled to a cluster. Clusters where there is a SHIFT block i.e.) 07-1500 + individual client visits may show as a double booking. Careful review of workers who are ‘cluster’ is required.
3. Employee Booked Outside of Availability
This occurs when a CHW has been booked a visit outside of their availability.
This should not occur on an ongoing basis. CHWs should be asked to extend their casual availability if
they are to accept a permanent client outside of their position or annual availability as this impacts our
ability to accurately capture demand vs. capacity. Additionally, visits booked outside of availability can
lead to potentially missed visits or visits being assigned where a junior worker could have accepted the
assignment within their position hours.
4. Employee Attendance Type Booked Outside of Availability
This conflict occurs when the employee has been scheduled an attendance type like ‘Meal Break - Unpaid’ during their period of non availability. Per the collective agreement breaks are to be scheduled during their work day. This would require adjustment.
5. Potential Duplicate Visits
Where there is a potential for a visit to have been duplicated they will be populated as above towards the end of the conflict log. These schedules should be reviewed to ensure accuracy and avoid double bookings.
Generation Log and Issues
The Generation Log outlines client schedules that were not carried forward by the schedule generation process.
Issue Example:
Check to ensure that the client service is intended to end.
Issue Example:
In this example, data entry error has contributed to an attendance type being ended when it was intended to be ongoing/weekly.
Attendance Types show as clients. Use the Attendance Type Scheduling module > select the attendance type that is showing in the generation log >review any underlined or abruptly ended.