Today’s guest post is courtesy of Megan Schramm, registered nurse and clinical consultant for Kronos Workforce Scheduler Extensions. Megan’s combined clinical and industry-related experience adds up to 21 years working in healthcare. Read on for Megan’s tips on how to maximize Workforce Scheduler Extensions using the Target Intelligence Staff Planning Location Screens.


Consider this. Your organization has been live on Kronos Workforce Scheduler Extensions for some time now. You’re creating balanced assignments based on overall patient workload, ensuring not only that patients receive the care they need and deserve but also that staff is credited for the quality care they provide.

In other words, the solution is serving you well. There are a number of Workforce Scheduler Extensions users in this boat, and it’s certainly a great place to be. But when it comes to staffing, the more precise view you have of staffing needs and of the status of your facility, the better prepared you are to make the workforce decisions that are right for your organization. You can achieve even better results with two views in the Target Intelligence component of your solution – the Location and All Locations Screens under the Staff Planning tab.

A Deep Dive into Kronos Workforce Scheduler Extensions Staff Planning Screens

Note: Location and All Locations Screens are permission-based and YOU decide who within your organization is permitted to view them. Typically unit managers, directors, nursing executives, and schedulers have the ability to see both screens while CNs can see the Location screen for their individual unit or units.  

At the Unit Level – The Staff Planning Location Screen

The Staff Planning Location screen is a budget-centric page granting charge nurses and unit managers access to review current, future, or partial shift staffing needs based on the unit’s budget, productivity targets, and staffing needs based on the unit’s matrix. Here’s why this view is so valuable:

  1. View data from an overall workload perspective as well as actual unit census. Record what you expect the census to be for a given time and calculate census based on patient movement throughout the unit and across the facility.

  2. Communicate future and current staffing needs with the notes feature. Notes are visible on the unit Workload screens and information taken in these notes is recorded in reports. Notes are also shared facility-wide on the All Locations screen. More on the All Locations screen in the next section.

  3. Course correct issues in-the-moment rather than noting skew retrospectively. The Scratchpad tool allows users to experiment with different staffing options and see how they affect the unit’s budget, all while remaining within the necessary ratios.  

Facility-Wide Perspective – The Staff Planning All Locations Screen

The Staff Planning All Locations screen provides a high-level, birds-eye-view of the entire organization with the option to drill down into the status of individual facilities, departments, and units. It’s used by those who evaluate needs from an organization-wide perspective – house supervisors and employees in the staffing office, for example. Customers using this feature have found it valuable for:

  1. Viewing metrics during staffing huddles – the workload index, actual and projected census, patient turn over, and staffing ratios per unit, per department, and per facility.

  2. Viewing patient and staff tags recorded at the unit level. Details tagging the location of shared equipment or which patients have sitters, for example, help supervisors make decisions about organization-wide needs. They can drill down on individual roles to view what they need (target) versus what the schedule shows (actual) – therefore making informed decisions about where staff is needed the most.

  3. Reviewing notes. You can view and respond to notes made at the unit level right from the All Locations screen (see number 2 above). Think instant messaging to understand this benefit because notes made on the All Locations screen are also visible from the Locations screen. This makes house-wide communications more efficient because important information is accessible for folks at the unit level and facility-wide.  


Why use the Staff Planning Screens?

Clinicians are always thinking about the future. The Staff Planning Locations and All Locations screens are valuable views that will help you to be more strategic in your approach to staffing. The technology is available and making the most of it is a proactive effort to create a consistent and comfortable experience for both your patients and your staff. And isn’t this the goal?

For more information on Workforce Scheduler Extensions Target Intelligence, please contact your Kronos representative.

Published: Thursday, November 8, 2018