Utilization of your Kronos® Workforce Scheduler™ Extensions solution would not be complete without a clear understanding of its available reporting capabilities and how to leverage them. Workforce Scheduler Extensions reports allow users to access comprehensive information and make informed decisions in real time and far into the future. Reporting provides a record of past activity so you can access quantifiable, objective information for reviewing organization status from a historical perspective.
Does this sound like a loaded topic? It is! There’s so much you can do with reporting. This article is the first in a series where I’ll outline the different ways you and your team can use Workforce Scheduler Extensions reports to review and analyze:
- System compliance and utilization
- Unit and staff workload
- Budget and productivity metrics
- Staffing needs
First, we will explore how you can use reports to review and demonstrate system utilization and compliance.
Suppose you have recently completed a full-scale implementation of Kronos Workforce Scheduler Extensions. Your clinical staff is beginning to use it to create balanced, equitable staff assignments and to record the overall patient care they provide. As an administrator, you routinely log in and review the system and the data it contains. It looks like your staff members are using the system, and the information recorded seems legitimate, but how can you be sure? How can you demonstrate that accurate data is being recorded in a timely manner?
The Unit Profile Report
The first report we will look at is the Unit Profile Report. This report is a comprehensive overview of a unit’s workload and classifications over a specified time period. In addition to compliance metrics, it has various sections full of information on patient workload, budget, census, and staff mix. For this reason, the Unit Profile Report will come up several times in this series, but that is a good thing! You will quickly realize its value and want to become as familiar as possible with it.
Workload Distribution View
For now, we will look at just the Workload Distribution section of the Unit Profile Report.
Here, you can see an overview of system utilization for classifying patients with a workload, assigning patients to a licensed caregiver, and projecting the census. Compliance is not only totaled for the period of the report, but it is also broken down by shift so that you can see where additional education may be needed or who should be commended for a job well done!
Shortly after go-live, unit leadership should be encouraged to review these statistics on a weekly basis. Once it is noted that compliance is at an acceptable level, managers and directors typically access this report monthly.
Utilization Dashboard Report
If you want to see only the last section of the Unit Profile Report, the Utilization Dashboard gives you a snapshot of system compliance. You also have the ability to view multiple units, departments, or facilities within your organization at the same time.
Departmental and organizational leadership often use this report to compare metrics of a specific department or service line over a monthly or bimonthly period. Information from the dashboard is also typically shared during staff meetings to congratulate those with high performance numbers and encourage those who could use some improvement.
Individual Utilization Report
The Individual Utilization Report is similar to the Utilization Dashboard Report, but there is a key difference that’s important to understand. The Utilization Dashboard gives you metrics for the entire unit. The Individual Utilization Report looks at the same statistics but from the perspective of individual employees.
Running this report for a week or two for a specific role, such as RN or charge nurse, will allow you to review compliance metrics and workload distribution for the shifts of particular staff members. By including the workload distribution and unit staffing ratios for the shifts they worked, this report provides further insight into why compliance rates are not where they should be. Why didn’t Nancy assign workload values to all her patients on Tuesday? Is it because the unit’s workload index was very high and they were working beyond their expected staffing ratios? Are others able to complete their tasks? What did the shift look like when others worked? The Individual Utilization Report will help provide clarity in these areas.
Shift Verified Report
The Workforce Workload Manager portion of Workforce Scheduler Extensions gives users the ability to sign off on the shift, indicating all required tasks have been addressed and they are ready to pass the unit on to the next shift. Users do this by checking the Shift Verified box at the top corner of the Workload/Manage tab. Want to see if this has been done? Run the Shift Verified Report!
Managers who need to show compliance with metrics related to staffing and workload to various regulatory bodies run and review this report on a weekly and monthly basis to ensure each shift is validating that all was completed.
Incomplete Reconciliation Report
When compliance levels are low and it seems that things are not being recorded properly, a deeper dive into where and what the issues are is needed. That is where the Incomplete Reconciliation Report comes into play.
Where reports such as the Unit Profile and Utilization Dashboard show where issues are at a high level, the Incomplete Reconciliation Report can provide more detail into exactly what is being missed and when, both by day and by shift.
Here, leadership can see:
- Which patients were not assigned a workload level
- Which patients were not assigned to a caregiver
- Any staff who was not assigned break coverage
- Who has checked the Shift Verified box on the workload screen
In addition, any Unit Notes that are written will also be recorded here — possibly providing more insight into why tasks could not be completed on a given shift. Maybe the census was high and no one had time to record anything. Perhaps a staff member was not floated properly in Workforce Scheduler and is not showing on the screen, meaning the patients they cared for could not be assigned in Workforce Scheduler Extensions. Managers and directors use this report not only to understand root cause analysis of compliance issues but also to better articulate the reasons behind these issues.
The Kronos Workforce Scheduler Extensions suite is a powerful tool to help end-users record and receive credit for all the care they provide and for leadership to view the trend status from the unit level up to the entire organization. However, the system is only as good as the information that’s entered. For this reason, it is important for leadership to monitor and assess system compliance and utilization on a regular basis. Fortunately, Workforce Scheduler Extensions provides you with a wide range of tools to do just that — reports that show what is being completed from a variety of perspectives.
I hope that this review of Kronos Workforce Extensions reports has been useful and will help ensure that you are getting the most reliable information out of your solution! Don’t miss the next post in this series, when we show you how you can review patient and staff workload using Workforce Scheduler Extensions reports!