1. Clairvia Health Check: Actionable Tools for Managers
Document #: Staff Manager Post-Conversion PPT Eff. Date: 11/14/2014
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2. How to Run and Export Reports

3. Running Reports in Clairvia Client
Identify the path to the report, such as
In Clairvia Client  Reports  Schedule  Schedule Totals
On the Selection Criteria, you may
have the options to choose:
Profile
Employee
Assignment / Task
Date Range
Be sure you work through each tab
before hitting OK
Secondary selection criteria will be listed with each report

4. Export Reports in Clairvia Client
After running the report, look at the toolbar at the top
Click the Export icon – the envelope with the red arrow
On the Export dialog, choose the desired format and destination
“Microsoft Excel” and
“Application” recommended

5. Running Reports in Clairvia Web
Identify the path to the report, such as
Clairvia Web Reports  Management Staff Utilization
On the Selection Criteria, you may have the options to choose:
Profile Cost Center
Assignment / Task
Date Range
Summary or Detail
Include or Exclude specific data
Be sure you work through each setting before you click Run Report

6. Export Reports in Clairvia Web
Many reports in Clairvia Web have a .pdf vs. Excel option on the Selection Criteria tab
If no option, the report will display as an Adobe .pdf
Save this document to your share drive
Open the document on your computer
Go to File  Save As and choose Text
Save the Text file to your share drive
Open in your desired application, usually Microsoft Excel

7. Measuring Supply

8. Schedule Data Audit
Clairvia Staff Manager  Reports  Administrative  Schedule Data Audit
Employee Tab – choose one or many
Assignment Tab – choose one or many
Date Tab – choose one day or multiple days
Include Assignment Notes – choose yes or no
How do you want the data sorted – choose Audit Event Date (date that the edit took place) or Assignment Date (date of the shift/schedule in question)
What data should be included in report – internal or float in/out
Include deleted tasks – choose to include or exclude task data that have been deleted from system

9. Schedule Data Audit

10. Absence Clairvia Staff Manager  Reports  Employee  Absence
Profile selection - Choose one or many
Date selection - Select the desired start and end dates

11. Float Out Clairvia Staff Manager Reports  Float Float Out
Profile selection - Choose one or many
Date selection - Select the desired start date
Choose the length of time desired – days, weeks, months.
At the bottom of the Float Out report, note the number of hours floated out to other departments, as well as the specific departments listed.

12. Float Out

13. Float In Clairvia Staff Manager Reports  Float Float In
Profile selection - Choose one or many
Date selection - Select the desired start date
Choose the length of time desired – days, weeks, months.
At the bottom of the Float In report, note the number of hours floated in from other departments, as well as which specific departments are listed.

14. Float In

15. Holiday History
Clairvia Staff Manager Reports  Employee Holiday History
Employee selection - Choose one or many
Assignment selection – Choose on or many
Date selection - Select the desired start date and end date. The holidays that occur between that date range will appear on report.

16. Holiday History

17. Opportunity Statistics
Clairvia Staff Manager Reports  Statistical Opportunity Statistics
Profile selection – Select one or many
Date selection - Select the desired start date and end date

18. Opportunity Statistics

19. Staff Utilization Reports

20. Employees Scheduled Under and Over FTE
Clairvia Web  Reports  Management  Staff Utilization
Profile selection - Choose one or many
Select desired reports to include – Hours Under or Over
Select the desired start date of pay period
Include employee ID and details if desired
Include Travelers / Contractors if utilized
Choose Export type of PDF or Microsoft Excel

21. Employees Scheduled Under and Over FTE

22. Employees Scheduled Under and Over FTE

23. Employees Scheduled into Overtime
Clairvia Web  Reports  Management  Staff Utilization
Profile selection - Choose one or many
Select Overtime report with number of hours above overtime threshold. Example: enter 4 for employees working more than 4 hours above their overtime threshold
Select the desired start date of pay period
Include employee ID and details if desired
Include Travelers / Contractors if utilized
Choose Export type of PDF or Microsoft Excel

24. Employees Scheduled into Overtime

25. Employees Working Longer Than Scheduled
Clairvia Web  Reports  Management  Staff Utilization
Profile selection - Choose one or many
Select Incidental report with number of worked hours relative to original schedule. Example: enter 3 for employees working between 0.25 and 3 hours longer than their schedule
Select the desired start date of pay period
Include employee ID and details if desired
Include Travelers / Contractors if utilized
Choose Export type of PDF or Microsoft Excel

26. Employees Working Longer Than Scheduled

27. Agency / Traveler Utilization
Clairvia Web  Reports  Management  Staff Utilization
Profile selection - Choose one or many
Select Agency and Traveler Summary
Select the desired start date of pay period
Include employee ID and details if desired
Include Travelers / Contractors if utilized
Choose Export type of PDF or Microsoft Excel

28. Agency / Traveler Utilization

29. Productivity Reports

30. Utilization Percentage by Shift and Skill
Clairvia Web  Reports  Management  Productivity
Profile selection - Choose one or many
Select the desired start date
Choose the length of time desired: days, weeks, months
Select Hours, FTEs or Hours per Unit of Service
Choose Detail by Partition / Skill

31. Productivity

32. Productivity Paid Hours Report

33. Paid Hours by Category Float In, Agency and Traveler Hours
Clairvia Web  Reports  Management Productivity Paid Hours
Profile selection - Choose one or many
Select the desired start date
Choose the desired length of time – days, weeks, months
Select your Midnight Census capture point
Select output of Summary vs. Detail or Both
To hide unused rows, click True
Select Target Selection
Matrix / Grids = Planner
Demand / Acuity = Demand

34. Paid Hours by Category

35. Summary – Patient Data
Cumulative Volume = sum of volume value for date range
If Matrix = census at start of shift category partition
If Demand/Acuity = census at Staffing Decision Point of partition
Patient Days (Midnight Census) = sum of midnight volume for date range selected
ADT Index = Number of ADT events in the date range divided by the Patient Days (Midnight Census)) value for that date range

36. Summary – Actual Data Actual Worked Hours
Schedule data, including time and attendance updates, for all caregivers in all workshifts and operational time
Paid Not Worked Hours
Schedule data, including time and attendance updates, for all caregivers in all benefitted time categories
Total Paid = Actual + Paid Not Worked
Calculated Overtime = subset of Worked Hours where employee worked time exceeded Overtime threshold
(40 hours weekly)

37. Summary – Budget Data
Budgeted Worked Hours Unit of Service x Midnight Census
Based on matrix values multiplied by the midnight census value for each day included in date range
% Utilization
Budgeted Hours Unit of Service (HPPD where appropriate) at Midnight Census divided by Total Worked Hours

38. Summary – Target Data
If you run the report with the Target selection criteria of Planner, this will be based off your Matrix targets
Planner Target Hours
% Utilization = Planner Target Hours
divided by Hours Worked

39. Detail for Worked Hours
Subcategories by Skill and Premium Pay (RN, Sitter, etc.)
Actual Hours = Total hours for that subcategory
Agency and Traveler / Contractor hrs are a subset of Actual Hrs
Can include Budget targets by skill or Direct / Indirect
% Actual Hours divided by Budget Hours
Actual Hours divided by Cumulative Volume
Planner Target Hours by Skill
% Utilization = Planner Target Hours
divided by Actual Hours

40. Detail for Worked Hours – Indirect Caregivers and Operational Hours
Subcategories by Skill (Mgr, Secretaries) and Operational time (Orientation, Education, Meeting)
Actual Hours = Total hours for that subcategory
Agency and Traveler / Contractor hrs are a subset of Actual Hrs
Can include Budget targets by skill or Direct / Indirect
% Actual Hours divided by Budget Hours
Actual Hours divided by Cumulative Volume

41. Detail for Paid Not Worked Hours
Subcategories for Bereavement, PTO, Sick, etc.
Actual Hours = Total hours for that subcategory
Agency and Traveler / Contractor hrs are a subset of Actual Hrs,
although it is unusual for this Paid Not Worked Category
Can include Budget targets by category
% Actual Hours divided by Budget Hours
Actual Hours divided by Cumulative Volume
Grand Total Paid Hours in dark gray row

42. Detail for Unpaid Scheduled – Other Hours
Subcategories for unpaid time such as LOA or FMLA

43. Schedule and Daily Staffing Reports

44. Daily Staffing Board
Clairvia Web  Reports  Schedule  Daily Staffing Board
Profile selection - Choose one or many
Shift Category selection – Choose or 12-12
Skills – Choose desired skills
Select the desired start date and end date
Choose Employee Display – Name or Abbr.
Select Hours or FTEs
Print Coverage – Choose yes or no
Write-In Lines – Add additional lines if need be
Output Format – Choose Letter or Letter Larger Font
Print Assignment Notes – Choose yes or no

45. Daily Staffing Board

46. Schedule Clairvia Web  Reports  Schedule  Schedule
Profiles – Choose one profile
Shift Categories – Choose
Shift Categories with Spillover – select all
Skills – Choose desired skills
Tasks – Choose all tasks
Date – Select the desired start date
Number of Weeks – Choose desired number of weeks
Display Format by – All Employees
Group Employees By Partition – deselected
Include Profile Based Unscheduled Employees – Yes
Display Name Format – Full Name
Employee Sort By – Choose desired sort
Include Phone Number – yes or no
Exclude Scheduled Tasks – No
Show Task – Abbreviation w/Scheduled Start/End Times When Different
Mark Filled Opportunities and Open Shifts – Show Opportunities/Open Shifts and Schedule
Include Paid Hours By Employee - Yes
Total By – Staff
Calculate Totals By – Task Skill
Float In Display – Show with (In)
Float Out Display – Show with (Out)
Show Notes – Selected
Write-in Lines – choose number of lines needed

47. Schedule

48. Who’s Here? Clairvia Web  Staffing Views  Who’s Here
Profile selection - Choose one profile to view at a time

49. Schedule Generation Process and Scheduling Aids

50. Schedule Generation Process
Ensure the budgeted information is accurate
Update the employee info settings – limits and patterns
Generate patterns
Employees submit requests
Generate / remake patterns and all requests
Balance the schedule for unit coverage
Verify that employees are assigned to their FTE
Post Shift Opportunities
Approve / Deny requests
Publish schedule

51. Coverage Totals Staffing Goal Staff Scheduled Goal (hover)
Clairvia Client  Schedule Editor  View  Totals By Shift Partition, Skill, Date
Staffing Goal
Staff Scheduled
Goal (hover)
Variance to Goal

52. Coverage Totals
Clairvia Client  Reports  Schedule Schedule Totals

53. Staffing Analyzer
Based on the parameters established in Clairvia Client  Maintain  Employee Info  Limits
Can be maintained via the HRIS interface or manually

54. Staffing Analyzer
Clairvia Client  Schedule Editor  View  Staffing Analyzer Minimums or Maximums tab

55. Shift Opportunities Schedule Me vs. Consider Me How Many?
Clairvia Client  Schedule Editor  Rt Click  Add Opportunity
Schedule Me vs. Consider Me
How Many?
Overtime Approved
Posting to Home Unit and Others