Clairvia Health Check: Actionable Tools for Managers - Cerner Clairvia...6 Export Reports in...

Clairvia Health Check:Actionable Tools for Managers

Document #: 1289403123 Staff Manager Post-Conversion PPT Eff. Date: 11/14/2014

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How to Run and Export Reports

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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

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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

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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

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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

Measuring Supply

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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

Schedule Data Audit

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Schedule Data Audit

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Clairvia Staff Manager Reports Employee Absence

• Profile selection - Choose one or many

• Date selection - Select the desired start and end dates

Absence

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Requests Detail

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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.

Float Out

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.

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Float Out

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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.

Float In

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.

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Float In

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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.

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Holiday History

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Competency Expiration

Clairvia Staff Manager Reports EmployeeCompetency Expiration

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Opportunity Statistics

Clairvia Staff Manager Reports StatisticalOpportunity Statistics

• Profile selection – Select one or many

• Date selection - Select the desired start date and end date

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Opportunity Statistics

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Employee Overtime

Clairvia Staff Manager Reports EmployeeEmployee Overtime

• Date selection - Select the desired start date and end date

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Employee Overtime

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Consecutive Shifts

• Clairvia Web – Reports | Management | Consecutive Shifts

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Consecutive Shifts

Joe Smith

Linda Jones

Allison Lowell

MedSurg 3N

Staff Utilization Reports

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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

Employees Working Longer Than Scheduled

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Employees Working Longer Than Scheduled

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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

Agency / Traveler Utilization

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Agency / Traveler Utilization

Productivity Paid Hours Report

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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

Paid Hours by Category Float In, Agency and Traveler Hours

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Paid Hours by Category

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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

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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)

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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

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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

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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

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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

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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

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Detail for Unpaid Scheduled – Other Hours

• Subcategories for unpaid time such as LOA or FMLA

Schedule and Daily Staffing Reports

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Daily Staffing Board

Clairvia Web Reports Schedule Daily Staffing Board

for Demand and Outcomes Driven Acuity

• Profile selection - Choose one or many

• Shift Category selection – Choose 4-4-4-4-8 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

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Daily Staffing Board

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Schedule

Clairvia Web Reports Schedule Schedule• Profiles – Choose one profile

• Shift Categories – Choose 4-4-4-4-8

• 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

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Schedule

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Who’s Here?

Clairvia Web Staffing Views Who’s Here

• Profile selection - Choose one profile to view at a time

Measuring Demand and Length of Stay

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Clairvia Web Demand Target / Schedule

Utilization Percentage using Target / Schedule

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Clairvia Web Reports Demand Target / Schedule Analysis

• Profile selection - Choose one or many

• Select the desired start date.

• Choose the length of time you desired – days, weeks, months

• Select Global skills and Report by Skills or Summary

• Data by 4-hour increments

• Report by average by day of week

Target / Schedule Analysis

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Utilization Percentage Overall

• Run Target / Schedule Analysis report by 4 hour increments, with Daily and Summary skill options

• At the bottom of the Target / Schedule report, note the frequency with which your staffing fell within the utilization ranges:

0 – 85% High Cost – Overstaffing

85 – 95% Overstaffing Review

95 – 105% Acceptable

105 – 120% Caution – Short Staffing

> 120% Needs Review – Short Staffing

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Caregiver Intensity

Clairvia Web Demand Target / Schedule

• Click on any segment of the 2-Hour Utilization bar at the top of Target / Schedule to view the Caregiver Intensity

• Top left will illustrate the Admission, Discharge and Transfer movement of the patients by the hour of the movement

• Bottom left will illustrate the workload created by the ADT movement

• Bottom right will display the average Acuity level of all patients

• Top right will display the breakdown of total Demand by volume, ADT workload and Acuity factor

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Caregiver Intensity

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Target / Schedule Analysis

Clairvia Web Reports Demand Target / Schedule Analysis

• Assess activity by day of week

• Understand and be able to identify the busy days and times as well as the slower times of day.

• “Don’t be swayed by the anecdotal”

• Note that the Frequency detail requires the report be run in four-hour increments

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Target / Schedule Analysis

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Clairvia Web Reports Management Productivity by

Demand and Outcomes-Driven Acuity.

• 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

Utilization Percentage by Shift and Skill

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Productivity by Demand and Outcomes-Driven Acuity

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Clairvia Web Reports Demand LOS Analysis by Location.

• Profile selection - Choose one or many

• Select the desired start and end dates

Length of Stay by Location

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Clairvia Web Reports Demand Total Length of Stay by

Criteria.

• Select Pattern Type

• Select Major Diagnostic Category (MDC)

• Select Type: Med, Surg, or None

• Select the desired start and end dates

• Include Level of Care: Routine, Intermediate, Critical Care

• Include Patient Detail

• Choose Export to PDF or Microsoft Excel

Total Length of Stay by Criteria

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Total Length of Stay by Criteria

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Census by Hour of Day

Clairvia Web Reports Demand Total Length of Stay by

Criteria

Measuring Quality Assignments

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Clairvia Web Assignment Manager Patient Assign

• Date selection in top left. Profile selection menu in middle

• Shift Partition on right. Click Go button

Patient Assignment Summary

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Summary By Patient vs. By Caregiver

• The Summary by Patient table sorts patients first by Unassigned status, then by unassigned hours, then by Room/Bed. This puts patients without caregivers or without enough caregiver time at the top of the list.

• The Summary By Caregiver table provides information by individual caregivers. Caregivers are sorted first by Unassigned status, then by caregiver name.

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Patient Event History

Schedule Balancing Tips and Other Reminders

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Coverage Totals

Clairvia Staff Manager Schedule Editor View Totals

By Shift Partition, Skill, Date

Staffing Goal

Staff Scheduled

Goal (hover)

Variance to Goal

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Coverage Totals

Clairvia Staff Manager Reports ScheduleSchedule Totals

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Staffing Analyzer

Based on the data that is configured in:

Clairvia Staff Manager Maintain Employee Info Limits

Can be maintained via

the HRIS interface or

manually

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Staffing Analyzer

Clairvia Staff Manager Schedule Editor View Staffing Analyzer Minimums or Maximums tab

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Recording Meal Breaks in Assignment Manager

Joe Staff

Jenny Staffer

Allison PCT

Another PCT

Helpful Links

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Ideas

• https://connect.ucern.com/groups/workforce-management-ideas/activity

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Clairvia Community

• https://connect.ucern.com/community/cerner/solution_forums/groups/workforce-management-community

The home page for all things Clairvia and Capacity Management. All key notices about upcoming webinars, education and conference opportunities, and Clairvia client community are found here. Our Nursing Leadership webinar series and User Summit recordings are here as well.

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Clairvia Community

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Tips and Tricks

https://connect.ucern.com/groups/workforce-

management-community/projects/clairvia-tips-and-tricks

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What’s coming next…

• Upgrade• 8.5.3 (and .1 and .2 enhancements)

• Acuity

• Client Advocate

• Reports to add• Consecutive Shifts Report*********

• Additional Duties for Meal Break during presentation