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Clairvia Health Check:Actionable Tools for Managers
Document #: 1289403123 Staff Manager Post-Conversion PPT Eff. Date: 11/14/2014
©Cerner Corporation. All rights reserved. This document contains Cerner confidential and/or proprietary information belonging to Cerner Corporation and/or its related affiliates which may not be reproduced or transmitted in any
form or by any means without the express written consent of Cerner.
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
Measuring Supply
8
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
10
Clairvia Staff Manager Reports Employee Absence
• Profile selection - Choose one or many
• Date selection - Select the desired start and end dates
Absence
11
Requests Detail
12
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.
13
Float Out
14
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.
15
Float In
16
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.
17
Holiday History
18
Competency Expiration
Clairvia Staff Manager Reports EmployeeCompetency Expiration
19
Opportunity Statistics
Clairvia Staff Manager Reports StatisticalOpportunity Statistics
• Profile selection – Select one or many
• Date selection - Select the desired start date and end date
20
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
23
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
26
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
27
Employees Working Longer Than Scheduled
28
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
29
Agency / Traveler Utilization
Productivity Paid Hours Report
31
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
32
Paid Hours by Category
33
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
34
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)
35
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
36
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
37
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
38
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
39
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
40
Detail for Unpaid Scheduled – Other Hours
• Subcategories for unpaid time such as LOA or FMLA
Schedule and Daily Staffing Reports
42
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
43
Daily Staffing Board
44
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
45
Schedule
46
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
48
Clairvia Web Demand Target / Schedule
Utilization Percentage using Target / Schedule
49
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
50
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
51
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
52
Caregiver Intensity
53
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
54
Target / Schedule Analysis
55
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
56
Productivity by Demand and Outcomes-Driven Acuity
57
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
58
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
59
Total Length of Stay by Criteria
60
Census by Hour of Day
Clairvia Web Reports Demand Total Length of Stay by
Criteria
Measuring Quality Assignments
62
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
63
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.
64
Patient Event History
Schedule Balancing Tips and Other Reminders
67
Coverage Totals
Clairvia Staff Manager Schedule Editor View Totals
By Shift Partition, Skill, Date
Staffing Goal
Staff Scheduled
Goal (hover)
Variance to Goal
68
Coverage Totals
Clairvia Staff Manager Reports ScheduleSchedule Totals
69
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
70
Staffing Analyzer
Clairvia Staff Manager Schedule Editor View Staffing Analyzer Minimums or Maximums tab
71
Recording Meal Breaks in Assignment Manager
Joe Staff
Jenny Staffer
Allison PCT
Another PCT
Helpful Links
73
Ideas
• https://connect.ucern.com/groups/workforce-management-ideas/activity
74
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.
75
Clairvia Community
76
Tips and Tricks
https://connect.ucern.com/groups/workforce-
management-community/projects/clairvia-tips-and-tricks
77
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