Planner Reports

The Scheduling System gives you the ability to view and print reports of the weekly scheduling activity, for a single week or an arbitrary period of time. You may wish to print out a Planner to give to your On-Call or other staff, or simply to review the information away from the computer. Even if you don’t need to print it out, it can be very valuable to have a summary of activity so you can see where the schedule stands at any given moment.

The Service Planner report concisely shows all of the vital information from the Planner. It includes the Client’s name, the days and dates of the week, and all the Caregivers and Shifts, including any unassigned Shifts. It also includes the Assigned and Total hours for the Service and for each Caregiver.

You can print an individual Service Planner, or you can print all the Planners for a given time period. When you print all the Planners, the Scheduling System determines which Planners have any Shifts (including Open Shifts) and prints them automatically, placing as many Planners on each page as will fit.

These reports are available from both the Client (Service) and the Caregiver perspective. The Service Planners report is useful when you want to see the activity for each Client’s Service; The Caregiver Planners report gives you a clear picture of the weekly activity for each individual Caregiver, regardless of how many different Services they may have worked in that week.

Individual Planner Reports

To print an individual Planner, go to the File menu on the Planner itself. There are two choices: Preview in Word and Print. The Print option will simply send the Planner report to your default Windows printer. If you wish to preview the report, to verify what is to print or to make your own modifications, you can choose Preview in Word. Rosemark actually produces the Planner report and opens it directly in your word processor (MS Word or OpenOffice, for example), rather than just printing it.

If you want to print the Planner Report for a Client for some other range of dates, just go directly to the Client's profile form and click on File, then Print Planner.... It will prompt for the range of dates, then let you either Preview in Word or Print.

All Planners

To print all the Service Planners for a given range of dates, go to the main Scheduling System window, click on the Reports button and select Service Planners. At that point, a special window will appear that allows you to select the week (or other range) you want.

Figure 157: Picking the week, printing and viewing Service Planners

By default, This Week is already selected; you can quickly change to Last Week or Next Week in the upper left. You can choose any week simply by clicking on any day within the week you’re after in the month calendars on the right. If you need to move to a month that is not shown, use the arrow buttons to move back and forth through the months.

Arbitrary Date Range

You can also choose an arbitrary range of dates. To do this, click on the Arbitrary Range check box. Then you can set the start and end dates for the report in one of two ways:

1) Use the drop-down boxes to individually set the start and end of the period.

2) Click on one end of the range in the calendar, drag to the other end (either start to finish or vice-versa).

The selected date range is shown in the month calendar views by the gray highlight over the week. Below the month views, details of the selected week are spelled out including:

Include All Shifts

When checked, this box makes the report include all shifts, including cancellations, no-shows, etc. This is checked by default, so doing nothing will include all shifts.

If you un-check this box, the Planner report will only include the most relevant shifts. For Service Planner Reports (Clients), this means Assigned, Verified and Open Shifts. For Caregiver Planners, it includes only Assigned and Verified.

Number of Blank Rows

Additionally, you can choose how many blank rows should be included on each Service's table. The default is 2, which allows for note-taking space on the printout. Setting it to zero makes the report as tight as possible, taking up fewer pages.

As with the individual Planner, you can choose either to print or preview the selected week’s Planners, by clicking on the Print or Preview in Word buttons, respectively. The figure below shows a sample from a Service Planners report for This Week. You can see a full-sized sample of this report at Service Weekly Schedule.

Figure 158: Sample from Service Planners Report (showing 2 blank rows)

All Caregiver Planners

To print all the Caregiver Planners for a given range of dates, go to the main Scheduling System window, click on the Reports button and select Caregiver Planners. At that point, a special window will appear that allows you to select the week (or other range) you want. This is essentially the same as that for the Service Planners report; notice that they are each color coded, so you can tell at a glance which report you are preparing to view or print: green for Caregiver, purple for Service.

This figure shows the selection of an arbitrary range (from the 16th through the 31st of the month).

Figure 159: Preparing to print and view Caregiver Planners for a range of dates

The following figure shows a sample from a Caregiver Planners report for a range of dates, from the 1st through the 15th of the month. Note that there are no blank rows and only Assigned & Verified shifts (NOT all shifts), as specified in the selection window above.

You can see a full-sized sample of this report at Caregiver Weekly Schedule.

Figure 160: Sample from Caregiver Planners Report