Shift Scheduler Continuous Excel - Help

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Software is provide free for Evaluation. In Evaluation Mode the software is reset on close. All added shifts and staff are deleted and cannot be saved. Registering software removes the reset on close allowing data to be saved. Payment is required to Register Shift Scheduler Continuous Excel and fully enable the software.

  1. Overview
  2. Instructions for Use
  3. Requirements for Use
  4. Try Shift Scheduler Continuous Excel
  5. Download Shift Scheduler Continuous Excel
  6. Install / Uninstall
  7. Registration
  8. Conditions of Use
  9. Software Support and Contact Details

Overview

The Shift Scheduler will build a roster structure to your specifications, allocate staff, and generate a printable roster, all at the click of a button. It is compact and user friendly allowing you to add staff and shifts (maximum 150) with ease. Default values for continuous shifts mean that the only shift data required is the start date/time and length for the first shift, everything else is automated. For non-continuous or varying shifts you have the capacity to overwrite default data and structure shift settings to suit your specific requirements.

Constraints you can apply when allocating staff include the maximum hours a staff member can work within the roster period, the maximum continuous work hours, the minimum break between shifts, and the maximum number of days in a row that can be worked. You can also set a Yes or No work status to define a must work or must not work requirement. Your roster is printed using standard Excel commands or using the Format Print function to build a compact and easy to read roster schedule table. The Next Roster function allows you to roll roster details into the next roster period to quickly build consecutive rosters.

Instructions for Use

Specific item help is also provided within the software when you mouseover the red cell markers.

Summary

  1. Click Add Staff and input the number of staff you wish to add to your roster. Initially the roster has 1 staff member. When you click OK these will be added as rows. In the blue cells of the staff rows input the staff names.
  2. Click Add Shifts and input the number of shifts you wish to add to your roster. Initially the roster has 5 shifts. When you click OK these will be added as columns.
  3. Set Shift Details in the blue cells of the first shift column by inputting the Start Date/Time, the Length and the Shift Requirement (i.e the number of staff required to work this shift). Shift details for following shifts are set to automatically follow on from the first shift. If your shifts are not continuous you can adjust the details in the yellow cells. Shifts should be set up in their Start order. To force a staff member to work a specific shift input a "Y" in the staff/shift cell, to force a must not work input a "N" in the staff shift cell. You can also input a Title for your roster in the blue cell above the shift columns.
  4. Set Roster Constraints in the blue cells of the top table. These are the limits applied in the roster. They include the Maximum Hours staff can work during the roster (the roster is the period covered by the shifts); the Maximum Continuous Hours staff can work without a break (i.e the maximum length of a work period); the Minimum Break staff must have between work periods; and the Maximum Number of Days in a Row that can be worked. The Build Attempts is the number of times a roster solution will be searched for, in most cases this should be left as 5.
  5. Click Build Roster and the Shift Scheduler applies a random process to build a roster inline with your input variables contained in the blue cells. The result appears as YES (work shift) or NO (do not work shift) in the staff/shift table.
  6. Click Format Print and the completed roster is formatted by week on the Format Print sheet and can be printed using standard Excel print functions.
  7. Next Roster clears shift allocations but maintains the roster structure and uses current last shift details as input for the first shift of the next roster. This allows you to build a roster for the next roster period considering the details from the current period.

Add Staff / Add Shifts

You can add or delete Shifts and Staff by selecting the required staff row or shift column to delete or the required insert row/column to add and then clicking the applicable Add Shift, Delete Shift, Add Staff, or Delete Staff button. The first staff row and the first 5 shifts can not be deleted. When you Add you will be asked how many shifts or staff to add, this is in addition to existing shifts and staff. When you select a cell within the roster matrix staff are added above it and shifts to the left. If there is no selection in the roster matrix staff are added to the top and shifts at the end of the roster matrix. The maximum number of shifts is 150.

Shift Details

In the blue cells of the first shift column input the Start Date/Time, the Length and the Shift Requirement (i.e the number of staff required to work this shift) for the first shift. The Start Time is in 24 hour format (hh:mm), the shift Length is in hours decimal format (1.5 is one and a half hours). Initial formula set the following shift details to follow on from the first shift with the same Length and Shift Requirement. If your shifts are not continuous or vary you can adjust the details in the yellow cells for each individual shift. Shifts should be set up in their Start order. Input a Title for your roster in the blue cell above the shift columns.

You can set a Yes or No work requirement by inputting a "Y" or "N" to mark a matrix cell before you Build Roster. For example if your first staff member cannot work your first shift input a "N" in the cell where the first staff row and the first shift column intersect (D24). If the first staff must work the first shift input a "Y". Marked cells only operate for 1 Build Roster and are then cleared to allow a new roster.

Roster Constraints

These are the limits applied in the roster. Input the limit values in the blue cells of the top table.

Maximum number of Hours staff members can work during the roster period. You can use Maximum hours to distribute shifts between staff. For example if you have 4 shifts of 8 hours with a shift requirement of 1 and 4 staff when you set Maximum Hours to 8 Build Roster will attempt to allocate 1 shift to each staff member. If there is no maximum then input a number greater than the total roster period.

Maximum number of Continuous (without a break) Hours staff members can work during the roster period. For this to apply you must also input Minimum Break Hours greater than 0. If there is no maximum then input a number greater than the total roster period.

Minimum Break in Hours staff members must have after completing a shift or group of shifts before they can work another shift. If there is no minimum then input 0. A staff member can work consecutive shifts without a break as long as the Maximum Continuous Hours limit is not exceeded or Minimum Break Hour is 0. Once a break starts a staff member cannot work another shift until the Minimum Break duration has passed.

Maximum Number of Days a staff member can work in a row. This the maximum number of days that can be worked before a full days break must be taken. If a staff member works any part of a day it is counted as a worked day.

Number of Build Attempts that should be made. Initially start with a Build Attempts value of 5 if a roster solution is not found increase the number of attempts. A random process is applied to solve the roster and it can follow a dead end path. The Build Attempts value allows it to exit the dead end and retry. When you Build Roster the Build Attempt number is displayed as the first character in the status line. As roster complexity increases more Build Attempts are required, this can increase the build time.

Build Roster

After you have added the required details for your roster period click Build Roster to identify a staff/shift allocation that meets your requirements. Staff members required to work a shift will be identified with "YES" in the shift column. Requirements that cannot be fulfilled are shaded tan. Program status is displayed at bottom of the window. To Exit Build Roster before it is complete press the Esc (escape) key. If you Exit in this way you should then Clear Roster to clear roster calculations. Build duration depends on roster complexity and the random process applied, the range is usually 1 to 10 minutes. Build Attempts is the number of times a solve will be attempted within one build roster, default value is 5. Complex rosters require more build attempts. Regardless of the build attempts setting the Build Roster will end as soon as a solution is found. Reset Roster removes all added shifts and staff and resets the roster to initial default values.

To maintain Staff and Shift headings while scrolling through your roster you can Freeze Panes. Select the cell below and to the left of the cells you wish to keep in view then from the Excel Toolbar go Window, Freeze Panes.

Format Print

You can Print your roster using the standard Excel commands to print sections of the Input Sheet as displayed. To set the print area from the Excel Toolbar go View, Page Break Preview or use File, Print Area, Set Print Area. Format Print transfers Staff and Shift details to the Format Print sheet. Format Print builds a table with Staff Names in the rows and Day Names in the columns 7 columns wide (1 week). The title of each shift a staff member is to work is displayed in the Staff/Day matrix. The Format Print sheet is only updated with the current roster details when the Format Print command button is used. The Format Print sheet is not protected and all formatting can be adjusted as required. You can also copy and save the Format Print sheet in a new Excel workbook. To do this open a new workbook, highlight and copy the required area on the Format Print sheet, and then paste to the new workbook.

Next Roster allows you to roll your roster details into the next period. It applies current last shift details as input for the next roster period except cumulative hours worked which are reset to 0, maintains existing staff and shift inputs, and clears shift allocations. Start Date and Time of the first shift are set as the end of the last shift in the current roster. This allows you to build a roster for the next period considering the current roster.

Show Detail displays any roster Initiation set by the Next Roster function and the Calculation Rows for each staff line. Examining the these details will assist understanding of roster formulation. Hide Details hides Initiation and Calculation details. To clear the Initiation settings use Clear Next, this only clears the Next Roster function Initiation settings on the Input sheet not the staff or shift details.

Requirements for Use

This software is in Microsoft Excel format. To run this software you must have Excel installed on your computer and macros must be enabled. Please refer to the Enable Macros information for additional detail.

If your downloaded software is a Compressed zip file (with a .zip extension) it will require unzipping for use. Trial Zip software is available free from Winzip or a simple freeware WinZIP alternative is available from JustZIPit.

Try Shift Scheduler Continuous Excel

Software is provide free for Evaluation. In Evaluation Mode the software is reset on close. All added shifts and staff are deleted and cannot be saved. Registering software removes the reset on close allowing data to be saved.

Registering fully enables evaluation software.

Download Shift Scheduler Continuous Excel

You can Download Shift Scheduler Continuous Excel for evaluation. In Evaluation Mode the software is reset on close. Payment is required to Register Shift Scheduler Continuous Excel and fully enable the software.

Install / Uninstall

If the file you downloaded has a zip extension (***.zip) it is packaged in a standard compressed zip file. After download it must be unzipped. Trial Zip software is available free from www.winzip.com or a simple freeware WinZIP alternative is available from JustZIPit. You can then run the software by simply opening the Excel file that best matches your version of Excel.

If the file you downloaded has an exe extension (***.exe) it is packaged as a Self-Extracting SetUp file. To install run the downloaded file and follow the prompts to unpack and install the software. You can then run the software from the program icons or by simply opening the Excel file that best matches your version of Excel.

If the file you downloaded has an Excel extension it is a standard Excel file. You can run the software by simply opening the Excel file.

For the software to function macros must enabled. Please refer to the Enable Macros information for additional detail.

No system files are changed when you use this software. To uninstall run the Uninstall program or simply delete all associated files.

Registration

Payment is required to Register Shift Scheduler Continuous Excel and fully enable the software. Secure online payment is available at:

http://www.bizpeponline.com/ShiftSchedulerReg.html

Upon receipt of payment Bizpep will provide by return email registration details to maintain the software and fully enable the software. Registering software removes the reset on close allowing data to be saved. When you have your registration code click the Registration Button on the Welcome or Terms and Conditions sheet and follow the prompts.

The number of licenses you purchase is the maximum Number of Users and the maximum Number of Computer Systems the purchased software can be installed on or that can access the software if on a network. If you purchase a single user license (Quantity set to 1) the software must only be accessible from one computer and there must only be one user. To run the software on more than one computer, a network, or provide for additional users you must purchase a Multi-user license by setting the purchase quantity to the required number of user licenses. Multi-user licenses attract a 30% discount.

Non-Commercial License
This license is for non-commercial private and internal business use only. It does not cover the commercial use of software for inter-business support, advice, or consulting. Registering evaluation software with a Non Commercial License removes the reset on close allowing data to be saved and authorizes non-commercial private and internal business use only. All other features including cell and macro protection are the same in evaluation and registered Non-Commercial software.

Commercial License
This license allows the commercial use of software for inter-business support, advice, or consulting. Registering evaluation software with a Commercial License removes the reset on close allowing data to be saved and authorizes Commercial use. With Commercial registration the Input sheet is protected without a password and can be unprotected. This allows you to access sheet cells and view the underlying formula to enhance your knowledge of software operation (macros remain protected). To unprotect a sheet from the sheet go Review, Unprotect Sheet when using Excel 2007 or Tools, Protection, Unprotect Sheet when using Excel 97-2003. All other features including cell and macro protection are the same in evaluation and registered Commercial software.

Source License
This license allows you to access and modify all software code including macros. For additional details please Contact Us.

Conditions of Use

The specific suitability of this software must be independently assessed. Software is provided as is, use is entirely at the users risk, and use acknowledges that Bizpep and all associated parties are held harmless from any claims or losses relating to software provided.

Bizpep retain all intellectual property rights. It is prohibited to use the software, concepts, formats, and systems obtained from Bizpep in any manner outside their intended use as designed and defined by Bizpep. You may not modify, translate, reverse engineer, decompile, disassemble or create derivative works based on Bizpep software, services or concepts.

You may not sell or require payment in any form for Bizpep software.

Software Support and Contact Details

For items not addressed in the online Help or our Question & Answer Items please Contact Us.

Regards
David Morcom
www.bizpeponline.com

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