Hours, balance and coverage

The Reporting menu of Planning is reserved for planning managers. It answers three questions: are the contracts respected, are the critical times covered, and was the schedule actually worked.

Planned hours

Open Planning → Reporting → Planned hours. Per staff member and day:

  • Planned hours — the hours of their shifts;

  • Contract hours — the hours the working schedule of the contract asks for, leaves deducted;

  • Difference — planned minus contract.

The report opens as a pivot table by week; switch to the graph or the list. Filter on Confirmed shifts or This week, and group by Staff member, Role, Sector, Team, Week or Day.

Note

The contract hours belong to a person, not to a role or a sector: grouped by role or sector, they fall under “None”.

Hours on the staff record

The Planning tab of each staff record shows the person’s figures: Contract hours per week, Planned this week, Planned this month, Due this month and the Hours balance, counted since the date shown beside it.

  • The hours balance is the hours performed minus the hours due by the contract, leaves deducted, since the start of the balance period (setting Hours balance: month, quarter or year), or since the first shift if it came later.

  • Without the Attendances app, the hours performed are those of the confirmed shifts already finished. With it, they are the hours of the attendances.

  • A part-time contract planned beyond its hours shows a warning on the record: an amendment to the contract may be needed.

The automatic planning uses this balance: a person behind on their contract gets priority, a person ahead steps back.

Critical period coverage

Open Planning → Reporting → Critical period coverage:

  1. Choose the dates (three months at most).

  2. Tick or untick Count draft shifts (unticked: only the confirmed shifts count, as the staff see them).

  3. Click Show.

Each line gives a day, a Critical period, a Role, the Planned and Needed hours, the Gap, the Residents present (for a rule per residents) and a Status:

  • Under-planned (red) — not enough staff;

  • As needed (green);

  • Over-planned (orange) — more than needed.

Filter on Under-planned or Over-planned, or switch to the pivot table. The same colours appear on the schedule chart, period by period. See Build the schedule.

Planned versus attended

When the Attendances app is installed, WideCare sets each shift against the attendances of its staff member (managers only):

  • on the shift, Worked gives the hours of attendance within the shift, and an Attendance badge says Upcoming, Worked, Partly worked or No attendance; the Attendances button opens the attendances concerned;

  • the shift list shows the same two columns;

  • the staff record adds Attended this month to its hours.

Planning → Reporting → Planned versus attended sets the Planned hours against the Attended hours per staff member and day, with the Difference (attended minus planned). A difference beyond a quarter of an hour is coloured; the With a difference filter keeps only those lines.

Only confirmed shifts that have already started are compared: a shift of tomorrow has no attendance yet.

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