Shift Plan Approval Process

This user guide introduces Fewzion's Shift Plan Approval Process

The Shift Plan Approval Process is Fewzion’s process of approval for scheduled tasks on a Weekly and Daily basis by different levels of management. Shift Plan Approval Process assists in the creation of accurate and achievable plans by closing the communication gap between the management that develop the plans and the management whose task it is to implement them. User participation in the approval process is also tracked, promoting accountability and ownership of the plans by the relevant levels of management. 

Shift Plan Approval Process is enabled on a per site basis, please contact support.

Step-By-Step Guide

This guide provides instructions on:

Shift Plan Approval Workflow

 

The transitions of the Shift Plan Approval workflow are triggered by the changing of the Shift Plan states (i.e to approved or rejected) and by the site's Shift Plan Approval times and the Review Day Matrix.

Review Day Matrix

The Review Day Matrix determines the day a particular Shift will be applicable to the Shift Plan Approval process.

 

Shift Plan Approval Times

The Shift Plan Approval Times sets the time period of the workflow transitions. The approval times are as follows: 

          • Can Start At Time: The start time of the approval process (i.e when Shift Plans can be approved or rejected)
          • Due By: Shift Plan approvals are due at this time, any Shift Plans without an Approved status are set to Overdue [Note 1]
          • Finish By: Shift Plans should be Approved by this time and Shift Plans with an Overdue status, at this time, are automatically set to Not Approved [Note 2]

 

Notes

    1. Overdue Status indicates that the plan is overdue to be approved, rather than overdue to be reviewed.
    2. The purpose of the "Finished by"setting is to Flag the Shift Plans that have not yet been approved, and as such Shift Plans' statuses can still be set to Approved after the "Finished By" time.

Shift Plan Approval Process

Shift Plan Approval Rounds

        • Weekly: Weekly approvals are completed a week at a time, per Process via the Weekly Schedule screen
          The sequence of operations are expected to be:
            1. Review the week
            2. Individually reject any bad plans
            3. Approve the week (which approves all except the rejected ones)
            4. Individually approve any rejected plans (at a later time)
        • Daily: Daily approvals are completed a day at a time (Friday’s typically include the weekend shifts) per Process, typically via the 24/48 Hour schedule screen. Shift Plans have to have Weekly Approval before they can be Daily Approved
          The sequence of operations are expected to be:
            1. Review the upcoming 24 hours
            2. Individually reject any bad plans
            3. Approve the upcoming 24 hours (which approves all except the rejected ones)
            4. Individually approve any rejected plans (at a later time)

Shift Plan Approval States

Shift Plans can be in one of these approval states:

        • Can Start: The start time of the Approval process (i.e when Shift Plans can be approved or rejected)
        • Pre-Approved: The Shift Plan has been Pre- Approved
        • Approved: The Shift Plan has been Approved
        • Rejected: The Shift Plan has been Rejected
        • Overdue: The Shift Plan has not been Approved by the "Due by" time
        • Not Approved: The Shift Plan was not Approved or Rejected by the "Finish By" time. 

Shift Plan Approval Levels

Shift Plan Approval Levels are:

        • Pre-approval requires 1 Plan Pre-Approver approval. A Shift Plan must be pre-approved before it can be Approved by a Plan Approver
        • Approvals requires 1 or more Plan Approvers approvals depending on the site (i.e. configurable). A plan will be deemed to be approved when it has the full number of approvals. E.g. It could have 1 rejection and 3 approvals, but if 3 are required then it is considered approved. The advantage of this approach is that it does not require the presence of someone who earlier rejected the plan but is no longer available
        • Special Approval is used when the required number of Approvers are not available. Special Approvals have the ability to override both types (Weekly and Daily) and levels (Pre-Approval and Approval) of the Shift Plan Approvals process

Shift Plan Acknowledgements

Shift plan Acknowledgements are:

        • Acknowledge Schedule: a user with an Acknowledge Schedule Role acknowledges they have reviewed and understood all the Processes (they have access to), applicable to the Shift Plan Approval process, before the shift begins
        • Acknowledge Shift Plan: a User with an Acknowledge Shift Plan role acknowledges they have read and understood the Process Shift Plan (they have access to), applicable to the Shift Plan Approval process before their Shift

Shift Plan Approval Roles

To part take in the Shift Plan Approval process, Users must be assigned the relevant roles and Processes, this can be done via the Edit User Screen.

        • Plan PreApprover: Is a User who Pre-Approves the Shift Plan
        • Plan Approver: Is a User who Approves a Shift Plan after it has been Pre Approved
        • Plan Special Approver: Is a User who Special Approves a Shift Plan and overrides the requirement for a Pre-Approval and Approvals
        • Acknowledge Schedule: A User (typically the Undermanager/MO) who is required to acknowledged the Schedule via the Shift Schedule Screen
        • Acknowledge Shift Plan: A User (Crew Leader) who is required acknowledged the Shift Plan via the Actuals Screen. Any User who is an Active Crew Leader will require this Role

Not Approved and Rejected Shift Plans

Consequences of a Not Approved and Rejected Shift Plan are:

        • The Shift Plan will not Print

 

Not Acknowledged Shift Plans

Consequence of a Not Acknowledged Shift Plan is:

        • Shift Plan Acknowledgments are track on the Shiftly Reports (Day, Afternoon, Night, 24 Hour), the words "Not Acknowledged" will appear on the Report for any Shift Plans missing acknowledgements

 

Task Compliance

The link between the Shift Approval process and Task Compliance is any Tasks added or changed post approval will be considered non-compliant. Please see the following article Task added after Shift Plan approval for more information.

Weekly Approvals

Users required:

        • Plan Pre-Approver
        • Plan Approver

Weekly Approvals are typically completed via the Weekly Schedule Screen, though Weekly Approvals with the state Not Approved or Rejected can be approved via the 24/48 Schedule Screen. Weekly Approvals are required to be completed before Daily Approvals can be begin.

To Reject Shift Plans at Pre-Approval Level (Weekly Approval Process)

1. Go to Weekly Schedule Screen, click on Next Week

 

2. Click on Reject

 

3. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

4. The description "Weekly PreApproval Rejection" should appear in the top right corner of the screen

 

5. Select the Shift Plans to be rejected by clicking anywhere within the selected Shift Plans panel. The Shift Plans selected are highlighted in red. To unselect a Shift Plan, simply click the Shift Plan once more

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

6. Click on Continue, to continue with the rejection. To cancel the rejection simply click on Cancel

 

7. Upon clicking Continue, the Reject screen will appear. Enter the reasons why the selected Shift Plans were rejected (mandatory) and click on OK to confirm the rejection

 

8. Once the rejection is confirmed, the W icon at the top of the rejected Shift Plans panel will be encased in a red square and a red cross will appear beside it

 

To Pre-Approve Shift Plans (Weekly Approval Process)

Weekly Shift Plans need to be Pre-Approve before they can be Approved, please note however once a Shift Plan is Pre-Approve it cannot be rejected (i.e its Approval state cannot be changed).

1. Go to Weekly Schedule Screen, click on Next Week

 

2. Click on Approve

 

3. Select Weekly and Pre-Approval if not already automatically selected. Click Ok to continue with the Pre-Approval process. Please note, if a User has only 1 approver role, i.e is either a Plan PreApprover, Plan Approver or Plan Special Approver, Fewzion will bypass this step, as the User can only access the one option. 

 

4. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

5. The description "Weekly Pre-Approval" will appear on the top right corner of the screen

 

6. Any non-pre-approved Shift Plans will be automatically selected and highlighted in green. To select any previously rejected Shift Plans click the rejected Shift Plans. To unselect any Shift Plans simply click on the Shift Plan

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

7. Click on Continue, to continue with the Pre-Approval. To cancel the Pre-Approval simply click on Cancel

 

8. Upon clicking Continue, the Approval screen will appear. Enter the reasons why Shift Plans were selected (optional) and click on OK to confirm the selected Shift Plans Pre-Approval. To cancel the Preapproval simply click on Cancel

 

9. Once the Pre-Approval is confirmed, a green tick will appear beside the W icon at the top of the Pre-Approved Shift Plans

 

To Reject Shift Plans at Approval Level (Weekly Approval Process)

Weekly Approvals can only commence once the Shift Plans for the week have been Pre-Approved.

1. Go to Weekly Schedule Screen, click on Next Week

 

2. Click on Reject

 

3. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

4. The description "Weekly Approval Rejection" will appear on the top right corner of the screen

 

5. Select the Shift Plans to be rejected by clicking anywhere within the selected Shift Plans panel. The Shift Plans selected are highlighted in red. To unselect a Shift Plan, simply click the Shift Plan once more

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

6. Click on Continue to continue with the rejection. To cancel the rejection simply click on Cancel

 

7. Upon clicking Continue, the Reject screen will appear. Enter the reasons why the selected Shift Plans were rejected (mandatory) and click on OK to confirm the rejection. To cancel the rejection simply click on Cancel

 

8. Once the rejection is confirmed, the W icon at the top of the rejected Shift Plans panel will be encased in a red square and a tick followed by a red cross will appear beside it

 

To Approve Shift Plans (Weekly Approval Process)

Weekly Shift Plans need to be Pre-Approved before they can be Approved and it is important to note, once a Shift Plan is Approve it cannot be rejected (i.e its Approval state cannot be changed).

1. Go to Weekly Schedule Screen, click on Next Week

 

2. Click on Approve

 

3. Select Weekly and Approval if not already automatically selected. Click OK to continue with the Approval process. Please note, if a User has only 1 approver role, i.e is either a Plan PreApprover, Plan Approver or Plan Special Approver, Fewzion will bypass this step, as the User can only access the one option. 

 

4. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

5. The description "Weekly Approval" will appear on the top right corner of the screen

 

6. Any non-pre-approved Shift Plans will be automatically selected and highlighted in green. To select any previously rejected Shift Plans click the rejected Shift Plans. To unselect any Shift Plans simply click on the Shift Plan

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

7. Click on Continue to continue with the Approval. To cancel the Approval simply click on Cancel

 

8. Upon clicking Continue, the Approval screen will appear. Enter the reasons why Shift Plans were selected (optional) and click on OK to confirm the selected Shift Plans approval. To cancel the approval simply click on Cancel

 

9. Once the Approval is confirmed, the W icon at the top of the approved Shift Plans will be encased in a green square and two ticks will appear beside it

 

Daily Approvals

Daily Approvals cannot commence until Shift Plans have been weekly approved.

Users required:

        • Plan Pre-Approver
        • Plan Approver

Daily Approvals are typically completed via the 24/48 Schedule Screen, though Shift Plans with the state Not Approved or Rejected can be approved via the Weekly Schedule Screen.

To Reject Shift Plans at Pre-Approval Level (Daily Approval Process)

1. Go to 24/48 Schedule Screen

 

2. Click on Reject

 

3. Click OK on the How to select Shift Plans message and tick the tickbox, if you do not wish to see the message again

 

4. The description "Daily Pre-Approval Rejection" should appear in the top right corner of the screen

 

5. Select the Shift Plans to be rejected by clicking anywhere within the selected Shift Plans panel. The Shift Plans selected are highlighted in red. To unselect a Shift Plan, simply click the Shift Plan once more

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

6. Click on Continue to continue with the rejection. To cancel the rejection simply click on Cancel

 

7. Upon clicking Continue, the Reject screen will appear. Enter the reasons why the selected Shift Plans were rejected (mandatory) and click on OK to confirm the rejection

 

8. Once the rejection is confirmed, the D icon at the top of the rejected Shift Plans panel will be encased in a red square and a red cross will appear beside it

 

To Pre-Approve Shift Plans (Daily Approval Process)

1. Go to 24/48 Schedule Screen

 

2. Click on Approve

 

3. Select Daily and PreApproval if not already automatically selected. Click OK to continue with the Approval process. Please note, if a User has only 1 approver role, i.e is either a Plan PreApprover, Plan Approver or Plan Special Approver, Fewzion will bypass this step, as the User can only access the one option.

 

4. Click OK on the How to select Shift Plans message and tick the tickbox, if you do not wish to see the message again

 

5. The description "Daily PreApproval" should appear in the top right corner of the screen

 

6. Any non-preapproved Shift Plans will be automatically selected and highlighted in green. To select any previously rejected Shift Plans click the rejected Shift Plans. To unselect any Shift Plans simply click on the Shift Plan

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

7. Click on Continue to continue with the Pre-Approval. To cancel the Pre-Approval simply click on Cancel

 

8. Upon clicking Continue, the Approval pop up screen will appear. Enter the reasons why Shift Plans were selected (optional) and click on OK to confirm the selected Shift Plans Pre-Approval. To cancel the Pre-Approval simply click on Cancel

 

9. Once the Pre-Approval is confirmed, a green tick will appear beside the D icon at the top of the Pre-Approved Shift Plans

 

To Reject Shift Plans at Approval Level (Daily Approval Process)

1. Go to 24/48 Schedule Screen

 

2. Click on Reject

 

3. Click OK on the How to select Shift Plans message and tick the tickbox, if you do not wish to see the message again

 

4. The description "Daily Approval Rejection" should appear in the top right corner of the screen

 

5. Select the Shift Plans to be rejected by clicking anywhere within the selected Shift Plans panel. The Shift Plans selected are highlighted in red. To deselect a Shift Plan, simply click the Shift Plan once more

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

6. Click on Continue to continue with the rejection. To cancel the rejection simply click on Cancel

 

7. Upon clicking Continue, the Reject screen will appear. Enter the reasons why the selected Shift Plans were rejected (mandatory) and click on OK to confirm the rejection

 

8. Once the rejection is confirmed, the D icon at the top of the rejected Shift Plans panel will be encased in a red square, followed by a green tick and then a red cross

 

To Approve Shift Plans (Daily Approval Process)

1. Go to 24/48 Schedule Screen

 

2. Click on Approve

 

3. Select Daily and Approval if not already automatically selected. Click OK to continue with the Approval process. Please note, if a User has only 1 approver role, i.e is either a Plan PreApprover, Plan Approver or Plan Special Approver, Fewzion will bypass this step, as the User can only access the one option.

 

4. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

5. The description "Daily Approval" will appear on the top right corner of the screen

 

6. Any non-preapproved Shift Plans will be automatically selected and highlighted in green. To select any previously rejected Shift Plans click the rejected Shift Plans. To deselect any Shift Plans simply click on the Shift Plan

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

7. Click on Continue to continue with the Approval. To cancel the Approval simply click on Cancel

 

8. Upon clicking Continue, the Approval pop up screen will appear. Enter the reasons why Shift Plans were selected (optional) and click on OK to confirm the selected Shift Plans Approval. To cancel the Approval simply click on Cancel

 

9. Once the Approval is confirmed, at the top of the Approved Shift Plan/s, the D icon will be encased in a green square, followed by two green ticks

 

Special Approval

Special Approvals can be completed on any Schedule screen, except for the Shift Schedule screen. They override the Shift Plan Approval process, and such no previous Approvals are required. Special Approvals can be completed at both rounds of the Approval Process, weekly and daily.

User Required:

        • Plan Special Approver

To Special Approve Shift Plans

1. Go to the Schedule screen the Shift Plan/s are situated (other than the Shift schedule screen)

 

2. Click on Approve

 

3. Select Daily or Weekly and Special Approval if not already automatically selected. Click OK to continue with the Approval process. Please note, if a User has only 1 approver role, i.e is either a Plan PreApprover, Plan Approver or Plan Special Approver, Fewzion will bypass this step, as the User can only access the one option.

 

4. Select the Shift Plans you would like to Special Approve, the selected Shift Plans will be highlighted in green. To unselect any Shift Plans simply click on the Shift Plan

 

Info!

You can select/ unselect all the Shift Plans for a particular Shift on a particular day, by simply clicking on the Shift Plans column’s title (i.e the panel with the day, date and shift name). You can also select/unselect all the Shift Plans for a Process by clicking on the selected Process's shortcode panel (e.g. LW1). 
 

5. Click on Continue to continue with the Approval. To cancel the Approval simply click on Cancel

 

6. Upon clicking Continue, the Approve screen will appear. Enter the reasons why Shift Plans were selected (mandatory) and select via the Authorise drop down list, which Special Approval Manager was consulted. Click on OK to confirm the selected Shift Plans Special Approval. To cancel the Special Approval simply click on Cancel

 

7. Once the Special Approval is confirmed, at the top of the Approved Shift Plans, the and a blue tick will appear beside it

 

Acknowledge Daily Shift Plans

It is expected as part of the compliance policies, all Shift Plans (applicable to the Approval Process) will be Acknowledge before first day of the Shift begins and again before the start of Shift.

Unlike Approvals, Shift Plan acknowledgements can be completed even when the Schedule for the day has not been acknowledge. Shift Plan Acknowledgements can be completed via the Shift Schedule screen and the Actuals screen.

Users Required:

            • Acknowledge Shift Plan
            • Acknowledge Schedule

To Acknowledge a Schedule

1. Go to Shift Schedule Screen

 

2. Click on Acknowledge

 

3. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

4. Any non-acknowledged Shift Plans will be automatically selected and highlighted in green. To unselect any Shift Plans simply click on the Shift Plan

 

5. Click Continue

 

6. Click OK on the Acknowledge message

 

7. Once the Acknowledged Schedule is confirmed, at the top of the selected Shift Plans, a green tick will appear beside the A icon

 

To Acknowledge Shift Plans via the Shift Schedule screen

1. Go to Shift Schedule Screen

 

2. Click on Acknowledge

 

3. Click OK on the How to select Shift Plans message pop up and tick the tickbox, if do you do not wish to see the message again

 

4. Any non-acknowledged Shift Plans will be automatically selected and highlighted in green. To unselect any Shift Plans simply click on the Shift Plan

 

5. Click Continue

 

6. Click OK on the Acknowledged message

 

7. Once the Acknowledged Schedule is confirmed, at the top of the selected Shift Plans, the second tick beside the A icon will be highlighted in green

 

To Acknowledge Shift Plans via the Actuals screen

1. Go to Actuals Screen

 

2. Select your Process

 

3. Click on the tick, found in the top right side of the Shift’s description panel, of the Shift Plan you would like to Acknowledge

 

4. The tick, found on the top right side of the Shift’s description panel, will be green confirming the Acknowledgement

 

Explanation of Display Settings

Over Due Approvals

A Shift Plan with the state of Overdue is indicated by the W or D icon (depending on the round of Approvals) flashing red.

 

Not Approved Shift Plans

A Shift Plan with the state of Not Approved is indicated by the W or D icon (depending on the round of Approvals) crossed out with a horizontal line.

 

Greyed Out Shift Plans

Greyed out Shift Plans indicated Shift Plans that cannot be Approved or Rejected for the following reasons:

        • The Shift Plan has already pre-approved
        • The Shift Plan has already been approved
        • The Shift Plan has already been rejected
        • The Shift Plan is in the past, so cannot be rejected
        • Weekly Approvals have not yet started
        • Daily Approvals have not yet started

To find out why a particular Shift Plan is greyed out, move the mouse over the top and a tool-tip will appear with stating one or more of the above reasons.

 

No Plans to Approve

A message "There are no plans to approve", will appear when all the non-implemented Shift Plans accessible to the User have been approved.

 

No Plans to Reject

A message "There are no plans to reject", will appear when all Shift Plans accessible to the User have the states of either Approved, Not Approved or Rejected.

 

User Approval Reporting

By clicking on the W or D icon at the top of the Shift Panel, details of the Shift Plan approval state will appear, detailing the participating Users' name, the date they approved or rejected the plan and any accompanying textual notes.

 

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