Scheduling HPC Activities is done using the Scheduler in the same way Events are scheduled. The only difference is an "HPC Location" drop-down menu is used.
Once an HPC Activity has been scheduled (with staff and client assignments), the DSP will have a slightly different (even simpler) experience when clocking in on the HPC screen. If the DSP is within 1 hour before or after the scheduled time, the HPC Location and client(s) will be auto-populated and cannot be changed. So the DSP only has to click the 'Clock In' button. The Clocking Out process is no different than when no schedule is used.
Event Categories. There are two categories (pre-loaded by Brittco) that are used when scheduling HPC Activities, and they are "HPC Pre-schedule" and "HPC Schedule".
There is an option to set a category to "Unavailable for HPC Scheduling". A good example for this would be a category of "Vacation". All staff in a "Vacation" event would automatically be unavailable for Scheduling an HPC Activity for the entire day, regardless of the event hours. You will need to add these "unavailable" categories.
Pre-schedule an HPC Activity. This is an optional step that can be used to add a pre-schedule of HPC Activities without assigning any staff, which can serve as a "place holder". Add a new Event and select "HPC Pre-schedule" as the category. Then enter the times and set the Recurring days if applicable.
Note: do not change the name of this Category.
Schedule an HPC Activity. If you are changing a Pre-scheduled HPC Activity, then click on the corresponding Scheduler Event and change the category to "HPC Schedule". If you are adding a new HPC Activity, then add a new Event, enter the Title, and select "HPC Schedule" as the category.
Once the category has been set to "HPC Schedule", then:
1. Select the HPC Location.
2. Set the times.
3. Select the staff and client(s).
4. If the schedule is recurring, set the appropriate days.
5. Save the new HPC Schedule.
Adding HPC Schedule Categories. Additional Event Categories can be added and be used the same as the HPC Schedule category. One benefit for this is to color code your schedules for different HPC Locations. For example, you could add an HPC Schedule Category with the color Orange called the 'Taz Pad' and it will be on the Scheduler in orange. When adding a new Category, set the 'HPC Scheduling' checkbox:
Staff Availability. There are four conditions that must be met for a staff to be listed in the Staff Dropdown menu as an available choice for scheduling. These are:
- The staff must be assigned to the selected HPC Location.
- The staff cannot be already scheduled for another event with times that overlap the new event.
- The staff cannot be scheduled for another event with a category that is "Unavailable for HPC Scheduling" (e.g., a category such as 'Vacation').
- The staff cannot have an uncompleted event prior to the new event with a category of "Required for HPC Services".
DSP Clocking In and Out
Clocking In. If the DSP logs into Brittco and goes to the HPC Screen when the current time is within one hour before or after a scheduled start time, then the DPS only needs to click the "Clock In" button, Entering activity notes and transportation information is done as usual.
Clocking Out. After logging into Brittco at the end of a shift, the DSP goes to the HPC screen and clicks the "Clock Out" button.
HPC Activities on the Scheduler
HPC Activities can be viewed from the Scheduler by clicking on the Event.
The Events in gray signify that the DSP has clocked in but hasn't yet clocked out. Once the DSP has clocked out, the Event will be black.