Page 113 - 100 - HR Management Manual

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3. Department Heads: Every month between the 5 and the 12 look at the “Ideal Staff Schedule”
spreadsheet BEFORE making the schedule. This is found in the private management manual. This
is a private document simply because it shows average wages for various positions.
a. Look across the top section Monday through Sunday. Look at the positions that you will
be scheduling. The colors and hours indicate the shifts you need to schedule for the next
month.
b. Look at the bottom two boxes under “Busy” or “Slow” seasons. The dates of each of these
seasons are defined on the left side. Note: The only real difference is under kennel as we
schedule less staff members during the slow season.
c. In the proper bottom box (slow or busy) look at the column under FTE. This is the number
of Full Time Equivalent (FTE) staff members you will need for next month. One FTE is a
staff member available to work 40 hours. Do you have enough staff members hired and
trained? If not:
i. Meet with the director of administration ASAP. Discuss how many people you
need, how you can help with hiring and training, and when we can expect to have
enough people hired and trained.
ii. If you are going to have to schedule overtime hours how can we do this that is
fair to both the hospital and staff members? How are we going to prevent this
later?
d. Look at your vacation requests. Determine what vacation requests you can approve or
deny in order to cover the hospital properly. We approve vacation requests on a first
come, first served basis….NOT on who has worked here longer or who is better. Approve
or deny the requests in writing.
e. Look for any notes/e-mails from the ED or Dir of Admin concerning next month’s holidays
or special events. There may be certain days IN ONE WEEK you have to schedule heavier
on some days lighter on others. This means it may be a little different than the
spreadsheet but will still fall within the budget and template.
i. Too many hours are bad (The hospital won’t have enough money to pay other
bills.).
ii. Too few hours are bad (We won’t have enough staff to handle pets and clients.
All staff and clients will be frustrated.).
f. Make the staff schedule for the next month based on all of the above and the Ideal
Staff Schedule spreadsheet. You may make the schedule using an online scheduling
program, but the schedule will still need to be entered in Staff Shares (Excel File located
on “Staff Shares” > Staff Schedule > In Progress) showing total hours for each employee,
each week.
g. Also show the TOTAL hours for your area each week. Make sure if falls within reason
of the spreadsheet total hours for the week. Use good judgment. Submit it to the
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Executive Director BY THE 12 AND ELECTRONICALLY.
i. The staff schedule is password protected for editing. Only the dept. heads,
execs, and owner has this password.
h. Additional notes:
i. Kennel Manager – You will need more staff during the busy season than the slow.

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