What is Shift Configuration and Why is it Important?
Shift configuration is a structure that contains all the rules, parameters, and settings that the Patika system will use when creating your shift plans. Creating the right configuration ensures that the system produces shift plans that are suitable for your needs, fair, and efficient. In this guide, you will learn step by step how to create your configuration with the two different modes offered by Patika.
Two Different Modes: Guided and Advanced
Patika offers two different modes for creating shift configuration:
- Guided Mode: Ideal for beginners. Guides you step by step by explaining each setting.
- Advanced Mode: For experienced users. Provides quick access to all settings from a single screen.
In both modes, the changes you make are saved and used in the same way. You can switch between modes at any time.
Guided Mode: Step-by-Step Guide
In Guided Mode, you create your configuration in 12 steps. Each step focuses on a specific group of settings and provides you with detailed explanations.
Step 1: Period Selection and Weekend Equivalent Days
In the first step, you select which year and month you will create your shift plan for. You can also use the Weekend Equivalent Days feature in this step.
What are Weekend Equivalent Days?
In some special situations, you may want to treat some weekday days as weekends. For example, days before or after holidays, special event days, etc. When you select these days, the system applies weekend rules to them.
How to do it?
On the calendar showing the days of the month, click on the days you want to treat as weekends. Selected days are highlighted in blue. You can click again at any time to remove the selection.
Step 2: Weekday Shift Types
In this step, you define which shift types will be used for weekdays (Monday-Friday).
What is a Shift Type?
Each shift type contains the following information:
- Hours: How long the shift will last (1-24 hours)
- Person Count: How many people are needed daily for this shift type
- Rest Days: How many days the staff working this shift should rest
- Color Code: What color the shift will be displayed in the calendar (optional)
Example Scenario:
For weekdays:
- 24-hour on-call: 2 people, 1 day rest
- 8-hour day shift: 3 people, no rest
In this case, you define two different shift types for weekdays.
Minimum Class Requirements
You can set minimum class (experience level) requirements for certain shifts. For example, if you want at least 2 class 3 staff for a critical shift, you can define this requirement.
Step 3: Weekend Shift Types
You define shift types for weekend days (Saturday-Sunday). Usually, weekend needs are different from weekdays, so you need to make a separate definition.
Example Scenario:
For weekends:
- 24-hour on-call: 1 person, 1 day rest
- 8-hour day shift: 2 people, no rest
Step 4: Standard Daily Hours
In this step, you determine how many hours a staff member should work per day as standard. Usually this value is 8 hours, but it can vary according to your institution's work model.
What is it used for?
The system uses this value to calculate total working hours per staff and perform overtime control.
Step 5: Working Days
In this step, you determine weekday and weekend working days.
Weekday Working Days:
You select which of Monday, Tuesday, Wednesday, Thursday, Friday are working days. Usually all weekdays are selected, but in some institutions certain days may not be working days.
Weekend Working Days:
You select which of Saturday and Sunday are working days. In some institutions only Saturday, in others both days may be working days.
Important: The working days you select determine which days the system will consider when creating the shift plan.
Step 6: Rest Rules
In this step, you set rules related to staff rest rights.
Maximum Consecutive Off Days:
You determine the maximum number of consecutive days a staff member can be off. This rule prevents staff from being away from work for too long. For example, if you set a maximum of 6 consecutive off days, the system will not allow any staff member to have 7 consecutive off days.
Encourage Four-Day Breaks:
When this feature is enabled, the system tries to ensure that each staff member has at least one 4-day consecutive break per month. This increases staff rest and prevents fatigue.
NBN Transition Penalty:
This rule prevents the "Shift→Off→Work" pattern. When enabled, the system tries to prevent the situation where a staff member works a shift, has one day off, and then works again. Instead, it encourages the "Shift→Off→Off" pattern. This prevents the alternating day concept and reduces staff fatigue.
Step 7: Weekend Rules
In this step, you set special rules related to weekend work.
Maximum Consecutive Weekends:
You determine the maximum number of consecutive weekends a staff member can work. For example, if you set a maximum of 2 consecutive weekends, the system will not allow any staff member to work 3 weekends in a row. This rule prevents staff fatigue and balances weekend workload.
Weekend Fairness:
When this feature is enabled, the system tries to ensure all staff work an equal number of weekends. For example, if there are 4 staff members and 8 weekends in a month, each staff member works 2 weekends. This rule balances workload and creates fair working conditions.
Maximum Weekend Difference:
You determine the maximum difference in weekend work count between staff. For example, if you set a difference of 1, one staff works 3 weekends while another works at least 2 weekends.
Maximum Weekends Per Staff:
You determine the maximum number of weekends a staff member can work per month.
Step 8: Shift Type Fairness
In this step, you make settings to ensure fair distribution of different shift types among staff.
Shift Type Fairness:
When this feature is enabled, the system tries to ensure each staff member works different shift types equally. For example, if there are 8-hour and 24-hour shifts, each staff member works both. This rule balances shift type workload and creates fair working conditions.
Penalty Coefficient:
Determines how strictly the fairness rule will be applied. Higher values make the system enforce fairness more strictly.
Step 9: Specific Day Fairness
In this step, you can add fairness rules for specific days (e.g., Thursday, Friday).
What is it used for?
Some days may be particularly busy or important. By adding a fairness rule for these days, you can guarantee that all staff work an equal number of those days.
How to add?
Select the day (Monday=0, Tuesday=1, Wednesday=2, Thursday=3, Friday=4), set the penalty coefficient, and add. The system ensures fair distribution of shifts on these days.
Step 10: Leave and Overtime Rules
In this step, you set rules related to leave and overtime.
Require Work After Leave:
When this rule is enabled, staff who take leave must start working immediately after their leave ends. The system does not allow off days after leave. This rule regulates staff returns and makes planning more predictable.
Maximum Overtime Hours:
Limits how many overtime hours a staff member can work per month. For example, if you set a maximum of 120 hours/month, the system will not allow any staff member to exceed this limit. This rule guarantees compliance with legal working hours and protects staff health.
Per-Nurse Overtime Limit:
You can set individual overtime limits for each staff member from the staff management page. Staff with a custom limit are excluded from hours balancing and can work up to the specified overtime hours. Staff without a custom limit receive overtime equally.
Step 11: Staff Exclusion Pairs
In this step, you define staff pairs that should not work together.
What is it used for?
There may be personal issues between some staff or they may not be wanted to work together. With this feature, you can ensure that the system does not schedule these two staff for the same shift on the same day.
How to add?
Select two staff from the staff list and click the "Add Exclusion Pair" button. The system tries not to schedule these pairs on the same day.
Advanced Mode: Quick Access
In Advanced Mode, you access all settings through a tab-based interface:
- Shifts Tab: Managing weekday and weekend shift types
- Working Days Tab: Working days settings and special days management
- Rules Tab: Bulk management of all rules
Advanced Mode offers a faster working experience for experienced users. You can see all settings on a single screen and edit them quickly.
Saving Configuration
All changes you make are only stored in your browser until you click the "Save Config" button. When you click the save button:
- The system validates your configuration
- If there are errors, error messages are displayed
- If there are no errors, the configuration is saved to the database
- A success message is displayed
Important: You can create shifts without saving your configuration, but unsaved changes may be lost. We recommend saving your configuration after each important change.
Reset to Default
If you are not satisfied with the changes you made, you can reset all settings to default values by clicking the "Reset to Default" button. This operation cannot be undone, so use it carefully.
Tips and Best Practices
- Make Small Changes: Start with default settings first and make small changes according to your needs.
- Test: After making your settings, create a test shift to check the results.
- Get Staff Feedback: Share the shift plans you create with your staff and get their feedback.
- Regular Updates: Update your configuration as your institution's needs change.
- Backup: If you have a working configuration, take notes or screenshots before making changes.
Conclusion
Creating the right shift configuration ensures that the Patika system produces shift plans that suit your needs. You can start by learning step by step with Guided Mode, and switch to Advanced Mode as you gain experience. The settings you make in both modes work and are saved in the same way.
After creating your configuration, you can create your first shift plan by clicking the "Generate Schedule" button. The system will prepare an automatic plan in accordance with all the rules you have set.
Discover how easy shift planning can be with Patika!