Editing Employee Information

Access: User access is determined by both assigned role and responsibility.

For example, an employee can view their information on all tabs. The employee's manager can edit information on the General and Secondary Associations tabs, but only view information on the HR tab. Managers in departments to which the employee has a secondary association can view contact information on the General tab and edit employee associations on the Secondary Associations tab, but only those department associations over which they have responsibility.

Pro Tip: If you are the employee's primary manager and do not see the Edit button, you may need to adjust your screen resolution. Facility Scheduler is best viewed at a screen resolution of 1366 x 768 or higher.

To edit employee information:

In the main menu, click Employees > Browse Employees.
On the Browse Employee screen, click an employee's name.

Employee Browse Screen

The employee's profile opens. The user's access determines which tabs display.
On the General tab, click Edit. If you do not see the edit button, you do not have rights to edit information on this tab.

Employee>General Info screen

Edit information as needed on the General tab. See Field Definitions below.

Important Note: For facilities using the Global Human Resources (GHR) system, employee information and competencies are updated nightly on both the General and HR tabs. Fields NOT updated are highlighted in the field table below.

  FAQ: Facility Scheduler HR ImportFAQ: Facility Scheduler HR Import

Frequency:
How often is the information updated?
o   Daily each morning by 10:30am EST.

Terminations:
Not part of the process/interface.

New employees:
When are they added?
o   Daily through the interface.
o   Timing: Pulled from Lawson when offers have been accepted. Not specific to a start date.
o   Employee’s primary skill will be populated based on the employee’s job code in Lawson. Subsequent changes to job codes do not currently impact the primary skill.

When will I be notified these accounts are being added to Facility Scheduler?
o   New employees will be added via the HR Interface with no notification to CFSA or leadership.
Contract Labor: working with HWS

When are they added:
o   Travelers: The CFSA adds from HWS report. 1st day of orientation.

When will I be notified these accounts are being added to Facility Scheduler?
o   No notification

Transfers:
How does an employee get transferred, do they have to request it, is it on a report from Lawson?
o   Data received through Lawson report daily (post transfer?). Leaders can submit a ticket if they know the transfer is happening.

When are the transfers happening?
o   The CFSA gets the transfers from the Lawson report and updates them daily by 12:00pm EST
FTE Changes.

How are FTE changes being done in the system? Is it automatic or does it have to be requested?
o   IF PRN, Interface will not update FTE. FTE values would need to be updated by department leaders.
o   Core would be updated (TYPE AND FTE) as well as W/E TYPE.
o   CFSA is not manually changing any FTE values.
o   Series of changes: Employee type changed 1st, then FTE changed if needed.
o   Core to PRN, no change. PRN to Core, change FTE

Start Date:
If a manual start was entered does the HR import override the manual entry?
o   Yes if there was a change. Will keep the match.

Employee Type:
Does the HR import override manual entry of employee type
o   Yes

Does it depend on what Type the employee is?
o   No

Email Address:
If my personal email address is in FS will it be overridden by what is in HR? Daily?
o   Yes if no email present
o   If there is an email, the email will NOT be overridden. Only insert Lawson address if blank
.

REQUIRED IF NOT CONTRACT LABOR (C/L)
REQUIRED INFORMATION
First Name *	Text Field - Employee’s First Name
Last Name *	Text Field - Employee’s Last Name
Facility *	Drop-down List - Facility in which the employee was hired.
Department *	Drop-down List - Department in which the employee was hired (Home Department)
Primary Skill	Drop-down list - Employee’s primary department skill.
Secondary Skills	Multi Select - Select secondary skills the employee is capable of doing outside of their primary skill.
Competencies	Multi-Select - Select competencies based on a predefined number of hours spent performing a specific job, or a predefined number of instances performing a specific procedure. Competencies are like skills in that, once earned, they indicate a certain level of experience and do not have an expiration date.
Employee Type	Drop-down list - choose the employee type: Core = FT/PT, PRN = Per Requested Need, WEP = Weekend Plan Staff, C/L = Contract Labor
FTE Status	Test Field - Enter the percent of full time hours the employee is expected for work. 1.0 = 100% of the facility's FTE status - typically 40 hours per pay week or work segment. Note: An Authorized user can set the FTE Status for a Facility to FTE 1.0 = less than 40 or up to 50 Hours.
Start Date	Date Picker - Employee’s start or hire date.
Seniority Date	Date Picker - The date from which the employee's seniority is calculated.
End Date	Date Picker - Employee's separation / termination date.
RN Experience	Read-only field calculated using the RN Experience Date field on the Employee HR screen. If there is no experience date info, the field will be blank.
Windows Login	Checkbox - Select is the user has an Active Directory account.
Login Name	Text Field - This is the unique ID or username, required for everyone except Contract Labor. If the employee is in the Active Directory, enter their 3/4 ID in this field. If the employee is not in the Active Directory, add a username in this field.
Login Domain	Text Field - If Windows Login is selected above, this field displays allowing you to enter the user's domain, such as HCA.
Login Password Confirm Password	Text Field - If Windows Login is NOT selected, enter a strong password in these fields. The employee will be prompted to change the password the first time they login to the application.
Disable Login	Checkbox - When selected, the employee's login is disabled.
OPTIONAL
EIN	Text Field - Employee ID Number
Seniority Date	Date Picker - Seniority Date
*End Date	Date Picker - Date of termination. Note: When an End Date is entered, all scheduled assignments beyond the date are cancelled AND the staff member cannot be scheduled for assignments beyond the end date.
Weekend Holiday *Disaster	Drop-down - Assign one Rotation for each category. Rotations are facility-defined.
*Charge	Checkbox - Select this check box if an employee is charge or relief charge capable.
*Group	Drop-down - Employees can be assigned to groups based on shift or as desired to re prioritize employee names. For example, Manager = 0, Day Charge = 100, Day Relief Charge = 101, Day Staff = 102, Evenings = 200 Series, Nights = 300 Series.
*Shift	Text Field - Enter the employee's shift
*Email(s)	Text Field - Enter one or more email addresses separated by a comma.
Address Line 1 Address Line 2 City, State, Zip Code	Text Fields - Enter employee's address.
Phone:	Drop-down and Text Field - Enter up to four phone numbers.

* These fields are NOT updated nightly from the Global HR system.

Additional Information

Add Employee

Browse Employees

Searching for an Employee

Viewing the Employee General Info Page

Employee SMS Messaging