Procare Solutions Internal Ideas Portal
Add a new idea Subscribe
Status Will not implement
Workspace SCW
Created by Guest
Created on Feb 18, 2020

RELATED IDEAS

I am looking for a report to determine staffing based on actual child attendance and child/staff ratio. The excel sheet that I have attached is close to what I need but doesn't account for the ratios. I am looking to only staff for what I need based on the ages of the children at a specific time. For example, if I have 10 children at 6:00am if they were all preschoolers I would only need 1 staff member. However, if they were all infants I would need 3 staff members. I need a report that shows the best(least number of staff needed at any given time based on the ages of the children. For this report I do not care what time staff are clocking in and out now. I am trying to determine when they should be. I spoke to Karen and Mary about this today if you need further clarification. I am willing to pay for this report if it can be created.

We need to determine if staffing is correct at our centers. If we are overstaffed it is costing our business money. If we are understaffed it violates DHE regulations.

Center Name Today's Child Learning Centers
  • ADMIN RESPONSE
    Feb 18, 2020

    While we are unable to commit to the development work related to this request, below are a few suggestions that could be used to get the source data available from the system now:

    • The Ratio Report under Reports > Room/Program is closest report we have to this request. Ratios are set at the room level within the system, this means that there is not a place to enter required ratio specifically by age.

      • This report shows scheduled ratio by the hour and by room for a week at a time. The second tab shows how many staff would need to be in the room to fit ratio set on the room level.

    • You can see live view attendance (same day) of child and site or room on the Attendance > Live View screen – there is an export option so you maybe able to get the live attendance data from that screen. The screen view includes birthday as well. Here is a link to an overview of this screen.

      • This could be a tool used by site directors to see where kids are and how they could combine and who they could send home.

      • From this screen children and staff can be moved to specific rooms, this screen shows attendance in 15-minute increments.

    • To see how your site did schedule/attendance with ratio, you can use the Labor Statistics report found under Reports > Room/Program

    • The advanced staffing process also allows you to look at scheduled children and historical attendance. This can be used to create staff schedules from the onsite that match to the number of kids that are expected. Below are links to each of the steps in the process of using the advanced scheduling method:

    Alternatively, if you have the capability- we have some open API endpoints. With access you create customized reporting. Here is a link to our documented APIs- click here.

  • Attach files
  • Guest
    Reply
    |     Feb 18, 2020
    Laurie asked me to send this email again requesting a custom report.
     
    I need a report to determine staffing needs and the total staff hours that would be required in the based on the Actual child attendance in a best case staffing scenario.
     
    The report would need to include logic that understands you can combine children in classrooms in the early hours and evening hours when not all children are there.
     
    The report would need to look at the Actual child attendance and then determine the staff needed if infants and toddlers were combined but using the lowest ratio. (1 to4)
     
    The report would need to look at the Actual child attendance and then determine the staff needed if preschool and school agers were combined but using the lowest ratio. (1 to10)
     
    Our center staff manually moves children around in the early morning and evening to control payroll hours and elimate the need for extra staff.
     
    I would like a report to show me the best case scenario so I can determine if we are"manually" doing the best most effectient staffing based on the number of children in attendance, their ages and the hours that they attend. 
     
    This report would help determine if our payroll hours were too high for the previous week. It would also help us determine what staffing would be needed for the next week if child attendance remained the same.
     
    If it could be run in real time we could tell directors to send staff home.
     
     
     
     
     
    PREVIOUS EMAIL
     
    I am looking for a report to determine staffing based on actual child attendance and child/staff ratio.
    The ratio excel sheet that I have attached is close to what I need but doesn't account for the ratios. I am looking to only staff for what I need based on the ages of the children at a specific time. 
     
    For example, if I have 10 children at 6:00am if they were all preschoolers I would only need 1 staff member. However, if they were all infants I would need 3 staff members. I need a report that shows the best(least number of staff needed at any given time based on the ages of the children.
     
    For this report I do not care what time staff are clocking in and out now. I am trying to determine when they should be.
     
    I spoke to Karen and Mary about this today if you need further clarification.
    I am willing to pay for this report if it can be created.