Purpose Statement

This feature allows administrators and supervisors to manually override automatic call shift rankings when needed. 

Background Information

Call shift rankings typically operate on automated systems such as seniority-based rotation or hours-based calculations. The manual adjustment feature ensures administrators can maintain fair and accurate rankings while preserving an audit trail of all modifications.

Required Permissions

1. Access Scheduling 
2. Access Call Shifts
3. Update Call Shift Rankings
4. Scheduling - Reorder Mandatory Ranking 

Video

Step-by-Step Guide

Accessing Call Shift Rankings

1. Navigate to the Scheduling Module
   • Click on Scheduling in the main navigation menu
   • Select Call Shifts from the dropdown options
      

1. Open Ranking Interface
   • Click on Ranking to access the ranking management screen
      

Making Manual Adjustments for Rotating/Seniority Lists

3. Identify the Qualifier Type
   • Note that rotating or seniority-based qualifiers display differently from hours-based lists
   • These lists show personnel in their current ranking order
      

3. Manually Reposition Personnel
   • Locate the individual you need to move in the ranking
   • Click and hold the four arrows icon next to their name
   • Drag the individual to their new position in the list
   • Release to confirm the new position
      

3. Managing Manual Adjustments
   • After moving an individual, two reverse icons will appear:
     • Position Reverse Icon: Reverses ALL manual adjustments made to the list
     • Individual Reverse Icon: Reverses only the specific person's manual adjustment
        

3. Confirming Adjustment Reversals
   • Click either reverse icon when you want to undo changes
   • A confirmation popup will appear asking "Are you sure you want to delete the manual adjustment?"
   • Click Delete to confirm the reversal, or cancel to keep the adjustment
      

Making Adjustments for Hours-Based Lists

7. Working with Hours-Based Qualifiers
   • Hours-based firefighter qualifiers function differently from seniority lists
   • You can still use the four arrows to drag and reposition individuals
   • Alternatively, adjust hours directly by clicking the pencil icon
      

 

7. Editing Hours Directly
   • Click the pencil icon next to the individual's hours
   • Enter the new hour amount in the field
   • Add any explanatory notes for the adjustment
   • Click Save to apply the changes
      

7. Viewing Adjustment History
   • Click the eye icon next to any individual to view their hours history
   • This displays:
     • Amount that was changed
     • User who made the change
     • Date and time of the change
        

Best Practices

Documentation and Communication:

• Always add notes when making manual hours adjustments to explain the reasoning
• Communicate significant ranking changes to affected personnel and supervisors
• Review manual adjustments regularly to ensure they're still necessary

Maintaining System Integrity:

• Use manual adjustments sparingly to preserve the integrity of automated ranking systems
• Consider whether policy changes might address recurring manual adjustment needs
• Verify that manual adjustments align with department policies and union agreements

Audit Trail Management:

• Regularly review the adjustment history to identify patterns or potential issues
• Use the reverse functions judiciously—reversing adjustments affects personnel scheduling
• Maintain documentation outside the system for complex adjustment scenarios

Troubleshooting & FAQs
 

1. Q: The four arrows icon isn't appearing next to personnel names. What should I check? 
   1. A: Verify you have the appropriate permissions to make ranking adjustments and ensure you're viewing the correct qualifier type.
       
2. Q: I made a manual adjustment by mistake. How do I undo it? 
   1. A: Click the individual reverse icon next to the specific person to undo only their adjustment, or use the position reverse icon to undo all manual changes to that qualifier.
       
3. Q: Can I see who made previous manual adjustments? 
   1. A: Yes, click the eye icon next to any individual to view the complete history of hours adjustments, including who made changes and when.
       
4. Q: Will manual adjustments affect future automatic rankings? 
   1. A: Manual position adjustments remain until reversed. Hours-based adjustments become part of the individual's total hours calculation for future automatic rankings.