Purpose Statement

The Bulk Adjustment feature allows administrators to apply uniform ranking changes to all personnel on a call shift qualifier list simultaneously. This streamlines the process of adjusting rankings across multiple users, eliminating the need to update each person individually and ensuring consistent application of ranking modifications for overtime distribution or staffing priority changes.

Background Information

Call shift rankings determine the order in which personnel are offered overtime opportunities or called in for staffing needs. Organizations frequently need to adjust rankings for entire groups simultaneously—such as after completing a rotation period, implementing new collective bargaining agreement provisions, or making systematic corrections. The bulk adjustment feature provides an efficient method to apply these changes while maintaining an audit trail of the modifications.

Traditional individual ranking adjustments become time-consuming and error-prone when managing large rosters. Bulk adjustments ensure consistency across all affected personnel and significantly reduce administrative workload. The system maintains a record of bulk adjustments through the notes field, providing transparency and documentation for compliance purposes.

Required Permissions

• Access Call Shifts - User can access call shifts
• Update Call Shift Rankings - User can manually update any call shift ranking

Video

Step-by-Step Guide

Accessing the Call Shift Ranking Interface

1. Navigate to Scheduling > Call Shifts from the main menu
   

1. Click on the Ranking tab to view available qualifier lists
   

Selecting the Target Qualifier List

3. Identify and click on the specific qualifier list that requires bulk adjustment
   • Review the current rankings to confirm this is the correct list
   • Verify the number of personnel who will be affected by the adjustment
     

Initiating the Bulk Adjustment

4. Click the Bulk Adjustment button located within the qualifier list view
   • This opens the bulk adjustment dialog box
     

Entering Adjustment Details

5. In the Bulk Adjustment field, enter the numerical value to be applied to all rankings

   • Use positive numbers to increase rankings (move down in priority)
   • Use negative numbers to decrease rankings (move up in priority)
   • Example: Entering "+5" adds 5 points to every user's current ranking
     

5. In the Notes field, document the reason for the bulk adjustment

   • Include relevant details such as: rotation period, policy reference, or correction purpose
   • Notes create an audit trail for future reference and compliance documentation
   • Example note: "Q1 2025 rotation adjustment per CBA Section 12.4"

6. Click Save to execute the bulk adjustment
   

Verifying the Changes

8. Review the updated qualifier list to confirm the bulk adjustment was applied correctly
   • All personnel rankings should reflect the uniform change
   • The relative ranking order between personnel should remain unchanged
   • Check that the adjustment note is recorded with the changes
     

Best Practices

Before Making Bulk Adjustments:

• Review your organization's overtime distribution policies and collective bargaining agreement provisions to ensure compliance
• Verify you have selected the correct qualifier list before applying changes
• Document the reason for adjustments in the notes field for audit trail purposes
• Consider the impact on current overtime callout queues and upcoming shifts

When Entering Adjustment Values:

• Use consistent adjustment values aligned with your organization's rotation policies
• Double-check positive versus negative values to ensure rankings move in the intended direction
• Keep adjustment increments standardized for easier tracking and future auditing

Documentation Standards:

• Always include comprehensive notes explaining the reason for bulk adjustments
• Reference policy sections, rotation periods, or administrative directives when applicable
• Maintain separate records of bulk adjustments outside the system for annual reporting if required by your organization

After Applying Adjustments:

• Verify the changes were applied correctly by reviewing several affected personnel records
• Communicate ranking changes to affected personnel according to your notification policies
• Monitor the next call shift cycle to ensure the adjusted rankings function as intended

Common Mistakes to Avoid:

• Applying bulk adjustments without proper documentation in the notes field
• Failing to verify the correct qualifier list before making changes
• Using incorrect positive/negative values that move rankings in the opposite direction from intended
• Making bulk adjustments during active callout periods without considering ongoing shifts
• Neglecting to communicate ranking changes to personnel and supervisors

Troubleshooting & FAQs

Q: What happens to personnel rankings when I apply a bulk adjustment? A: Every person on the selected qualifier list receives the exact same adjustment value added to (or subtracted from) their current ranking. The relative order between personnel remains unchanged—everyone moves up or down by the same amount.

Q: Can I undo a bulk adjustment if I make a mistake? A: Yes, you can reverse a bulk adjustment by applying the opposite value. For example, if you incorrectly added +10 to all rankings, apply a bulk adjustment of -10 to return to the original values. Review the adjustment notes to identify the original change value.

Q: How do I know which direction (positive or negative) to adjust rankings? A: Positive adjustments (+) increase ranking numbers and move personnel down in priority for callouts. Negative adjustments (-) decrease ranking numbers and move personnel up in priority. Lower ranking numbers typically indicate higher priority for overtime opportunities.

Q: Will bulk adjustments affect personnel who are currently on a call shift? A: Bulk adjustments modify the ranking values stored in the qualifier list, but generally do not interrupt active callouts already in progress. The changes will apply to the next call shift cycle. Check with your administrator regarding specific timing policies.

Q: Can I apply different adjustment values to different groups of personnel? A: No, bulk adjustments apply the same value uniformly to all personnel on the selected qualifier list. To apply different adjustments to different groups, you must either use separate qualifier lists or adjust individual rankings manually.

Q: What should I include in the adjustment notes field? A: Include: the reason for the adjustment, any policy or agreement references, the rotation period or date range, and the name of the person authorizing the change. Example: "Annual rotation adjustment - CBA Article 15.3 - Authorized by Battalion Chief Smith - Effective 1/1/2025"

Q: Do bulk adjustments reset personnel rankings to a specific number? A: No, bulk adjustments add or subtract a value from existing rankings rather than setting them to a specific number. If you need to reset all rankings to a baseline value, you would need to calculate the appropriate adjustment for each current ranking value or adjust individually.

Q: How can I review the history of bulk adjustments made to a qualifier list? A: Review the notes associated with past adjustments within the qualifier list management area. The system maintains notes entered during bulk adjustments. For comprehensive audit trails, maintain separate documentation of all bulk adjustment activities with dates and authorization details.

Q: Can I apply bulk adjustments to multiple qualifier lists at once? A: No, bulk adjustments must be applied to one qualifier list at a time. If you need to adjust rankings across multiple lists, repeat the bulk adjustment process for each list separately.

Q: What happens if some personnel have protected rankings or special status? A: Bulk adjustments typically apply to all personnel on the list regardless of status. If your organization has protected rankings or special categories that should not be adjusted, verify these requirements with your administrator before proceeding. You may need to exclude certain personnel or adjust them individually.