ADS System Profile
The ADS System Profile establishes how the Automated Dispatch System (ADS) will operate. This profile is the master and contains the defaults for the Automated Dispatch system. Any field that begins with an asterisk ( * ) applies only to the Master Profile.
If different dispatching criteria is required for some groups of employees, that criteria must be entered through the ADS Group Profile. Group Profiles can be set up by Position, Category and Subject. When Automated Dispatch is considering which profile to use for dispatching, it tries to match first by dispatch Subject, then by replacement employee Position, then by replacement employee Category. It no matches are found; the Automated Dispatch Master Profile is used.
Dispatch Queue Ranking
This prompt lets you control the order that absences are filled by Automated Dispatch. The first consideration for all options is the start date of the absence.
Option A – The absence code dispatch priority is the next consideration, followed by the setting in the Queue Order as Affected by Requested Employees (page 4, field 09). The start time of the absence is the last consideration.
Option S – Start date and time are the only considerations.
Option H – The next consideration (after start date) is whether or not the job has a requested employee. Jobs with a requested employee will be dispatched before jobs that do not. The next consideration is the first day's hours (most to least). The start time of the absence is the last consideration.
Option D – Will sort the dispatch queue by the total hours of the entire dispatch. This will cause dispatches with the most time to be dispatched first. This option places a number within the 900,000 on the right-hand side of the queue record, and if the record does not contain this number, then it will not be sorted with this enhancement. The program will count the number of minutes between the start time and end time for all days of the absence and take the number away (minus it) from 1,000,000. This provides a numerical value for each job which can then be sorted by most number of minutes.
Option R – The next consideration (after start date) is whether or not the job has a requested employee. Jobs with a requested employee will be dispatched before jobs that do not. The next consideration is the position rate (highest paid first). The start time of the absence is the last consideration.
Default Security Access Code
The default security access code entered here is used as a default when creating new employee PIN records in Employee Pin Database Additions. It is also used as a default when you run the Automated Dispatch Load Pin Database.
Employee Number/Sin as Default Pin
This prompt controls what value is loaded into the employee PIN field when you run the Automated Dispatch Load Pin Database.
If you enter 'E' the employee's number will be entered as their PIN.
If you enter 'S', their SIN will be entered as their PIN.
If you enter 'N', the PIN field will not be loaded.
Number of Days In Advance To Call
Enter the number of days in advance of the absence start date you want the system to phone a substitute or casual.
Enter '0' if the system is only to all out for absences beginning today or 1 if the system is to call out for absences the day before they start.
Acceptable Call Out Times
Enter the time range during which the system will call out the substitutes and casuals. The times MUST be entered in the format HHMM-HHMM where 'HH' represents the hours in 24 hours format and 'MM' represent the minutes.
A second time range can be entered by typing a slash then entering the second call out time range. Ex: 0500-0730/1200-1800. In this example, Automated Dispatch would stop trying to dispatch morning assignments at 7:30 and then start dispatching any remaining afternoon assignments at 12:00.
Acceptable Call Out Times For Future Day Dispatch
Enter the time range during which the system will call out the substitutes and casuals for dispatches which are to happen in the future (not on the current day). Times MUST be entered as HHMM-HHMM where 'HH' represents the hours in 24 hour format and 'MM' represents minutes.
A second time range can be entered by typing a slash, then entering the second call out time range. Ex: 0600-0800/1900-2100. In this example, Automated Dispatch attempt to dispatch future day assignments between 6 am and 8 am and again from 7 pm to 9 pm. The option could be used in districts where replacement employees are not always available to accept dispatches in the evening.
If the dispatch start and end times surround the first or second call out time ranges, then the Automated Dispatch system will dispatch the absence during the Future Eve Dispatch call out times.
Acceptable Call Out Times for Future Eve Dispatch
If you have staff that work during the evenings it is important to fill out this field. When the system finds an absence that starts a day or more in the future, it will only call replacement employees during the times specified in field Acceptable Call Out Times For Future Day Dispatch. This time range is normally set outside of the times they are potentially working. If the system used this same call out time for employees that work during the evening, it would be trying to contact them during the times they could be working. When the system detects that this is the case, it will call employees during this call out time range instead. So this call out time range should normally be in the morning, preferably after the prime call out times of regular substitute teachers.
Number of Calls for Non-Requested Sub Per Job
Enter the MAXIMUM number of times you want the system to call a non-requested substitute or casual for a single job PER DAY. This number must be between 1 and 99. We recommend that this be set to one.
This profile is preventative as opposed to being proactive in that it doesn’t change the way the jobs are dispatched but will cap the amount of calls to the employee for a single job. The normal way the system functions is that it calls the employee in last worked or last called rotation and moves them down to the bottom of the list.
Number of Calls for Requested Sub Per Job
Enter the MAXIMUM number of times you want the system to call a requested substitute or casual for a single job PER DAY. This number must be between 1 and 99. We recommend that this be set to one. Call out retries will be terminated a specified number of minutes before the job starts to give the system time to find another replacement to fill the assignment (Cut Off Time Period for Sub Retries in Minutes profile).
This profile is preventative as opposed to being proactive in that it doesn’t change the way the jobs are dispatched but will cap the amount of calls to the employee for a single job. The normal way the system functions is that it calls the employee in last worked or last called rotation and moves them down to the bottom of the list.
Number of Refusals Before Rep Emp Becomes Inactive
Enter the number of times a substitute or casual can refuse an assignment before they are marked as inactive by the system. Set to 999 if you do not want to use this feature. No sub would reach that number in the course of a year and so would never be marked as inactive.
Calls Per Day Before Sub Is Unavailable
Enter the maximum number (1 to 99) of times you want Automated Dispatch to phone a substitute or casual during each call out period. The call count is increased by 1 each time Automated Dispatch calls a replacement for a job, regardless of whether they answer the phone. Ex: If this profile is set to 5, a replacement will be called up to 5 times during the future day call out period. Then the next morning, during the emergency current day call out period, the replacement will again be called up to 5 times. This will not create an unavailability record in Employee Unavailability. If the replacement reaches the amount set in the profile the log will display "Too Many Attempts Per Day" and move on to finding the next replacement. The Dispatch Search Log Report can be used to report on this using Log Type V.
Calls Per Job Before Absence Is Manual
If the system encounters an absence that is difficult to fill, you may want to handle it manually so the system can handle other jobs. Enter the number (1 to 99) of substitutes or casuals you want the system to call before the job becomes one you will handle manually.
Cut Off Time Period for Cancel/Close Subs Calls in Minutes
When an open ended absence is closed, or any absence is cancelled, the system will attempt to call the substitute or casual to inform them of this event. Enter the number of minutes before an assignment starts that you want the system to stop phoning the replacement employee and log a manual intervention record.
Cut Off Time Period for Sub Retries in Minutes
If a substitute/casual is to be tried more than once for a single job, you can tell the system when to go on to the next employee in the rotation. Specify the number of minutes before the start time of the assignment before the system is to continue on to the next available substitute or casual in the rotation.
Time Interval Between Calls to Same Sub for One Job in Minutes
If you choose to allow the system to call the same substitute or casual more than once per job, you can control how often the system will call that individual. By so doing you can give the substitute/casual a predefined time period to become available to answer the phone before the system will call again. Enter the time interval (in minutes) between calls to the same substitute or casual for one job.
Time Interval Between Calls to Same Sub for Any Job in Minutes
You can control how often the system will call a substitute or casual for any job. By so doing you can give the substitute/casual a predefined time period to become available to answer the phone before the system will call again. Enter the time interval (in minutes) between calls to the same substitute or casual for one job.
Allow Absence Cancellation After Being Dispatched
Enter 'Y' to allow or 'N' to disallow an employee to cancel their absence after it has been dispatched.
Functionality has been added through Profile Maintenance to allow users to control whether the cancel or close buttons can be used, independent from each other (previously controlled as one - users could have the cancel and close button or neither).
Absence Cancellation Buffer Time in Minutes
This prompt controls when an absence can be cancelled in relation to the absence start time. Enter a positive or negative number of minutes. 30 minutes means that it is OK to cancel an absence up to 30 minutes after the absence started. -30 minutes here means that you can only cancel an absence up to 30 minutes before the absence starts.
Absence Close Buffer Time in Minutes
This prompt controls when an absence can be closed in relation to the absence start time. Enter a positive or negative number of minutes. 30 minutes means it is OK to close an absence up to 30 minutes after the absence started. -30 minutes means you can only close an absence up to 30 minutes before the absence starts.
Substitute Call out Abort Buffer Time in Minutes
This prompt controls when the Automated Dispatch System searches for a replacement employee. Enter a positive or negative number of minutes. Enter 30 to tell the system to stop trying to fill an absence 30 minutes after the assignment starts. -30 entered tells the system to stop looking for a replacement 30 minutes before the assignment starts.
Important to Note: Jobs do not display after the assignment start time for Workboard Web. Although a positive number entered in this profile will hold the FIND queue in the queue and not manual out until it reaches that specified time, the display times for WBW are totally reliant on what is entered in the Job Shop Day Range for Workboard within Page 3 of the Dispatch Parameter Profile.
Page 2
Dispatch Cancellation Buffer Time in Minutes
This prompt controls when a dispatch can be cancelled in relation to the dispatch start time. Enter a positive or negative number of minutes. 30 minutes means it is OK to cancel a dispatch up to 30 minutes after the dispatch started. -30 minutes means that you can only cancel a dispatch up to 30 minutes before the dispatch starts.
Dispatch Close Buffer Time in Minutes
This prompt controls when a dispatch can be closed in relation to the dispatch start time. Enter a positive or negative number of minutes. 30 minutes means it is OK to close a dispatch up to 30 minutes after the dispatch started. -30 minutes means you can only close a dispatch up to 30 minutes before the dispatch starts.
User Id(s) For Manual Intervention Mail
Enter the user ID's for the users you want email sent to for events requiring manual intervention. If there is more than one, enter each separated by commas.
Maximum Absence Days to Allow In Voice System
If you want the system to block the entry of extremely large absences, enter the maximum absence days that the voice system will handle.
Number of Days For Large Absence/Dispatch
The more days the absence covers, the longer it takes the system to create the absence records. If an absence is more than the specified number of days the system will create the absence during the time range specified below. The system will still fill the absence with a replacement employee immediately, but the absence itself will be created in the system at a later time when the system is not so busy phoning substitutes and casuals.
Times to Handle Large Absences/Dispatches
Enter the time range during which the system should handle large absences. Times MUST be entered as HHMM-HHMM where 'HH' represents the hours in 24 hour format and 'MM' the minutes.
Nightly Down Times
This time range controls when the automated dispatcher will hibernate during the night. This is to allow for clean backups of data files to be taken.
Time Range When Open-Ended Advance Is Running
Enter the time range during which the open ended advance is running. The times MUST be entered as HHMM-HHMM where 'HH' represents the hours in 24 hour format and 'MM' minutes. The system needs to know this information so it will know not to try to close any absences while running. If you are not using the open ended absence advance this field should be filled as 0000-0000.
Default Refusal Code For Voice Dispatching
Enter the refusal code to be used when a replacement employee hangs up when being offered a job. This will let you see which employees are trying to play games with the system by not entering the reason they are refusing work.
Number Of Phone Numbers To Try
Enter the number (1 or 2) of phone numbers you want the system to try.
Enter * to call both phone numbers, but will only call only one if both phone numbers are the same
Call On Fri/Sat/Sun/Stat/Teac For Future Call Outs
This field controls whether the system will call out on Fridays, Saturdays, Sundays, statutory holidays, or teaching holidays. You can enter 5 characters. Each one must be 'Y' or 'N'. If you want the system to call out on Fridays, Saturdays, Sundays, and Teaching holidays, you would enter YYYNY.
Stop Voice Batch Jobs
In order for the voice batch jobs to work, this field must be set to 'N'. Whenever you want to stop the voice batch jobs, set this field to 'Y'. This will inform the batch jobs to stop at the earliest safe point in time.
Default Area Code
This should be the 3 digit phone area code of your site. The system uses this to make long distance calls. If you have employees with a different area code than the one specified, you MUST enter the area code as part of their phone number(s) on their Employee Demographics Screen.
NOTE: This MUST be filled in for ADS to execute successful calls.
Calls Per Job Before Absence Is Skipped
This prompt is important in making sure that any one or difficult to fill absences aren't monopolizing Automated Dispatch. If you set this number to 5 for example, the system will make 5 calls to try to fill an absence, before it places the absence behind other absences that also start the same day. Once all other absences are filled, the system will again try to fill the difficult one(s) until all dispatches are completed.
Automatic Daily Fax/E-Mail to Schools - Time HHMM or +- Minutes
This prompt controls whether or not faxes/emails are automatically sent and at what times. If anything is entered in this field, automatic daily faxing/emailing is activated. Enter a positive or negative number of minutes to indicate a time relative to the start time of the school, or enter a specific time of day to send all faxes.
If you enter -30 here, faxes will be sent to their respective schools 30 minutes before school starts. The faxes would then be sent at different times depending on the AM start time entered on the location database.
If you enter 0800 here, all faxes will be sent at 8:00 AM (or in other words, faxing will begin at 8:00 AM for all schools).
Fax Schools With Manual Intervention
Enter 'Y' here if you want Automated Dispatch to fax the schools when manual intervention is required to fill an absence.
Enter 'E' to Email Manual Interventions
Enable Call Out With Cancel
Enter 'Y' here to enable Call Out With Cancel. This feature allows a pre-booked sub to be called and asked if they want to keep an assignment already accepted or accept a new one with the understanding that if they accept, the other assignment will be automatically cancelled. This will only take place for replacement employees who are considered to have been the last employee replacing an absent employee. This feature is meant to try to preserve continuity for both the students and the substitute.
Treat Last Worked Employee as Requested
If you enter 'Y', when the system calls an employee because they were the last employee replacing the absent employee, the system will call them repeatedly in the same manner as though they were the requested employee.
Position Categories to Allow Dispatch Splitting
Enter the employee categories separated with slashes ('/') to enable dispatch splitting for. Dispatch splitting is the feature that allows a full day assignment to be broken into a morning and afternoon dispatch if no one can be found for the entire day. In a multi-day absence, the dispatch splitting works initially on the 1st day only, splitting the dispatch into two separate records and it will repeat this process until the absence is filled.
The split will happen as soon as it would otherwise manual out due to the system not finding anyone to call but will sit idle until the next morning completing the split overnight and will repeat this splitting process each night.
There is an additional availability check completed once the dispatch is split, so for example, if a replacement was not available for the entire dispatch but was available for the portion once it is split, the replacement will then be considered.
The logic considers the Absence ID and date range for a split absence so say a refusal is entered for Day 1 of the split absence, the replacement will still be considered/called for Day 2.
ADS will only fill one job/ID at a time for a single employee (to assist with last replaced)
Telephone Prefixes for Local Calls
Enter the list of phone prefixes which are local to your Automated Dispatch PC. When the system calls out to a prefix that is not in this list, if treats this number as long distance and will precede the number with a '1' and area code.
Page 3
Special Contract Info
Some contracts make special demands upon the Automated Dispatch system. This profile option is meant to handle such contractual stipulations.
For example, according to one contract, the first three days a custodian is absent, a replacement is only required for 4 hours as long as there is more than one custodian at the school. If there is only one custodian at a school, a replacement is required for the full time.
The Special Contract field is comprised of six (6) elements, each separated by slashes ('/').
A portion of the position code, i.e. This logic should be applied to position code(s) that start with this
The number of consecutive days that should have their dispatch reduced, i.e. 2 means that the first two days reduced and starting with day 3, the dispatch will be fully replaced
The number of hours that should be dispatched, i.e. 4 means only dispatch 4 hours, 0 means don't dispatch any hours. Decimal numbers in the number of hours field are accepted.
A list of comma delimited location codes where dispatches should NOT be reduced.
S=Use start time and adjust end time. E=Use end time and adjust start time.
F=Only reduce first absence for date/position/location. A=Always reduce.
Example: /CUST/2/0/,0001,/S/A/
*Dial Out Prefix
Some phone switches require you to dial '9' or some other key before dialing the regular phone number. If this is the case, enter the dial out prefix here.
*Daily E-Mail or Fax To Schools
Enter 'F' to fax the daily absence/dispatch report to the schools.
Enter 'E' to e-mail the daily absence/dispatch report to the schools. This option requires that all your schools are connected to your VAX/Alpha network. The e-mail sent is VMS e-mail as opposed to internet e-mail.
*Daily Fax Format
There are currently two different fax formats to choose from. Search to view the options available.
Enter '1' to choose the format with a short absence code and position.
Enter '2' to choose the format with the absence code description and no position.
Delay Before Resuming Recalls To Rep Employees in Minutes
This field tells Automated Dispatch that if no replacement employees are available during the call out period, not to do a manual intervention but instead wait the specified number of minutes and then retry dispatching the absence. Enter a number between 1 and 59 to represent the number of minutes to wait before retrying to dispatch.
Enter the keyword 'DAY' to wait until the next day before retrying to dispatch.
Minimum Hours (if>1) or FTE (if<=1) To Dispatch (:D for Daily)
Enter the minimum FTE or Hours a dispatch must be in length before it can be dispatched through the Automated Dispatch system. The system will force a manual intervention on all dispatches that are less than the minimum hours or FTE.
Enter: D to tell the system to use the total hours on the first day as opposed to the total hours of the entire dispatch.
Move Replacement Employee Down In Rotation When Considered
This field should almost always be set to 'N'. Enter 'N' if the Automated Dispatch system is not to update the Last Called timestamp for employees who are considered. This option will cause the rotation order to never change.
Please note: Setting this field to Y can cause slowness in finding replacements and/or cause unintended consequences when considering replacements. For example, if the search order is set to find replacements who match all subjects/levels (then find any who match the top 4, 3, 2, then 1) and the absence is looking for a replacement with subjects of General - Elementary and FSL - Elementary. The system then finds a particular employee that has only General - Elementary so they are rejected and the dispatch search log report displays invalid subjects and levels on that first consideration. If this field is set to 'Y', that employee's last called record will be timestamped, even though it was just a consideration. The next time they are considered for that job, which may be minutes later, once the search order is not being so selective, the employee might display as "time interval too close" on the dispatch search log report.
*Disable Automatic Faxing
This field controls the automatic daily faxing to the schools.
Enter 'Y' to stop the automatic faxing or 'N' to start the automatic faxing.
This prompt works in conjunction with the following prompts.
Page 2:
*Automatic Daily Fax/E-Mail To Schools
Fax Schools With Manual Intervention
Page 3:
*Daily E-Mail Or Fax To Schools
*Daily Fax Format
*Faxing Type
*Faxing Printer Name
*Abs Rep With Dispatches Selection Criteria Profile
* Disable Automatic Reporting
This field controls the automatic printing of certain Automated Dispatch reports. The reports are:
Outstanding Transaction Report
Replacement Employee Availability Report
Absence Report With Dispatches
Dispatch Search Log Report
Enter 'Y' to stop the automatic printing of these reports.
Enter 'N' to start the automatic printing of the reports. The selection and frequency of printing are controlled by the Automated Dispatch Periodic Report Profile.
*Use Phone Numbers from ADS Phone Profile
This field is used when Automated Dispatch is in test mode to force all dispatches to call only the phone numbers listed in the Automated Dispatch Phone Number Profile.
Delay Call Out To Requested Rep Emps If Working Open Ended
Enter 'Y' to instruct Automated Dispatch to continue checking the status of a requested employee who is currently working on an open ended assignment. Up to X number of minutes before the beginning of the assignment.
*Faxing Type
This field identifies which software product will perform the faxing. Search to list the software options available.
Enter 'W' for Winfax, 'F' for Faxman, 'O' for Omtool NT or 'V' for Omtool VMS.
*Faxing Printer Name
This field identifies the fax server process that controls the submission of the automatic daily faxes. Do not modify this field without consultation with atrieveERP.
Do Not Update Indexes (Rotation) From These Search Phases
This field instructs Automated Dispatch not to update the Last Called rotation field when an employee is called for dispatches within certain search phases. Separate each search phase with a slash. An example of a valid entry is 'RQ/LR'.
Ex: If this field contained the keyword 'RQ', requested employees who refused the dispatch would not go to the bottom of the rotation but instead remain where they were in the rotation prior to the call.
Hrs Calculation
This field is used by Automated Dispatch to calculate unpaid breaks. The total hours worked by an employee will be reduced by the amount in this field. Enter the hours range followed by an equal sign and then the length of the unpaid break. Separate each hours range with a slash.
An example of a valid entry is '/0-4.0/5-7..5/8-1/'. In this example, if the employee worked less than 5 hours there would be no reduction. If the employee worked between 5 and 7.99 hours, the total hours worked would be reduced by .5.
Only Check Dates (Not Times) Rep Emp Works During Search
Enter 'Y' to instruct the Automated Dispatch system to only consider replacement employees for one dispatch a day regardless of the length of the assignment.
*Abs Rep With Dispatches Selection Criteria Profile
Enter in this field the Report Selection Criteria Profile name that contains the formatting for the Automated Dispatch fax. Search for a list of profile options. These profiles are defined in the Report Selection Criteria Profile.
Requested Search Phase Order
This field controls which order ADS considers requested employees for dispatching.
Enter '1' to instruct Automated Dispatch to first phone employees requested during the Automated Dispatch absence logging process and then permanent requested employees as entered in the PERMANENT EMP SEARCH CRITERIA screen.
Enter '2' to instruct Automated Dispatch to dispatch permanent requests before on-line requests.
Min Hours For Phase One Search Consideration
Enter the minimum hours or FTE a dispatch must be before a phase one employee will be considered for a dispatch. This option can be used to ensure phase one employees get full day assignments.
Multiple Dispatch Daily Limit (Units)
Enter the combined maximum hours or FTE that a replacement employee can be dispatched to multiple assignments for. Automated Dispatch will only dispatch replacement employees for secondary dispatches where the total hours or FTE will not exceed this value. Ex: If this field is set to 1.0 and a substitute teacher has accepted a .6 morning dispatch, then he/she would not be considered for a afternoon .5 dispatch.
Page 4
Number of Minutes Before Call Out Times for Call Backs in Minutes
This field instructs ADS to attempt to contact replacement employees with notification of closed or cancelled assignments a specified number of minutes before the next dispatch call out period. Enter a number between 1 and 999.
Only Try Requested Rep Employee Once For Same Day Dispatch
Enter 'Y' to instruct ADS to call each requested employee only once during the Current Day Call Out Times in an attempt to dispatch the absence. If the requested employee does not answer the phone or accept the dispatch, then Automated Dispatch will move on to the general pool of replacement employees.
Number Of Minutes Variance For Hours To Part Of Day Conversion
Enter a number between 1 and 999. When a absence is logged, the start and end times of the absence will be compared to the start and end times in the Location Database. If the variance between the absence times and the location times is less than or equal to the value in this field, Automated Dispatch will change the portion of the day to be the AM or PM FTE as defined in the Location Database.
Ex: The Location Database default for the morning at one school is 8:45 – 12:00 which is a .6 FTE. An employee logs an absence from 8:30 – 12:15 which the system calculates as a .69 FTE. If the variance in this field is 30 then Automated Dispatch would change the FTE on the absence to be .6.
Percentage of Block To Constitute A Block (Decimal Less than 1)
This field is used to calculate the number of school blocks that occur between the start and end times of an absence. The block start and end times are entered in the Block Cycle Database. The start and end times are compared against the Block Cycle Database. The variance between the absence start time and the block start time is calculated. If the percentage is greater than or equal to the value in this field, the Automated Dispatch system will add one to the count of the total blocks worked. This logic also applies to the absence and block end times.
Example: An employee logs an absence from 9:00 – 2:45. The second school block is from 8:45 – 10:15 so the replacement employee will only work 75 minutes or 0.83%. If the percentage in this field is .8 than Automated Dispatch will consider that the replacement employee has worked the full block.
Cut-Off Time for Delay to Requested Emps If Open Ended
Enter a time in this field. If an absence has been entered through Automated Dispatch and the requested employee is already working on an open-ended dispatch, Automated Dispatch will keep checking the status of the requested employee until the morning the absence commences at the time entered in this prompt. By holding the absence open until the latest possible moment, if the replacement's open-ended dispatch is closed that morning, they might still be able to accept this dispatch.
Dispatch Employee Number If No Rep Emp Required
If a dispatch with no replacement is entered through Automated Dispatch, when the record is created in the HR Absence screen, the employee number entered in this field will show as the absent employee. This prompt would only be used it you want to obtain some of the dispatch costing from the absent employee.
Amount of Time Required Between Shifts On Different Days
Enter a time in this field. Automated Dispatch will only dispatch employees who have at least this amount of time between their last dispatch and the one currently being dispatched. This will be used primarily for custodians who might work an evening shift from 3 – 11pm and then be considered for a morning shift from 7 am –3 pm.
Same Day Call Out Divider Based on Dispatch Start Time Of
This prompt is needed if you entered two current day call out periods for Screen 1, field 5 'Acceptable Call Out Time'. If you enter a time in this prompt, all absences which start before this time will be dispatched during the first call out period. The remaining absences will be dispatched during the second call out period.
Example: If you have two call out periods, 5-8 am and 10 – 12 pm and this prompt is set to 9:00 am then all absences that start before 9:00 am will be dispatched between 5 and 8 am. All remaining absences will be dispatched between 10 and 12 pm or will result in a Manual Intervention.
Queue Order as Affected By Requested Employees
The Automated Dispatch Dispatching Queue is normally sorted in absence code priority order. This prompt lets you give priority to filling absences that have requested employee(s) attached. These requests can either be permanent or those requested by phone.
Enter '1' to not affect the queue order because of requests.
Enter '2' to sort the queue in order of absence code priority then whether or not there are requests. This will have the affect of dispatching absences in absence code priority, but within any given absence code priority, absences that have requests will be dispatched before those that do not have requests.
Enter '3' to sort the queue in order of requests then absence code priority. This will have the effect of filling absences that have requests before those that do not.
Email Addresses for Predial Email
This option only affects districts that have implemented the telephone predial list. As employee's enter/change their phone number through Automated Dispatch, it could happen that the phone number they enter is not in the list of phone numbers contained in the telephone predial file (which determines whether a phone number is long distance). If this happens, this option lets you tell the system who should be emailed so that the proper corrective steps can be taken.
Note: The Following 3 Prompts Have To Do With The Daily Email That Automated Dispatch Sends To Each School Listing The Current Day's Absences And Dispatches
*From Email Address for Daily Emails
This prompt lets you customize the from email address that shows up on the emails that are sent to the various locations.
*Daily Email Subject Line
This prompt lets you customize the subject line that will appear on the emails that are sent to the various schools.
*Daily Email Body Message
This option lets you control what message will be contained in the email's body. This can explain to the recipient what the attachment contains and what they should do if there is a problem with the information.
Disable Disp Call Outs While Enabling Call Backs (Cancel & Close)
This option disables the call out by deleting the queue record. It is not meant to suspend the call out, rather it deletes any search call out records that exist in the queue. If that profile option is set to Y, then the queue record is deleted without creating a manual intervention email telling you the deletion took place.
Activate 0.5 And 1.0 Minimum Dispatch Logic
When this profile is activated, it takes place at the time the dispatch is created through the ADS system or Work Board (NOT if the dispatch is manually entered). If the units are less than or equal to .5 it sets the dispatch to .5, otherwise it sets it to 1.0 and there is nothing in between.
Activate Phase One Search Day Checking Logic (Priority Field)
When this profile is activated, it looks to the priority field of the Phase One employee to determine which day of the week for dispatching. Entering a '1' in the priority field would mean that employee would be considered for jobs on Mondays. Entering a '13' would mean that employee would be considered for jobs on Mondays and Wednesdays.
Reasons to Move Rep Employee Down in Rotation if Same Day Dispatch
Tell Replacement Employee During Call out That They Are Requested
Manual Out Job if Search Takes Longer Than X Seconds in Seconds
Use Location Database Detail Schedule Full Day Replacement FTE
Page 5
Remove Dist Non-Instructional Days From Dispatch
Enabling this option will remove any district non-instructional days from the dispatch e.g. ADS will not dispatch substitutes or casuals on these days.
Treat Call Out With Cancel 'Refusal' As No Answer
ADS will call a dispatched employee to offer them a job at the Last Replaced dispatch. If the dispatched employee refuses this job, it will not count the refusal but instead count it as a "No Answer" meaning the employee should still receive calls for other jobs.
This field will only work if you have enabled Call Out With Cancel (Page 2 Field 17).
Merge Contiguous Absences Into One Call Out
ADS can be configured to merge together multiple call outs for the same absent employee into one call out, and then separate out that one call out into multiple dispatches so that the dispatches match the original absences. There are three profile options in the ADS profiles:
Merge Contiguous Absences Into One Call Out
Number Of Minutes To Delay For Merged Call Out-Same Day
Number Of Minutes To Delay For Merged Call Outs-Future Day
For example, if an employee is scheduled to work Tuesday and Thursday, logs two separate absences with different absence codes for both of those days, the system will merge those 2 call outs into one. When the sub is called, they will be asked to work both Tuesday and Thursday. If they accept the job, ADS will create 2 separate dispatches that attach to the respective absences. So you end up with 2 separate absences with their corresponding dispatches, one for each day.
With the ability to say Yes, No or Always to the Merge Contiguous Absences Into One Call Out, you can control whether this merging happens at all, whether it happens for contiguous absences only (absences that are consecutive, i.e. Monday and Tuesday), or whether it happens to all call outs currently in the system (Consecutive and non-consecutive, i.e. Monday and Tuesday or Tuesday and Thursday).
Number of Minutes To Delay for Merged Call Outs-Same Day
The reason for the Number Of Minutes To Delay profile options are to delay the call out long enough to give the employee enough time to log 2 or more absences that they want to be treated together. If the absences are logged during a time when ADS is not dispatching, these profiles are not really needed. But if employees enter absences during the call out times, the first absence may be picked up and processed by ADS before any subsequent absences can be logged.
Number of Minutes To Delay for Merged Call Outs-Future Day
More time may be needed to allow for subsequent absences to be logged if the dispatch doesn't start today.
Let's say you set the same day delay to be 10 minutes. That will give the employee up to 10 minutes to enter a 2nd or 3rd absence before the first one is dispatched. Any absences entered in that time period will be merged into a single call out. Also, any absences that are entered PRIOR to the first one being called out will be considered for merging. So, depending on what ADS is doing in terms of filling other absences, could result in the 'delayed' absence from delayed longer than the delay time you specify i.e. if there are 10 unfilled jobs in the system that are to be dispatched before the first absence that we're talking about, the merging won't happen until the absence is about to be dispatched.
Similarly, if you set the delay time for future day call outs to be 60 minutes, then the user has an hour to enter any subsequent absences into the system. Again, any absences that exist in the system at the time the first one is processed will be considered for merging.
Delay Dispatch Call Out If Required Leave Is Not Approved
Enter 'Y' to delay job offer call outs via Automated Dispatch System and notifications via Workboard until leave is approved.
Position Categories To Enable Every Day Dispatch Splitting
Enter position categories that you would like to enable every day dispatch splitting. This feature enables every day splitting for a multi-day absences whereby ADS would split the days in to single dispatches meaning multiple subs will fill the dispatch.
There is a feature that can be utilized in this profile even if you do not want to activate the every day dispatch splitting. By adding /NO WAIT/ to the profile, without any Categories, all dispatches will be filled without waiting for the others. By default, ADS will wait to fill the future dispatches until the previous ones are filled. Split records that are for the same date (am/pm) will never wait for the other so this feature is pertaining to multi-day absences.
Notify When Dispatch Accepted, Cancelled Or Closed
ADS/ADW/WBW/atrieveHR were modified so that each time a dispatch is created, cancelled or closed, an email or text notification can be sent to any of the following:
Absent Employee (email and/or text)
Location Principal (email only)
Location 1st Email Address (email only)
Location 2nd Email Address (email only)
Location 3rd Email Address (email only)
Texting only applies to the notification of the absent employee. All other notifications will be sent via email only.
Dispatches that are created or cancelled where the end date is prior to the current date (i.e. they are in the past) will not generate a notification. The same logic can not be utilized on dispatch closes because the original end date prior to the close is unknown so this suppression will only apply to dispatches that are created or cancelled.
When authorizer locations are in play, only the authorizer location will be notified, unless the Notify both authorizer and actual locations web profiled field is set to Y, in which case both the actual and authorizer locations will be notified.
If the absent employee is a pseudo (fictitious) employee, the absent employee will not be notified. Only the location-based notifications will be sent.
Notifications sent to the absent employee will be controlled by the Text and Email Profile in WBW. This profile is not new but is currently used to notify requested employees that they’ve been requested to fill an absence.
Emails sent to the Principal will go to the principal’s work email address as entered in their demographics screen.
The ADS Group Profile (Dispatch-->Automated Dispatch Profiles-->ADS Profiles-->ADS Group Profile-->Page 5-->Notify When Dispatch Accepted, Cancelled or Closed Field)controls who is notified for what.
You can configure it to notify people of dispatch creations, cancellations or closes.
Within those 3 types of notifications, you can control who gets notified: absent employee, principal or location email addresses 1-3.
Leaving the Notify When Dispatch Accepted, Cancelled or Closed field blank, will result in no notifications being sent.
Split Dispatch If Too Close to Dispatch Start Time
Configure this field with Y (Yes) for the system to create separate dispatch queue records for AM and PM according to the locations AM/PM schedule.
The pre-existing profile on page 2 “Position Categories to Allow Dispatch Splitting” must also be set up.
They system will use the configuration in the Substitute Callout Abort Buffer Time in Minutes to determine the too close to dispatch start time.
Single-day splitting will only occur if the start/end times on the original dispatch queue record match the start/end times on the location code. Inevitably, the dispatch queue for the AM will create a manual intervention based on being too close to dispatch start time.
Multi-day splitting will produce two new dispatch queue records: one for the first date, then another for the remaining dates as a second dispatch queue record. Inevitably, the system would then split the first date into AM/PM as long as the start/end times match the AM/PM schedule on the location code.