Search Order Definition Additions

The Search Order Definition Additions module lets you create search order definitions.This definition determines the order in which employees are selected in the replacement employee search routine. This definition can be different for different groups of employees or can be the same for all employees.

The Dispatch Grouping Key [A/C/B/D/P] in the Sub/Cas Dispatch Parameter Profile determines how employees are grouped in the dispatch search routine. It must be filled in before using these modules.

Entering an 'A' means that one search order definition will be used for all employees. Entering a 'C' to lets you define one definition for each employee category code you have. A 'B' lets you define one definition for each Bargaining Unit Code you have. 'D' stands for department, 'P' for position. If, for example, you wish to define a separate search order definition for each employee category, enter a 'C' to the profile prompt. In the search order definition screen, you will then be prompted for employee category. If you had selected 'B', you will be prompted for bargaining unit.

The search routine calculates which of search order definitions (if there is more than one) to use based on the position code. Before searching for a replacement employee, you must specify the position the person will be working at. Each position code contains the employee category, bargaining unit, and department it belongs to. Based on this information the correct search order definition can be selected. Let's say, for example, that you have a definition for each employee category (one for substitutes and one for casuals). If you specify 'SUB' (substitute) as the replacement position, the system will look to see what employee category code is on that position. If it finds the category of 'SUBS', it will look for and use the search order definition of that category.

Category

The prompt for field 01 reflects how you fill in the Dispatch Grouping Key [A/C/B/D/P] prompt in the Sub/Cas Dispatch Parameter Profile.

If you entered 'A' the prompt will be blank, and you must enter '**ALL**'.

If you entered 'C' the prompt will be 'Category'. You must enter the employee category code you wish to define the search order.

If 'P' is entered the prompt will be 'Position' You must enter a valid position code.

If you entered 'B', the prompt will be 'Bargaining Unit' and you must enter a valid bargaining unit code. Press <FIND> to view a list of valid responses.

02-SEARCH ORDER STRING

Prompts 02-19 let you define the order that employees are searched for and displayed. The syntax for these fields must be precise. Follow the rules specified below:

The first two characters of each field MUST be one of the following codes:

Code	Description....................................................
RQ	Search through the list of requested employees on the absent employee's permanent employee criteria screen or try the requested employee entered by phone if you are using Automated Dispatch
LR	Try the replacement employee who last replaced the absent employee. Field TRY REP EMP REPLACING ABS EMP in the DISPATCH SEARCH PARAMETER PROFILE lets you specify the number of days to look backwards.
LO	If the dispatch is for a single part of day and single position, search for replacement employees already at the dispatch location who are not working during the hours of this dispatch.
PA	Search through the list of replacement employees with a Dispatch Subgroup of A in the Sub/Cas Preference Screen in rotation order.
P1	Search through the search phase one list in priority order
P2	Search through the search phase two list in priority order
P3	Search through the search phase three list and sort *
P4	Search through the search phase four list and sort *
P5	Search through the search phase five list in priority order
P6	Search through the search phase six list in priority order

* Phases 3 & 4 are sorted according to how you answered the Phase 3 & 4 Sort Orders prompt found in the Dispatch Search Parameters Profile.

'C' will sort all qualified replacements by last Called date (phoned).

'W' will sort by last Worked date.

'S' will sort by subject, and a 'N' indicates that you do not want to sort the employees. Please refer to the documentation under 11,4,2 for more details.

The third character must always be a forward slash '/'

The rest of the field defines the search criteria you want to use to find the best qualified replacements. This section of the field can be made up of several sub-sections separated by a comma ','. The length of each sub section has to be at least 3 characters and as long as 6. The first 3 characters must always represent the search criteria. The last 3 characters determine which and how many of the search criteria to look at.

The following format must always be used:

CCC##,CCC##,CCC##,CCC##, where CCC = Search Criteria

# An Integer Between Ø and 5

- A Dash '-'

, A Comma ',' Between each seg

The seven valid search criteria codes are:

Code	Description
SUB	Subject
LEV	Subject Level
TYP	Location type
LOC	Location Area
SB2	Unqualified Subject
LV2	Unqualified Level
SB*	Like Subjects

Important to Note:

Preferred Locations entered on the Substitute/Casual Preference Record will always override the Location Area applied. This means that if an employee has preferred locations as well as an area on their preference record, and LOC (Location Area) is used in the search order definition, the locations within that location area must also be included within the preferred locations or left blank for that employee to be considered. Ex. If a replacement has School A within their preferred Locations but the Location Area does not include School A he/she will not be considered in that search line as it will recognize the preferred area and the log will indicate "Not in list of pref. locations".

These criteria determine which of the permanent employee's criteria to match with the sub/cas preferences of the replacement employee. Specifying a # or a #-# tells the search routine how many criteria to match on. Review the following table which contains valid criteria segments:

Field	Description
SUB	Specifying a criteria code with no criteria numbers will tell the search routine to look for a replacement employee that has all the criteria (subjects) that the absent employee has.
SUB2	Specifying a criteria code with a single number will tell the search routine to look for a replacement that has the first specified number of criteria. In the case of 'SUB2', the system will search for replacement employees that have the first 2 subjects the absent employee does.
SUB3-0	Specifying a criteria code with a #-# tells the search routine to find replacement employees that have the first number (#) of specified criteria. Once it has displayed all found employees, it will drop the last criteria and then search the same employees again, until the second criteria number is reached. In the example, the routine would search for replacement employees with three of the absent employee's subjects. If none were found or available, the routine search for employees with two subjects, then one, then none.
SUB,LEV	Specifying more than one criteria per line tells the system to search for replacement employees having all the criteria. In this example the search algorithm will search for replacement employees that have all the absent employee's subjects and subject levels.

Some valid definitions with an explanation of what they do follows:

Field	Description
RQ	Search the absent employee's requested replacements from the Permanent Employee Criteria Screen
LR	Try the substitute/casual that last replaced the absent employee.
L0	Search for any replacement employees already working at the location.
PA/SUB5-1	Search through the list of replacement employees who have a Dispatch Subgroup of A in the Sub/Cas Preference Screen, field Dispatch Subgroup. Find those employees with all 5 subjects and call them in rotation order. If no one is available, then look for someone with the first 4 subjects then 3, 2 and 1.
P1/SUB5-0,	Search the phase one list of replacements. Find employees with all five of the search subjects. If no employees are found or available, search through the phase one list for employees with the first 4 of the search subjects. Then employees with 3 subjects, 2 and 1. Finally search for any available replacement from the phase one list.
P3/SUB,LEV	Search the phase three list of replacements. Find employees with all the subjects as subject levels specified. Once all qualified replacements have been found, sort them according to the Phase 3 & 4 Sort Orders prompt found in the Dispatch Search Parameters Profile. Eg., If the sort order field is set to 'W', found employees will be sorted by the date last worked. (The employee working the most recently will be displayed last, the employee that has not worked for the most amount of time will display first.)
P4/SUB1,TYP1,LOC1	Search the phase four list of replacements. Find employees with the first subject, location type, and location area of the absent employee. Once all employees matching this criteria have been found, sort them according to the Phase 3 & 4 Sort Orders prompt found in the Dispatch Search Parameters Profile.
P4/SUB5-1,LEV5-1,LOC1-1	Search the phase four list of replacements. Find the employee with all 5 subjects and levels as well as the area specified. If no one is available, then look for someone with the first 4 subjects and levels, then 3, 2 and 1.
P4/SB*5-1,LEV5-1	Search through the phase four list of replacements. Find the employee with all 5 like subjects and levels. If no one is available, then look for 4 like subjects and levels, then 3, 2 and finally 1.
P4/SUB2-2,LEV2-2	Search the phase four list of replacements searching for employees with the second subject and level specified.
P4/SB25-1,LV25-1	Search the phase four list of replacements searching for employees with all 5 unqualified subjects and levels, then 4, 3, 2 and 1.
P5/	Search the phase five list of replacements. Display all employees in turn listed regardless of their preferences
P4/SUB5-1,LEV5-1,EID,	Search the phase four list of replacements. Find the employee with all 5 subjects and levels and call them even if already dispatched. Only use EID for your qualified search order lines. See feature notes: Automated Dispatch: Call Even if Already Dispatched - 21.02.02, 22.01.01
P4/SUB5-1,LEV5-1,NO REQ,	Used by Workboard to indicate to search the phase four list of replacements matching on all subjects and levels only if there aren’t any requested employees available.