Facility Scheduling Metrics

Executive Summary

Facility Scheduling Metrics lets facility and clinic coordinators measure chair utilization and client volume across parent locations over weeks, months, or quarters. Each run is saved as a metric job that records the branch, period, locations, and the columns to show. When a job is started, the system loads the scheduled visits for every chair under the chosen locations from AlayaCare, combines them with the availability and closures set up for each facility, and stores the result so it can be reopened later without reloading. The results open in a full-screen window with a Utilization pivot and a Clients pivot grouped by state, location, and chair. From there staff can expand or collapse the pivots, list the clients and visits behind any number, and export everything to Excel.

Key Features

• Start a new metric for a branch, period type (week, month, or quarter), starting date, number of periods, parent facility type, and locations
• Optionally include daily values (week and month jobs) or monthly values (quarterly jobs), and use the default or a custom set of Utilization and Clients columns
• Review saved jobs on the main list and reopen any job from the list to see its saved results
• See utilization % cells shaded by configurable colour bands, next to each facility's target %
• Expand or collapse the pivots to state, location, or chair level
• Right-click (or drill into) a value to list the clients, scheduled visits, total visits, or scheduled hours behind it
• Export a workbook with Criteria, Utilization, and Clients sheets
• Maintain the colour bands, export header colours, and default pivot columns in the page settings (when permitted)

Typical Workflow

1. Choose a Branch if needed and click Apply to see the saved metric jobs for that branch.
2. Click Start New Metric, complete the dialog, and click OK.
3. Wait while visits and availability are loaded from AlayaCare. Click Cancel in the loading window (and confirm) to stop the run.
4. Review the Utilization and Clients tabs. Expand, collapse, or right-click a value to see the supporting list.
5. Click Export to download the Excel workbook.
6. To review a job later, click Apply to refresh the list, then open the job with the edit icon in Manage Records or by right-clicking the row and choosing Edit.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options. The settings apply to all jobs.

Define utilization % thresholds in order. Each row applies up to its Utilization % To value, starting after the previous row's To value. The colours are used for the utilization % cells on screen and on the exported Utilization sheet.

Use Add Row to add a colour band and Remove to delete one. Save stores the settings and closes the dialog; Cancel (or Close in read-only mode) discards unsaved changes. Changes to the pivot column defaults apply to jobs started afterwards. A job keeps the columns it was started with. Facility-specific colour bands and target % values are maintained on the facilities themselves, outside this dialog.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

The grid lists the saved metric jobs for the selected branch (9 rows per page). The first five columns stay in place when scrolling sideways.

Main Grid Filters

Click Apply to refresh the list. Use Clear to reload the list; it does not change the selected branch.

Actions

Dialog Components

Start New Metric

Opens from Start New Metric. Complete the fields and click OK to create the job and open the results window; Cancel closes the dialog without creating a job.

If the branch, starting date, number of periods, or locations are missing, a warning is shown and the dialog stays open.

Facility Scheduling Metrics (results window)

Opens automatically after OK on Start New Metric (and starts loading), or when you open a saved job. The header shows the job ID. The period, dates, locations, and columns are fixed for the job and cannot be changed. A saved job that has no stored results (for example one that was cancelled or failed) shows "No saved data found for this metric." and does not reload; start a new metric instead.

A short message above the results reports how many visits were loaded (for example "12 visits loaded from saved data.") or that no data was found. The buttons appear only when there is data to show.

Tabs

Utilization - Grid

Only the columns selected for the job are shown.

Utilization - Grid Actions

Double-clicking one of these values opens the same list.

Clients - Grid

Clients - Grid Actions

Export

Click Export to download an Excel file named FacilitySchedulingMetrics_{Week, Month, Quarter, Daily or Monthly}PeriodStarting{yyyymmdd}_{timestamp}.xlsx. A "Exported Successfully" message confirms it. The workbook has three sheets:

Total Clients

Opens from a Total Clients value. The title shows the number of clients, and a line under it describes the state, location, chair, and period selected. Lists Client ID and Client Name (sorted by name). The columns can be sorted and filtered. Click Close to dismiss.

Scheduled Visits

Opens from a Scheduled Visits value. Lists Visit ID, Start (Local), Client ID, and Client Name for the visits that were not cancelled, in start order. Click Close to dismiss.

Total Visits

Opens from a Total Visits value. Lists Visit ID, Start (Local), Client ID, Client Name, and Cancelled (Yes or No), including cancelled visits. Click Close to dismiss.

Scheduled Hours

Opens from a Scheduled Hours value. The title shows the total hours. Lists Visit ID, Start (Local), Client ID, Client Name, and Hours for each visit with scheduled hours. Click Close to dismiss.

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Start New Metric (OK)

1. Requires a branch, a starting date, at least one period, and at least one location. If custom columns are chosen, at least one Utilization and one Clients column are required.
2. Saves the metric job (branch, period, starting date, number of periods, daily or monthly option, parent facility type, locations, and chosen columns) with status Processing.
3. Opens the results window and shows the loading window with progress for loading visits, calculating availability, and overall progress.
4. Finds the chairs under each selected location. If none are found, the run stops with a warning. It also stops if AlayaCare cannot be reached.
5. Loads each chair's visits from AlayaCare for the full date range, using the chair's own time zone. Availability and unavailability entries and visits without a client are skipped.
6. For each visit, records the client, start time, scheduled hours (none for cancelled visits), and whether it is AIS or home infusion.
7. For each cancelled visit, reads the visit's change history in AlayaCare to decide whether it was cancelled on the day of the visit.
8. Works out available hours from each location's availability and closures, and unavailable hours from each chair's unavailability, for every day in the range.
9. Builds the Utilization and Clients results, including daily or monthly columns when selected.
10. Saves the results on the job and sets the status to Complete, then shows the pivots. If an error occurs, the status is set to Error.
11. Clicking Cancel in the loading window and confirming "Do you want to stop loading metrics?" stops the run, sets the status to Cancelled with the cancel date, and shows "Metrics load cancelled."

The main list does not refresh when the results window closes; click Apply to see the new or updated status.