Staffing and scheduling .. nursing administration

Nursing Administration (Staffing and scheduling)
Ahmad Elgameel Page 1 of 9
Problem 1
Staffing and Scheduling
Nursing Administration
Objectives:
1 Define Staffing.
2 Identify classification of Staffing.
3 Recognize the component of Staffing activity.
4 Differentiate between methods of determining Staffing equation.
5 Define Nursing Scheduling.
6 List component of Scheduling.
7 Enumerate principles of Scheduling.
8 Explain types of Scheduling.
9 Explain system of developing time Scheduling.
Ahmad Muhammad Elgameel

1. Define Staffing.
Staffing is a systematic process in which professional and non-professional employees are selected,
trained, motivated and retained in any organization. It aims at manpower planning to put the right
person in the right place at the right time.
2. Identify classification of Staffing.
1. Permanent Staffing: This involves hiring employees on a long-term basis to fill permanent positions.
PS typically includes full-time positions with benefits such as health insurance, retirement plans, etc.
2. Temporary Staffing: This involves hiring employees for a specific period to meet short-term needs.
Temporary employees are often hired to cover seasonal peaks in workload or to fill in for absent
permanent employees.
3. Contract Staffing: This involves hiring individuals for a specified period to work on a particular
project or assignment. Unlike temporary staffing, CS is typically for a longer duration and may involve
specialized skills or expertise. Contract employees are usually paid a fixed amount for the duration of
their contract and may or may not receive benefits depending on the terms of the contract.
4. Full-time Staffing: Full-time staffing refers to hiring employees who work a standard number of
hours per week and are entitled to all benefits offered by the organization. Full-time employees are
typically considered permanent staff and may work either directly for the organization or through a
contract.
5. Part-time Staffing: Part-time staffing involves hiring employees who work fewer hours than full-time
employees. Part-time employees may receive pro-rated benefits based on the number of hours worked
and are often used to fill roles that don't require a full-time commitment or to provide flexibility in staffing
levels.
6. Seasonal Staffing: Seasonal staffing involves hiring employees to meet increased demand during
specific times of the year, such as holidays or peak seasons.
7. Project-Based Staffing: Project-based staffing involves hiring employees specifically for a particular
project or initiative within the organization. Once the project is completed, these employees may be
reassigned to other projects or their employment may end.
These classifications help organizations structure their workforce according to their needs,
budget, and strategic objectives.
3. Recognize the component of Staffing activity (Process).
Recruitment: It is the process of finding potential candidates for a particular job in an organization.
The process of recruitment involves persuading people to apply for the available positions in the
organization.
Selection: It is the process of recognizing potential and hiring the best people out of several possible
candidates. This is done by shortlisting and choosing the deserving and eliminating those who are not
suitable for the job.
Training: It is the process that involves providing the employees with an idea of the type of work they
are supposed to do and how it is to be done. It is a way of keeping the employees updated on the way
of work in an organization and the new and advanced technologies.

1. Manpower Planning
Human resource management is a process of determining the number and type of personnel required for filling the vacant job in an organization.
Manpower requirements involve two kinds of analysis, i.e., workload analysis and workforce analysis. Workload analysis involves determining
the number and type of employees required to perform various jobs and achieve organizational objectives. Workforce analysis shows the number
and type of human resources available with an organization.
The difference between workload and workforce is calculated to determine shortage and surplus of manpower. Excess workload indicates
understaffing, i.e., the need of appointing more people and excess workforce indicates overstaffing, i.e., need to remove or transfer some
employees to other places.
2. Recruitment
After estimating manpower requirements, the second step in the process of staffing is recruitment. Recruitment refers to a process of searching
for prospective employees and encouraging them to apply for jobs in the organization. It involves identifying various resources of human force
and attracting them to apply for the job. The main purpose of a requirement is to create a pool of applicants by a large number of qualified
candidates. Recruitment can be done by both internal and external sources of recruitment. Internal sources may be used to a limited extent, and
to get fresh talent and a wider choice, external sources can be used.
3. Selection
Selection is the process of choosing and appointing the right candidates for various job positions in the organization. It is treated as a negative
process because it involves the rejection of some candidates. There are many steps involved in the process of employee selection. These steps
include preliminary screening, filling-in application, written test, interviews, medical examination, checking references, and issuing a letter of
appointment to the candidates. The most suitable candidates who meet the requirement of the vacant job are selected. The process of selection
serves two important purposes, firstly, it ensures that the organization gets the best among the available candidates, and secondly, it boosts ups
the self-esteem and prestige of the candidates.
4. Placement and Orientation
After selection, an appropriate job is assigned to each selected person. Placement is the process of matching the candidates with the jobs in the
organization. Under this process, every selected candidate is assigned a job most suitable for him. The purpose of placement is to fit the right
person to the right job so that the efficiency of work is high and the employees get personal satisfaction. Correct placement helps to reduce labor
turnover and absenteeism. Here, orientation means introducing new employees to the organization. It is the process of introducing and
familiarizing newly appointed candidates with their job, work groups and the organization so that they may feel at home in the new environment.
5. Training and Development
People are in search of careers and not jobs. Every individual must be given a chance to rise to the top. The most favorable way for this to
happen is to promote employee learning. For this, organizations either provide training themselves within the organization or through external
institutions. This is beneficial for the organization as well. If the employees are motivated enough, it will increase their competence and will be
able to perform even better for the organization with greater efficiency and productivity. By providing such opportunities to its employees for
career advancement, the organization captivates the interest and holds on of its talented employees. The majority of the organization has a
distinct department for this purpose, that is, the Human Resource Department. Though in small organizations, the line manager has to do all the
managerial functions viz, planning, organizing, staffing, controlling, and directing. The process of staffing further involves three more stages.
6. Performance appraisal
After training the employees and having them on the job for some time, there should be an evaluation done on their performance. Every
organization has its means of appraisal whether formal or informal. Appraisal refers to the evaluation of the employees of the organization based
on their past or present performance by some pre-decided standards. The employee should be well aware of his standards and his superior is
responsible for proving feedback on his performance. The process of performance appraisal, thus includes specifying the job, performing
appraisal performance, and providing feedback.
7. Promotion and Career planning
It has now become important for all organizations to deal with career-related issues and promotional routes for employees. The managers should
take care of the activities that serve the long-term interests of the employees. They should be encouraged from time to time, which will help the
employees

(A) The Staffing pattern
* Is a written plan that specifies the number and
classification type of staff personnel who are needed to
implement a care delivery model for each unit?
* Is a relatively permanent document based on the daily
average requirements for patient care in each unit. It is
reviewed at least yearly for modifications required by
changes in patient population, care trends or other factors.
(B) The Staffing plan
Is a mathematical calculation of how nurses of what
category (professional or non-professional) must be hired
in order to deliver the required care on a yearly basis?
4. Differentiate between methods of determining Staffing equation.
(A)Method of determining The Staffing pattern
The Traditional system The New system
The old system of determining the staff number
and mix was based on the number of beds per
unit (one nurse per 4- 6 beds
These calculations ignored the fact that one
group of patients might need far more care than
another group of the same number.
In addition, this system shows only the number of
hours worked during a day without differentiation
between patients or between the various shifts of
duty.
Also, it does not reflect either the particular
needs of patients or the level of care needed.
The hours worked include direct nursing care
activities and administrative and other activities.
• The distribution of nurses is based on the
administrator's opinion of the proportion of care
that is needed on each shift. Example:
Morning 45% of the staff
Evenings 35% of the staff
Nights 20% of the staff
• Since this system does not reflect either the
particular needs of patients or the nursing tasks
to be performed, it is considered useless in
providing quality care accepted as a standard.
This new system for determining staffing relies
on data concerning patient needs and the tasks
to be performed during a shift and not a day as in
the old system.
The staffing pattern is developed through:
 A Patient Classification System (PCS)
1- The activity of living
2- feeding
3- Grooming
4- Toileting
5- Comfort measures
6- Mobility
 A Task Qualification System (TQS)
That focuses on the nursing tasks to be
performed. Each direct care activity, as
well as indirect care activities
(administrative, dietary, ...) is timed and
assigned to a given level of worker and by
cumulative count of tasks per level, a ratio
of staff mix can be established and an
index is developed.
The patient classification system and the task
quantification system aims to relate patients'
needs and nursing tasks to staffing and therefore,
proved to be more advantageous than the old
system.

Types of Staffing pattern
 Basic and supplementary staff.
Since both methods used to determine the staffing patterns are based on average care
requirements, the basic (permanent) staff for each unit will need supplementary staff when
demands for care exceed the capabilities of the basic staff.
Methods for use of supplementary staff
 Borrowing method:
- This is a common method of borrowing staff from units that have the most to help those who
have too little.
-The problem with this method is that the staff often resents being transferred from unit to unit
and the H.N. never admits that he has more nurses.
 Float staff:
-This is a better method for managing the increased staffing needs. A pool of nurses who are
permanent workers but do not belong to any Special unit are used to fill in for increase in patient
care activities or absence among the unit staff.
-This method helps in day to day variations in work volume. Some nurses like this type of
assignment and the chance to work with different types of patients.
 On-call staff:
- Usually on-call staff is filled with regular employees who receive extra pay for being on call
whether or not they are called.
- This method is useful in OR, ICU and other special care units.
Factors affecting staffing pattern determination
Nursing organization F Patient factors Staff factors Health organization F
 Patient care
objectives.
 Determined levels
of patient care.
 Nursing unit
functions.
 Assignment
systems.
 Services to staff
(in-service training).
 Variety of patient
conditions
 Acuity and general
health status.
 Length of stay.
 Patient number,
fluctuation in
number.
 Age groups.
 Care expectations.
 Job description of
the division.
 Educational level
of staff.
 Experience level
of staff.
 Staff mix available
in the community.
 Staff number
available
 Budget available.
 Personnel policies
especially regarding
work time.
 Support services
within the
organization.
 Number of bed/units.
 Architecture layout
of the unit.
(B) Methods for calculating the staffing plan
Divide the number of days in a year by the number of days actually worked per nurse per year to derive
the number of staff required to fill one position for the year. Then calculate the total number of staff
needed to fill the different positions for each category for the whole hospital.

5. Define Nursing Scheduling.
Nursing scheduling refers to the process of organizing and assigning shifts and tasks for nurses within
a healthcare facility. It involves creating a timetable that ensures adequate coverage of nursing staff
across all shifts while considering factors such as patient needs, nurse availability, staffing regulations,
and budgetary constraints.
Nursing scheduling aims to optimize staffing levels to maintain quality patient care, minimize nurse
fatigue and burnout, and ensure compliance with labor laws and organizational policies.
6. List component of Scheduling.
1 Shifts: This refers to the time periods during which nurses are scheduled to work. Shifts can vary
in length (e.g., 6-hour, 8-hour, 12-hour shifts) and timing (e.g., day shift, night shift, evening shift).
2 Nurse Availability: Information about when individual nurses are available to work. This includes
their preferred shift times, days off, and any other scheduling constraints they may have.
3 Patient Needs: Understanding the level of care required by patients and ensuring that adequate
nursing staff are scheduled to meet those needs. This includes considering patient acuity levels,
specialized care requirements, and nurse-to-patient ratios.
4 Staffing Requirements: Determining the minimum staffing levels required for each shift to maintain
safe and effective patient care. This may be influenced by regulatory standards, organizational
policies, and patient census data.
5 Scheduling Rules and Policies: Guidelines established by the healthcare facility governing how
scheduling is managed. This may include rules regarding overtime, break times, shift rotations, and
scheduling preferences.
6 Time Off Requests and Leave: Managing requests for time off, vacation days, sick leave, and
other types of leave. Balancing these requests with staffing needs is essential for maintaining
appropriate coverage.
7 Scheduling Software: Utilizing software tools or platforms to facilitate the scheduling process. This
may involve automated scheduling algorithms, online shift swapping, and communication features
for notifying staff of schedule changes.
8 Communication Channels: Establishing effective communication channels for disseminating
schedule information, handling shift swaps, and addressing scheduling concerns or conflicts.
9 Flexibility: Maintaining flexibility in scheduling to accommodate unexpected events, such as staff
illnesses, emergencies, or fluctuations in patient census.
10 Monitoring and Adjustment: Regularly monitoring the effectiveness of the schedule and making
adjustments as needed to optimize staffing levels, address staffing shortages, and ensure continuity
of care.

7. Enumerate principles of Scheduling.
1 Patient-Centered Approach: Schedule nurses to ensure that patient care needs are met
effectively and safely. This involves considering patient acuity levels, care requirements, and nurse-
to-patient ratios when assigning shifts and tasks.
2 Staffing Adequacy: Ensure that staffing levels are adequate to provide quality care and maintain
patient safety. This may involve adhering to regulatory standards, organizational policies, and
evidence-based staffing guidelines.
3 Skill Mix: Maintain a balanced skill mix among nursing staff to address the diverse needs of
patients. Schedule nurses with appropriate levels of experience, expertise, and specialization to
deliver comprehensive care across different units and patient populations.
4 Continuity of Care: Strive to maintain continuity of care by scheduling nurses consistently within
the same patient care units or with the same patient assignments whenever possible. Continuity of
care promotes better patient outcomes and enhances nurse-patient relationships.
5 Employee Preferences: Consider the preferences and availability of individual nurses when
creating schedules. Accommodating preferences for shift times, days off, and other scheduling
preferences can improve staff morale, job satisfaction, and retention.
6 Work-Life Balance: Promote work-life balance by minimizing excessive overtime, rotating shifts
fairly, and providing adequate rest between shifts. Balancing work demands with personal
responsibilities and time off is essential for preventing nurse burnout and promoting overall well-
being.
7 Communication and Collaboration: Foster open communication and collaboration among
nursing staff, managers, and scheduling coordinators. Encourage nurses to communicate their
scheduling needs, preferences, and concerns effectively, and be responsive to feedback and
suggestions for improving the scheduling process.
8 Flexibility and Adaptability: Maintain flexibility in nursing scheduling to accommodate unexpected
events, such as staff absences, emergencies, or changes in patient census. Being able to adapt
quickly to unforeseen circumstances helps to ensure that staffing levels remain sufficient and
patient care is not compromised.
9 Fairness and Equity: Ensure that scheduling practices are fair and equitable for all nursing staff,
taking into account factors such as seniority, skills, workload distribution, and individual
preferences. Fair scheduling practices help to build trust, morale, and teamwork among staff
members.
10 Data-Informed Decision Making: Use data and analytics to inform scheduling decisions and
identify patterns or trends that can optimize staffing levels, improve efficiency, and address potential
staffing challenges proactively.

8. Explain types of Scheduling.
1 Fixed Scheduling: In fixed scheduling, nurses work the same shifts on a regular basis, often with
set start and end times. This type of scheduling provides consistency for both nurses and patients,
allowing them to anticipate when certain nurses will be available for care. Fixed schedules can be
beneficial for maintaining continuity of care and facilitating work-life balance.
2 Rotating Shifts: Rotating shift scheduling involves nurses working different shifts on a rotating
basis, such as day shifts, evening shifts, and night shifts. This type of scheduling allows for more
equitable distribution of shifts among nurses and ensures that staffing needs are met across all
hours of the day. However, rotating shifts can disrupt circadian rhythms and may lead to fatigue
and burnout among nurses.
3 Self-Scheduling: Self-scheduling empowers nurses to have a say in their own schedules by
allowing them to choose their shifts based on their preferences, availability, and staffing needs.
Nurses typically have access to an online scheduling system where they can view open shifts and
request to work specific hours. Self-scheduling promotes autonomy and flexibility for nurses while
also ensuring that staffing requirements are met.
4 Float Pool Scheduling: Float pool scheduling involves a group of nurses who are trained to work
in multiple units or departments within a healthcare facility. Nurses in the float pool are assigned to
work in areas where there is a staffing shortage or increased patient demand. Float pool scheduling
helps to address fluctuations in patient census and staffing needs while providing nurses with
opportunities for variety and skill development.
5 On-Call Scheduling: On-call scheduling involves nurses being available to work on short notice in
the event of unexpected staffing shortages or emergencies. Nurses who are on-call may not be
required to be physically present at the healthcare facility but must be reachable and able to report
to work if needed. On-call scheduling helps to ensure that staffing levels can be adjusted quickly to
meet patient care needs.
6 Team-Based Scheduling: Team-based scheduling involves grouping nurses into teams or pods
that work together collaboratively to provide care for a specific group of patients or within a particular
unit or department. Each team may have its own schedule or rotation, allowing nurses to develop
strong working relationships and improve communication and coordination of care.
7 Part-Time Scheduling: Part-time scheduling allows nurses to work fewer hours or shifts per week
compared to full-time employees. Part-time schedules can accommodate nurses with other
responsibilities or commitments outside of work and may help to attract and retain a diverse
workforce.
8 Seasonal or Demand-Based Scheduling: Seasonal or demand-based scheduling involves
adjusting staffing levels and schedules to meet fluctuations in patient census or seasonal variations
in healthcare demand. For example, healthcare facilities may increase staffing during flu season or
during peak times of the day or week when patient volumes are higher.

9. Explain system of developing time Scheduling.
Assess Your Goals and Priorities: Identify your short-term and long-term goals, both personal and
professional. Determine what tasks, projects, or activities are essential to achieving these goals and
prioritize them accordingly.
List and Prioritize Tasks: Make a list of all the tasks and activities you need to accomplish, including
both recurring and one-time tasks. Break down larger projects into smaller, actionable steps. Prioritize
your tasks based on urgency, importance, deadlines, and dependencies.
Estimate Time Requirements: Estimate how much time each task or activity will take to complete. Be
realistic in your estimations and consider factors such as complexity, resources needed, and potential
interruptions.
Allocate Time Blocks: Create time blocks or chunks in your schedule dedicated to specific tasks,
projects, or categories of activities. Assign tasks to time slots based on their priority, time requirements,
and your energy levels throughout the day. Be sure to include buffer time for unexpected delays or
transitions between tasks.
Use Time Management Tools: Utilize time management tools and techniques to help you organize
and track your schedule effectively. This may include digital calendars, task management apps, to-do
lists, planners, or time tracking software. Choose tools that align with your preferences and workflow.
Set Deadlines and Milestones: Establish deadlines and milestones for completing tasks and projects.
Break down larger goals into smaller, manageable milestones with specific deadlines. Use deadlines
as motivators to stay focused and on track with your schedule.
Implement Time Management Strategies: Incorporate time management strategies and techniques
to enhance productivity and efficiency. This may include techniques such as the Pomodoro Technique
(working in focused intervals with short breaks), time blocking, prioritization methods like the
Eisenhower Matrix, and minimizing distractions.
Review and Adjust: Regularly review your schedule to assess progress, identify areas of
improvement, and make adjustments as needed. Reflect on what worked well and what didn't, and
refine your scheduling system based on feedback and experience. Be flexible and willing to adapt your
schedule to accommodate changes or unexpected events.
Practice Self-Discipline and Accountability: Practice self-discipline in adhering to your schedule
and staying focused on your priorities. Hold yourself accountable for following through on your
commitments and meeting deadlines. Seek support from accountability partners or mentors if needed.
Reflect and Iterate: Take time to reflect on your time management habits and overall productivity
regularly. Identify patterns, successes, and areas for improvement in your scheduling system.
Continuously iterate and refine your approach to develop a time scheduling system that works best for
you.

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