Enter temple VSA data in the PAC Tool: transcript
This transcript was generated automatically from the recording and may contain errors. It has not been manually verified. Time links return to that point in the video.
00:00:02 Today we're going to go into the position and assignment coordination tool, the PAC tool, and set up a VSA schedule for a temple. When you come into the PAC tool, if you don't see the side menu, you might have to click on this three-line hamburger menu and open it up and click on Annual VSA Planning. You should have a default view that you define.
00:00:34 and you can change your default view. I'm going to switch here to the Phoenix
00:00:40 because we're going to use the Phoenix temple for our examples today. When you
00:00:47 land on the plan details page for a particular operation you're going to see
00:00:52 three sections. The shifts, the task section, and the work section. Now there's
00:01:00 fourth item that comes into play that's called the work shift and that's done
00:01:04 under the work entries. The shifts are just time frames from 11 to 2 p.m. from 6 to 9
00:01:12 p.m. It has nothing to do with any days or any assignments. It's just the hours
00:01:18 that are involved. The tasks are just the days of the week that are involved. So
00:01:25 this could just say days of the week and you can have any combination of days. You
00:01:31 You can have a single day, you can have a whole range of days or you can have separated days
00:01:36 like Monday, Wednesday, Friday or Tuesday and Thursday.
00:01:40 And then the last group here, the last section of this page is the work items.
00:01:47 And the work items are a combination of the tasks, that is the range of dates, the different
00:01:52 days that are involved, days of the week, and a period of time, a date range.
00:01:59 For temples, there's going to be typically two cleaning closure periods and then there's
00:02:09 going to be the non-closure periods which begin at the beginning of the year and continue
00:02:14 to the beginning of the first closure period.
00:02:17 Then you have the period between the two closure periods and after the final closure period
00:02:25 you'll have the end of the year. So you're going to end up with five date ranges minimum. If you
00:02:32 have seasonal plantings or seasonal special projects or things there could be additional date ranges
00:02:39 that are in here and anytime you have a combination of a days of the week that task and the date
00:02:51 range it's going to create and need a work item and then the work shifts are
00:02:57 defined inside the work items and we'll get into that in just a second. Now the
00:03:02 first step in doing the VSA planning is to get the schedule that the temple
00:03:07 wants for their assignments and we have been given a number of tools that we can
00:03:13 use to gather that information. The SMO portal has this fill-in-the-blank sample
00:03:21 example of the data that you need to collect. If this gets filled out, it can
00:03:28 turn into something like this where you can, what shifts need to be set up, the
00:03:34 tasks, and then you define all the work that needs to be done here. I'm more of a
00:03:42 visual person, I change this just slightly to create a worksheet that where I do start
00:03:51 with the stakes that should be eliminated and then the holidays and I included links on
00:03:59 videos on how to exclude stakes from VSA participation and how to set up the holidays and other
00:04:06 closures.
00:04:07 And when we say closures, we're not talking about the tempo closures, we're just talking
00:04:10 about pack closures where we can call them non-VSA dates. And then you're going
00:04:16 to have your schedule of cleaning and maintenance closures and you're gonna
00:04:21 get that information. But then the bulk of it is going to be filled into this
00:04:26 grid of different assignments that need to be done. And so what I have done for
00:04:34 purposes of this demonstration is to just start with a very simple and limited list of tasks
00:04:43 that need to be, assignments that need to be made. And we have this first one is a cleaning
00:04:50 assignment in the evening on Tuesday through Friday. It's on all the non-closure periods.
00:04:55 If it were for a different date range, we could insert a date range here. If this was
00:05:00 was to also apply in the closure periods.
00:05:02 You can check that box.
00:05:04 And then we have a Laundry assignment.
00:05:07 It's also Tuesday through Friday.
00:05:09 And we indicate the work times.
00:05:12 That is the shift that's going to be involved here.
00:05:15 We have a laundry assignment that's
00:05:17 divided on Saturday in three different shifts.
00:05:21 And then we have a closure period of assignments, one of which
00:05:25 is Tuesday through Friday and one of which
00:05:27 is Tuesday and Thursday.
00:05:29 So that's what we're going to use for our example today.
00:05:32 Now we go back into our pack tool and we look to make sure that we have the shifts that we
00:05:40 need. If a shift needs to be edited, you can click on this, click on edit, and then over
00:05:48 here you can change the name. You can change the start and end times.
00:05:57 the dates here need to be identical, unless it's an overnight shift, but these need to be identical.
00:06:05 It doesn't really matter what date that is, as long as the two of them are identical.
00:06:10 And then once you've made the changes that you need, you can hit same and close,
00:06:16 and you can then click on click that, and we can edit that.
00:06:22 So let's we look at the shifts that we have here on this list and we compare them to the shifts that we have on list list
00:06:29 And we need to make sure we have them all
00:06:32 Now 6 to 9 p.m. appears multiple times. It's going to be an all closure period. It's going to be used in all non-closure periods
00:06:40 and
00:06:41 Do we have that in our item? Yes, and we only need to include it once even though it's going to be used for multiple
00:06:49 work items. And so the one shift that's not in there is this last one that's 6 to 8 p.m.
00:06:57 And so what we do here is if we are going to create a new shift, again the name of this
00:07:06 should, it's most, when we print the schedules we're going to want it to be very clear what
00:07:11 this is. And so we just don't worry about adding things for descriptors other than the
00:07:17 time. It does not matter what dates that we use for these start and end things, but
00:07:25 the times do matter. So we're going to go to 6 to 9 PM and we're going to make this
00:07:34 date here the same as the other date. They do need to be identical. And so we have one
00:07:41 one on 25 in both of these and then we're going to, and I said 6 to 9 PM, but we're
00:07:48 really creating a 6 to 8 p.m. schedule here. So let's change this to 8 p.m. down
00:07:54 here. We already have a 6 to 9 p.m. So we wouldn't need to create that one if
00:07:58 it were really 6 to 9 p.m. And it's not overnight. It's a standard shift. There
00:08:06 are some seasonal shifts you could have anyway. You're just going to click
00:08:09 Save and Close and then that will add it to the to the list of shifts. So we now
00:08:16 have a 6 to 8 p.m. that we can use when we get down to there. Then we have date
00:08:21 combinations, Saturday, laundry. Now you don't really need the word laundry there
00:08:25 but because this SMCs, these SMCs are only using Saturday for the laundry,
00:08:34 that's okay to include that in there, and then Tuesday through Friday, and that
00:08:38 Tuesday through Friday can be used for a number of different assignments. Then we
00:08:43 get into the work section. The work session is a combination of the dates, in this case
00:08:50 the before the first closure is from January to May and that is our June May range and it's
00:09:03 associated with Tuesday through Friday work and then we have Saturday also using that same
00:09:11 date range and these are the work items. Then we have a closure period and then we
00:09:19 can repeat with the daily closures and we can we can replicate the daily laundry
00:09:24 for June and November but we include the months in the names of these so that when
00:09:30 the schedule is printed it makes more sense. Some of the prior versions of this
00:09:36 we had period A or period B and that just wasn't meaningful. This is more
00:09:41 meaningful by using the dates in there and then we have the November closure.
00:09:46 Now once we've done that, once we've got, make sure we've got all the tasks, well do
00:09:52 we have all the tasks, well let's look on our list. Well it looks like we have a Tuesday
00:09:57 Thursday combination that isn't listed here. So we're going to click on new pack tasks,
00:10:03 We're going to cut, and this is not Tuesday through Thursday, this is Tuesday and Thursday,
00:10:10 and we're going to drop down here and click Tuesday and click on Thursday, and then click
00:10:18 on Save and Close.
00:10:21 Now we have all of our date combinations.
00:10:24 We could add, let's say we wanted to add Monday, Wednesday, Friday, so I'm just going
00:10:32 going to do this quickly because I'm really creating this for the purpose of showing how
00:10:36 to delete them. But let's do Monday, Wednesday, and Friday. And we then click Save and Close.
00:10:47 Now if we come to the conclusion that one of these date ranges, one of these combination
00:10:51 of dates, I mean, doesn't need to be used. Then we can click on that and click on the
00:11:00 The three vertical dots over here on the right, to the right of the task header here, and
00:11:07 create delete pack tasks.
00:11:10 And then that will make that particular group go away because we don't need it.
00:11:15 Then we come down to the work, and then we want to say, okay, what are we lacking here?
00:11:23 Well, let's look at setting these up before we add anything else.
00:11:29 The daily cleaning, how do we how do we assign people to come? Well, we create a
00:11:37 work shift. In this particular work shift, we are going to click on this and click
00:11:44 edit and over here we are going to give it a name. We have put evening cleaning
00:11:51 weekly. Again, it's a meaningful name that will show up on a list of
00:11:56 assignments. We pick the shift. If the shift is wrong, we can come over here and pick a
00:12:02 different shift and change the shift that's involved. And then because this is part of
00:12:10 a work item that includes Tuesday through Friday, that you're not going to change that. But
00:12:17 then you can input the number of people that are needed, whether this is done on a weekly
00:12:22 basis or a daily basis. When you do the multiple days, you usually want the stakes
00:12:27 to fill the assignments a week at a time. You don't want a different state
00:12:32 coming in every day, so we want to make it weekly. And then we took how many
00:12:37 stakes are going to divide this up. Well this will be dependent on the number
00:12:41 here. If you had four people, you'd probably have one stake do it, but with 16
00:12:46 you probably want two stakes to do that. Then once you've finished making it the
00:12:51 the way you want, click on Save and Close, and then you can add another work shift to
00:13:00 the work item if you want to, but in this particular case we're done, so we're going to click Save
00:13:06 and Close.
00:13:07 Now we have created the same type of thing for the Daily Laundry, so it's using the same
00:13:15 combination of days and the same shift but it's different work and so we are
00:13:21 going to click on here to edit this one and again this particular work
00:13:29 shift is supposed to be 6 to 9 p.m. weekly but it's not really helpful on what
00:13:39 what this is for so I'm going to put laundry weekly and so we have Tuesday
00:13:45 through Friday and again two people for night weekly and we're going to click
00:13:51 save and close and then that will be the work item for that particular thing. Now
00:13:58 the so we have defined for non-closure periods during June through May both a
00:14:06 cleaning and a laundry schedule but in the same period we wanted to find some
00:14:12 Saturday laundry to include three separate work shifts and so we have 11
00:14:20 and we can expand these so that we can get the full description we have the 11
00:14:25 to 2 p.m. Saturday laundry the 2 to 5 p.m. Saturday laundry and the 5 to 8 p.m.
00:14:31 Saturday laundry. And we're indicating we want two people and we want one stake to
00:14:38 provide each of those. And we put them on as weekly so that they're all assigned
00:14:43 at the same stake. And there we go. And so that creates the Saturday assignment for
00:14:50 that. And if you made any changes you want to hit save and close. And now you
00:14:55 have combined the work items with work shifts for each item.
00:15:02 And then we end up doing the same thing for the closure.
00:15:05 For the closure period, we go back to our little table
00:15:08 and say, we need Tuesday, Wednesday, Friday cleaning.
00:15:11 And we need a Tuesday, Thursday laundry
00:15:14 for our closure periods.
00:15:16 Well, we have the main closure.
00:15:17 We have the cleaning here.
00:15:19 And let's see what it's got here.
00:15:21 and it's got the cleaning closure and I'm going to actually call this cleaning
00:15:29 daily and I'm going to call it closure cleaning daily. Okay, because this is
00:15:40 during a closure period and we're going to save and close and so we have that and
00:15:47 again you can expand these so that the description is more out there and
00:15:51 and scroll over if you need to see more.
00:15:54 But that defines it during this closure period
00:15:57 from 519 to 6.2, and that has the main closure.
00:16:02 But what I'm clicking Save and Close,
00:16:06 what's missing here is we don't have an item
00:16:10 for this laundry from 6 to 8 p.m.
00:16:13 on Tuesday and Thursday, so let's create that.
00:16:16 So we go into the work.
00:16:18 work, we say a new PAC work shift here, a work here, and we say, okay, this work is
00:16:27 going to be, this is going to be the closure laundry. And again, we can edit these later.
00:16:36 But what's the task? What does task mean? Well, task actually means that the days of
00:16:42 the week, and this is the one that's on Tuesday and Thursday. The start date is going to
00:16:48 be the start date of the cleaning closure which is 519 so we go into May 19th and the end date
00:17:01 is 6.2 so we go down to June and we go to June the second here and then we could save
00:17:13 and close and now we have a new item that says closure laundry well I didn't give
00:17:22 it a name that was that that it was the May closure so I'm going to go in here
00:17:30 and I'm going to take the work name and say May closure laundry and save and
00:17:37 close and then now I've got a may closure for cleaning and a may closure for laundry.
00:17:44 Now this one does not have a work shift so we're going to add a work shift.
00:17:49 This is going to be the look for the shift.
00:17:56 So what shift are we doing here?
00:17:57 This is the 6 to 8 p.m.
00:18:01 And the assignment is going to be a weekly assignment and we're going to have the number
00:18:07 of people.
00:18:08 Let's go back to our little schedule.
00:18:10 They just need two people and one stake.
00:18:13 So we're going to put two and one Tuesday and Thursday and say save and close.
00:18:18 Okay.
00:18:19 Now, notice it didn't ask us a name here.
00:18:22 It didn't ask for it.
00:18:24 Now if you ever have this co-pilot pop up, we just get rid of it by clicking the icon
00:18:29 there.
00:18:29 When there's no name here it means it just hasn't assigned one yet and you can
00:18:34 hit refresh and it will give it a name and again you can come in here and you
00:18:40 can edit that name and we're going to put
00:18:49 closure laundry and then we're going to save it and save and close and we're
00:18:57 We're going to save and close.
00:18:58 And now we've got our schedule for the beginning.
00:19:03 Now, we still don't have the daily laundry for June
00:19:09 through November.
00:19:10 We still don't have the closure things
00:19:13 that we need for the November closure.
00:19:16 And we don't have the November, December non-closure periods
00:19:20 there, but those can be added later.
00:19:22 But that is the setup.
00:19:24 up. Now what's eventually going to happen when all of these work items are complete, you're
00:19:35 going to, you can highlight one or more, but let's say they're all ready to go, then you
00:19:41 can approve them. And once they're approved, you can go into the volunteer service assignments,
00:19:47 see there are none here, and auto assign them to the stakes, but that'll be covered in a
00:19:53 for video. The purpose of this video is just to get started into the data input
00:19:58 and translating a schedule that the temple wants into data input for the
00:20:04 pack tool and that's the end of this video.