🏥 CVICU Schedule Balancer v28

Upload MyTime export → Auto-balance → Download Excel/CSV

✅ v30 Fixes: PCT weekday/weekend split, RN cap (+2 WD/+1 WE), MID shifts in day balance, MID weekend min 1, + CHG renamed to CN, CN count fixed in coverage summary (min 3), + PAYRO ≠ PTO (payroll code preserved), admin time codes no longer misclassified as shifts
📖 How to Use This Tool Start Here
▼ Click to expand instructions
🏥 CVICU Schedule Balancer — What This Tool Does
This tool takes a MyTime (UKG/Kronos) schedule export and automatically fills in coverage gaps for both Day and Night shifts — respecting all CVICU scheduling rules, staff type requirements, weekend obligations, and shift separation. It never modifies ANMs and preserves self-scheduled shifts wherever possible.
💻 About This File — Sharing & Browser Requirements
📁 Completely Standalone
This is a single .html file. Everything — the balancing logic, staff roster, all scheduling rules — is built into the file itself. No login, no account, no subscription required.
🌐 Works in Any Modern Browser
Open the file in Google Chrome, Microsoft Edge, Safari, or Firefox. Simply double-click the file or drag it into a browser window. Chrome or Edge recommended for best experience.
📤 How to Share
Send the CVICU_Balancer_v30.html file as an email attachment, via Teams, or upload to SharePoint. Recipients just open it in their browser — no installation needed.
🔒 Data Stays on Your Computer
Your schedule data is never uploaded to any server. All processing happens locally in your browser. Nothing leaves your machine.
📶 Internet Connection
An internet connection is only needed for the Excel download feature (loads the Excel library from a public CDN). All other features — upload, balance, view results — work fully offline.
💾 Nothing is Saved Between Sessions
The tool uses your browser's local storage to remember the Master Staff Database between sessions on the same device. Clearing browser data will reset it. Always export the master CSV as a backup.
📤 Step 1 — Upload MyTime Export
  1. In MyTime/UKG, run the Employee Schedule Monthly report
  2. Export as .xlsx
  3. Drag & drop the file onto the upload zone, or click to browse
  4. The tool reads all staff, dates, and shift codes automatically
✅ Supports 6-week pay period exports
⚙️ Step 2 — Set Coverage Requirements
  • RN Weekday Min — target RN count Mon–Fri (default: 15)
  • RN Weekend Min — target RN count Sat–Sun (default: 14)
  • Cap sliders — max RNs above minimum per day type:
      Sat +1, Sun +2, Mon/Tue/Wed/Fri +3, Thu +4
  • PCT Weekday min 2, PCT Weekend min 1
  • CN (Charge Nurse) min 3 per shift
  • EB and ES minimums (skill mix)
👥 Step 3 — Review Staff Roster
  • Verify each staff member's Type (FT/PT/PRN)
  • Verify their Shift (Day AM / Night PM / Mid)
  • Verify their Skills (CN, EB, ES)
  • Use 💾 Master Staff Database to save this info permanently — future uploads will auto-fill it
  • ANMs (Cruz, Rodriguez, Bruce) are marked 🔒 and will never be moved
⚠️ Always verify shifts for new staff before balancing
🔒 Step 4 (Optional) — Protect Staff
  • Check any staff whose schedule must not be changed
  • Use for: school commitments, pre-approved vacation, FMLA, medical accommodations
  • Protected staff are skipped entirely during balancing
⚡ Step 5 — Run Balancing
  • Click 🔍 Analyze Schedule first to preview coverage gaps before making any changes — this button appears in the balancing panel once your file is loaded
  • ☀️ Balance Day Shift — fills AM + MID shift gaps
  • 🌙 Balance Night Shift — fills PM shift gaps
  • 🔄 Balance Both — runs day then night in one click
  • The algorithm: fills PCT first → CN → EB/ES → RN; respects all caps
  • Weekends are prioritized first in the fill order
💡 If results aren't ideal, adjust cap sliders and re-run
📥 Step 6 — Download Results
  • 📥 Download Excel — multi-sheet workbook:
      • Coverage Summary (weekday/weekend view)
      • Day Shift (ANMs → MID RNs → RNs → PCTs)
      • Night Shift
      • Original MyTime Import (pre-balance)
  • 📋 Download Move Report — CSV of every change made
  • Review the Move Tracker section to see Added vs Moved per staff
⚡ Key Rules to Know
Shift Separation
Day (AM) and Night (PM) staff are completely separate pools. The tool never crosses them over.
Mid Shift (MID)
Counts toward Day coverage. Min 1 MID on Sat and Sun. Kesbeh & Hickman are MID.
PTO = Worked Shift
PTO, FMLA, LOA count toward the 18-shift (FT) / 12-shift (PT) minimum. SICK does not.
Weekend (Night)
Friday counts as a weekend day for night shift staff. Fri/Sat/Sun = 7 required.
Late Submitters
FT <18 or PT <12 shifts submitted = classified Late → gets unlimited moves assigned.
Move Caps
Compliant staff: max 2 changes. Non-compliant: max 6. Blank fills are free (not counted as moves).
PAYRO Code
ANM payroll admin code (4am–12pm office shift). Counts as worked, shows as PAYRO not PTO.
RN Cap (no +5)
Max overage: Sat +1, Sun +2, Mon/Tue/Wed/Fri +3, Thu +4. Hard ceiling enforced.
💡 Tips & Troubleshooting
First time setup: After loading your first MyTime file and verifying the roster, click 💾 Save Current as Master. Every future upload will auto-fill Job/Type/Shift/Skills from that saved database.
Staff showing wrong shift type? Edit their Shift dropdown in Step 3 and save as master. The Job field in MyTime must contain "(AM)", "(PM)", or "(MIDSHIFT)" for auto-detection.
Coverage still showing gaps after balancing? Some gaps can't be filled if all eligible staff have hit their weekly cap (3 shifts/week FT, 2 shifts/week PT). This is a genuine staffing shortage that requires agency or overtime.
Move tracker shows too many added shifts for one person? Always click Balance fresh — don't click the button multiple times in a row without reloading, as trackers reset on each run.
ANM schedule looks different from MyTime? ANMs are never moved. If their schedule looks off, re-export MyTime with a fresh file — the issue is in the source data, not the tool.
📋 Scheduling Rules Reference Always Active
▼ Click to collapse rules
📊 CODE REFERENCE — MyTime to Tool Translation
Use this reference to understand how MyTime codes translate and what counts toward requirements
✅ WORKING SHIFTS (Count Toward Requirements)
MyTime Code(s) Tool Code Description Counts Toward Weekend? Sunday? Total Shifts?
6T19Q, 6T19, 7A7ADay Shift (7am–7pm)RN, PCT, CN, EB, ES✅✅✅
10W2Q, 10W2, MIDMIDMid Shift (10am–10pm)RN, PCT, CN, EB, ES✅✅✅
18T7Q, 18T7, 7P7PNight Shift (7pm–7am)RN, PCT, CN, EB, ES✅✅✅
❌ TIME OFF / NON-WORKING (Do NOT Count Toward Requirements)
MyTime Code(s) Tool Code Description Counts Toward Notes
PTOPTOPaid Time OffSHIFT requirement ✅Pre-approved time off
VAC, VACATIONPTOVacationSHIFT requirement ✅Vacation leave
SICKSICKSick LeaveNothing ❌Sick time — does NOT fulfill shift requirement
R/O, ROR/ORequested OffNothing ❌Staff-requested day off
HOL, HOLIDAYHOLHolidayNothing ❌Holiday leave
FMLAFMLAFMLA LeaveSHIFT requirement ✅Family/Medical Leave
LOALOALeave of AbsenceSHIFT requirement ✅Extended leave
(blank/empty)—No Shift ScheduledNothing ❌Available day, no shift assigned
PAYROPAYROPayrollAM/PM SHIFT requirement ✅Payroll Time for ANMs — 8 Hour Shift
⚠️ SPECIAL CODES (Check Unit Policy)
MyTime Code(s) Tool Code Description Default Behavior Notes
ORI, ORIENTORIOrientationCounted as working; not included in balanceNew hire orientation
ADMIN
4:00 AM (early AM times)		ADMINAdministrative / Office ShiftCounts toward shift minimum ✅
NOT included in coverage balance		Meetings, admin duties.
4:00 AM = Rowena's 4am–12pm office shift
EDU, EDUCATIONEDUEducation DayCounted as working; not included in balanceTraining, CEUs
FLOATFLOATFloat to Another UnitCounted as working; not included in balanceWorking but not on this unit
CALL, ON-CALLCALLOn-CallNot countedAvailable if needed
PRECEPTPRECEPTPreceptingCounted as working; included in balanceTraining new staff while working
✏️ QUICK SUMMARY
What counts as a WORKING shift?7A (Day), MID (Mid), and 7P (Night) shifts
Do MID shifts count toward weekends?YES — MID shifts count toward ALL requirements
Does PTO count toward shift requirement?YES — approved time off counts toward total shifts (18 FT / 12 PT)
Does SICK count toward shift requirement?NO — sick time does NOT fulfill shift minimum
Does R/O count toward any requirement?NO — does not count toward any requirement
Does FMLA / LOA count?YES — protected leave counts toward shift requirement
What is PAYRO?Payroll time for ANMs (8 hr shift) — counts toward AM/PM shift requirement. NOT a PTO request.
What about Night shifts (7P)?YES — counts toward requirements and weekend totals
📅 Minimum Shifts (6-Week Period)
FT18 shifts (3/week × 6 weeks)
PT12 shifts (2/week × 6 weeks)
PRN1–2 shifts minimum
📅 Weekend Requirements
FT Day5 weekends + 2 Sundays
FT Night7 weekend shifts
PT4 weekends + 2 Sundays (day)
Mid≤3 weekend shifts (cap, not floor)
PRNNo weekend requirement
📅 Weekend Definition
Day shiftSat & Sun only
Night shiftFri, Sat & Sun ← Friday counts!
Mid shiftSat & Sun only
🔄 Move Cap Rules
Late submitterUnlimited (cap: 99)
Non-compliantMax 6 moves
CompliantMax 2 moves
Blank fillsFREE — never counted as move
🔒 Protected Staff
ANMsCruz, Rodriguez, Bruce — never moved
PRNNever moved; no weekend req
User-protectedSchool, FMLA, vacation selections
Shift separationAM ↔ PM pools never cross
💼 PTO = Worked Shift
FT3 PTO/FMLA/LOA in week = week done ✅
PT2 PTO/FMLA/LOA in week = week done ✅
SICKDoes NOT count toward requirements ❌
TotalPTO+FMLA+LOA count toward 18/12 minimum
💬 Feedback, Bug Reports & Suggestions For End Users
📣 This is your voice. Use it.
This tool is built for the CVICU team and will keep getting better with your input. If something doesn't look right, a shift got miscounted, a rule was applied incorrectly, or you have an idea to make this more useful — this is where to post it. Copy and paste your feedback below and send it back to the tool administrator. Every report helps make the next version more accurate.
🐛 Reporting a Bug
Please include:
• Which shift (Day / Night / Both)
• Which staff member is affected
• What the tool showed vs what you expected
• Date(s) where the issue occurred
• Screenshot if possible
⚠️ Reporting a Coverage Issue
Please include:
• Date with the coverage problem
• Actual count shown in the Excel output
• Expected count based on unit policy
• Whether it was a weekday or weekend
• Day shift or Night shift
💡 Suggestions & Improvements
Ideas welcome — big or small:
• New scheduling rules to enforce
• Different output format needs
• Staff-specific adjustments
• Workflow improvements
• Anything that would save you time
📋 How to Submit
1. Type your feedback in the box below
2. Click 📋 Copy Feedback
3. Paste into an email to:
📧 Rowena.Cruz@UTSouthwestern.edu
4. Attach your Excel output or a screenshot if relevant

Your feedback goes directly into the next version.
✍️ Write Your Feedback Here
Thank you for helping improve this tool for the entire CVICU team. 🏥  |  Contact: Rowena.Cruz@UTSouthwestern.edu
📤 Step 1: Upload MyTime Export Required
📄
Drop MyTime Excel file here or click to browse
Supports .xlsx files from UKG/Kronos