True working hours calendar

For the calculation of late analyses, earlier Bika design uses total elapsed time between sample reception and results publication. Not actual elapsed working hours. This resulted in analyses being flagged late incorrectly after weekends and public holidays

The Bika Calendar functionality uses only true lab working hours for these alerts and turn around reports. The maximum time allowed for analyses is configured in the analysis services' set-up

Calendar management - default days, exceptions and holidays

The lab manager configures the lab's working days and hours for any future period by defining

default working hours, typically 'nine to five' and excluding weekends

holidays,  either public or organisation specific,

exceptions - days with longer or shorter working shifts that the defaults defined earlier

Calendar Portlet

When installed, Bika Calendar is available from the 'Working hours' link in the Plone Calendar portlet, and can be viewed from there. In the long term, the working hours functionality should be integrated with the Plone Calendar

Calendar details

Upon clicking the 'Working hours' link, the screen shown above appears. The screen shot above shows information about the 'Exception Day' which is triggered by clicking the mouse on the Exception Day. Similarly details will be displayed when hovering over other days.

Navigating to other months

You can navigate and see other months' details by clicking on the 'previous' or 'next' month link. In the example above, this would mean clicking on the 'october 2007' or 'december 2007' links.

Day's Details

By clicking on any day of the calendar information will be displayed on the right of the calendar with details about that day. In the example above, the 26th of November exception Day, 'Backlog clearing' was clicked, and the day's shifts and total working hours displayed:

Legend

	Regular working days, your standard 'nine to five'. See Section 2, Setting up Default day, on how to set it up
	Working days which have non regular working hours, say half days or days with extra working hours to deal with backlogs. To set it up, see Section 3, Setting up Exception Day
	Non-working days, either public holidays or periods for which the lab is closed, e.g. Summer breaks. For more details and how to set it up see Section 4, Setting up Holidays
	Standard non-working days, such as Saturdays and Sundays. These are days with no working hours and left untouched by setting up any of the above

The Bika Calendar is set-up by users with 'Lab Manager' rights from the Bika Set-up area - for Plone users, the same as Plone setup

Access the bika set-up in two ways. Click on 'site setup' from the top right hand or on 'preferences' next to your user name. This will lead you to the set-up area

Click the Bika Calendar to enter Bika Calendar's set-up

Clicking on the |default days| tab of the Bika Calendar set-up brings up the following screen if you have default days set-up already for a given period, in this case for the 2007 calendar year

If its your first visit this page will be empty and you would head for the [add default days] button straight away

This screen shows the default working hours per day of the week for a given period  and the amount of working time per day. Days for which no hours are shown, e.g. Saturday and Sunday. The only working days illustrated in the above example are  Monday, Tuesday, Wednesday, Thursday and Friday.

Adding / Editing Default Days

You can either create a new series of default days by clicking the [add default days] button, or you can edit the the current default days, by clicking any of the current set of default days

As an example, let's set up default working hours for the 2008 calendar year. After clicking [add default days], you'll see:

Complete the fields like this

Title: This is the title given for the period of default working days, lets call it 2008 Standard hours in this example

Date from: Date that this working day range starts from, 1 January 2008

Date to: Date at which this working day series ends, 31 December 2008

Beware not to overlook the date fields, they default to the system date when opening the screen

Clicking on the |holidays| tab of the Bika Calendar set-up will list all currently configured holidays set-up in the system, title, date and whether it is a public holiday

If no holidays have been set-up, the screen will be empty

Adding / Editing Holidays

You can either create a new holiday by clicking the [add new holiday] button, or  edit the current holidays  by clicking on it. In this example we'll edit 'Buy nothing day':

The form shows:

Title: This is the title given to the holiday
Date: The holiday date
Public Holiday: This toggles the holiday as public holiday to differentiate between public holidays when all businesses are closed country wide, e.g. holidays as announced by government, and laboratory specific holidays, e.g. Summer breaks

Enter the date from the drop down menus by clicking on the down arrows next to the year, month, day or click the calendar icon to make a selection from a calendar graphic interface:

Once you are finished adding or editing the holiday, click [save] to submit the data

The |exception days| tab of the Bika Calendar set-up opens the corresponding management screen. Exception days are working days with working hours different  to default working day, typically longer working days for clearing backlogs or half days for special occasions

This screen shows a list of exception days, title, date, start and end end times of shifts, and the total working time

Adding / Editing Exception Days
You can either create a new exception day by clicking the [add new exception day] button, or edit a current exception day, by clicking it. In the example above, this would be the 'Backlog clearing' link, bringing up its configuration screen:

Title: Description for the exception day
Date: Date of the exception day
Sessions: Here you can enter the length of the different shifts for the day, 3 shifts are currently facilitated. Specify start and end times for each and its duration will be calculated

When done, click [save] to submit your edits

When samples are received, the due date and time for each analysis requested for it is calculated using the maximum time set-up for it and the true working hours available from the Bika Calendar

When the due date is passed and the analysis result has not been published yet, it is listed at top right on all screens in a 'late analysis' portlet with very visual header

Clicking on an individual analysis will take the user to its analysis request where it can be investigated further or the client details be obtained from. A full report of all late analyses - the right hand column on this page also indicates how late the analyses are

Both late and early analyses are reported and lab managers may use the report to  establish where bottlenecks are developing in the sample flow through the laboratory

The report can be run for any given time period and all or specific clients. An example: