Table of Contents

Blocks

Buffered macros

Configuration

Control key macros

Field sizes

Files

Footers

Formating a worksheet

Labels

Loading

Macros

Main menu items

Moving around the worksheet

My first schedule, a 10-step tutorial

Personnel

Start date

Tips for worksheets

Title

Weeks


Format dialog

Field Size	Sets the maximum number of characters allowed in each cell entry.

Weeks	Tells how long the schedule is.

Start Date	Sets the first date of the schedule.

Title	Enters the worksheet title which will be printed at the top of each printout.

Footer	Enters miscellaneous notes which will appear at the bottom of most printouts.


Field Size

Sets the maximum number of characters allowed in each assignment.

0 Field width

0-width fields are actually one character wide.  Select this option if you only want to show that a person is assigned to work or not.  For example, a post office delivers mail 6 days each week, but letter carriers only work 5 of the 6 days.  The carriers report to work at the same time each day, and they always work until the mail is delivered.  The post office can use 0-width scheduling because they only need to show whether or not an individual should be on duty.

1 Field width

1-width fields are one character wide.  Select this option if you only need a single letter or digit to convey the assignment.  Many organizations use D, E and N for day, evening and night shifts while others use 1, 2 and 3 to mean the same.  You can use any letter if it is meaningful to you, such as W for Work and O for On Call.

You can also use letters to represent paid absences: P for personal day, H for holiday and V for vacation.

6 Field width

6-width fields are six characters wide.  Select this option if you want to show the assignment start time.  Either 24-hour clock or 12-hour clock times can be shown in 6 characters.  With 24-hour clock times, just type the time 7:00 or 15:00, but with 12-hour clock times, use an A or P suffix as in 7:00A or 3:00P.

You do not have to enter times.  You can use letters and/or digits to represent the assignment.  Suppose a training company was scheduling their class rooms (instead of persons’ names).  They might be able to enter the course codes, like LAB101, WLD200 and EE303.

11 Field width

11-width fields are eleven characters wide.  Select this option if you want to show the assignment start and end times.  24-hour clock times are normally used such as 7:00-16:00 or 15:00-24:00, however, if you abbreviate, 12-hour clock times can be used, eg., 7AM-4PM or 3PM-12PM.

You do not have to enter times.  You can use letters and/or digits to represent the assignment.  A large auto dealer rotates its sales people to different brands periodically.  They might use car name entries like Oldsmobile, Mercury, Dodge or Infinity.


Weeks

Tells how long the schedule is.

You can select from 1 to 10 weeks.  Schedules are always an integral number of weeks; that is you cannot use partial weeks such as 30 days = 4.29 weeks.  But this does not mean every day must be scheduled.  For example, November, with only 30 days, might start on a Wednesday and end on a Thursday.  You do not have to enter assignments for Sunday through Tuesday of the first week, or Friday and Saturday of the last week.


Start Date

Sets the first date of the schedule.

Schedules may begin on any day.  You might choose the 1st day of the month or a Friday because of your traditional scheduling practice.  You can keep doing what you did before WHOWORKS.  No matter what start date you choose, the number of weeks and days in the schedule will always be the number set up with the weeks option.

You should be aware that calendar style printouts always start on Sundays.  Enough weeks are printed in the printouts to cover your entire schedule, even if it’s start date is not a Sunday.  Matrix style printouts begin with the start date selected in this option.

You can edit the date displayed in the dialog box by clicking on it and typing the new date, or you can click on the Calendar push-button and select a date visually from the calendar dialog.


Title

Titles are printed in large bold characters at the top of each printout.

Titles represent what the schedule is all about.  If the CEO or president of your organization were to look at the printout, he or she should be able to understand what or who is scheduled.  Use descriptive titles like “Pediatric Nursing Staff” or “Anytown Police Schedule.”


Footer

Two rows are reserved at the bottom of most printouts for miscellaneous notes.  These are called the footers.

Footers provide a convenient way of giving reminders.  For example, you can use them to remind your personnel when the company picnic is scheduled, or to provide the hospital and room number of an ill employee or when and where is John’s retirement party.

Another use for footers is as a key to explain the letter codes you used in the schedule itself.  For example, one of the footers might say “Key: D = day, E = evening, N = Night.”

Footers are optional.  You do not need to use them.


Calendar

The calendar dialog box assists you with selecting a starting date for the schedule.

The horizontal scroll bar allows you to view a month ranging from the previous year until five years from the current month.  Click on the arrows to shift the display one month or in the area between an arrow and the thumb slider to shift six months.  Slide the thumb to quickly move to a month within the range.

Position the mouse pointer over a day on the calendar and click the left button.  The highlighted selector moves to that day and the full date is highlighted below the calendar.

There are three ways to select a starting date.  Double-click the selected day, double-click the highlighted date at the bottom or click on the Select Date push-button.


Macros

What are they

Macros are synonomous with short cuts.  You can use a single keystroke or mouse click or double-click to enter many characters, thereby saving time and energy.

WHOWORKS has two kinds of macros, Control-key and Buffered.

Control-key macros

You can set up the 10 control keys, ^A, through ^J  to represent assignments which are entered often.  Suppose your shift times are 7:00-16:00, 15:00-24:00 and 23:00-8:00.  Entering those kind of numbers can take a lot of typing.  But if you associate 7:00-16:00 to the ^A key, 15:00-24:00 to the ^B key and 23:00-8:00 to the ^C key, you only need to press one of the three control keys to make a schedule entry.  Clicking the mouse on the respective control-key macro push-button, which appears at the bottom of the screen, is even easier and requires no keystrokes.  The special control key, ^X, is used to invoke a buffered macro, see below.

Control-key macros are saved with the file, so the next time the file is loaded, its previous control-key macro assignments are retrieved and available.

Buffered macro

A buffered macro is dynamic.  Entering a buffered macro onto the worksheet is accomplished by double-clicking on the worksheet cell or pressing the ^X key.  The assignment entered comes from whatever is in the buffer as shown at the top of the screen.

The contents of the buffer is updated every time you make an entry on the worksheet.  The assignment which is put into the buffer is the assignment which was just entered on the worksheet.  Alternatively, you can click on any assignment with the RIGHT mouse button to copy that entry to the buffer.  The worksheet entry is unchanged.

Creating and changing control-key macros


Creating and changing macros

Creating and changing control-key macros

There are two ways to change the control-key macros.  The first is from the SETUP/MACRO BUTTONS menu of the main screen.  It displays a dialog box which permits you to click on the respective macro and edit its contents.  You can change any or all of the 10 control-key macros.  When you are done click on the OK button.

The second way is even easier.  Click the mouse button inside the depressed area beside the macro button at the bottom of the screen.  A box opens and allows you to edit the contents.


Main menu

File functions	Save and retrieve files and exit from program

Print functions	Print master and individual schedules, also print loading.

Edit functions	Cut, copy and paste blocks and clear work sheet.

Loading	Displays loading by day or by person in a dialog box.

Setup	Used for setting up the work sheet.


File functions

New   Clears all settings and allows you to start with a fresh work sheet.

Use this option when you do not want to copy an existing file such as creating your first work sheet or setting up a new work sheet for a separate department or application.

Open   Open a file which is saved on disk.

Use this to recall an existing file from disk for editing or printing.  Also use this option in conjunction with the SaveAs option to create a worksheet which is similar to one already on disk.

Save   Save the currently displayed work sheet to a disk file.

Use this option before quitting and periodically as you work on the schedule.  The work sheet is saved to the file named in the main window’s caption bar.

Save As   Save the currently displayed work sheet to a different file.

The name of the file where the currently displayed work sheet will be saved is displayed in the main window’s caption bar.  Use this option if you want to save the work sheet to a different file.

After using this option, the caption bar displays the new file name.

View Info   Displays information about the schedule files saved on disk.

Field size, number of weeks in the schedule, starting date, title and footer are shown in a dialog box.  These data can not be edited from this option.

Exit   Ends WHOWORKS session and closes the main window.


Print functions

Master   Prints every scheduled person and day.

Calendar Style   Printouts look like calendars.  Each day shows which persons are scheduled and their time or assignment.

Matrix Style   Printouts look like charts with dates across the top and names listed down the left side of the page.

Individual   Prints separate, personal sheets for each individual on the schedule.

Calendar Style   Printouts look like calendars.  The time or assignment is shown on the days when the individual is scheduled.

List Style   Printouts look like a list with each assignment listed on a separate line.

Loading   Prints a loading chart by day or by person.

By Day   Printout shows for each day, how many persons are assigned for each unique assignment that day.  For example, 4 people at 7:00, 3 people at 15:00 and 2 people at 23:00.

By Person   Printout shows for each person, how many unique assignments he or she has during the scheduling period.  For example, Dan is assigned 10 times to the D shift and 12 times to the Night shift.


Select weeks to rint
Select Weeks to Print

You can select which weeks to print in some of the printouts.  After you prepare your schedule, you will normally print it in its entirety.  But there are times when you might only want to print selected weeks.  Suppose you change an assignment in the fourth week of a 5-week schedule.  You can save time and paper by only printing the fourth week.

You are given a choice of weeks to print if you are printing master schedules and 1) you have picked calendar style printouts, or 2) you have picked matrix style printouts and your schedule is formatted for 6 or 11 characters.


Edit functions

   Cut

Saves marked blocks to cut-copy-paste memory and clears all of the blocked cells.

A block must be highlighted on the screen for the cut command to operate.  After cutting, all of the cells which were in the block are blank.  If there happens to be data in the cut-copy-paste memory from a previous cut or copy command, when a new cut command is executed, the previous data is discarded and the new data entered into the memory.  The block of cells is unmarked immediately.

   Copy

Saves marked blocks to cut-copy-paste memory and does not alter the cells in the work sheet.

   Paste

Copies the contents of the cut-copy-paste memory to the work sheet.

Think of the data in the cut-copy-paste memory as being stored in rows and columns just like it was in the marked block it was obtained from.  When the paste command is executed, the upper left corner of the saved block is positioned at the currently selected cell.  Data from the cut-copy-paste memory is over laid on top of the work sheet.  If the memory contains 3 rows by 4 columns, then 3 rows by 4 columns in the work sheet will be over written.

Pasting does not remove the contents, or clear, the cut-copy-paste memory.  The data is still there.  This means the same data can be pasted multiple times into the same work sheet.  You can even copy data from one work sheet into the cut-copy-paste memory, open another work sheet and paste the block into it.

Clear Worksheet   Clears all of the assignments in the entire worksheet.

The assignments are cleared but the names, labels  and dates remain as they were.  This feature is handy for starting a new schedule from and existing schedule.


Loading
Loading   Displays loading by day or by person in a dialog box.

By Day

Shows how many persons are assigned for each unique assignment that day.  For example, 4 people at 7:00, 3 people at 15:00 and 2 people at 23:00.  The horizontal scroll bar in the dialog box lets you choose which day.

By Person

Shows how many unique assignments a person has during the scheduling period.  For example, Dan is assigned 10 times to the D shift and 12 times to the Night shift.  The vertical scroll bar in the dialog box lets you choose which person.


Setup
Setup   Used for setting up the worksheet.

Format

Used to set the number of weeks in the schedule, starting date and worksheet field size, title and footers.

Personnel

Used to identify which persons are on the schedule and to set labels.

Macro Buttons

Used to enter contents of the macro buttons.

WHOWORKS

Used to set how many rows of macro buttons are shown on the scheduling screen and to set automatic selector movement.


WHOWORKS Configuration

WHOWORKS can be configured for automatic selector moves and the number of macros displayed at the bottom of the screen.

Selector Auto Move

You can configure WHOWORKS to automatically advance the highlighted selector to the next location after making an entry on the worksheet.  The purpose is to save an additional keystroke for each entry.  That is, without automatic movement, you enter an assignment and then press a cursor key or use the mouse to position the selector over the next assignment location.  With automatic movement, the selector advances one position without the need to press a cursor key.  The direction moved depends upon the last movement you made with the cursor keys or the mouse.

For example, suppose your approach to scheduling is to do one name at a time.  After you edit the assignment for day 3, you would normally edit the assignment for day 4.  If you configure WHOWORKS to make automatic horizontal moves, then when the Return key is hit to enter day 3's assignment, the selector automatically moves horizontally to day 4.  Likewise, if your approach to scheduling is to do one day at a time, you might prefer to have the selector automatically move vertically by one name after each entry.

Number of Macros Displayed

Macro buttons are displayed at the bottom of the screen for worksheets formatted for 1, 6 or 11 characters.  You can configure WHOWORKS to display one row of macros, ^A through ^E, or two rows of macros, ^A through ^J.

The advantage of displaying a single row of macros is there is more room on the screen for assignments.  This option is attractive if you only use a few macros.  The advantage of displaying two rows of macros is that you can see all of them.


Moving around the worksheet

Only one cell, at the intersection of a person-row and a date-column, on the worksheet is “selected” at any time.  A highlighted rectangle shows which cell.  Actions associated with an assignment are performed on the one inside the selected cell.

The keyboard and the mouse are used to move around the worksheet and perform the various scheduling activities.

Entering or revising an assignment

Move the selector to the desired cell location and type the new assignment.

Moves and mouse clicks on the worksheet cells

To select a different cell, use the cursor movement keys.

Horizontal moves:

Key	Movement

Cursor Left	Left 1 day

^Cursor Left	Left 1 week

^Home	Moves to 1st day

Cursor Right	Right 1 day

^Cursor Right	Right 1 week

^End	Moves to last day

Vertical moves:

Key	Movement

Cursor Up	Up 1 person

Page Up	Up one-half screen

^Page Up	Moves to 1st name

Cursor Down	Down 1 person

Page Down	Down one-half screen

^Page Down	Moves to last name

Click the left mouse button on a cell and the selector will move to that cell.  You can also click on the horizontal and vertical scroll bars to reposition the selector, or you can slide the thumbs inside the scroll bars.

Double-clicking the left mouse button on a cell copies the buffer macro to the cell.

Clicking the right mouse button on a cell copies the assignment in the cell to the buffer macro’s buffer.

See the section below on marking blocks of cells.

Mouse clicks above the cells

Click the left mouse button inside the indented “Name No.” rectangle and enter a name number for rapidly moving the selector to the desired name position.

Click the left mouse button inside the indented “Day No.” rectangle and enter a day number for rapidly moving the selector to the desired day.

Click the left mouse button inside the indented “Buffer:” rectangle and enter a new buffer macro.

When a block is marked, cut and copy buttons appear above the worksheet cells.  Click the left mouse button on either to perform the respective operation.  When assignments are in the cut-copy-paste memory, a paste button appears above the worksheet cells.  Click the left mouse button on it to paste the memory contents to the worksheet.

Mouse clicks below the cells

Click the left mouse button on the raised control-key macro push-button to enter that macro into the selected cell’s assignment.

Click the left mouse button inside the indented rectangle containing a control-key macro to edit the macro.


Cell blocks

A cell block is a rectangular array of cells.

There is a special area of memory called the cut-copy-paste memory in which blocks of cells can be saved to and recalled from.  You can not see what is in this memory because it is hidden from view.  Data from a block of cells in the work sheet is stored in this memory using the cut or copy command.  Data is retrieved from this memory into the work sheet with the paste command

There are two ways to mark a block of cells.  The first uses the keyboard only.  Place the selector on one of the four corner cells of the block.  Press and hold a shift key while using the cursor movement keys to extend the block toward the cell at the diagonal corner.  When you are done marking the block, lift your finger off the shift key.

The second method of marking a block uses the mouse.  With your free hand press and hold a shift key.  Place the mouse pointer over one of the four corner cells of the block.  Press and hold the left mouse button and drag the marking to the diagonal corner.  When you get there, release the left mouse button.  You may remove your finger from the shift key any time after you have pressed the left mouse button.

If you decide not to cut or copy the marked block, you can cancel the marking by clicking on a blank area of the worksheet or by pressing one of the arrow keys.


Tutorial
My first schedule, a 10-step tutorial

This topic is intended to assist first time users get started.  Together, we will prepare a basic schedule.  The worksheet we create will be a typical sample since I do not know your particular situation.  What you learn in the next few paragraphs will give you the ability to create your own customized schedule.

You might want to print this topic rather than switching between the worksheet and the help screens.  To print this, use the FILE/PRINT TOPIC option from the menu at the top of this help window, and then exit from HELP.

I assume you are familiar with Windows conventions, and I also assume you are using a mouse.

Pretend that you are going to schedule 3 doctors, 4 nurses and 2 secretaries at a medical clinic which is open from 8:00 AM in the morning until 11:00 PM in the evening during the week, and from 8:00 AM until 4:00 PM on Saturday.  The clinic is closed on Sundays.  The employees work one of two shifts, day or evening.

1  Clean worksheet

We want to begin with a clean worksheet.  When WHOWORKS is launched from Windows, it starts with a clean worksheet, however, if you have been experimenting, we need to start fresh.

Click on the menu item FILE/NEW.  A clean worksheet will appear.

2  Format the worksheet

Click on the menu item SETUP/FORMAT and a dialog box will appear.

We need to select a field size.  For our example, we only need to indicate whether the employee is scheduled for the day or evening shift.  We can do that with the letters D and E, so click on the 1-character radio button option.

Next, we want to schedule for only 2 weeks to keep our example short.  Click on the down arrow until a 2 shows in the Weeks window.

Let’s assume that our schedule begins on the first day of next month.  Click on the Calendar button inside the Starting Date window and a calendar pops up.  Since we want next month, click on the right arrow at the right end of the scroll bar.  Move the mouse pointer to the 1st day of the month and click the left button.  That day should be now be highlighted.  Lastly, click on the Select Date push-button.

Next we provide a title for our worksheet.  Click in the Title edit box and type “MAIN STREET CLINIC SCHEDULE.”  There is room for 60 characters in the title although you should try using only half that amount.

Note:  If you are not able to type inside an edit box, and only hear an audible beep when you press a key, it is because the edit box is filled with spaces.  Start at one end of the edit box, press and hold the left mouse key while dragging it across the edit box.  This highlights the selection.  Then when you type a character, Windows first clears the edit box and starts fresh.

Each footer has room for 80 characters.  Type “Evaluation forms are due by the 20th” in the first footer and nothing in the second.  Footers are printed at the bottom of most printouts.  Their purpose is to convey miscellaneous reminders and notes or to explain codes appearing in the worksheet.

All of the formatting entries are complete so press Return or click on the OK button.

Back in the main screen we can see the new dates across the top of the screen.

3  Personnel

Now we have to put names and labels on our worksheet.  Click on the menu item SETUP/PERSONNEL.

We want our worksheet and the printouts to have a nice, organized appearance, so we are going to use labels for separating the different employee classifications.  The highlighted selector should be over the first name.  For name 1, type “DOCTORS.”  Next, click on the check box at the left side to change the name to a label.

Use the down arrow key to move the highlighted selector down 1 position and then type “James.”  Move the highlighted selector down one more position and then type “Sally.”  Repeat the procedure for “Alberto.”

Next we want to leave two blank lines.  WHOWORKS won’t let us just move down two positions.  To create the first blank line, move the selector to the next name position with the down arrow key and type a single space character followed by Return.  Notice how you just added a blank name to the list.  Repeat that sequence for the second blank line.

Next we want to list the nurses.  Move the selector down one more position and type “NURSES,” then click on the check box at its left to make this line a label.  Now as you did for the doctors, add the four nurses, Judy, Karen, Irene and Linda, followed by two more blank lines.

Now we are ready to enter the secretaries.  Move down one position, type “SECRETARIES” and click in the check box to create the label.  Move down and enter the secretaries’ names, Marlene and Sandy.

At this point all of the names and labels have been entered.  But, suppose after some thought, we decide it would be better to have Irene listed as the first nurse.  We can rearrange the order of the names.  Start by clicking on Irene’s name and then click on the TAG menu item.  Move the selector up over the first nurse’s name, Judy.  Click on the menu item EXCHANGE.  Now Irene is first!

We are ready to go back to the main screen, so click on QUIT in the menu.

4  File saving and recall

We did a lot in the previous section, and we do not want to lose it if something disastrous like a power interruption occurs.  We need to save our work.  Click on the FILE/SAVE menu item and another dialog box appears.

Note that the file name is “untitled” because we have not named this file previously.  That is a poor file name to use.  We need a more descriptive name because as we create future schedules, we intend to save each one for a period of six months.  Later, when we look at a list of the saved file names, we will want to have some idea about what each contains.  Our file naming convention can have only 8 characters.  Let’s include the date as part of the name; that uses 6 characters.   In your office you might prefer to have separate schedule files for different departments.  The 2 remaining characters can be used for describing which department.

Our naming convention looks like this    CLyymmdd,   where CL stands for clinic, yymmdd represents the start date as yy = year, mm = month and dd = day.  Since I can’t know what date you chosen, I’ll depend upon you to enter the file name as we just discussed.  Do not enter a file extension, it will be added automatically.  When you are finished, click on the OK button.  Notice how the file name appears in the main window’s caption bar.

You should save periodically during the scheduling process.  If you get interrupted by a phone call, save your work first, then talk.  This protects against unexpected power outages and from someone else who might use your computer while you are away from the desk.

We are going to purposely exit WHOWORKS, restart the program, and recall the file we just saved to demonstrate how you can continue scheduling from work saved on the disk.  OK, select the FILE/EXIT option.  Now restart WHOWORKS.  Click on FILE/OPEN and select the worksheet you just saved.  There, it should be back on the screen ready for our next operation.

Note: Now that you know how to save and recall a file, you can pause anywhere in this tutorial and come back to it later.  Just file save before quitting, and file open upon your return.

5  Entering assignments

We are going to schedule the doctors first.

James is a prima donna, refuses to work on Saturdays and only works the day time hours.  Let’s get his schedule out of the way first.  Move the mouse pointer to James’ row and find the columns which are labeled M, T, W, T and F for the 5 weekdays.  Click on the first day to move the selector, then type an uppercase D in the box followed by the Return key.  Do the same for each of James’ work day columns by moving the selector, typing the letter and pressing the Return key.

If you are like me, it was not much fun typing 10 letter D’s.  Image, in an 11-character schedule, what it would be like to type “8:00-5:00" many times!  I’ll show you an easier method in just a minute.

Sally and Alberto are more flexible.  We want 2 doctors on during the day and one in the evening, and we only need one doctor on Saturday morning.  Let’s have Sally work 6 days during the first week and 5 evenings during the second.  Alberto will do the opposite, 5 evenings the first week and 6 days the second.

Start with Sally.  Move the selector to her first weekday, type a D and then read the next sentences.  Notice that a D appears at the top of the screen in the indented rectangle labeled buffer.  Knowing that there is a D in the buffer, we can use the mouse to ease making schedule entries.  All we have to do is position the mouse pointer over the proper cell (the intersection of a person-row and a date-column) and double-click the left mouse button.  That action copies what is in the buffer to the cell.  We can just move the mouse and double-click, move the mouse and double-click, etc.  No typing!

After scheduling Sally’s and Alberto’s days, schedule their evenings.  You can type E’s in them all, or after typing Alberto’s first E you will notice an E in the buffer thus allowing you to double-click the assignments onto the schedule.  Try typing Alberto’s first E, and then double-click the rest.

Now schedule the nurses.  Start with the day shift, but before you do, I want to show you another way to put a D in the buffer so you can double-click all of the day time assignments including the first.  Move the mouse pointer to the indented rectangle label buffer and click on it.  Type a D in the edit box which popped up and hit return.  Now that there is a D in the buffer, we can double-click the assignments.  Go ahead and make day and evening assignments for the nurses.

Before we schedule the secretaries, I want to show you one more method for putting a character into the buffer.  If there is a D in the buffer, position the mouse pointer over an E assignment, otherwise position it over a D assignment; Click the right mouse button.  That copies whatever assignment is in the cell to the buffer.  It does not affect the assignment.

Scheduling the secretaries will be performed at the end of the next section, after learning about control-key macros.

6  Control-key macros

In the last section we saw how to reduce typing by double-clicking the contents of the buffer onto an assignment.  That short cut method is called a buffered macro.  We could have called it a copy and paste something or other, but that terminology might be confused with copying and pasting blocks.  Now I want you to learn about control-key macros.

We can associate assignments to the ten control keys, ^A trough ^J.  Let’s choose to associate the letter D with ^A and the letter E with ^B.  Click on the menu item SETUP/MACRO BUTTONS.  A dialog box pops up with room to enter the associations for the control keys.  Type D in ^A’s edit box and E in ^B’s edit box, then click on OK.  At the bottom of the screen, in the indented rectangles, next to what are called the control-key macro push-buttons, you can see the associations.

To use a control-key macro, first position the selector over one of the cells.  Type either ^A (hold down the Control key and press the A key) or ^B, or just click on the respective control-key macro push-button.  Again no typing!

Go ahead and schedule the secretaries using the control-key macros.

You might have noticed when you entered an assignment with a control-key macro, that the assignment was copied to buffer the same as if you had typed the assignment.  This feature allows you to use a combination of the macro entry methods to minimize keystrokes.

An eleventh macro key, the ^X key, is used to copy the contents of the buffer to the schedule just like double-clicking the left mouse button, except you use the keyboard.

It is not necessary to step through the SETUP/MACRO BUTTONS menu item to associate an assignment with a control key.  An easier method is to click inside the indented rectangle and edit the contents.

One last suggestion.  Leave one of the control-key macros empty (associated with blanks).  This provides a fast way to erase an assignment.

7  Save your work

Just another reminder here; save your work frequently.  Please save it before we look at the next section.

8  Loading

You completed your first schedule.  But before printing it, let’s do some checking.  We want to know that we have scheduled enough people every day, and we want to make sure each individual is treated fairly in so-far-as having the same number of day and evening assignments during the schedule period.

Since our example is small, we can do a simple visual check.  WHOWORKS has tools to help with larger schedules.  These are found under the LOADING menu item.  Click on LOADING/BY DAY and a dialog box will pop up.  Click on the left and right arrows at the ends of the horizontal scroll bar and observe how many day and evening assignments there are in each day and decide if the numbers you see make sense.  If they do not, you have a good reason to go back and examine your worksheet more carefully.

Now click on menu item LOADING/BY PERSON.  Click on the left and right arrows at the ends of the horizontal scroll bar to compare the number of days and evenings each employee has.  Obviously, James is not balanced with Sally and Alberto!

9  Printing

Once the schedule is completed, you will want to publish it.  In this section we will show you how to print master schedules.  Printouts for individuals and of the loading is similar; you can experiment on your own.

Click on the menu item PRINT/MASTER/MATRIX STYLE and a standard Windows print dialog box pops up.  If you are happy with the printer shown, click on the OK button and printing will begin.  If you want a different printer or wish to change some of your printer’s features or options, click on the SETUP button and select the printer, features and options desired.  In most cases this should be unnecessary.  When the printer is finished, you have a master schedule.

Some of you will want to print schedules in a calendar format.  To see that alternative style printout, click on PRINT/MASTER/CALENDAR STYLE and follow similar steps as you did above.

10  Congratulations

Congratulations!  You successfully completed your first WHOWORKS schedule.

Now you have the basic knowledge create your own customized schedules.  There are additional features like cut, copy and pasting blocks of cells which you can experiment with.  You will find these features described in other help topics.

Happy scheduling from Woodland Engineering.


Personnel

This screen lets you add, delete and edit persons’ names, reorder them, insert blank lines and identify labels.

A name is added by positioning the selector the end of the list of names already on the schedule and typing it.  Names can also be added with the insert menu option.  You can tell how many names are in the schedule because associated with each name is a check box under the “is a label” column.

A name is edited by moving the selector to the name and typing the new spelling.

Any change you make in this screen is permanent when it is made.  You cannot cancel out these changes.

Quit

This option brings you back to the main menu.

Label

Selecting this menu option or clicking in the check box under the “is a label” column toggles the check box and the name from a name state to a label state, or visa-versa.

A name is just a name unless it is a label.  Labels are used to separate names into categories.  For example a medical clinic wants to separate doctors, nurses and administration personnel on the worksheet.  The first name on the schedule is typed in as “DOCTORS” and then changed to a label.  Starting on the second line, all of the doctors’ names are listed plus a few spare lines.  Following those lines, a name is entered as “NURSES”, and it is changed to a label.  All the nurses are listed below it.  And so on . . .

Labels print differently than names.  They are printed in bold typeface, and they always appear on the same line in calendar style printouts.

Labels have special properties in that they can never have assignments.

All of a person’s assignments are cleared when their name is changed to a label.  You cannot retrieve the assignments by switching the label back to a name.

Delete

This option deletes the name and all of its assignments.

Insert

This option inserts a new name immediately above the person or label where the highlighted selector is located.  The new name is filled with spaces and its assignments are cleared.  The selector moves to the new name position.  You then type the person’s name, and if you want, change it to a label.

Inserting a new person does not affect existing names or their assignments.  All of the existing names which occur after the inserted person move down one position.  But be cautious about inserting names.  If you already have the maximum number of persons on the schedule (128), the last name, and its assignments, are pushed “off the end” and lost forever.

Tag

Tagging means marking a name.  When a name is tagged (or marked), it can be moved to a different position on the worksheet with the exchange option.  See below.  Tagged names have a flag symbol shown beside them.  Tagging a name does not affect the associated assignments.

Exchange

The exchange option lets you rearrange names and labels to different positions.  First tag all of the names to be moved, then position the selector, and click on the exchange option.  All of the tagged names will move to immediately ahead of where the selector is located.  More than one tagged name can be moved with a single exchange.


Tips for WHOWORKS

Musts

1.  The first character of every name must not be a space.

2.  The first character of every assignment must not be a space.

Suggestions

1.  Capitalization.  Only the first letter in names and assignments should be capitalized, except all upper case letters are preferred for labels.

2.  Consistency.  Always use the same time format.  If you use a 12-hour clock, use an A or P suffix as in 7:00P and 9:00A.  Use the same case, upper or lower, for the A’s and P’s.

3.  Save your work frequently.  Periodically, save your work to minimize lost data should a power outage occur.  Save it before leaving your desk.

4.  Use the cut, copy and paste features, also the buffered macros and control-key macros to save keystokes.

5.  Make up a worksheet with no assignments and save it for use as a template.  When ready to start a new schedule, load it with FILE/OPEN, change the start date and save it with a new file name with FILE/SAVEAS.

6.  Circulate or post a blank worksheet with dates for the next schedule, but without any assignments filled in.  Let your personnel mark the sheet with their preferences and known personal days prior to making the assignments.

7.  Use a file naming convention.  Try one like this    DDyymmdd,   where DD is a 2-letter code identifying the department, and yymmdd represents the start date as yy = year, mm = month and dd = day, or develop your own scheme.