RotationGrid docs / Worked examples

Guide

Worked examples

Five common jobs, from start to finish. Each one links to the full guide for the steps it uses.

Plan the August changeover

You want to check the next rotation before it goes out: everyone has a post, and no site is over its limit.

  1. Open Capacity Grid and set the zoom to Quarter. Select Scroll to today.
  2. Turn on the heatmap. Sites near their limit show amber, and sites over it show red, striped.
  3. Open the validation panel with the alert button in the header. It lists overlaps, gaps and over-capacity sites, each with the trainee it affects.
  4. Select an issue to open the trainee's record, then select Resolve to fix it. The window shows the fix before you apply it.
  5. Open Reports & Gaps. Step Gaps by Site to the August window to see which sites still have room.
  6. Select Export Data (XLSX) to send the plan out as a workbook.
The capacity grid at Quarter zoom with the heatmap on, scrolled to today. The site column shows University Hospital Llandough using 42.7 of 70.0 WTE, and each month across the top carries its own used/capacity figures. Placement bars are tinted by capacity pressure, and a dashed vertical line marks today.
Step 2: the heatmap shows which sites are under pressure in each month.
Working in the capacity grid Fix an overlap, a gap or an over-capacity site

A trainee goes LTFT at 60%

A full-time trainee drops to 0.6 WTE from February. Their later posts must change, and their training will take longer.

  1. Open the trainee's record and select Bulk Edit. Tick each post from February onwards.
  2. Choose the action Change WTE, enter 0.6, and apply.
  3. Read the stage headers in the placement list. Each shows the equivalent months done against the months the stage needs, so you can see how much longer the trainee needs.
  4. Add the extra time: select + Add next post and set its WTE to 0.6, or lengthen the last post of the stage with Edit block and choose Move later posts.
  5. Update the CCT date in Edit profile. The app does not work out the CCT date for you.
  • A six-month post at 0.6 WTE counts as 3.6 equivalent months.
  • A new post starts at 1.0 WTE, so set the WTE on each post you add.
  • Do not change the trainee's baseline WTE for this. The baseline applies to every post that has no WTE of its own, past posts too.
  • To try the change first, do it in Testing mode, then promote it.
Check an LTFT trainee's progress Change several placements at once

A trainee goes out of programme for a year

A trainee takes 12 months out of programme from August. Their later posts must move back by a year.

  1. Make sure the programme has an out-of-programme site. If not, add one in Manage Sites. An out-of-programme site can have unlimited capacity.
  2. Open the trainee's record. On the post before August, open the ⋯ menu and select Insert after.
  3. Choose the out-of-programme site, the start month August, and 12 months.
  4. Under Later posts, choose Move current and future posts. Every later post moves back by 12 months.
  5. Select Insert Block. The pathway strip shows the year out, and the posts after it in their new places.
  6. Update the CCT date in Edit profile.
  • A post on an out-of-programme site counts towards the stage's equivalent months, as a post at any other site does. Only a post on a leave site does not count.
  • If you chose Do not move and the new post overlaps the next one, the form warns you and offers Move later posts.
A trainee record in the pathway view. The Pathway overview strip shows the whole pathway to scale with a red Today line, coloured posts for each site, and stage brackets underneath. The placement list below is grouped by stage, and Issues on this pathway lists any overlaps and gaps.
The trainee's record. After step 5, the strip shows the year out and the posts that moved.
Add or reshape a placement Move a trainee to a different site or month

A site loses two posts

From February, a hospital can take 2 fewer WTE. You need to find who to move, and try the moves before anyone sees them.

  1. Open Manage Sites and switch to Grid View. In the site's row, lower the capacity for each capacity window from February. Each changed window is an override; the site's default capacity does not change.
  2. Open Capacity Grid with the heatmap on. The site shows red, striped, in the months where it is now over.
  3. Switch the planner mode to Testing, and create a scenario.
  4. Move placements off the site: drag them on the grid, or change the site in the trainee's record. Check the heatmap and the validation panel after each move.
  5. When the site is within its limit, start the promote. The Review Testing Changes window lists every change before anything is written to the live plan.
  6. Select Promote N changes to Live. To give up instead, discard the scenario. The live plan does not change.
The planner mode toggle: Live with a green dot, selected, then Testing and View, and a question-mark button.
Step 3: the planner mode toggle in the app header.
Try a change without committing it Add a site or change its capacity

Fix a gap the checks found

The validation panel shows a 12-month gap in a trainee's pathway.

  1. Select the gap in the validation panel. The trainee's record opens, with the gap marked in the placement list and in Issues on this pathway.
  2. Select Resolve on the gap. The Resolve Timeline Conflict window lists the fixes, best first, and marks one Recommended.
  3. Read the line under each fix: how many issues it clears, how many posts it changes, and how much training time it removes.
  4. If the trainee was on leave, choose Fill the gap with Leave / OOP and choose the leave site.
  5. Check the Timeline Preview, then select Apply Changes.
The Resolve Timeline Conflict window. On the left, a list of fixes with Shift Future Blocks marked Recommended, and under each fix the issues it clears and the posts it changes. On the right, the Timeline Preview shows the current and proposed placements side by side.
Step 2: each fix says what it clears and what it changes before you apply it.
Find out why a placement is flagged Fix an overlap, a gap or an over-capacity site