Supervisor: List of tasks to do in Evolv when a staff leaves (and where to do it)

This article will assist Evolv Supervisors to review their subordinates work prior to termination/position changes with CFS

Important Notes:

Evolv does not allow for Staff Terminations without completion of the following:  

1. Unapproved Routed/Submitted Tasks to the supervisor
2. Unapproved Routed/Submitted Tasks from a subordinate

All reports should be run upon staff resignation in order to assure all outstanding tasks are complete prior to the staff terminating/changing position

This list is intended for the worker and the supervisor.  Each should log into Evolv and follow these steps. 

SSRS Site Manager and Supervisor Reports – lists different reports to assist supervisors when staff are either leaving the agency or changing their job position.  SSRS reports will provide a list, however, actions cannot be completed via the SSRS report.

TO DO LIST:   to be reviewed/completed upon resignation then reviewed last date of employment/position

See detailed instructions below list

1. Routed Tasks by Staff- need to be approved or reassigned by supervisor
2. Unapproved Service Events - need to be approved or unsubmitted by supervisor.
3. Scheduled Client Tasks - need to be deleted or transferred to different worker
4. Scheduled Non-Client Tasks - need to be deleted
5. Incomplete/Unsigned Treatment Plans by Staff - worker needs to complete and submit to supervisor
6. Incomplete/Unsigned Events by Staff - worker needs to complete and e-sign/submit/route
7. Client Caseload - need to be transferred to new worker or supervisor
8. Staff Work Schedule - need to be ended
9. Transfer Supervisor - subordinates need to be transferred to new supervisor (only for staff with Supervisor role)

Instructions:

Routed Tasks by Staff

Taskbar > My Homeview > Homeview Launcher > Homeview 

NOTE:  MyRouted Tasks widget will list Routed Tasks (i.e., ESP Standardized Forms, ESP Re-Evaluations, etc.) submitted and awaiting YOUR approval. Supervisors leaving their position must have all outstanding routed tasks approved or reassigned. 

• Click on Task(s) belonging to staff terminating
• Review 
• Approve or Route Back

Unapproved Service Events

Taskbar >Supervisor >Supervisor >Service/Case Notes & Planning Approval  

NOTE:  Service/Case Notes & Planning Approval will list events (i.e., Treatment Plans, Communication Forms, Discharge Summary, etc.) submitted for YOUR approval.                                                                             For older Events, be sure to check the Date Filter                                                                                                                                                                                                                                                      Supervisors leaving their position must have all outstanding unapproved events approved or unsubmitted.

IF supervisor is a secondary supervisor, enter the "To Date", do not enter staff name in "Staff Providing Service" field.  Staff name will appear in alphabetical order by last name. 

• Click on Action
• Approve or Unsubmit

Scheduled Client Tasks

Taskbar >Supervisor >Supervisor >Transfer Tasks  

NOTE:  Scheduled Tasks should be either canceled or transferred to new worker. If new worker has not been identified, tasks should be transferred to supervisor as a reminder to reassign once new worker is in place.   After clicking on Get Tasks, you can click on the Column heading titled "Scheduled Entity" to group tasks by client name

• Search and Select name of staff leaving
• Search and Select name of staff assigned to client (or supervisor if client has not been reassigned)
• Click on Get Tasks
• Select which tasks to transfer or choose Transfer All
• Repeat until all client related tasks have been transferred

Scheduled Non-Client Tasks 

Taskbar >Supervisor >Supervisor >Task Manager  

Note: This should only be done once Scheduled Client Tasks is completed

• Search and Select name of staff leaving
• Enter the staff termination/end date in the "From Date" field
• Click on Get Tasks
• Click on "Delete All'
• Click on "Save"

Incomplete/Unsigned Treatment Plans by Staff 

Reports >Clients >Services & Treatment >Client Treatment Plans

Note: This report is applicable for programs that complete their Treatment Plans in Client > Case Management > Plan Development > Planning.  Incomplete Treatment Plans are not visible to you unless this report is run with the correct parameters.

• Leave "From Date" and "Through Date" fields blank
• Choose how the report should be sorted in the "Report Selection" table
• Check the "Not Submitted" box
• Select "Worker Providing Service" from the Parameter table
• Search and select the staff name from the "Value" table
• Click on "Preview" (instead of Preview, the report can be downloaded into an Excel file)
• Decide what the staff will need to do in order to complete the Treatment Plan to then submit for approval

• If using Preview, clicking on event date will launch out to selected Treatment Plan for review
• Scrolling to the bottom of the report will provide a Grand Total of Treatment Plans and Clients needing Treatment Plan approvals

Incomplete/Unsigned Events by Staff 

Reports >Clients >Services & Treatment >Client Services

Note: This report will provide a list of all incomplete/unsigned events (excluding Treatment Plans completed in the Planning formset) 

• Leave "From Date" and "Through Date" fields blank
• Choose Ordered by Program/Worker/Client/Service Date in the "Report Selection" table
• Check the "Not Submitted" box
• Choose Worker Providing Service from the "Parameter" table
• Search and select the staff name from the "Value" table
• Click on "Preview" (instead of Preview, the report can be downloaded into an Excel file)
• Decide what the staff will need to do in order to complete and sign the events

• If using Preview, clicking on event date will launch out to selected event for review
• Scrolling to the bottom of the report will provide a Grand Total of Incomplete/Unsigned Events

Unapproved Service Events by Supervisor

Taskbar >Supervisor >Supervisor >Service/Case Notes & Planning Approval  

NOTE:  Service/Case Notes & Planning Approval will list events (i.e., Treatment Plans, Communication Forms, Discharge Summary, etc.) submitted for YOUR approval.                                                                               For older Events, be sure to check the Date Filter.                                                                                                                                                                                                                                                     Supervisors leaving their position need to have all outstanding unapproved events approved before terminating their position.

IF supervisor is a secondary supervisor, enter the "To Date", do not enter staff name in "Staff Providing Service" field.  Staff name will appear in alphabetical order by last name. 

• Click on Service Event to Review
• Click on Action
• Approve or Unsubmit

Client Caseload

Taskbar >Supervisor >Supervisor>Transfer Worker Assignments-Clients

Note: This area of the Supervisor Module will allow to transfer clients in bulk.  Transferring clients should only be done once worker completes all outstanding tasks. 

• Search and select staff terminating in the "From Worker" field
• Search and select staff which clients will be transferred to in the "To Worker" field
• Enter date and time which new worker will start with clients in the "Transfer Date" field
• Click on "Get Clients" 
• Choose which clients will be transferred to new worker or click on "Assign All" if all listed clients are to be transferred.  
• Save
  • Repeat all steps until all clients are transferred to appropriate staff with correct date/time.
  • Per CFS policy, clients without an assigned worker should be transferred to worker's supervisor until a new worker has been identified/assigned.

Staff Work Schedule

Agency>Staff & Security> Staff Information>Work Schedule

Note: Staff schedules need to be ended. New schedule should be entered if staff will be modifying their schedules.  

• Search and select staff name
• Open form of existing schedule
• Enter staff termination date in the "End Date" field
• Save
  • Repeat if more than one schedule needs to end

Staff with Supervisor Role

Note: Staff with subordinates will need to have all supervisory responsibilities completed before termination date. These steps should only be taken once all other steps above are complete.

Transfer Supervisor

IMPORTANT: Human Resources will need to be informed of new supervisor taking on subordiantes.  HR will then submit a helpdesk ticket for IT to update staff profile in Evolv. 

Incomplete/Unsigned Events Remaining after Staff Terminates from CFS

Note: If events remain incomplete/unsigned once the staff is no longer available, use the Admin Lock Procedure - Evolv NX procedure to auto save/sign/lock.