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Sykli Plus Documentation

website·Indexed 29 days ago

https://sykli.defra.fi

Documentation for Sykli Plus, a system designed for daycare centers to manage children's care hours and staff work shifts. It includes guides on shift planning, creating rotation lists, managing group settings, generating daily reports, and initial system setup.

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What's inside Sykli Plus

  1. Overview of Sykli Plus outputs

    Sykli Plus aggregates children's care hours and staff shifts to produce essential daycare operational documents. Data is entered once and used across all generated documents based on the configured settings. Key outputs include:

    • Daily Lists: Day lists, week lists, morning/evening lists, meal orders, and weekend lists.
    • Shift Plans: Plans based on rotation lists and shift codes.
    • Shift Lists: Staff shifts for a specific period in a distributable format.
    • Weekly Plans: Team weekly planning templates.

  2. Overview of Sykli Plus outputs

    Sykli Plus aggregates children's care hours and staff shifts to generate essential daycare operational documents. Data is entered once and used across multiple documents based on configured settings. The primary outputs include:

    • Daily Lists: Day lists, week lists, morning/evening lists, meal orders, and weekend lists.
    • Shift Plans: Plans based on rotation lists and shift codes.
    • Shift Lists: Staff shifts for a specific period in a distributable format.
    • Weekly Plans: Team weekly plan templates.

  3. Manage Sykli Plus general settings

    The 'Asetukset' (Settings) section allows users to configure Sykli Plus for their specific unit, including settings for care times, shifts, and group attachments.

  4. Understand and use Daily Lists in Sykli Plus

    Daily lists are reports and lists designed to simplify daycare operations. They can be configured in the group settings and generated in advance for the coming week. Lists can be created for individual groups or for 'attachments' (combinations of multiple groups).

    Available list types include:

    • Daily List (Päivälista): A daily list of children used to track arrivals and record daily notes for staff and guardians.
    • Weekly List (Viikkolista): A list of care time reservations for the upcoming week, covering one or more teams.
    • Morning and Evening Lists (Aamu- ja iltalista): Lists of the first children to arrive and last to leave, used for planning shift work.
    • Meal Orders (Ateriatilaus): Reports on the number of children for meals. These are based on care reservations but can be edited after creation. They can be printed or sent via email.
    • Weekend List (Viikonloppulista): Similar to daily lists, used for organizing weekend care.

  5. Manage Sykli Plus usage within a unit

    To prevent conflicting versions of documents, the program should be operated by one designated person and their deputy. All application data is stored in the unit's own Microsoft Teams team, allowing the rest of the staff to read finished reports without needing to launch the application.

  6. Complete and edit child profile information

    While some data (Full Name, Surname, Group, and Daycare) is imported from the source and cannot be edited in the child settings, other details can be manually supplemented. To edit a child's information:

    1. Go to the main page Asetukset (Settings) and select Lapset (Children).
    2. Find the child in the list (columns can be clicked to sort).
    3. Fill in the fields in the bottom panel and click Tallenna (Save).

    Use the Hoitoajat (Care Hours) button in the bottom panel to review the specific care hours for the selected child.

  7. Manage user roles and data access

    To prevent conflicting versions of documents, Sykli Plus should be operated by one designated person and their deputy. All program data is stored within the unit's own Microsoft Teams team, allowing all staff to read finished reports without needing to launch the program.

  8. Review and verify shift rotations

    To verify that rotation bases and anchors are configured correctly, use the Kierrot (Rotations) button located on the Suunnittelu (Planning) tab of the main page. This view displays the rotations for the selected period as a single overview, showing which rotation list applies to each employee. You can navigate between periods using the arrow buttons.

  9. Create a weekly plan template for a team

    Weekly plans are team-specific templates used to record weekly activities. Once a template is created, the system can generate plans for multiple weeks at once. Plans are stored in Excel workbooks named Viikkosuunnitelma-<year>-<group>.xlsx within the Viikkosuunnitelmat folder, with each week on its own tab.

    To create a template:

    1. Navigate to the Viikkosuunnitelmat tab on the main page.
    2. In the "Luo viikkosuunnitelma uudelle ryhmälle" (Create weekly plan for a new group) section, select the team from the Ryhmä (Group) menu. Only teams without an existing template are listed.
    3. Select Käytä pohjana (Use as template). You can use a template from another team or start with the Oletus (Default) template.
    4. Click Luo (Create).
    5. Configure the team's row by selecting the paper size (Koko: A3 or A4) and orientation (Suunta: landscape or portrait).

  10. Send meal orders via email in Sykli Plus

    To send meal orders to catering services, first configure the recipient and the cover message on the Asetukset (Settings) page. The order is automatically sent from the Sykli Plus user's own email address to ensure the sender's identity is known.

    Before sending, verify the order on the Päivittäislistat (Daily Lists) tab by selecting the correct document from the dropdown menu and clicking Avaa (Open). Make any necessary corrections, as the order is sent exactly as it is.

    Once verified, return to the Sykli Plus view, select the relevant daily lists, and click Lähetä (Send). Only meal order data is transmitted; other daily list information for the week is not included.

  11. Manage shift lists and employee rotations

    Sykli provides tools for reviewing employee rotations and publishing shift lists:

    • Employee Rotations: Use 'Kierrot' to view employee rotations by period and identify which rotation ID forms the basis of an employee's shifts.
    • Shift Lists: 'Työvuorolistat' are generated from the working hours added to Sykli for publication.
    • List Operations: Users can open lists for review ('Työvuorolistan avaus'), print them for a specific time period ('Työvuorolistan tulostus'), or delete them ('Työvuorolistan poisto').

  12. Join the Sykli community team in Microsoft Teams

    The Sykli open team provides information, support, announcements for key updates, files, documents, reports, and a discussion area. To join:

    1. Open Microsoft Teams and select Teams.
    2. Select Join a team.
    3. Join the open team named Sykli.