In the Staff Allocation (Personaleinteilung) you distribute your employees' contracted weekly hours across the groups, each time for a period. KiDig compares the result with the staffing need from the Personnel Calculation and shows whether each group is staffed sufficiently. It plans the regular week, not individual days; that is what the duty roster does. The Staff Allocation is currently available only for Baden-Württemberg.

Periods

An allocation applies from a start date until a new period begins.

  • Create the first period with "Create first period", further ones with "New Period". With "Copy allocations from existing period" you take over group and Leadership Time allocations.
  • A new period ends the previous one on the day before; the previous one is archived and read-only right away, even if the new one starts later.
  • A new, still empty period is only saved with its first allocation.
  • Group configuration and facility-wide settings apply as entered at the start of the period.

Allocating employees

On the left you see everyone with a valid contract at the start of the period and their remaining available hours: contract hours minus everything already allocated (groups and Leadership Time). Drag a person into a group and enter the weekly hours. You cannot save more than is available.

For each allocation you split the hours:

  • Planning Time: Staff Meeting, Pedagogical Prep, Practical Prep, Intern Supervision.
  • Irregular Planning Time: Recurring Tasks.
  • The rest is child time, i.e. time directly with the children.

Leadership Time is allocated in its own section; it also counts against the contract hours.

What KiDig checks

Per group:

  • Child time: Is the allocated child time enough for the group's minimum staffing during opening hours? If not, the group shows "Cannot Operate".
  • Planning Time: Is enough Planning Time scheduled? Otherwise there is a warning.
  • If everything is covered but the full target with the absence buffer is not yet reached, KiDig shows a note.

For the facility:

  • Coverage: allocated hours of all groups plus Leadership Time compared with the target from the Personnel Calculation.
  • Leadership Time: Is the leadership time required by the KiTaVO allocated?
  • Time allocation: How is the allocated time split between child time and Planning Time compared with your target shares (default 80/20)? Larger deviations give a warning.
  • Weighted qualified capacity: contract hours weighted by the qualified-staff weight per contract, compared with the target. The difference is the hiring headroom: how much staff you could still hire. You change the weight in the weighted-capacity section.

You can export the period as a Personnel Assignment PDF. The carrier (Träger) overview counts the group and Leadership Time allocations of the period valid today (or the newest if none is valid). Because it uses today's group configuration and settings, while the allocation uses those at the start of the period, its target and positions can differ slightly.

What the allocation does not consider

Vacation, sickness and other absences of individual people are not part of the allocation; it plans the regular week. Absence time is included in the target as a flat allowance.

Common questions

A person is missing from the list. They need a valid, completed contract at the start of the period and must not be archived.

I cannot save the hours. The person does not have enough available hours left; check their other allocations and Leadership Time.

A period cannot be edited. It was archived when a new period was created.

My new period has disappeared. An empty period is only saved with its first allocation.

Sources

This is not legal advice. Your collective agreement (for example TVöD or AVR) and your works agreements apply.