Creating a Day Program Roster

Running a day program for multiple clients requires careful planning and rostering to ensure efficient operations, compliance with regulations, and personalised care. This guide walks you through the process of creating a roster for a day program accommodating six clients in MYP Time & Attendance.

Key Considerations for Day Program Rostering

• Client Needs and Goals

  • Identify the specific needs and goals for each client in the program (e.g., social engagement, skill development, or physical activities).

  • Align activities with client goals as outlined in their NDIS plans or individual care agreements.

• Staffing Ratios

  • Ensure compliance with required staff-to-client ratios for the day program.

  • Example: For six clients, a 2:6 ratio (two staff for six clients) may be standard, but it can vary based on participant needs.

• Activity Schedule

  • Plan daily activities (e.g., group exercises, art therapy, or outings).

  • Assign staff based on their skills and certifications needed for specific activities.

• Shift Coverage

  • Ensure shifts provide adequate coverage for the full program duration, including setup and wrap-up time.

  • Account for breaks for both clients and staff.

• Compliance with Roster Rules

  • Apply roster rules for maximum shift lengths, required breaks, and overtime.

Steps to Create a Day Program Roster

Define Roster Requirements

Gather the following details:

• Clients: Confirm all six participants attending the program.

• Program Hours: Define the start and end times of the day program (e.g., 9:00 AM – 3:00 PM).

• Location: Specify where the program will take place (e.g., community center, day facility).

• Staffing Needs: Determine the number of staff required and their roles (e.g., Support Worker, Activity Leader).

Create a New Roster Template

Navigate to Roster Templates:

1. Go to Time & Attendance > Roster Templates.

2. Click on Create.

Enter Template Details:

• Template Name: Use a clear name (e.g., ‘Day Program – Group A’).

• Clients: Search and select all six clients attending the program.

• Template Type: Choose Week.

• Number of Weeks:

  • 1 for a weekly repeating schedule.

  • 2 for a fortnightly rotation.

• Position/s: Assign roles such as Support Worker, Activity Leader, or Transport Coordinator.

• Mandatory Attributes: Add required certifications (e.g., First Aid, Manual Handling).

• Associated Staff and Teams: Link specific staff or teams to the roster.

• Default Shift Address: Enter the program location (e.g., ‘Community Activity Center’).

Save the Template:Click Save and Close to finalise the template.

Add Shifts to the Roster Template

Select the Template:Open the roster template created in the previous step.

Create Shifts:

• Expand the Relevant Week:

  • Click on the week you wish to add shifts to.

• Create a Shift:

  • Hover over the desired day and click to open the Quick Edit window.

Shift Details for the Day Program:

• Start Time / End Time: Enter the hours of the program (e.g., 9:00 AM – 3:00 PM).

• Breaks: Include time for staff breaks (e.g., 30 minutes).

• Staff to Client Ratio: Specify the ratio (e.g., 2:6).

• Support Type: Choose NDIS.

• Clients: Assign all six participants to the shift.

• Description: Add a summary of the day’s activities (e.g., ‘Morning exercise, art therapy, and group lunch’).

• Mandatory Attributes: Add required attributes for staff (e.g., Art Facilitation Certification).

• Tags: Use tags like ‘Morning Program’ or ‘Community Outing’ for filtering.

Save the Shift:Click Save or Save and Close.

Handle Transport and Specialised Needs

• Transport Coordination:

  • Assign transport shifts before and after the program if clients require pickup and drop-off.

    • Example: 8:00 AM – 9:00 AM (Pickup) and 3:00 PM – 4:00 PM (Drop-off).

• Specialised Needs:

  • Add specific tasks for clients with unique needs, such as medication administration or dietary supervision.

Link the Roster Template to a Roster

• Navigate to Time & Attendance > Rosters.

• Click on Create.

• Select the Template: Choose the Day Program template from the drop-down.

• Enter Roster Details:

Roster Name: E.g., ‘Day Program – January 2024.’

Roster Type:

• Defined: For fixed periods.

• Click Submit.

Publish the Roster

• Navigate to Time & Attendance > Rosters.

• Select the roster you wish to publish.

• Use Bulk Publish/Unpublish:

  • Enter the Start Date and End Date.

  • Choose Force Publish or Normal Publish.

• Review warnings and resolve issues.

Best Practices for Day Program Rostering

• Assign Consistent Staff:

  • Where possible, assign familiar staff to ensure continuity of care.

• Use Tags and Attributes:

  • Streamline rostering by applying tags (e.g., ‘Morning Activities’) and mandatory attributes (e.g., First Aid Certified).

• Plan Breaks Efficiently:

  • Stagger staff breaks to maintain adequate coverage throughout the program.

• Communicate with Staff:

  • Notify staff of their shifts and provide clear instructions about their roles.

• Review Compliance:

  • Check roster rules, such as maximum shift lengths and required breaks, to ensure compliance with award rules.

Example Day Program Roster

Participants:

1. John Doe

2. Jane Smith

3. Emma Brown

4. Tom White

5. Anna Green

6. Liam Black

Shift Details:

• Morning Shift:

  • Time: 9:00 AM – 12:00 PM

  • Description: Group exercise and morning tea.

  • Staff to Client Ratio: 2:6

• Afternoon Shift:

  • Time: 12:30 PM – 3:00 PM

  • Description: Art therapy and social engagement.

  • Staff to Client Ratio: 2:6

• Transport Shifts:

  • Morning: 8:00 AM – 9:00 AM (Pickup)

  • Afternoon: 3:00 PM – 4:00 PM (Drop-off)

Rostering for a day program with six clients requires thoughtful planning to balance participant needs, staff availability, and program goals. By leveraging MYP Time & Attendance’s rostering features, you can create efficient and compliant schedules that enhance the day program’s success.