Creating a NDIS 1:1 Roster

Creating a tailored roster for 1:1 support in NDIS services involves aligning schedules with a participant's unique care needs, ensuring compliance with NDIS requirements, and providing an efficient, manageable plan for support workers. This article provides a step-by-step guide to creating an NDIS 1:1 roster in MYP Time & Attendance, including detailed instructions on shift creation, field explanations, best practices, and compliance tips.

What is an NDIS 1:1 Roster?

An NDIS 1:1 roster is a personalised schedule designed to provide direct support to a single participant. This type of roster focuses on individualised care, where a specific support worker or team delivers services that align with the participant’s goals and NDIS plan.

Prerequisites

Before you begin, ensure you have:

• Participant Details: Name, NDIS number, and plan dates.

• Staff Details: Assigned support workers with relevant attributes and certifications.

• NDIS Line Items: Relevant service codes for billing purposes have been added to the participants finalised schedule of support.

• Roster Rules and Settings: Configured in Time & Attendance to ensure compliance.

Steps to Create an NDIS 1:1 Roster

 Define the Roster Requirements

Gather necessary information:

• Participant: Identify the participant requiring 1:1 support.

• Support Needs: Outline services like personal care, community access, or therapy.

• Service Times: Determine when services will be provided (e.g., weekdays, evenings).

• Locations: Specify where services will occur (e.g., participant's home, community).

Create a New Roster Template

Navigate to Roster Templates:

• Go to Time & Attendance > Roster Templates.

• Click on Create (the create icon may vary based on your subscription settings).

Enter Template Details:

• Roster Template Name: Use a clear name (e.g., ‘1:1 Support Template- John Doe’).

• Clients: Search and select the participant.

• Template Type: Choose Week.

• Number of Weeks: Enter:

  • 1 for a weekly repeating schedule.

  • 2 for a fortnightly rotation.

• Position/s: Select relevant positions (e.g., Support Worker).

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

• Associated Staff and Teams: Link staff or teams if applicable.

NB: The Associated Staff and Teams field allows you to link specific staff members or teams to a roster or shift. This ensures that only the selected staff are eligible for assignment to the roster, streamlining the scheduling process and reducing errors.

• Default Shift Address:

  • Client's Address: Use the participant's address.

  • Country, State, Street, Suburb, Post/Zip code: Fill in accurate location details.

• Geolocation Tracking: Choose Active or Inactive based on requirements.

Save the Template:

• Click Save and Close to finalise the template.

Add Shifts to the Roster Template

Select the Template:

• Open the roster template you just created.

Add 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 Edit pop-up.

Shift Details:

• Start Date: Set the date of the shift.

• End Date: Usually the same as the start date unless it's an overnight shift.

• Start Time: Enter the shift's start time (e.g., 9:00 AM).

• End Time: Enter the shift's end time (e.g., 3:00 PM).

• Standard or Split Shift:

  • Standard: For shifts within one day.

  • Split: For overnight shifts spanning multiple days.

• Shift Break: Enter break duration in minutes (e.g., 30 mins).

• Shift Duration: Automatically calculated based on start/end times and breaks.

• Shift Pay Rate: Leave as default unless overriding award rules.

  • Warning: Selecting a pay rate will override award rules.

• Roster Rules:

  • Staff must be added for award rules to apply.

• Time Limited Check-In/Out: Enable if applicable.

• Sleepover Period: Select if the shift includes a sleepover.

  • No Sleepover by default.

• Support Type: Choose NDIS.

• Shift Recurrence: Set if the shift repeats (handled in the template settings).

• Cost Centre: Select if applicable.

• Staff to Client Ratio: Typically 1:1 for NDIS individual support.

• myShift Field: Optional field for additional categorisation.

• Client/s: Ensure the correct participant is selected.

• Description: Add notes (e.g., ‘Community access outing’).

• Tags: Add tags like Own Transport Required for filtering.

• Mandatory Attributes: Ensure required attributes are selected.

• Optional Attributes: Add if necessary.

• Tasks: Assign any specific tasks for the shift.

• Assets Required: Select any assets needed (e.g., company vehicle).

• Staff:

  • Required: Enter the number of staff needed (usually 1).

  • Assigned Staff: Search and select the staff member if known.

• Default Shift Address: Verify the location details.

• Different Checkout Address: Enable if the end location differs.

• Geolocation Tracking: Confirm if Active or Inactive.

• Roster Manager Notes: Add any internal notes.

Save the Shift:

• Click Save or Save and Close.

Adding NDIS Line Items to the Shift:

• In the Edit window, locate the Clients section.

• Click on the Edit Client NDIS Items icon.

• Assign relevant NDIS line items:

  • Choose between Timesheet HRS (matches billed hours to worked hours) or Units (specify billing hours independently).

• Save the line item settings.

Copy Shifts (Optional):

• Use the Copy icon at the bottom left of the shift.

• Drag the copied shift to the desired day.

• Edit as necessary (e.g., adjust NDIS line items for weekends).

Link the Roster Template to a Roster

• Navigate to Rosters:

  • Go to Time & Attendance > Rosters.

  • Click on Create.

• Select the Template:

  • Choose the NDIS 1:1 template from the Roster Template drop-down.

• Enter Roster Details:

  • Roster Name: e.g., ‘1:1 Roster – John Doe’.

  • Roster Type:

    • Rolling: Select Start Date for ongoing rosters.

    • Defined: Select Start Date and End Date for fixed periods.

  • Roster Manager/s: Search and select the manager(s) responsible.

• Submit the Roster:

  • Click Submit.

Publish the Roster

Navigate to Rosters:

• Open Time & Attendance > Rosters.

Select the Roster:

• Choose the roster you wish to publish.

Bulk Publish Shifts:

• Click on Bulk Publish/Unpublish.

• Enter the Start Date and End Date for the shifts.

• Choose Force Publish or Normal Publish:

  • Normal Publish: Publishes shifts without warnings.

  • Force Publish: Publishes all shifts, including those with warnings.

• Review Warnings:

  • Address any issues before publishing if possible.

Send Notifications (Optional):

• Configure bulk notifications to inform staff of their assigned shifts.

Best Practices for NDIS 1:1 Rostering

• Ensure Compliance:

  • Review warnings and address issues before publishing.

  • Align shifts with NDIS funding categories and participant goals.

• Assign Staff Carefully:

  • Match staff attributes to participant needs.

  • Assign staff when possible to reduce rostering time and improve consistency.

• Maintain Accurate Records:

  • Keep participant and staff details up to date.

  • Document any changes or special instructions in the roster.

• Use Tags and Attributes:

  • Utilise tags to filter shifts and manage staffing efficiently.

  • Ensure mandatory attributes are assigned to meet compliance.

• Communicate with Staff:

  • Notify staff of their shifts and any changes promptly.

  • Provide clear descriptions and tasks within shifts.

Example Scenario: John's 1:1 Support

Participant: John DoeServices: Personal care and community accessShift Details:

• Morning Shift:

  • Time: 7:00 AM – 9:00 AM

  • Description: Assist with morning routine and personal care.

  • NDIS Line Item: Daily Personal Activities

  • Mandatory Attributes: Personal Care Certification

• Afternoon Shift:

  • Time: 3:00 PM – 6:00 PM

  • Description: Community access outing.

  • NDIS Line Item: Participation in Community, Social, and Civic Activities

  • Mandatory Attributes: First Aid Certification, Own Transport

Creating an NDIS 1:1 roster in MYP Time & Attendance ensures personalised, compliant scheduling tailored to each participant’s needs. By thoroughly completing each field during shift creation and adhering to best practices, you can streamline rostering processes, ensure compliance, and deliver high-quality support.

Note: Always keep participant privacy and data security in mind when handling personal information within the platform.