Rostering Workflow

  • MypcorpMypcorp

Efficient rostering is essential for delivering high-quality support in NDIS and aged care settings. This guide provides a comprehensive overview of creating and managing roster templates, adding shifts, linking templates to rosters, and publishing shifts. Each step ensures consistency, compliance, and clarity in rostering processes.

Creating a Roster Template

A roster template is the foundation of efficient scheduling, enabling you to define standard patterns of support for participants or service types.

Steps to Create a Template:

  • Navigate to Roster Templates:

    • Go to Time & Attendance > Roster Templates and select Create (the icon may vary based on your subscription settings).

  • Enter Template Details:

    • Roster Template Name: Clearly label the template (e.g., ‘SIL House 1 – Weekday Roster’).

    • Support Type: If multiple Support Types have been defined in your subscription, you will need to ensure that the relevant Support Type is assigned in each Roster Template that is created. The Support Type selected must correspond with the Client Engagement (Funding) type of the Client/s for whom you are Rostering.

      • Select 'NDIS', or, 'HCP', or, 'CHSP'.

        • If 'CHSP' is selected, ensure that the relevant CHSP 'Outlet' is selected from the subsequent drop down.

    • Clients: Search and select the participant(s) for whom the template is being created.

  • Define Template Parameters:

    • Template Type: Select ‘Week’.

    • Number of Weeks:

      • Use ‘1’ for weekly recurring patterns.

      • Use ‘2’ for fortnightly rotations.

    • Position/s: Assign relevant staff roles (e.g., Support Worker).

    • Mandatory Attributes: Specify skills or certifications needed (e.g., Manual Handling).

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

    • Default Shift Address: Set the location for shifts (e.g., SIL House).

    • Geolocation Tracking: Choose whether tracking applies to the shifts.

  • Save and Close:

    • Select Save and Close to finalize the template.

Creating Shifts in a Roster Template

Shifts define the detailed working patterns for participants or service types. Use the following workflow for creating shifts in a roster template:

Steps to Create Shifts:

  • Select a Template: Open the relevant roster template.

  • Expand the Week: Choose the week where the shift will be added.

  • Add Shift Details: Hover over the day and select it to open the ‘Quick Edit’ pop-up:

    • Start and End Time: Define shift duration.

    • Description: Add notes or context (optional).

    • Staff:

      • Specify the number of staff required.

      • Search and assign staff if known.

    • Mandatory Attributes: Assign required skills or certifications.

    • Clients: Verify and update participant(s) linked to the shift.

  • Add NDIS Line Items (if applicable):

    • Open Edit Client NDIS Items and assign billing details:

      • Timesheet HRS: Matches billed hours with staff working hours.

      • Units: Allows billing a specific number of hours, independent of staff time.

  • Copy Shifts:

    • Use the Copy icon to duplicate a shift, then drag and drop it to another day. Edit as needed (e.g., change NDIS items for weekends).

Shift Sleepover Period and Split Shifts for Inactive Overnight Support

Overnight shifts may require split configurations to handle different pay rates where shifts span across days. Use the following steps for inactive night shifts (Sleepover):

NB: Employment Hero users - Splits are not required, assign the Shift Sleepover Period only.

  • Select the Shift: Open the relevant shift.

  • Select the Shift Sleepover Period: Assign the relevant Sleepover Period (hours where Sleepover Allowance is in effect).

  • Edit the Shift: Change from ‘Standard Shift’ to ‘Split Shift’.

  • Define Splits:

    • Inactive Night Shifts (Sleepover):

      • Split 1: Active hours before the sleepover period.

      • Split 2: Sleepover period (e.g., 10 PM – 6 AM).

      • Split 3: Active hours after the sleepover period.

  • Save and Close: Finalize the split shift.

Split Shifts for Active Overnight Support

Overnight shifts may require split configurations to handle different pay rates where shifts span across days. Use the following steps for active night shifts:

NB: Employment Hero users - Splits are not required.

  • Select the Shift: Open the relevant shift.

  • Edit the Shift: Change from ‘Standard Shift’ to ‘Split Shift’.

  • Define Splits:

    • Active Night Shifts:

      • Split 1: Active hours before midnight.

      • Split 2: Active hours after midnight.

  • Save and Close: Finalize the split shift.

Creating a Roster and Linking a Template

Templates simplify the process of creating new rosters for participants or service types.

Steps to Create a Roster:

  • Navigate to Rosters: Go to Time & Attendance > Rosters and select Create.

  • Select a Template: Choose the relevant roster template from the dropdown menu.

  • Enter Roster Details:

    • Roster Name: Clearly label the roster (e.g., ‘SIL House 1 – Jan 2024’).

    • Roster Type:

      • Rolling: Select a start date for an ongoing roster with no end date.

      • Defined: Select start and end dates for a fixed-period roster.

    • Roster Manager/s: Assign the individual(s) responsible for overseeing the roster.

  • Submit: Finalize the roster.

Publishing Shifts and Rosters

Publishing shifts makes the schedule visible and actionable for staff.

Steps to Publish Shifts:

  • Navigate to Rosters: Open Time & Attendance > Rosters and select the roster to publish.

  • Bulk Publish/Unpublish:

    • Enter the date range for shifts to be published.

    • Choose Force Publish (publish all shifts, including those with warnings) or Normal Publish (publish only shifts without warnings).

  • Review Warnings:

    • Resolve flagged issues before proceeding with a Normal Publish.

This workflow ensures that roster templates and schedules are created efficiently and comply with client and service requirements.