Workflow: Sleepovers

  • MypcorpMypcorp

Sleepover shifts are a critical component of many care rosters, particularly in NDIS and aged care services. These shifts often involve unique scheduling requirements, pay rate considerations, and compliance with roster rules. This article provides a comprehensive guide to managing sleepover shifts in MYP Time & Attendance, including setup, split shift functionality, and best practices for configuration and compliance.

Understanding Sleepover Shifts

A sleepover shift typically spans overnight hours, combining inactive (rest) and active work periods. Managing these shifts requires careful configuration to:

  • Accurately track and pay for active and inactive hours.

  • Apply appropriate roster rules for breaks and maximum hours.

  • Ensure compliance with award conditions or NDIS-specific requirements.

Configuring Sleepover Settings

Before creating sleepover shifts, ensure that Time & Attendance Settings are configured correctly:

  • Define Shift Sleepover Periods:

    • Set default sleepover hours (e.g., 10 PM to 6 AM) in Time & Attendance Settings.

    • Customize sleepover periods for specific services or participants as required.

  • Roster Rules for Sleepovers:

    • Include rules to account for maximum active hours before and after sleepover periods.

    • Ensure warnings and notifications are enabled for rule breaches (e.g., insufficient rest between shifts).

  • Mandatory Attributes:

    • Assign specific attributes to staff qualified for overnight shifts, such as ‘Sleepover Certified’ or ‘SIL Specialist.’

  • Tag – Sleepover Shifts:

    • Create a tag specifically for sleepover shifts. This tag can be applied to all relevant shifts, enabling you to easily filter and identify all sleepover shifts in your roster. This helps streamline staffing management and ensures appropriate oversight of these shifts.

 

Creating Sleepover Shifts

Standard Sleepover Shifts (Contained in One Day)

For shifts that start and end within the same day:

  • Create a Standard Shift in the Roster or Template.

  • Roster Rules will automatically calculate pay rates for different periods within the shift.

Split Shifts for Overnight Support

For shifts spanning two days, use the Split Shift functionality to handle different pay rates across days.

Steps to Create a Split Shift:

  • Select the Shift: Open the relevant shift in the roster.

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

  • Define Splits:

    • Split 1: Active hours before the sleepover period.

    • Split 2: Inactive sleepover period (e.g., 10 PM to 6 AM).

    • Split 3: Active hours after the sleepover period.

  • Apply Attributes and Pay Rates: Assign the correct attributes and ensure pay rates align with award rules.

  • Save and Close: Finalise the split shift.

Adding NDIS Line Items to Sleepover Shifts

For invoicing purposes, NDIS line items can be linked to sleepover shifts in Time & Attendance.

Steps to Add Line Items:

  • Open the shift in the Quick Edit window.

  • Select Edit Client NDIS Items.

  • Assign relevant line items:

    • Use Timesheet HRS to charge clients for the exact hours worked.

    • Use Units to define billing hours separately from worked hours.

  • Save changes and repeat for all relevant shifts.

Publishing Sleepover Shifts

After creating sleepover shifts, ensure they are published for staff visibility:

  • Navigate to Time & Attendance > Rosters.

  • Select the roster containing sleepover shifts.

  • Use Bulk Publish/Unpublish to publish all shifts within a specified date range.

  • Review warnings and make necessary adjustments before finalizing.

Best Practices for Managing Sleepover Shifts

  • Ensure Accurate Configuration:

    • Regularly review and update sleepover periods, attributes, and rules to align with service requirements and award changes.

  • Leverage Roster Templates:

    • Use templates to streamline the creation of recurring sleepover shifts, especially for SIL houses or 24/7 care.

  • Monitor Warnings and Notifications:

    • Address warnings flagged during publishing to ensure compliance with roster rules.

  • Test Timesheets:

    • Review test timesheets to confirm that pay rates and hours are calculated correctly for split and sleepover shifts.

  • Staff Communication:

    • Clearly communicate sleepover expectations and responsibilities to staff. Use Time & Attendance notifications to keep staff informed of any changes.

Example Scenarios

Scenario 1: SIL House Sleepover

  • Shift: 8 PM to 8 AM.

  • Splits:

    • Split 1: 8 PM–10 PM (active).

    • Split 2: 10 PM–6 AM (sleepover).

    • Split 3: 6 AM–8 AM (active).

Roster Rules calculate pay rates and notify managers of rule breaches (e.g., insufficient rest between shifts).

Scenario 2: Active Overnight Shift

  • Shift: 10 PM to 6 AM (entirely active).

  • Splits:

    • Split 1: 10 PM–12 AM.

    • Split 2: 12 AM–6 AM.

The system applies active pay rates for the entire shift and flags overtime if applicable.