Rostering process flowchart

Roster template build and development of rostering measures of success

• Develop roster template in line with FTE, budget allocated and agreed skill requirements within approved staffing profile.
• Roster templates must be responsive to known workload variations, service provision, seasonal fluctuations and special events.
• Factor Work Health & Safety and Industrial Award provisions.
• Consider leave planning when developing roster templates e.g. maximum number of staff on leave at one time.
• Determine roster structure e.g. shift work, staggered shifts, on call.
• Ensure locally developed rostering rules are incorporated into the roster template including Temporary Individual Roster Arrangements.
• Ensure adequate time for patient handover is built into shifts.
• Ensure adequate supervision is available for staff.
• Determine the number, classifications and skills of staff required per shift.
• Build in training and education requirements and provide cover where necessary.
• Develop and agree on rostering measures of success.

Responsibility

Roster Creator/Manager

Staffing availability

• ensure there is a process for review and approval of the following:
• staff roster requests and Temporary Individual Roster Arrangements
• annual leave requests and leave schedule
• high leave balances
• ADO balances
• identify part-time staff available for additional shifts to assist with vacancy management.

Responsibility

Roster Creator/Manager

Roster creation

• ensure all approved Temporary Individual Roster Arrangements, roster requests, ADOs and leave are entered into roster
• allocate staff to remaining shifts according to roster template build requirements and staffing availability
• fill vacancies according to locally developed vacancy managementprocesses.

Responsibility

Roster Creator/Manager

Approved for publishing roster

• prior to sign off ensure all appropriate steps in the roster process have been completed and agreed rostering measures of success have been met
• ensure local processes are in place for sign off and approval prior to publishing roster
• following approval, publish roster according to Industrial Award requirements.

Responsibility

• Roster Creator/Manager - Reconciliation of roster to agreed measures of success
• Authorised Roster Approver - Roster approval for publishing
• Roster Creator/Manager - Publish roster

Maintenance

Ensure rostersare updated daily to record time worked, unplanned leave, shift swaps and any other changes to the published rosters.

Responsibility

Roster Creator/Manager/AHNM/Operational Manager

Finalisation for payroll

• ensure there is a process for approval by the manager for payroll transfer
• ensure there is a process to print timesheets for staff review and signing at the end of the roster period.

Responsibility

Authorised Roster Approver (for payroll transfer)

Retrospective adjustments

Responsibility

• Roster Creator/Manager - Entry of retrospective roster adjustments
• Authorised Roster Approver - Authorisation and approval for payroll transfer