Working with Actual Rosters

1. Overview

Getting here from the ProAct Main Menu:

Rosters à Actual Roster

After a Roster has been finalised, adjustments to shifts are made in Actual Roster to reflect what has actually been worked. Adjustments and Notepad sections in Actual Roster allow you to capture multiple adjustments and multiple notes for staff.

Tip! Actual Roster displays an entire Rostering period for a selected group by default. You have the option to display only two weeks of the Roster by clicking on the View button.

Actual Roster form

2. Managing Staff in Actual Roster

Adding an employee to Actual Roster

1. In the Actual Roster form, Click on the Add button in the main Actual Roster menu.

2. A staff move list appears. Select the employee(s) that you want to add to the Roster, and click on OK.

3. The Add Staff form appears, displaying employee skills, the unit and group they are assigned to, Staff Database history information, and their Rostering skeleton.

4. Click on OK to add the employee to the currently selected Roster.

5. The added employee is shown in the Roster with a yellow plus sign to the left of their name, indicating that they have been added to the Roster.

Deleting an Employee from Actual Roster

1. In the Actual Roster form, select the employee to remove from Actual Roster.

2. Click on the Delete button.

3. A message appears: “Are you sure you want to delete <employee name> in Group <Group ID>?” Click on Yes.

4. The employee is removed from this period and group in Actual Roster.

Changing the Selected Group in Actual Roster

1. In the Actual Roster form, click on the Group button.

2. A Group find list appears. Click on Search.

3. A list of available groups is displayed. Choose the desired group and click on OK.

4. The selected group’s finalised Roster will be displayed in Actual Roster for the same Rostering period.

Changing the Period in Actual Roster

1. In the Actual Roster form, enter the Rostering period desired into the To and From fields located in the top left corner of the form.

2. The new period is displayed for the selected group.

3. Edit within form as necessary.

4. Click on Close to Exit

Note: If the Group you have selected does not have an actual Roster yet, a warning message, ‘There are no Actual Rosters for Selected Period.’ Will appear.

Navigating Within the Days of the Selected Rostering Period

To the right and left of the From and To fields, you can navigate through the dates of the selected Rostering period with the red arrows:

· Click on the red arrows pointing left and right (with no blue line) to move forward one day or back one day in the Roster.

· Skip to the beginning or end of the Roster period by clicking on the arrows with blue lines. Arrow pointing left will move your cursor to the beginning of the period, and the arrow pointing right will move your cursor to the end of the period.

3. Adjustments in Actual Roster

To make adjustments in Actual Roster you can enter the code directly into the Roster grid for simple changes (like changing an A code for an D code). You can also click on the Adjustments tick box in order to make more complicated adjustments, like float employee to a different unit, change start and end times, or add a note.

Adding an Adjustment

1. In the main menu, select Rosters à Actual Roster

2. Click on the adjustments tick box to open the Adjustments section below.

3. Select a day in the appropriate employee’s Roster.

4. Below, the adjustments section will display their Roster Code, start and end time, shift length, and position.

5. Make changes to the code’s hours, or start and end times.

6. Click on Save to save changes.

7. Click on the next employee to make further adjustments.

þ Tip! ProAct is a multi-user system, and many users can be working with the same Roster at the same time. Refresh the form you are working within occasionally to ensure that you are viewing up-to-date information.

Place a tick in the Adjustments option to see adjustments in Actual Roster.

Adding Notes

Notes functionality allows you to save an abundance of different types of data as well as track reasons for roster changes such as keep track of who approved overtime, patients’ room numbers, or medical record numbers.

1. In Actual Roster, place a tick on the adjustments tick box to open the Adjustments section (if not already open).

2. In the Rostering grid, select a shift in the employee Roster for which a note is required. A selected employee will be highlighted in blue in the list of staff, and their name as well as the selected day is shown in the header of the Adjustments form. Before making any changes, ensure that you have the right day for the right employee.

3. In the Adjustments section, select a code line and click in the empty Note Type field for that code. Select a note type from the drop down list.

4. In the Note Detail field, enter a staffing note.

Note: The Note Detail is optional, but Note Types are mandatory. If note detail is entered without a note type, it will not save.

5. Click on the Save button to save your changes.

Deleting an Adjustment

1. Select a day in an employee’s Roster.

2. In the Actual Roster form, click on the Adjustments tick box to open the Adjustments section.

3. In the Adjustments section, select the line that needs to be deleted. Click on the Delete icon (located within the adjustments section).

4. A message appears: ‘Are you sure you want to delete this adjustment?’

5. Click on yes.

6. Click on Save.

Add Second Code Line

There are two ways to add a second code line: using the insert button, or using the Add button in the Adjustments section.

Using the Insert Button

1. In the Actual Roster form, click on a day in the appropriate employee’s Roster.

2. Click on the Insert button.

3. A message will appear underneath a selected line: ‘Do you want to insert a second code line for <selected employee>?’ Select yes.

4. A second code line will appear. Enter a Roster code in the second line for the desired day.

5. If the adjustments box is open, the hours and position for the entered Roster code will be displayed.

6. Click on Save.

Entering a Second Code Line in Adjustments

1. In the Actual Rosters form, click on the Adjustments tick box to open the Adjustments section.

2. Select a day within an employee Roster for which you would like to add a second code line.

3. Within the Adjustments section, click on the Add icon.

4. Place a tick in the column titled ‘2^nd’ to identify this as a second code line.

5. A message appears: ‘Do you want to add a second code line for <selected employee>?’

6. Click on Yes.

7. A second code line will appear underneath the first line. Enter a Roster code in the second open line for the desired day.

8. Click on Save.

Copy Adjustment

Copy Adjustments form

The Copy Adjustments (Copy Adj.) button allows you to copy one adjusted shift code to many days over a Rostering period. For instance, if you have adjusted a P (12 Hour PM) code shift length from 12 hours to 10 hours for an individual and you would like to copy this adjustment over several days you can copy it with the Copy Adjustments form.

1. In the Actual Roster form, click on the Adjustments tick box to open the Adjustments section.

2. Click on a day in the appropriate employee’s Roster.

3. The code will appear in the Adjustments section below. Adjust the shift code, length, and add any relevant notes if necessary.

4. Click on the Copy Adjust button.

5. If you have not yet saved the original adjustment (the one to copy) you will be asked to do so before you proceed with copying.

6. The ‘Copy Adjustments form for <selected staff member>’ appears.

7. The form displays the full 28 day Rostering period. Place a tick below the days that you would like to copy the adjustment to.

8. Select Save when finished.

9. If the individual has shifts already entered for the days chosen, a message will appear: ‘Adjustments already exist for <employee>. ProAct will replace all adjustments…’ Click on OK.

10. The previous adjustments will be over written with the new adjustment. Codes and notes on the dates you copy TO will be exactly as they appear in the adjustments box on the day you have copied from.