ProAct Software

Documents Library	Roster Creation Process
1. Before you Roster 1.1 Staff Database Before you start creating a Roster for the next period, make sure all Staff Database information is current and up to date for every staff member, including: Current Unit Hired Shift Status FTE Template Roster (Employee’s ‘Skeleton’) Skills Phone numbers 2. Working with Template (Set Rosters) Templates, also known as set Rosters or skeletons, allow you to save a work pattern for an employee. This work pattern will then be used as a starting point in the Roster creation process. 2.1 Checking Skeletons It is recommended that any changes to employee skeletons are entered as soon as you know about them. Even if employees want to work (or not work) specific shifts for the duration of a few Rosters only, it might be still helpful to enter their set Rosters into the Staff Database Skeleton. This way the template Roster will appear in the Request Roster by default. You can still change these codes in the Request Roster, and you will cut down on entering some of the codes manually. If a person has requested specific shifts for a certain period of time only, it is helpful to enter a note in Staff Database screen 3 that reminds you how long they would like to work that Roster before it needs to be changed. 2.2 Entering Codes into the Skeleton Enter ‘X’ when a person specifically does NOT want to work some days. Requested days off are different than simply being NOT Rostered. Days NOT Rostered should be empty on the Roster to indicate that they are potentially available. If you enter X’s or other Day Off codes for each day where the employee is not Rostered, as opposed to the days where the employee specifically “Can NOT work” there will be no way to differentiate between who can potentially be called in, and who you should NOT call. 2.2.1 The screenshot below shows that the employee has NO preference on Thursday-Saturday. Please note that skeleton changes will not appear in the current Roster. New skeletons will get pulled into requests when regular Roster is created next time. 2.3 Requests This is the first step in the Roster creation process. The Request Screen will automatically display Set Rosters from Staff Database Screen 2. The Requests form allows you to fill in shifts specifically requested by staff for the current Roster period that you are creating. 3. Roster Creation Components · Roster Creation The Roster Creation process pulls together all the Rostering information that already exists in ProAct for each unit/group (i.e., Requests, Annual Planner, Skeletons, self-Rostering components, weekend rotations) and creates it into an editable Roster. Template is the default Roster creation method. · Draft Roster While the created Roster is being edited for the coming period, it is classified as a Draft Roster. This is the final step in the preparation of the Roster. It is in this form that the manager/unit Rosterr makes all of the final Roster changes prior to posting it. · Finalisation Finalisation is the process of converting a Draft Roster into a Posted Roster. In other words, once the finalisation process is run, it is assumed that all necessary shift changes for that Roster have been made. Any changes made after finalisation must be made as adjustments in the Actual Roster form or the Global Staffing form. This process should be run once the Roster has been approved by the unit managers and is ready to be posted. · Posted Roster Posted Roster allows you to view your Roster exactly the way it was finalised. If any adjustments are made to a Roster after finalisation, they will not be reflected in Posted Roster. It serves as a legal copy, and snapshot of your finalised copy. It is useful to compare any variations and staffing changes made over the course of the Rostering period. · Actual Roster After a Roster has been finalised, adjustments to shifts are made in Actual Roster. Actual Roster has Adjustments and Notepad sections that allow you to capture multiple adjustments and multiple notes for staff. · Global Staffing Real-time staffing on a daily basis is performed in the Global Staffing module. Multiple units and Pool staff can be viewed at the same time to facilitate last minute staffing changes. · Print Roster – Actual This report shows the Roster as it was actually worked, with all adjustments to codes, hours, as well as start and end times. As opposed to your posted Roster, which represents a Roster the way it was finalised, this is a copy of a Roster the way it was actually worked.
Copyright © 2000-2009 PolyOptimum Inc. All rights reserved. Last Updated: November 2009

Roster Creation Process

1. Before you Roster

1.1 Staff Database

Before you start creating a Roster for the next period, make sure all Staff Database information is current and up to date for every staff member, including:

Current Unit
Hired Shift
Status
FTE
Template Roster (Employee’s ‘Skeleton’)
Skills
Phone numbers

2. Working with Template (Set Rosters)

Templates, also known as set Rosters or skeletons, allow you to save a work pattern for an employee. This work pattern will then be used as a starting point in the Roster creation process.

2.1 Checking Skeletons

It is recommended that any changes to employee skeletons are entered as soon as you know about them. Even if employees want to work (or not work) specific shifts for the duration of a few Rosters only, it might be still helpful to enter their set Rosters into the Staff Database Skeleton.

This way the template Roster will appear in the Request Roster by default. You can still change these codes in the Request Roster, and you will cut down on entering some of the codes manually.

If a person has requested specific shifts for a certain period of time only, it is helpful to enter a note in Staff Database screen 3 that reminds you how long they would like to work that Roster before it needs to be changed.

2.2 Entering Codes into the Skeleton

Enter ‘X’ when a person specifically does NOT want to work some days. Requested days off are different than simply being NOT Rostered. Days NOT Rostered should be empty on the Roster to indicate that they are potentially available.

If you enter X’s or other Day Off codes for each day where the employee is not Rostered, as opposed to the days where the employee specifically “Can NOT work” there will be no way to differentiate between who can potentially be called in, and who you should NOT call.

2.2.1 The screenshot below shows that the employee has NO preference on Thursday-Saturday.

Please note that skeleton changes will not appear in the current Roster. New skeletons will get pulled into requests when regular Roster is created next time.

2.3 Requests

This is the first step in the Roster creation process. The Request Screen will automatically display Set Rosters from Staff Database Screen 2. The Requests form allows you to fill in shifts specifically requested by staff for the current Roster period that you are creating.

3. Roster Creation Components

· Roster Creation

The Roster Creation process pulls together all the Rostering information that already exists in ProAct for each unit/group (i.e., Requests, Annual Planner, Skeletons, self-Rostering components, weekend rotations) and creates it into an editable Roster. Template is the default Roster creation method.

· Draft Roster

While the created Roster is being edited for the coming period, it is classified as a Draft Roster. This is the final step in the preparation of the Roster. It is in this form that the manager/unit Rosterr makes all of the final Roster changes prior to posting it.

· Finalisation

Finalisation is the process of converting a Draft Roster into a Posted Roster. In other words, once the finalisation process is run, it is assumed that all necessary shift changes for that Roster have been made. Any changes made after finalisation must be made as adjustments in the Actual Roster form or the Global Staffing form. This process should be run once the Roster has been approved by the unit managers and is ready to be posted.

· Posted Roster

Posted Roster allows you to view your Roster exactly the way it was finalised. If any adjustments are made to a Roster after finalisation, they will not be reflected in Posted Roster. It serves as a legal copy, and snapshot of your finalised copy. It is useful to compare any variations and staffing changes made over the course of the Rostering period.

· Actual Roster

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

· Global Staffing

Real-time staffing on a daily basis is performed in the Global Staffing module. Multiple units and Pool staff can be viewed at the same time to facilitate last minute staffing changes.

· Print Roster – Actual

This report shows the Roster as it was actually worked, with all adjustments to codes, hours, as well as start and end times. As opposed to your posted Roster, which represents a Roster the way it was finalised, this is a copy of a Roster the way it was actually worked.