Transcript of Rostering Process Flowchart.

The rostering process flowchart is found in the rostering resource manual. The flow chart is an easy-to-use overview of the steps roster managers need to complete to deliver the service efficiently and effectively. It lists specific tasks and who is responsible for completing them. Although these steps occur in order, you'll need to manage rosters at various stages of the process. On any given day, for example, you may be creating one roster and at the same time need to process a shift swap for a roster that has been published and then process a retrospective adjustment for a roster that has already been paid.

The flowchart outlines seven steps in the order they occur for each roster. Let's take a look at what is involved at each step. First up, building a demand template makes rostering more efficient by defining the number and timing of shifts throughout the roster period, along with the skills required by staff to work those shifts. The template can then be used as the foundation for each roster you create, saving you time and making the process more efficient. Determining staff availability will ensure you know when staff are available to work based on any temporary individual roster arrangements, planned leave and availability of part-time staff to work additional hours. With roster creation you can then allocate suitably skilled and available staff to the shifts you defined in the demand template. Once the draft roster is created, its then approved for publishing by a secondary approver. It will then be available for staff to view, an employee.

Online daily roster maintenance is crucial and will be required from the time the roster is published until it is finalised for payroll. Ongoing maintenance ensures there is a record of the location of all staff who are working and improves payroll accuracy. Maintenance tasks may include unplanned leave, shift swaps, changes to times worked and adjustments to allowances. Finalising the roster should occur daily. Finalising the roster for payroll typically occurs the morning after the last day of the pay period. Here you need to verify the accuracy of the information in the roster. Once satisfied you will lock the roster so payroll can be processed.

Retrospective adjustments allow you to correct any inaccuracies that are identified after finalisation. Retrospective adjustments may incur a cost and should be avoided wherever possible. The rostering portal includes a range of resources to support roster managers to develop their rostering capability at each step of the process. Check out the roster and capability matrix video available from the rostering portal to learn how to identify the most suitable resources for you.

Current as at: Monday 18 November 2019