Rostering Capability Matrix

How to use the Rostering Capability Matrix

The Rostering Capability Matrix outlines the steps to take to roster effectively and efficiently to deliver the service.

Each column contains links to resources to support Roster Managers throughout the process. You may use these resources to develop your own rostering capability, or you can use them to support a colleague who is learning to roster.

Selecting links from the Online Learning column will take you to the learning outcomes for the relevant online learning module. If you or a colleague would like to develop capability in the learning outcomes listed, go to MyHealth Learning and search for the module by name, or simply search ‘rcf’ to view all available online learning modules for the Rostering Capability Framework.

Selecting links from the Tips for Roster Managers column will open a PDF document that lists eight of the key points you need to be aware of for the selected topic.

Selecting links from the Implementation Guide column will open a PDF document that lists the resources you may need to interact with for the selected topic. You can use this as a checklist and tick off as you access each one.

The Locating Rostering Resources guide, listed in the top row, provides details of the steps to locate each of the resources referred to throughout the online learning modules. They can be used to support you in accessing resources listed in the Implementation Guides.

• NSW Health Rostering Resource Manual
• MyHealth Learning

¹ This matrix aligns to the Rostering Process Flowchart, located in the NSW Health Rostering Resource Manual.

Pre-requisite skills/knowledge

The Rostering Capability Framework Proof of Concept is a suite of modules to develop staff who currently roster or are likely to roster in the future.

NSW Health Rostering Resource Manual

The NSW Health Rostering Resource Manual contains principles, Rostering Guidelines and tools to facilitate best practice rostering and reporting across NSW.

Overview of Rostering Capability Framework

The module explains the Rostering Capability Framework and demonstrates how to navigate the modules. By completing the requirements of this module, you should be able to:

• explain the Rostering Capability Framework
• navigate the Rostering Capability Framework modules for individualised learning.
  

Key rostering principles and concepts

This module outlines the key rostering principles and concepts and provides example scenarios of what may occur when principles are or are not applied.

By completing the requirements of this module, you should be able to:

• explain the concept of rostering
• list the rostering principles within NSW Health
• apply rostering principles when planning, creating, approving and monitoring rosters
• explain the different roles that exist within HealthRoster

Overview of Awards

This module details how to access awards to understand conditions of employment to support decision-making for rosterers. Learners will be required to access relevant awards to respond to scenarios.

By completing the requirements of this module, you should be able to:

• explain the importance of awards when rostering
• identify and locate the award that applies to each staff member within your team
• refer to the awards to determine the conditions of employment for specific individuals
• obtain additional assistance with awards where clarification is required.

Myth busting

This module presents a range of common statements staff may make relating to annual leave and ADOs and the learner is required to identify those that are facts and those that are myths.

By completing the requirements of this module, you should be able to:

• identify common myths relating to ADOs and Annual Leave
• clarify the correct interpretation of these myths.

Cost-effective rostering

This series of three modules outlines how rostering can be made more cost-effective.

By completing the requirements of this module, you should be able to:

• List the benefits of cost-effective rostering
• Estimate the staffing cost when a roster is worked
• Identify opportunities to roster for cost-effective delivery of the service.

Roster template build and development of rostering measures of success

Review and update the roster demand template – Coming soon

By completing the requirements of this module, you should be able to:

• define the demand template
• outline the benefits of demand using a demand template for rostering
• explain how a demand template is developed
• list the factors that are considered in the demand template
• outline the process to review and update the demand template.

Establish rostering measures of success - Coming soon

By completing the requirements of this module, you should be able to:

• define the term measures of success as it relates to rostering in NSW Health
• explain how measures of success are established
• evaluate the quality of your roster throughout the end-to-end rostering process against agreed measures of success for your unit
• implement actions to enhance roster quality to ensure measures of success are achieved.

Staffing availability

Manage temporary individual roster arrangements

This module outlines how to establish and manage Temporary Individual Roster Arrangements for staff in your team.

By completing the requirements of this module, you should be able to:

• define flexible work practices
• outline the benefits of flexible work practices
• explain temporary individual roster arrangements (TIRA)
• follow the process to establish a TIRA
• assess a range of factors to determine if a TIRA should be approved
• roster in accordance with approved TIRAs
• review a TIRA prior to its expiry date

Gathering resources to plan annual leave

This module outlines the resources Roster Managers will utilise to create and maintain a roster to plan annual leave.

By completing the requirements of this module, you should be able to identify and locate resources you will require to support you in planning and managing annual leave.

Annual leave planning

This module outlines the process to plan annual leave for a unit. By completing the requirements of this module, you should be able to:

• communicate staff responsibilities for planning leave
• plan the leave schedule.

Managing excessive leave

This module outlines the process to manage excessive leave for a unit.

By completing the requirements of this module, you should be able to:

• liaise with staff to manage excessive leave balances
• maintain documentation regarding interactions with staff members.

Actioning annual leave requests

This module outlines the process for actioning leave requests. Learners will have the opportunity to respond to common scenarios they are likely to face as a roster manager.

By completing the requirements of this module, you should be able to:

• assess factors to make consistent decisions on leave requests
• liaise with staff to achieve mutually agreeable outcomes regarding leave.

Manage Allocated Days Off (ADOs)

This module outlines the process to plan allocated days off for your staff to prevent accrual beyond what is stipulated in the relevant Industrial Award.

By completing the requirements of this module, you should be able to:

• define Allocated Days Off (ADOs)
• discuss ADOs with staff in your team
• roster ADOs in accordance with industrial award obligations
• Monitor ADOs to avoid excessive accumulation.

Manage sick leave

This module will outline how to promote an attendance culture whilst addressing staff illness and injury that prevents them from attending work.

By completing the requirements of this module, you should be able to:

• promote an attendance culture for your team
• identify potential issues and trends relating to sick leave for your staff
• address identified issues and trends according to the relevant policy and/or local procedure
• ensure the appropriate systems are updated when sick leave occurs
• support staff when returning to work from sick leave.

Manage maternity, adoption and parental leave

This module will outline how to manage maternity, adoption and parental leave for staff in your unit whilst complying with relevant Industrial Awards and the Leave Matters Policy Directive.

By completing the requirements of this module, you should be able to:

• locate key documents relating to maternity, adoption and parental leave
• respond to questions relating to maternity, adoption and parental leave
• follow appropriate procedures to ensure maternity, adoption and/or parental leave is processed accurately.

Manage long service leave

This module will outline how to manage long service for staff in your unit whilst complying with relevant Industrial Awards and the Leave Matters Policy Directive.

By completing the requirements of this module, you should be able to:

• locate information regarding long service leave
• outline the process to submit long service leave applications.

Manage roster requests

This module will outline how to establish and implement a roster request process to allow staff within your unit to influence their roster prior to publication.

By completing the requirements of this module, you should be able to:

• define roster requests
• outline the roster request process
• assess whether a roster request can be approved
• advise staff of the outcomes of roster requests
• follow the correct process to document and process requests.

Vacancy management

This module will outline how to manage vacancies in your unit to ensure you deliver the service in an efficient manner.

By completing the requirements of this module, you should be able to:

• explain how the unit’s FTE, staffing profile and roster template relate to Vacancy Management
• optimise staffing allocation of a unit
• manage vacancies to maintain delivery of the service.

Roster creation

Please refer to the HealthRoster intranet page for resources to develop capability in roster creation.

Approved for publishing roster

Check a roster prior to publishing

This module details the checks to be completed prior to publishing a roster.

By completing the requirements of this module, you should be able to conduct checks to ensure the roster is accurate.

Approve and publish a roster

This module demonstrates how to partially and fully approve a roster in HealthRoster.

By completing the requirements of this module, you should be able to utilise the roster analyser to partially approve a roster and fully approve and publish the roster for staff to view on Employee Online.

Maintenance

Manage shift swaps

This module outlines how to implement and manage a shift swap process for situations that were not known prior to the roster request cut-off date.

By completing the requirements of this module, you should be able to:

• define shift swaps
• outline the process to request a shift swap
• assess whether a shift swap can be approved
• notify the outcome of shift swap requests
  
• analyse frequency of shift swap requests
• address issues related to shift swaps
• implement strategies to minimise shift swap requests

Actioning unplanned annual leave requests

This module explains how unplanned leave requests are actioned. Learners are presented with two scenarios to demonstrate how unplanned leave requests should be addressed.

By completing the requirements of this module, you should be able to:

• action an unplanned annual leave request​
  
• notify the staff member of the outcome of the request
  
• document the outcome of the request.

Maintain a roster

This module outlines how to maintain a roster to ensure it is accurate for payroll whilst minimising the time spent finalising the roster.

By completing the requirements of this module, you should be able to:

• list the reasons why a roster may need to be maintained
• outline the benefits of establishing a process for maintaining a roster
• explain the processes to identify and verify changes required to a published roster
• explain the process of updating the roster to reflect what occurred
• explain the benefits of educating and enforcing your staff’s responsibilities.

Manage overtime and Time in Lieu

This module outlines when overtime can be offered and how to interact with staff to negotiate how they will be compensated.

By completing the requirements of this module, you should be able to:

• define overtime and time in lieu of overtime (TIL)
• outline the process to manage overtime and time in lieu of overtime
• list the resources available to support the management of overtime and time in lieu of overtime
• explain the responsibilities of staff and Roster Managers when managing overtime and time in lieu of overtime.

Finalise for payroll

Finalise a roster for payroll

This module outlines how to ensure the roster is accurate for payroll to minimise the need for retrospective adjustments.

By completing the requirements of this module, you should be able to:

• outline the process to finalise a roster for payroll
• follow the correct procedures to finalise a roster for payroll

Retrospective adjustments

Manage retrospective adjustments

This module outlines how to minimise avoidable retrospective adjustments whilst managing those that are unavoidable to reduce unnecessary processing time and potential charges to the cost centre.

By completing the requirements of this module, you should be able to:

• explain the reasons retrospective adjustments occur
• list the potential impacts of retrospective adjustments
• follow processes to avoid retrospective adjustments
• process unavoidable retrospective adjustments.