Rostering process flowchart

Stage	Rostering processcess	Key task and responsibilitis
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.	Task: Roster template build and development of 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.	Task: Determination of staffing availability 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 management processes	Task: Roster creation 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.	Task: Reconciliation of roster to agreed measures of success Responsibility: Roster creator / Manager Task: Roster approval for publishing Responsibility: Authorised roster approver (for publishing) Task: Publish roster Responsibility: Roster Creator / Manager
Maintenance	Ensure rosters are updated daily to record time worked, unplanned leave, shift swaps and any other changes to the published roster.	Task: Roster maintenance 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.	Task: Authorisation and approval for payroll transfer Responsibility: Authorised Roster approver (for payroll transfer)
Retrospective adjustments	Ensure there is a process in place for managing and approving any retrospective payroll adjustments.	Task: Entry of retrospective roster adjustments Responsibility: Roster creator / Manager Task: Authorisation and approval for payroll transfer Responsibility: Authorised roster approver (for payroll transfer)

For more information, contact the Rostering Best Practice team on rostering@doh.health.nsw.gov.au.

Current as at: Friday 9 March 2018

Contact page owner: Workforce Planning and Talent Development