Electronic Rostering using Rosterpro Sean Murphy April 2017

Rosterpro Topics NEW-View & Amend Annual Leave Entitlement Resetting your Password Viewing Available Bank Shifts- Current from NHS computers Coming Soon- View bank shifts from home and mobile devices Ward Direct Allocation of Bank Shifts Self allocation of Bank Shifts Shift Verification Recording Sickness ESR and Rosterpro- Notifying Staff Changes Recording & Redeploying Overtime Help and Support

View and Amend Annual Leave Entitlement Open the User Options at the bottom of the left hand side menu Select Annual Leave Entitlement Amend the entitlement as required for individual staff in the New Annual Leave (Hours) Column Click Save Please note that there is currently an issue in that you may see staff that have left your department on the list- please disregard these. This has been rectified in the next software release

Resetting your own password This feature requires the user to already have their NHS e-mail address recorded on Rosterpro (2,000 users currently do)

Viewing Available Bank Shifts www.cardiffandvaleuhb.wales.nhs.uk/bankshifts Bank Shifts from Rosterpro can be viewed on a web page Note- This currently Only works from an NHS Wales computer Please note that following a recent software upgrade, this feature will only work on PC's with internet Explorer version 10 or higher, or by using Google Chrome If you need your Internet Explorer version upgraded then please contact the IT helpdesk

Viewing Available Bank Shifts Choose the Date Range, Hospital, Board, Ward, Shift Type as required Hover on a shift to see the details Shifts are automatically refreshed daily

Viewing Bank shifts from Home and from Mobile Devices Coming Soon-you will be able to view available bank shifts from home and on mobile devices You will be able to filter shifts by staff group, shift type, hospital and clinical board

Proposed PC Screen layout

Shift Enquiry Although you will not be able to actually book a shift from the system, you will be able to contact the bank office regarding specific shifts. You will be asked for some optional details to assist them in identifying you You will also be able to phone the bank, book direct with the ward or self book when in work using R-Roster

Ward Direct Booking of Bank Shifts To add a member of staff to the shift, first search for their name: Click on the 3 dots in the box next to staff name and then enter part of the name to search for. Remember to tick the direct booking box: Staff can also be allocated to existing cover requests that have already been added either from the Roster or by using R-Roster, by editing the cover request- selecting the staff name, tick the direct booking box and clicking OK

R-Roster users can now self allocate themselves onto bank shifts Change location if required, select a shift and click ‘Allocate Me’ Select ‘Fulfil cover’ Staff can book shifts within their own Clinical Board

Self allocation- Continued To check that you have in fact been allocated the shift go to the dashboard and the shift should now appear in your allocations screen- as it is a bank shift it will be within a black square; Hover over the shift to check the details. You may double check and get the reference number by clicking on the view allocation details icon at the top right corner of the screen changing date range if required. Important- When shifts are self booked using R-roster, Other users cannot currently see who is working the shift Wards should check using Rosterpro Central where all details are displayed

Shift Verification Shifts should be checked and verified weekly Delays in verification can result is staff being paid late and difficulty in allocating Bank shifts Agency shifts should also be checked and verified as invoices are now matched against this information and interfaced automatically to the Oracle Procurement system Ensure that sufficient staff know how to verify shifts to ensure adequate cover for planned and unplanned absence

Recording Sickness from Roster To record sickness – Highlight shifts, right click and ‘Mark as Sickness’ It is important to record a pattern of working shifts for all staff BEFORE you mark them as sick. This information will be used to pay staff for unsocial hours whilst sick where they are entitled to it. (Band 2 and 3 staff up to spine point 10 and any staff on work related illness Also maintains time balances

Sickness Record After they return to work enter the ‘Date Booked Fit’ otherwise you will be unable to verify later working shifts Also staff will stay recorded as sick on ESR until this is completed Enter YES If the sickness or injury is work related – Staff will then receive any unsocial shift payments based on the roster

Staff Details on Rosterpro and ESR Rosterpro is linked to the ESR payroll system but only receives some information on staff changes. We do receive details of new staff joining the health board, leavers, changes of names, addresses and NMC pin renewals. We do not however receive changes in hours, grades or details of new or changed working locations so these need to be notified to

Notifying Changes Name of member of staff If they are new to the ward then please supply payroll ID or NI Number, and Date of Birth Staff Grade Contracted hours Effective Date of Change, start date or end date Any rules or restrictions If applicable, Team or position on roster Changes should be e-mailed to Rosterpro Support

Recording Overtime To add overtime, open the roster and click on the day that you wish to add the shift: Right click and use the Add Extra Basic/Overtime function, Select Overtime as the time type (if not already displayed) and then select the +Overtime shift. Modify the times as required taking care that the overtime does not overlap with an existing shift. Add a reason for using the overtime and optionally any comment. For part time staff use time type ‘Extra Basic’ and the shift type ‘&Additional Hours ‘ until they reach 37.5 hours, then treat as Overtime Overtime when on annual leave-The system will not allow overtime (or additional hours) and annual leave to overlap: To work around this, change to annual leave to a different time or day so that it no longer clashes with the overtime.

Redeploying Overtime Shifts It is possible to redeploy overtime shifts from one location to another this will have the effect of charging the cost of the overtime to the location where it was worked This feature first needs to be enabled for the rostering manager to use across a group of wards/units –Contact Rosterpro support to request this feature Open the roster where the member of staff is based Right click on the required date and use the ‘Add overtime’ function and select the Overtime Shift Type, amending the working hours as required. (For part time staff use the additional hours shift type until they reach 37.5 hours total in that week) Right click on the shift and select the redeploy function- Choose from the list of possible locations and the shift will be moved to that location The location where the shift was worked should then verify it

Help and Support For Rosterpro support please contact: 42082 (029 2074 2082) Rosterpro.support@wales.nhs.uk Please use these details rather than contacting us individually If you have a number of staff or other changes we prefer you to e-mail us. Please include the effective dates of any changes, and a number to contact you on. We cannot amend staff posts if the roster is open so please close rosters after use New Internet homepage- accessible from off site www.cardiffandvaleuhb.wales.nhs.uk/rosterpro Includes various user guides, pay dates and link to temporary staffing (Bank) pages and other resources