1. CITY OF GREATER GEELONG ROSTER MODEL BRIAN HAPP – LEISURE AND RECREATION SERVICES

2. Project Statement
To create an efficient internal operating solution for aquatic facilities which enables rosters to be produced and available with direct linkage to payroll, with clear accountability and reporting mechanisms.

3. Strategic Outline Why was the Roster Model developed
Improve efficiencies
Quality assurance
Reporting and data analysis
OHS and improved Risk Management
User friendly
Transparency and accountability
Goal: To guarantee every shift is safely filled by staff who are fully trained and qualified.

4. Leisure Facilities Network Covering 600 staff across 6 sites
Before
After
Introduction of point score system for group exercise
Controlled through Roster Model
Most of the shift supervisors time spent backfilling staff via phone.
Simple or txt message to back fill staff.
Inaccurate manual system of recording qualifications, duplicated across sites.
System is completely online and updated centrally.
Rosters developed by various systems e.g. excel or hand written.
System recognises any over laps.
Staff availability unknown.
Staff update their own availability.
Inconsistent rostering - staff working excess hours whilst others not receiving work.
Hours controlled within the system.
Fully transparent and audit.

5. Roster Model Framework
Baseline Roster – Same shifts 52 weeks (or 26 fortnights) per year

6. Roster Model Framework
‘Baseline Roster’ – Same shifts 52 weeks per year
Weekly Roster - All the variations that are planned
Leave – all types and backfill
Additional hours (weather, events, training, meetings etc.)
Less hours (Seasonal, public holidays etc.)

7. Roster Model Framework
Baseline Roster – Same shifts 52 weeks (or 26 fortnights) per year
Weekly Roster - All the variations that are planned
Leave – all types and backfill
Additional hours (weather, events, training, meetings etc.)
Less hours (Seasonal, public holidays etc.)
End of Shift
Enters any variations that occur during the shift

8. Roster Model Framework
Baseline Roster – Same shifts 52 weeks (or 26 fortnights) per year
Weekly Roster - All the variations that are planned
Leave – all types and backfill
Additional hours (weather, events, training, meetings etc.)
Less hours (Seasonal, public holidays etc.)
End of Shift – Shift Supervisor
Enters any variations that occur during the shift
Pay Run
Coordinator signs off on pay fortnight
System checks are in place
Automatic upload to Council payroll system

9. Capabilities
Staff availability visible on system and updated by staff.
Qualifications and course enrolments entrenched with the availability.
Informs Co-ordinators of shifts with
no staff allocated
clashes on roster
staff with expired qualifications
monitors OH&S points system for group exercise
Sends an automated to staff three and one month prior to expiry of qualification.

10. Capabilities Payroll compatible Smart phone capable for staff access
Shift coverage via SMS and
Every change is recorded and auditable
Manages staff leave and backfill
Expiry of staff qualifications

11. Authority Administrator Centre Manager / Payroll administrator
Five levels of users
Administrator
Full functional control, reports and back date information
Manage qualifications
Control hours limits, group exercise points etc.
Centre Manager / Payroll administrator
Functional control of their venue
Payroll approvals
Area Coordinator
Functional roster - baseline and shift coverage beyond 3 days
Allocate staff to their area

12. # All edits are traceable
Authority
Five levels of users
4. Shift Supervisor
Functional roster across shift and shift coverage to next three days
Shift sign off
5. Staff
Manage own availability and receive shift cover alerts
# All edits are traceable

13. What does it look like – Live Demo -

14. Variables and uncontrollable
Patterns in weather or other events
Staff recruitment (highs and lows)
Qualifications and course enrolments
Unable to account for staff who are working outside CoGG
Dependent on accuracy of data

15. Lessons Learnt
Contemporary business practice which engages Gen Z and Y staff as they can be notified and accept shift coverage via SMS, etc.
Confidence that each shift is filled with currently qualified staff.
Hundreds of hours saved per year covering shifts by phone.
Auditable and accountable payroll.
No time sheets or errors associated with them.
Payroll process minimised from a two days per fortnight to just only 30 minutes to 1 hour turnaround.

16. Reporting Factors High Risk Overrides (Group X) Scores (Group X)
Shifts missed due to Annual Leave or Sick Leave
Shift covers
Pay Summary
Qualifications
Planning for course or course updates are required
Changes and exceptions
Public Holiday – PPT staff used as cover
Audit reports

17. QUESTIONS