Progress so far. Roster Perform. Report Extracts. LPT Bank Update. Finalizing for Payroll. Take a Break! Team Info. SSUE 5. What s included..

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1 SSUE 5 What s included.. Progress so far. Roster Perform. Report Extracts. LPT Bank Update. Finalizing for Payroll. Take a Break! Team Info.

2 What is e-rostering & progress so far? For those of you who missed the previous newsletters here is a recap.. e-rostering is an electronic means of efficiently managing when and where members of staff are required to work. The Trust is well on track with the implementation of MAPS Healthroster to the Mental Health Wards, this will be followed in the late summer with an implementation to the Community Hospitals. e-rostering is already beginning to show benefits to the Trust within the wards that are now using the system, all 28 wards in Adult Mental Health and Learning Disability Service are live and the team are now halfway through the rollout into the Community Hospitals; thank you to all of the Community teams for your invaluable input, support and hospitality during the implementation stage. As with any new IT system and change to old processes there is a period of adjustment. The wards are beginning to get to grips with using the new system on a daily basis and are gradually beginning to understand the information that is now available to them through the Roster Analyser and numerous reports. Payroll Paper timesheets for enhancements and Bank shifts are now being phased out as we go live with the electronic submission from Healthroster to payroll. Please remember though, only shift enhancements, overtime and excess hours are paid through Healthroster; your substantive pay is not affected by the rota. New Starters and e-rostering Change Request If you need to inform the e-roster Team of a new starter or need any information adjusting on your wards roster e.g. change of hours, leaver etc. please complete the relevant forms that are included in your guidance pack. If you would prefer to a copy of the form to the team please contact the e- Rostering Support to request an electronic copy. Employee On-Line If you require any training or support please contact the e-rostering team (details are displayed on the last page). Please remember that your Ward Manager has the responsibility to ensure there is only between 11-17% of the workforce off at any time, therefore when authorising Annual Leave, to ensure there is still effective and safe cover of the wards, requests may not always be granted.

3 Roster Perform Overview Roster Perform is a management dashboard focused on highlighting operational issues. It provides clear, transparent visibility of staffing issues that are paramount to the wards running efficiently. Roster Perform shows issues using a red/yellow/green traffic light style system (as shown below) The data for this is taken directly from the live Healthroster system and is then processed into Key Performance Indicators (KPIs), to show managers exactly where issues lie - in terms of: Safety Has the right amount and type of staff been allocated to meet clinical need? Fairness Are we being fair to staff or breaking rules? Effectiveness Have we used our staff resources effectively? Unavailability Have we managed the absence of our staff efficiently? Establishment Do we have issues around the pool of staff in our establishment? All Issues w/c 12th November 2012 Below is the All Indicators Table displaying the KPIs variance over a three week period.

4 Management and Healthroster Team Report Extracts If you select this icon on your toolbar it will open the Management Reports window; you will find numerous reports that can be extracted from Healthroster e.g. the graph below illustrates which day(s) has the most requests submitted by staff from EOL. Request by Day of Week Overall Average Healthroster Team Reports - The Healthroster Team have the facility to view Roster Statistics to identify e.g. wards that haven t approved and finalized their rotas, percentage of Autoroster usage and Percentage requesting through EOL. Below is an example of these types of reports taken at the end of October. Ward Beaumanor Willows HPC Beaumont Skye % Requesting through EOL 21% 18.20% 17.90% 17.20% 16.90% If you require any further assistance or advice please contact the Healthroster Team.

5 Update Bank and LPT Bank Call Centre is a Bank Management System designed to work alongside HealthRoster and is used to record and manage bank shifts and staff with bank contracts. The system went Live on Monday 10 th September 2012 and due to the patience, knowledge and expertise of the LPT Bank office the from the old system to the new went without a glitch. All wards that are using Healthroster must send their Vacant Duties to Bank; if you have already arranged for someone to work the bank shift search for the person and allocate them to the duty; to avoid confusion make sure the staff member is informed of the booking. When you have sent the Vacant Duty to Bank you will see this symbol on the shift Once the duty has been filled by the LPT Bank the duty will no longer be visible in your Vacant Duties window but will be displayed against the Staff Member s name under the Bank and Agency heading. LPT Bank Office staff can also see your diary view within BankStaff; this will display your approved substantive shifts and your availability to work a shift. E.g Healthroster BankStaff has been set up to send SMS Text messages to inform you of any shift s that are available, your booking reference number and confirmation of the shift start and end times. Also remember; if you have a bank contract with LPT you have 3 further options available in EOL prefered option. To enter your availability or unavailability click on the day and select your You can view available Bank shifts; to book the shift call LPT Bank. This option will allow you to view your Bank timesheet. If you require any further information or training please contact the e-rostering Team.

6 Finalize Unit for Payroll for all Staff To ensure you have a successful and accurate payroll extract follow the suggested tips below. 1. Keep your rota up to date 2. Ensure all changes are made i.e. sickness etc. 3. Make all changes within 72 hours of the change happening 4. Approve your rota for Payroll by 28 th of each month 5. All Overtime and Excess hours need to be added to the rota 6. Ink in all requests pencilled in requests stop the payroll extract. 7. Make sure all 9-5 weekday staff are marked with a non-effective on Bank Holidays 8. If you swop your shift make sure it is recorded on the rota otherwise you could lose out 9. If you leave later than the shift normal end times make sure it is recorded 10. All alterations that are made to previous rotas will not get paid if that payroll period has already gone. 11. Finalize Unit for Payroll every Monday (Tuesday at the latest) for weekly paid Bank Staff and every month for monthly paid substantive and Bank Staff. Remember to: Enter correct start and end dates Select the above for all monthly submissions (Roster timetable) Select the above for weekly paid Bank Staff (Mondays) Once you ve finalised the substantive and the bank shifts they will appear with a padlock. This means they are locked down and ready for payroll.

7 Type text] Issue Take a Break Test your knowledge e-rosteringnewsissue5.doc

8 Type text] Issue Team Information The team are now based in room 1 P1 at Bridge Park Plaza although are trying to maintain a presence at the Bradgate Unit every Tuesday so that staff can get help and support in using the system. If you would like help or extra training please ring the e-rostering support desk x4048 or x3869. Team Contacts We will be conducting further system demonstrations in the near future but if you have any questions or queries about the e-rostering project or training programme please contact the team by ing workforcesystems@leicspart.nhs.uk Sandra Hayes Workforce Systems Support Manager Chas Loyal Kiri Hargreaves Donna Jones Liz Snowdon Joe Hayes Workforce Systems Support/Training Team/System Support Officer Sabera Mulla Project Manager Vicky Gisborne Change Support Officer e-rosteringnewsissue5.doc