TimeTarget Online Staffing Services Portal Employee Guide

Transcription

1 TimeTarget Online Staffing Services Portal Employee Guide Clinical Staff Zeus User Guide Page 1

2 Contents TimeTarget Overview... 3 TimeTarget Staff Flow Chart... 4 Enrolling into the TimeTarget Kiosk... 5 Accessing TimeTarget Zeus... 8 Login Screen... 8 Home Tab... 9 Update My Details Messages Tab Rosters Tab Availability Tab Editing the Availability Screen Planned Leave Request Timesheets Tab Shift Bidding Tab Working in Multiple Facilities Clinical Staff Zeus User Guide Page 2

3 TimeTarget Overview Historically, Regis Aged Care had managed staffing in a decentralized approach and each facility was responsible for rostering. Since 2013, Regis Aged Care has implemented a Staffing Services Team (SST). The role of the SST is to ensure the workforce is utilised more effectively, implement efficiencies, reduce cost & risk, improve quality and achieve best practice. Originally when SST was discussed the idea was that the SST function would cover all rostering for sites Instead what was deployed was a modified version where SST covered ONLY sick leave and the rest of the cover still fell to the sites Since the deployment of TimeTarget to Regis facilities, it has been evident that this version of rostering hasn t been working as intended and so, Regis Aged Care is now moving to a fully centralised approach whereby SST complete all rostering on behalf of the facilities. TimeTarget is a Time and Attendance system which allows for the following functions Employee Management Staff are visible to the Facility Manager, Staffing Services Team, Payroll and other appropriate departments. It allows them to view the staff members maximum rostered hours, qualifications, preferred rostering times and other relevant administrative details which are required for rostering. Roster Availability Management Facility employees are able to nominate which shifts they are available to work, which shifts they preferr to work and also what they are unavailable to work. This is helpful for staff that would like to work additional shifts outside of their permanent roster pattern (if appropriate) Roster Management Regis utilise a centralised rostering process through the Staffing Services Team (SST). The SST complete the rosters on behalf of the facilities. In additional to this process, SST will also receive all unplanned leave calls including sick leave and then replace the staff member with available employees. Timesheet Management Once an employee has worked their shift, or if they have called in sick, this will create a timesheet. These timesheets then have an interface with the Regis payroll system and staff members get paid from these timesheets according to their individual pay rates. Clinical Staff Zeus User Guide Page 3

4 TimeTarget Staff Flow Chart New Employee (Employee Contract and Details provided to payroll) Employee Details Transferred into TimeTarget (Completed each night from Chris21 > TimeTarget) Staffing Services Team Update Employee Details (Location, Department, Roles, Shift and Hours assigned to the staff member) New Employee Logs into TimeTarget Online Self Service Portal to update availability New Employee Enrols into the TimeTarget Kiosk Employee Rostered into Shifts (Rostered Shifts can be viewed through the Online Self Service Portal) (Staff may also bid on shifts to pick up additional shifts) Shifts worked according to Roster Leave Requests Planned Leave Requested through TimeTarget (with exception to Maternity Leave & Long Services Leave ) Unplanned Leave Called through to SST Clinical Staff Zeus User Guide Page 4

5 Enrolling into the TimeTarget Kiosk In order for staff to be able to clock in and out of their shifts, they first must register their finger veins on the TimeTarget Kiosk. TimeTarget utilises a process call Biometric Scanning which maps the individual veins to record a pattern. Once the vein is registered for the first time, all employees will only need to use their finger to log on and off each day through the scanner. How to register a finger vein. Managers and Office Coordinators will have access to register employee finger veins, no other staff will be able to complete this task. To register a finger vein for the first time, employees will need their employee number. This is issued via Payroll when first commencing employment. 1. The manager will scan into the Kiosk. The following screen will appear. 2. Click on the Register Finger Scan Button. 3. Enter the Employee s unique Identification Number. 4. Confirm the name of the employee. 5. Click Continue. Correct Finger Placement Tips Use the right middle finger for the scan Ensure that finger is gently resting in finger cradle Top of finger should not protrude over the top of the cradle The employee should feel a dimple under the tip of their finger. Keep finger straight and level Do not touch/contact the glass Clinical Staff Zeus User Guide Do not hover above the cradle Page 5 Do not bunch surrounding fingers into a fist Do not put pressure down on the scanner

6 6. Place right middle finger in the scanner, resting fingertip in finger cradle. 7. Hold the finger steady while the scans are taken. Poor quality scans will be asked to re-scan and the above steps should be repeated. 8. Once the finger is registered successfully the following message will appear. 9. Click the OK 10. Press the Back to Pin Pad button. Clinical Staff Zeus User Guide Page 6

7 11. The employee should test their scan and attempt to sign in by placing their finger in the scanner. 12. If the scan has been successfully registered it will ask you to confirm your name. 13. Click OK 14. If the Kiosk reports unrecognised or bad scan more than twice redo the registration process paying particular attention to correct finger placement. Clinical Staff Zeus User Guide Page 7

8 Accessing TimeTarget Zeus For all aspects of staffing rostering and availability, staff will need to access the TimeTarget Zeus portal. This is completed through a webpage. Type in the following webpage address: RegisStaffing.regis.com.au Does not require the preceding www Login Screen Once staff have accessed the system, staff must enter their employee code and password. At Regis, the employee code and password will initially be their employee number that is assigned to the staff member prior to commencement. Once staff have logged in for the first time they must ensure that they change their PIN immediately. TimeTarget will prompt this automatically however this can also be completed through the Home Screen once logged in. Clinical Staff Zeus User Guide Page 8

9 Home Tab The Home Screen will display current statistics and important information for each staff member. Change Password - Allows the employee to update their password. If an employee has forgotten their password, SST can manually update an employees password. Notifications - Will display any information sent by the system that the employee has not read. For example, notification of approved leave will be displayed in this section. Clicking on the subject will take the employee to the messages section of the website and mark the message as read. Roster Summary - Shows the upcoming shifts for that employee. New Messages - Displays any unread messages that have been sent to the employee by another Employee, for example the Facility Manager may send a message to the clinical staff for important clinical issues. Clicking on the subject will take the employee to the messages section of the website and mark the message as read. Leave Summary - Shows any upcoming leave and its status. Clinical Staff Zeus User Guide Page 9

10 Update My Details This screen displays the personal details of the employee which may be modified. Many of these fields are locked down as all of these details need to go into Chris21 the payroll system. These fields include staff telephone numbers, address, date of birth etc. Should staff need to change any of these fields, they must submit a New Employee and Volunteer Variation Form and this to payroll@regis.com.au Clinical Staff Zeus User Guide Page 10

11 Messages Tab Staff can access their messages through the drop down window under Employee > Messages Once accessed this screen displays all messages that have been sent to the employee. Staff should be access their roster regularly to ensure they are aware of future shifts and they must also ensure they check their messages for important facility information. All/Unread - Allows the employee to limit the displayed messages to those that have not yet been viewed or all messages received by this employee. Sent By - Will display System for automatic notifications or the sender if they were sent by another employee. Message - Displays the first line of the message. Click on this to open the full message and mark it as read. Received - Is the date and time this message was received by the employee. New Message - Allows the employee to send a message to another employee (access permissions required). Full Message - clicking on the message will display the full message and allow the employee to reply. Clinical Staff Zeus User Guide Page 11

12 Rosters Tab Staff can access their rosters through the drop down window under Employee > Rosters. This screen displays the employee s current roster. Times in Blue These shifts have been assigned to the staff member. Staff are able to click on the shifts highlighted in blue and this will bring up further information about the rostered shift including Shift Comments Pending Planned Leave Requests Pending leave requests will be displayed on roster with an aeroplane symbol and the word REQUESTED Clinical Staff Zeus User Guide Page 12

13 Approved Planned Leave Requests Once the leave has been requested it will display on the roster with the green aeroplane symbol and the words APPROVED Annual Leave.. Staff will also receive a notification on their home tab in TimeTarget Zeus. Clinical Staff Zeus User Guide Page 13

14 Availability Tab This screen allows the employee to view their availability. Updates can be made to an employee's own availability as frequently as required. Availability refers to working preferences; this is not an annual leave process. To apply for annual leave, employee must submit a leave request. Please note: Staff often note that they receive frequent SMS messages from TimeTarget. It avoid receiving a number of SMS messages for shifts you cannot work, staff should ensure that they change their roster to reflect their actual availability. Month - will move the date rage forward or backward a month. All/Recurring - allows the employee to limit their current view to the recurring availability only. Edit - adjusts availability information for the selected dates and days. Select multiple dates/days by left clicking and dragging across the required days. Availability default - if the default is available for all days, employees will need to enter their unavailability. If the default is unavailable, employees will need to enter their availability. Clinical Staff Zeus User Guide Page 14

15 Editing the Availability Screen To adjust availability, click and drag across a date range or click on the day on the calendar and then click the EDIT button to open the details section. This allows the employee to update the availability for that day or date range. Annual Leave is also requested in the AVALABILITY screen. Availability can also be set for a recurring pattern. For example, if you are unavailable to work every Wednesday, you are able to set this to unavailable each week. To set a recurring availability then click onto the day in the recurring section. Once the Change Your Availability Screen and Leave Request Screen is open you can choose your preferences as below; Clinical Staff Zeus User Guide Page 15

16 Availability can either be selected on a Full Shift or a Split basis. By selecting the Split option, this allows staff to select that they are available to work portions of days. For example, the staff member below has selected that they would prefer to work between , however they are unavailable to work either side of this time. To set these time, click onto the commencement time and drag your mouse to the time you wish. When you select Full Day staff can adjusts the availability for the whole day. Available Green indicates that the employee can work on the selected day. Preferred Yellow indicates that the employee would prefer to work on this day. Unavailable Red indicates that the employee is not able to work on the selected day. Clinical Staff Zeus User Guide Page 16

17 Planned Leave Request All planned leave need to be applied for through the AVALIABILITY screen in TimeTarget Zeus. Planned leave includes the following; Annual Leave Study Leave Leave without Pay Accrued Day Off Annual Leave Extra Leave Additional Weekend Leave Once the availability screen is open, there is a section labelled Leave. Using the drop down window staff can select the type of leave they would like to request. Please note: Availability refers to working preferences; this is not an annual leave process. To apply for annual leave, employee must submit a leave request in the leave section of the availability screen. Step 1: Select the days for which you require the leave, either by clicking on a single day then selecting Edit or by scrolling over several days and selecting Edit. Step 2: Select the Type of Planned Leave you would like to take, for example Annual Leave. Step 3: Select the time you would usually be working on that particular day. You can do this by scrolling your mouse to highlight the times. Note: If you usually work night duty, select the times in the morning you require leave and then select SET next to Selected Area at the bottom left corner of the screen. Then select the times at night you require leave and select SET again. Clinical Staff Zeus User Guide Page 17

18 Step 3: Once you have selected the times and the type of leave you wish to apply for select TEMPLATE HOURS then click save. To apply for multiple days you will then need to continue the steps again to apply for other days. Step 4: If your leave is for a few days at a time, you can scroll your mouse over the days you wish to apply for leave and then select the EDIT on the top yellow bar near the month headings. Please note your leave is not approved until you receive a notification message via your Online Self Service or via the Time Target clock. You can also see if it has been approved if your leave request has turned from Requested to Approved. In addition, you can only apply for leave on days that you are usually rostered. Please do not apply for leave on days that are not part of your permanent shift pattern. Template Hours - will update the leave request to the master roster template hours. Save - applies the current selection. Cancel - closes the current screen without saving any changes. Cancelling leave requests - is achieved by setting the days to be cancelled as available. Unplanned Leave includes the following; Sick Leave Carers Leave Compassionate Leave All unplanned leave calls must be phone through to the Staffing Services Team on the below details Staffing Services Team staffing@regis.com.au 7 days per week 5.00am to 10:30pm (AEST) Clinical Staff Zeus User Guide Page 18

19 Timesheets Tab Staff can access their messages through the drop down window under Employee > Timesheets. This screen displays all the timesheets for the employee, also known as the shift which have been worked and what will get paid into the staff members nominated bank account. Timesheets will be created by the Office Co-Ordinators at the facility if the below criteria is met; o More than 60 minutes before their shift start time o More than 7 minutes after their shift start time o Before their rostered end time o More than 30 minutes after their rostered end time A permanent employee is on leave other than Annual Leave i.e. Sick leave, jury duty etc A casual staff member is rostered to work, but does not attend A employee starts a shift who is not rostered to work (as a replacement for another employee who has called in sick/no showed All other timesheets will be created automatically when staff clock in and out via the TimeTarget Kiosk during their standard shift times. Date - this is set to the month prior to and including the current date. Time in Blue - is selectable and will open further details of this timesheet. Further Details - Will display additional information for this timesheet. For example, if this shift has been marked as Sick Leave, details will be provided in the comments section. Clinical Staff Zeus User Guide Page 19

20 Shift Bidding Tab Any unfilled or vacant shifts will appear in the shift bidding screen once the roster has been published. An employee not working that shift can put in a bid for the shift. Please note that this is a request only, it does not guarantee the shift will be allocated. Only the available shift is displayed. Should the employee wish to bid for the shift, they would place a tick in the box next to the shift they wish to bid on. Once the staff member has been bid on the shift, should they wish to unbid or retract their request, they simply click on the icon. Note: Staff MUST make themselves available for the shift that they have bid on otherwise it will not be offered to them as SST cannot send them an SMS. Clinical Staff Zeus User Guide Page 20

21 Working in Multiple Facilities You may be allocated to a home facility when you are employed at Regis, however, if you are not working full time at your home facility, you may wish to work additional shifts at another facility in the area. Should you wish to view additional shifts at other facilities, you can submit a Roster Change Request and nominate additional facilities to your profile. This will then allow you to be offered shifts at other facilities. Please note: You will not be able to work about your maximum rostered hours. Roster Change Requests Should staff members wish to change anything on the roster, then they must liaise with their Facility Manager and then submit a Roster Change Request through staffing@regis.com.au The Roster Change Requests are available at all facilities and will soon be available on the Quality Intranet. Please note: No changes can be made to the roster without a signed copy of the Roster Change Request. Clinical Staff Zeus User Guide Page 21