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

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.

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.

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 email 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.

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

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.)

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

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

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 email to staff three and one month prior to expiry of qualification.

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

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

# 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

What does it look like – Live Demo - http://cityweb.cogg.local/secure/app/sslroster/default.aspx

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

Lessons Learnt Contemporary business practice which engages Gen Z and Y staff as they can be notified and accept shift coverage via SMS, email 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.

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

QUESTIONS