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SIT70 SITXHRM002 Roster staff LG V2-0 Learner guide Roster staff SITXHRM002 Disclaimer While every effort has been made to ensure that the information contained in this product is free from errors and omissions and is not misleading in any way, Didasko Digital makes no representations or warranties and is not liable for any loss or damage or injury of any kind (however caused) under any theory of law including negligence resulting from or in any way connected with the use of its products. Version number 2.0 Copyright 2016 © This product and the concepts, information and material contained in it are the copyright of Didasko Digital ACN 167 648 062 and may not be used or reproduced in whole or in part without the prior written consent of Didasko. All rights reserved. © 2016 Didasko Digital. All Rights Reserved. Contents Overview ........................................................................................................ 3 Section 1: Develop staff rosters ..................................................................... 3 Section 2: Present and communicate rosters .............................................. 55 Section 3: Maintain rostering records ........................................................... 61 Section 4: Evaluate rosters .......................................................................... 69 Glossary ....................................................................................................... 75 Please note the following condition This Didasko learning resource should be used as a training tool for students and trainers. While the information contained within addresses the elements and performance criteria, and the knowledge and performance evidence of individual competencies it remains the responsibility of the training organisation to ensure it meets training framework requirements and to provide additional documentation where necessary. This page has been intentionally left blank. SITXHRM002 Roster staff 2016 Edition 3 Overview ‘Oh no! We haven’t got enough staff on tonight. Sorry guys we’re going to be really busy! Looks like no one is going to get to have a break.’ ‘Sorry Liz, we’re really quiet tonight. We don’t need you to come in.’ ‘Hi Jane, sorry to call you at the last minute, but we’re going to be flat out tonight and the team we’ve got rostered on isn’t strong enough to cope. Can you help us out?’ How many times have you had to say sorry for being over- or understaffed? How many times have you given or been placed on a roster that you think is just plain unfair? It is a skill to write rosters that balance the right mix of employee skills, provide adequate staffing levels to meet demand and are fair, as well as abide by legal, industrial and budgetary constraints. This unit will help you develop these skills and write rosters with confidence. Let’s look at what you will learn on completion of this unit. Section 1: Develop staff rosters Section 2: Present and communicate rosters Section 3: Maintain rostering records Section 4: Evaluate rosters Section 1: Develop staff rosters In this section you will learn the following. • How to develop rosters according to industrial agreements and wage budgets. • How to maximise operational and customer service efficiency. • How to ensure effective use of staff. • How to roster teams to meet all operational requirements. • How to take into account considerations and policies that affect staff rosters. • How to consult with colleagues to ensure input to rosters. • How to use roster systems and equipment to administer rosters. 1 SITXHRM002 Roster staff 2016 Edition 4 What is a roster? A roster is a planned list of employees and the times they are required to work, on any given day, week, fortnight or month in a workplace. Click on the employees to learn more about rosters. Also referred to as a rota, schedule, timetable or register, rosters ensure that the right employees, in the right numbers, are allocated work days and times in such a way as to ensure adequate support for production and service, while meeting wage budgets. Rosters provide information to managers and supervisors about the movement of staff members, such as who is expected in to fulfil a particular shift, who is rostered off that could replace an employee that has called in sick, who is in training and who is on annual leave. Rosters are usually planned and created by team leaders, supervisors or managers; anyone with responsibility for a number of staff. However, some organisations train frontline staff in the skill of roster writing, to share the workload, increase skills and help employees to relate to the difficulty of getting a roster right. In large organisations, a human resource manager, or scheduling specialist, may be solely dedicated to the writing of rosters. Why do you need a roster? A roster is essentially a plan for how you will best use your human resources over a particular time period. Click on the icon to learn why rosters are an important tool. To communicate working hours or shifts effectively to staff. Staff can also see their rostered days off, when they need to attend training, seminars or other forms of professional development. To fairly distribute work hours to staff and make the best use of their skills. To ensure you make the best use of staff to meet product and service demands. To better control labour costs. To effectively manage staff entitlements, such as rostered days off and annual leave. Where maintaining levels of service, regardless of demand, is vital. When you need to be flexible with staffing and/or the handling of contingencies. Click on the icon to learn how to control labour? Labour control Labour costs are one of the most expensive outlays for any business, often exceeding 35% of the total income. Rosters allow managers to control labour costs by ensuring enough staff are present to service customers during busy periods, and minimal staff during quiet periods. Therefore, the business avoids paying for unnecessary staff during periods when there is not enough work to keep them productive. SITXHRM002 Roster staff 2016 Edition 5 Covering short busy periods, such as meal service times and registration times is often achieved by using casual and part-time employees along with full-time members of staff. What are some basic principles of good rostering? Click on the dot points to learn more. Abide by principles of fairness and equity Give employees adequate advance notice of working hours Control labour costs and work within budgets Abide by legal working conditions Meet customer service demands Make the best use of employee skills Presented in a way staff can easily understand Each of these principles will be covered in depth over the remainder of this unit Types of rosters There are several types of rosters that can be used. Click on the tabs to learn more. Fixed rosters This is where each employee works the same shift each week. It might be used in smaller organisations such as a retail travel agent, or some departments of larger organisations where staffing numbers are smaller, for example, the reservations department of a hotel. The shift hours are still presented on a roster, so employees from other departments or business units can see who is on shift. However, there is a lack of flexibility with this type of roster, which could lead to problems if staff call in sick, go on leave or want to change their days. Click on the icon to see an example of a fixed roster. Fixed roster Employee name Mon Tues Wed Thurs Fri Sat Sun Frederick 13:00- 21:30 08:00- 16:30 13:00- 21:30 08:00- 16:30 09:00- 17:30 RDO RDO Sam 09:00- 17:30 09:00- 17:30 09:00- 17:30 13:00- 21:30 13:00- 21:30 RDO RDO Kyia RDO RDO RDO RDO 17:00- 21:00 17:00- 21:00 RDO Petra RDO RDO RDO RDO 17:00- 21:00 17:00- 21:00 RDO SITXHRM002 Roster staff 2016 Edition 6 Rotating rosters This type of roster is common in workplaces