Overview
Aim: Better work/life balance, less short term absence and better staff retention as a result, whilst still meeting the requirements of the services, the Trust's rostering policies and KPIs.
Features of Team-Based Rostering
Team-Based Rostering is a method of creating a roster where the staff members on the roster self-select the shifts they wish to work.
Staff are given the ability to request their entire roster via LOOP. The roster duty rules are altered to override the standard "5 request per roster" limit.
Request limits are set for individual shift types.
Staff are given "View-Only" access to the roster itself so that they can see the roster before it has been approved to enable discussion and negotiation amongst themselves regarding cover, swaps etc.
The roster must still required comply with the service requirement.
Staff must still work their contracted hours.
The ward/unit manager is still responsible for approving the roster and will approve or reject requests to meet the needs of the service in the usual way.
A Team-Based Rostering pilot was instigated in November 19 for 4 inpatient nursing wards/units for a period of 3 rosters (Jan/Feb/March 2020). The following observations were made regarding the resulting rosters:
The rosters were published on time whereas they had previously been late on a number of occasions.
The rosters met or exceeded their previous level of achievement against the Trust's rostering KPIs.
The level of short term sickness absence (3 days or less), compared with the corresponding period the previous year, was down by approx. 50% across the 4 pilot wards/units.
Additionally, the staff on the pilot areas asked to continue with Team-Based Rostering following the conclusion of the pilot.
Team-Based Rostering: First Steps
1. Nursing wards/units discuss Team-Based Rostering at a local level and send a request to adopt Team-Based Rostering to the ADoN (Workforce) via their matron.
2. Once the ADoN (Workforce) has confirmed that Team-Based Rostering can go ahead, the ward/unit matron should advise the E-Rostering Team that the unit is to start Team-Based Rostering and that the engagement phase is commencing. A provisional start date for the roster on which Team-Based Rostering is to commence for the ward/unit should be agreed at this point.
Team-Based Rostering: Engagement
1. The E-Rostering Team will provide engagement materials and technical advice on Team-Based Rostering to the matron, ward/unit manager & staff during the engagement phase. This will include documentation on the detail of the Team-Based Rostering process and a video recording of a live engagement session.
2. Once all staff have had chance to assimilate the information, it may be necessary for further engagement activities to be undertaken by the ward/unit manager, Matron, E-Rostering Team and the ADoN (Workforce) to answer any queries and resolve any outstanding issues.
3. Once all queries and issues are resolved to everyone's satisfaction, the matron will confirm the readiness of the ward/unit for Team-Based Rostering and confirm the start date of the roster on which Team-Based Rostering will start.
Team-Based Rostering: Ward/Unit Set-Up
1. Once the engagement phase is complete and the matron confirms that they, the ward/unit manager & staff are happy to proceed, the E-Rostering Team will set up the roster rules and user account profiles in order for self rostering to take place on the ward/unit.
2. The E-Rostering Team will provide confirmation to the ADoN (Workforce), matron and unit/ward manager once the rules and accounts have been set up.
Team-Based Rostering: Best Practice Hints & Tips
‘Open To Requests’ period
The rosters will open to requests for a period of 12 Weeks prior to closing to requests according to the details to be found on the Roster Approval for Publishing Calendar 2021-22 timetable.
During this time, staff will use LOOP to request their shifts for the roster period.
• Max requests: - Max 13 requests in total, of which, typically:
- Max 5 DO requests, max 3 in a row
- Max 8 Night requests
- Max 8 Long Day requests
These settings should ensure that staff do a reasonable mix of shifts and do not request one type of shift exclusively. However, the numbers are not set in stone and can be adjusted to the needs of the ward/unit. The settings will differ significantly from this if, for example, you do not have Night shifts on your roster.
Staff are not obliged to use all their requests but it is in their interests to do so! If they do not use all their requests, staff will be rostered in line with service requirements by the ward/unit manager according to the standard shift combination and skill mix rules in order to make up their required contracted hours.
*** Important ***: Involve the ward manager in discussions when in ‘request’ phase so that you do not waste your requests.
Requests for Part-Time Staff
As is currently the case, the rules governing the numbers of the various types of request will apply on a pro rata basis to part-time staff.
Requests for staff on Flexible Working Arrangements (Fixed Patterns: “FWAs”)
Staff on FWAs will still get AL requests but not DO or shift requests, as is currently the case. They should be offered the option of switching to Team-Based Rostering if they wish, but a mixture of FWA and Team-Based Rostering for the same staff member will not be possible.
Annual Leave, Study Leave etc.
Annual leave and Study Leave requests will still work in the same way as they did previously.
Ensuring Weekend Cover (and other unpopular shifts!)
Ward needs to be staffed properly at all times – if no one picks the unpopular shifts, they will be allocated by the ward manager … pick the ones you are prepared to do or be given ones that might be less convenient for you!
If you can take charge, pick the ‘NiC’ shifts.
You will probably be given them anyway and it shows you are keen to advance!
Staff engagement and ongoing involvement
Team-Based Rostering will rely entirely on staff being able to make their requests via LOOP and staff will need to put significant thought and effort into the rostering process if they are to benefit from it. This highlights two important considerations:
Ensuring that all staff have access to LOOP from their personal devices will become increasingly important. Currently, the E-Rostering Team offer only limited support in relation to the different types of personal mobile devices owned by staff due to the sheer number of different makes and models available, as well as the combinations of software present on them.
Staff who are less IT-literate may find themselves at a distinct disadvantage relative to their more tech-savvy colleagues and may need additional support.
… LOOK AFTER EACH OTHER!
Staff accounts will be amended so that they have ‘View Only’ access to the roster via the HealthRoster link, rather than via EOL. No confidential info will be visible, just the shifts and AL that have been requested.
Team-Based Rostering: Supporting Documentation
Team-Based Rostering - Engagement Presentation Script
Team-Based Rostering - Setting up LOOP and View Only Accounts