Efficient Roster Model for Aquatic Facilities in Greater Geelong
The Roster Model developed by the City of Greater Geelong aims to improve efficiencies, quality assurance, reporting, and data analysis in aquatic facilities. By introducing a point score system for group exercise and transitioning to an online system, the model ensures accurate rostering, staff availability tracking, and streamlined backfilling processes. With a goal to guarantee each shift is filled by qualified staff, the system enhances transparency, accountability, and OHS compliance. This innovative solution optimizes staff scheduling, minimizes manual errors, and promotes a safer work environment across multiple sites, benefiting over 600 staff members.
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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 Most of the shift supervisors time spent backfilling staff via phone. Inaccurate manual system of recording qualifications, duplicated across sites. Rosters developed by various systems e.g. excel or hand written. Controlled through Roster Model Simple email or txt message to back fill staff. System is completely online and updated centrally. 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 o no staff allocated o clashes on roster o staff with expired qualifications o 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 Five levels of users 1. Administrator Full functional control, reports and back date information Manage qualifications Control hours limits, group exercise points etc. 2. Centre Manager / Payroll administrator Functional control of their venue Payroll approvals 3. Area Coordinator Functional roster - baseline and shift coverage beyond 3 days Allocate staff to their area
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
CityofGreaterGeelong @GreaterGeelong @CityofGreaterGeelong CityofGreaterGeelong
