EMSTraining for Supervisors - Home
Contents
1. TSH Thursda Rostered Staff o e E Reason for Variation J pA ition Hrs Traineeship Relief Staff 9 00 AM 5 00PM Relief Condition 30 Dec 04 PETER PARTTIMER P a es eee ee Extra P T PSO _ Tracking Training pis confirm training shift times and date gt 9 00 AM 0 00 FM 90 Dec 04 To DDSO 17 5 Frida Rostered Staff 4 00 PM 10 00PM SO Reason for Variation y FRED FULLTIMER F 7 00 AM 9 00AM Rostered Hrs Training 31 Dec 04 Relief Staff 4 00 PM 10 00PM SO Relief Condition CASSIE CASUAL C 7 00 AM 9 00AM Casual Tracking Training pls confirm training shift times and date gt 9 00 AM f 9 00 PM 20 Jul 04 DDS0 107 5 DDSO 1Q7 5 TPR Rostered Staff 9 00 AM 5 00PM Reason for Variation y FRED FULLTIMER F a ee ee Reassigned this CRU 4 Jan 05 Relief Staff 9 00 AM 5 00PM Relief Condition AMY AGENCY A Oo U i i Extra Agency 176 Please leave these three cells BLANK gt a DDSO 1Q 7 5 DDSO 1Q 7 5 Sinda Rostered Staff 9 00 AM 5 00PM Reason for Variation y FRED FULLTIMER F o i G Reassigned other CRU 2 Jan 05 Relief Staff 9 00 AM 5 00PM Relief Condition AMY AGENCY A ee ee ee Extra Agency Please leave these three cells BLANK gt a a p A DDSO 1Q 7 5 DDSO 1Q 7 5 Monday See Jan 4 Rostered Staff 9 00 AM 5 00PM Reason for Variation i SUE SUPERVISOR F rs ee Shift Swap 3 Jan 05 Relief Staff 9 00AM 6 00PM J Relief Condition PETER PARTTIMER P SS O Ordinary Please2. New Staff Staff Lists Pay Period Pay Period Start Pay Period Encl Cost Centre Short Address Supervisor This Pay Period 14 25 Dec 05 7 Jan 06 9999 Example Sue Supervisor To remove all details from a row e g a row that is mot calculating properly clear the Oate field and then press the Mew Row button Comments Finish Employment Conditions Rostered Staff SS3 SS Reason for Variation _ SES ee Relief Staff SSS eee Relief Condition Pa Se ee l Please Enter Date Please leave these three cells BLAME gt Then save the file using the following steps First press File Save As Ei File Edit wiew Insert Format Tools Data Windoy Ari L New Ctrl eS Open Ctrlto Close IE i gave Ckrl S E Save as Web Fage 19 Ensure that the words Variation Sheet now appears in the Save in box as shown below Save in Variation Sheets da E A es History In the File name box type the current year pay period and CRU address this example is for a CRU in Example St C3615 PP13 2002 03 Princess E Microsoft Excel Workbook xls 7 Press the Save button and then press File Close LI ler el GS Sr LA Ee o aY File Edit View Insert Format Tools Data Window Help ori LI Mew Ctrl N Chreo us mj gave Ckrl 5 You have now created a blank Variation Sheet for Pay Period 13 for your CRU This Variation Sheet can be used as often as required during Pay P
3. gt Help EE T Run Windows 2000 Professional g s S 3 Astat 4 E A B oz0412 emsvariation Use amp Microsoft Photo Editor Obtain an EMSVariation Disk from your Cluster Manager Insert the disk into your PC and then press File Open File Edit View Insert Format Tools Data Window Hi Ari LI Mew Ctr By Chrl c Click on the arrow to the right of the Save in box near the top of the window and then click on the words 3 Floppy A as shown below Look in Sree i ee S44 Floppy 4 4 E COES C Ea Local Disk Ds 11 A file called EMSVariation xls appears as follows Click on this file and then press the Open button near the bottom right hand corner A screen similar to the following appears EMSVariation 7 4 Ongoing Contract Vacant Variation Sheet Barwon DAS Central DAS Loddon DAS Western DAS Gippsland DAS Inner East DAS Grampians DAS Cancel Pen Loadinc i po Penalties i Ss Outer East DAS 596 Penalties Sa 17 5 Leave Loading OM OMGONG HRS CONTRACT HAS DAY PROGRAM JT OM ROSTER HAS EXCLUDE EXTRA HAS CASUAL You will be asked what region you are in e g Northern DAS and what financial year you are in e g 2006 07 Answer these questions by clicking as indicated on the screen 12 press File Save As gi File Edit View Insert Format Tools Data Ari LC Mew C
4. LOP SoD Welcome to EMSReplace Press this button Currently EMSReplaceRequests is used in North and West Region ONLY The following screen then pops up Press this button Enter shifts as shown below 23 Nov 05 Michael 4 00PM 10 00PM 7 00AM 98 00 AM Y Leave Sick John Doe C2771 Peter eigen fiero pepper 23 Nov 05 Michael 7 00 AM 10 30 AM Vacant on Roster Need SRO to C2771 else LL ene larm one kamison Michael 9 00 PM 7 00 AM Leave Without Pay Mary Doe C2771 Relief Not iiba ee mie see arson Reaured m QD es ee Note that dates need to be entered in the format d mmm yy and that shift times need to be entered in 24 hour time using a colon e g enter 15 00 for 3pm Also note that when you click in the columns marked SO Y N Reason for Variation and CRU name a little arrow pops up to the right of the cell as follows Whenever such an arrow appears click on it and select an option as shown below onal Staff Replacement Officer Reason for Variation Vacant on Roster Vacant Day Program Close Vacant Client Special Vacant DCS Client Special Unrostered Day Program Clo Unrostered Client Need Unrostered Client Special Unrostered DCS Client Speci Once you have entered your shifts press the Send to SRO button as shown below EM SReplace 2 3 Shift Requests Noth Central and West Region Home Change Region Send to SRO PN Pres
5. Resource Northern CRS 2003 04 Pre S S this Copyright www DirectProjectSolutions com button C Cost Cent Z9999 Pay Period 26 Short Address Example Pay Period Start Date 13 Jun 04 Tip Give vacant shifts a DDSO 1Q classification First Name then Surname___ _Class_ Hours _PIN Variation to Pen Loadings Average Overtime Sick Leave WorkCover First Name then Surname ___ _Class_ Hours PIN __ Saved on Backfill Fred Fulltimer ___ DDS0 14Q __76 00 00000456 Saved on Backfill Hrs Peter Parttimer ___ DDS0 14 50 00 00000789 variation to Posted Roster Cost Fortnight Vacant DDSO 14Q 50 00 00000111 Variation to Posted Roster Hours Fortnight s A o S Posted Roster variation Hours Fortnight E ee ees ee 0 Penattios 5 Penalties 7 5 Leave Loading 8 Commuted Allowance 25 Casual Loading 0 Penalties Ooo S S i 100 Penatties or Overtime Loading 0 Penalties Co e S f Co e S S o Coo es S o Planned Leave in Pay Period 26 Relief Staff Used in Pay Period 26 First Name then Surname __ Class _ Hours PIN aa A First Name then Surname ___ Class Condition es es 21 EMSVariation 7 0 Northern DAS 2004 05 Copyright www DirectProjectSolutions com Home New Row New oa Duty Roster ae Lists 14 26 Dec 04 8 Jan 05 Z9999 Example Sue Supervisor A To remove all details from a row e g a row that is not calculating properly clear the Da
6. excel using the Szart button as shown in the previous chapter If you need a new blank row press New Row and if you need to sort your variations in date order press Sort Rows 21 Select File Open Ej File Edit wiew Insert Format Tools Data Window He Ctril h Chrl 0 i Save Chrl 5 a 314 Floppy 4 3 History Ea COES fc Ea i E Local Disk Ds Po Compact Disc E My Documents Group on NOs Fs E Pecommon on NOSz2 G Click on the word DATA and then click on the words Variation Sheets and then press the Open button Click on the file that contains the number of the current Pay Period and then press the Open button to open your current Variation Sheet The following screen should appear if it doesn t press the Variation Sheet button EMSVariation 7 4 Variations Northern DAS 2005 06 Copyright waw DirecthrojpectSolutions com Home New Row New Staff Staff Lists Pay Period Pay Period Start Pay Periocl Encl Cost Centre Short Address Supervisor This Pay Period 14 25 Dec 05 7 Jan 06 9999 Example Sue Supervisor To remove all details from a row e g a row that is not calculating properly clear the Date field and then press the Mew Aow button Comments Employment Conditions Rostered Staff ne ene e Reason for Variation a hs Relief Staff Relief Condition l Please Enter Date Please leave these three cells BLAME gt Fill in the variation in th
7. have removed all red cells again press the Send to SRO button EMSRe lace 2 3 Shift Requests North Central and We Home Change Region Send to SRO Sort lf Send to SAO button tails due to bad network connection please email completed Form to your Ae Booking Reque ee es tee ae By 23 Nov 05 Michael stone 23 Nov 05 Michael stone 23 Nov 05 Michael atone hon Have you previously submitted ANY of the shifts in this report go NONE of these shifts have ar been submitted Send form now If you are sure press this button If you are not sure select DO NOT SEND and then check your previous submissions in the folder c data EMS Processing EMSReplace Archive on your local PC You will get the following message or a message that advises you that your network I down and that you should try again later or email your spreadsheet to SRO as you wish EMSRe jlace 2 3 Shift Requests North Central and West Region Home Change Region Send to SRO Sort Send to SAO button Fails due to bad network connection please email completed form to your Regional Staff Replacement Officer Mi laie Mi es be ol mi le EL Mi le EL A Mi le EL A a a ee E 7 Le e E am Wan Mi a Microsoft Excel Gg x Your request was successfully sent Once your shifts are filled by SRO details will be logged in the file f Western DAS Bulletin EMSRepla
8. roster and a range of total variation reports A feature of EMS Variation is that it records house issues affecting expenditure These issues appeat on management reports and can be taken into account by supervisors and managers in respect of making decisions Costing tools within EMS Vanation are current against the HSUA Department of Human Services Disability Services Agreement 2004 and common practices in DHS regions 1 4 About this User s Manual EMSReplaceRequests and EMS Variation are programmed in excel This manual takes the user through typical excel tasks e g creating opening saving and closing folders and excel files step by step The authors strongly recommend that these fe management skills are vital whether or not one uses EMS and that users practice these skills often and well N b When trying out this software each time you are asked to Enable or Disable macros you should choose to Enable Macros Currently EMSReplaceRequests is used in North and West Region ONLY 1 5 Shift Replacement Process Involves both EMSReplace and EMSVariation Ask your Cluster Manager to email or send you a copy of EMSVeariation 0607 xIs Use EMSVariation xls to create a Variation Master Copy For your CRU Use your Master Copy at the start of each Pay Period to create a Pay Period Variation Alter your Pay Period Variation at any time during a Pay Period At end of the Pay Period send you
9. DirectProjectSolutions com EMS TRAINING FOR SUPERVISORS INCLUDES EMSREPLACE AND EMSVARIATION The EMS Data Capture System captures information from rosters variation sheets and other soutces to provide supervisors and managers with useful budget and expenditure reports EMSReplaceRequests xls and EMS Vartation xls help feed data into EMS EMSReplaceRequests xls submits staff replacement data to your Staff Replacement Officer EMS Variation xls submits roster variations to your Cluster Manager Copyright www DirectProjectSolutions com Enquiries Damien Ryan dhs vic gov au USER S MANUAL VERSION 21 June 2006 Contents 1 Introduction 1 1 EMS 1 2 EMSReplaceRequests 1 3 EMSVariation 1 4 About this User s Manual 1 5 Shift Replacement Process Involves both EMSReplace and EMSVariation 2 Howto Use EMSReplaceRequests 3 How to Create a Variation Master Copy 4 How to Create a Variation Sheet 5 How to Fill In a Variation Sheet 5 1 Preamble S2 The Steps to Take 5 3 Glossary the Types of Reason Field 5 4 Glossary the Condition Field 5 5 Data Fix Messages 6 Uploading Variation Sheets to EMS 7 Variation Sheet Example a Resource Overview of EMS for Cluster Managers 8 1 Introduction 8 2 Core Rosters and EMS 8 3 Posted Rosters and EMS 8 4 Variations and EMS 8 5 EMS Reports 8 6 EMS Training 8 7 Preamble Aa U Ww Ww L UN Il 17 21 21 21 23 24 25 26 Zi 29 29 29 29 30 30 30 30 1 Introductio
10. You must now fill out this template with data relating to your CRU and then save the template one final time Fill out all the vacant boxes in the Staff Lists Sheet that is displayed on the screen using the Standard 2 Week Roster for your house leave the Pay Period box blank Note Instructions on how to fill out each box appear in a yellow help box when you click into a box on the Staff Lists Sheet The top portion of a completed Staff Lists Sheet is shown here n b Vacant shifts have no PIN so we recommend you use 111 Cost Centre Pay Period Short Address Example This screen aims to record your ongoing and contract roster lines only If you are unable to fill a roster line via Ongoing i logged as a Vacant roster line and the relief staff must be logged later in the Variation Sheet For example this means logged later in the Variation Sheer Supervisor at Pay Period Start lf vacant put Vacant DOSO3 with PIN 111 First Name then Surname __ Class Hours _ Pin _ __ Condition _ Variation to P DDSO 3 76 00 00000123 Overtime Staff at Pay Period Start If vacant put Vacant DDS010 with PIN 111 orkCove First Name then Surname Class Hours PN Condition Saved on Bat Contract Saved on Bat Ongoing Variation to P Vacant Variation to P Posted Raste CONTRACT HRS 045 PROGRAM is EXCLUDE EsTRA HAS CASUAL 15 The bottom portion of a completed Staff Lists Sheet is shown below Note ther
11. ceBookings North Central and West xls N b If ANY of the shifts are due to commence within the next 3 hours please ring SRO now to warn them Please note the very important message that pops up as shown above Your request was successfully sent Once your shifts are filled by SRO details will be logged in the file f Western DAS Bulletin EMS ReplaceBookings North Central and West xls N b If ANY of the shifts are due to commence within the next 3 hours please ring SRO now to warn them The shift replacement data will then be posted via the DHS Network to your Staff Replacement Officer who will note your data and fill the shift if it is not already filled 10 3 How to Create a Variation Master Copy House Supervisors can use EMS Variation xls to create CRU specific Variation Master Copy Instructions for Supervisors follow The software you will be using is saved in Excel If Exce is not open on your screen then open Excel using the Start button as shown srr Common Applications d KnowledgeNet Lotus Notes a Common Utilities gt Microsoft Access 2000 Microsoft Binder 2000 EA Microsoft Excel 2000 Y icf cation C Cdel Office 2000 OFFice amp Microsoft Photo Editor Microsoft Powerpoint 2000 Microsoft Publisher 2000 Programs gt FW Microsoft Word 2000 gt by People DHS Web New Office 2000 Document Open Office 2000 Document Favorites Documents gt Settings Search
12. ddon Mallee Glenys McNeil Hume Rae Cloak Glenda Clarke Gippsland and David Ridley Barwon 8 2 Core Rosters and EMS Both historical and current Core Rosters are maintained in the folder f EMS Rosters using the following filename style guide e Core C3172 Holmes PPO1 xls e Core C3172 Holmes PP21 xls e Core C3173 Tyler PPO1 xls e Etc 8 3 Posted Rosters and EMS Typically the Cluster Manager is responsible for preparing Posted Rosters for posting out to CRUs every 2 or 4 weeks Due to varying definitions across regions as to what is included in and excluded from a Posted Roster EMSVariation now avoids where possible the term Posted Roster Instead the first screen in EMSVariation is called Ongoing Contract Vacant and seeks to capture only those major changes to a Core Roster that 29 e Are in the roster as full roster lines before the pay period starts and e Are contracted out or left vacant for part timers to pick up In the case of vacant roster lines the word vacant is typed in instead of a rostered staff s name and the staff members picking up each shift in the roster line are not recorded until the second screen which seeks to capture during the fortnight or shift by shift filled variations 8 4 Variations and EMS The Cluster Manager is responsible for uploading a variation sheet for each CRU each fortnight The process is e Ask the House S
13. e first blank row Click new Row button if required a2 Then close the file using File Close If you are asked if you want to Save the file then respond yes 5 3 Glossary the Types of Reason Field Vacant on Roster Vacant Day Program Close Vacant Client Special Vacant DCS Client Special Use one of these options when when filling or not filling a vacant shift N b always include vacant shifts even when they are unfilled as they will produce a Saving on Backfill in management reports Unrostered Day Program Close Unrostered Client Need Unrostered Client Special Unrostered DCS Client Special Unrostered Other Use when extra hours are needed for unrostered shifts remember Vacant on Roster shifts are not Unrostered shifts Vacant shifts are noted on the first screen and are covered by the instruction immediately above Leave Rec Leave Sick Leave Sick No Cert Leave Sub Leave Without Pay Leave WorkCover Leave Other Use when a rostered staff takes Unplanned Leave i e leave not covered in the Staff on Leave box in the first screen Double Up Relief Use when filling one rostered shift with two or more staff in such a case use Double Up Relief for the second third staff etc N b Do not retype the rostered shift in each of these extta variation lines Time in Lieu Use when a rostered staff takes time in lieu in cases where this TIL is also noted on ti
14. e is now room to place the names of your preferred casual and part time relief staff Also there 1s room to place the names of rostered staff who are on leave for all or most of a given pay period to save you entering their shifts one by one later 530 10 Casual my Agenc DDS0 10 Agency cane as eee ES SSS ae eae O REPLACE SHIFTS MO MEEO FROM WITHIN THE VARIATION Select File Save shown below EA Microsoft Excel EMS ariation2001 xls D ae 2 S6ay BS AS o Ei a Edit view Insert Format Tools Data Window Hel Ari LD New chy Ga Open Chri Close Chrl 5 SHE IE Save OS E Save as Web Page Save Workspace Upgrad Web Page Preview Finally select File Close You have now created a Variation Master Copy for your CRU and can use this template to create Variation Sheets throughout the year 16 4 How to Create a Variation Sheet House Supervisors can use a blank Variation Master Copy to create a Variation Sheet for a given pay period In the following example the template created in chapter 3 will be used and a Vanation Sheet for Pay Period 13 will be created Your template is saved in Excel If Exce is not open on your screen then open Excel using the Szart button as shown i KnowledgeNet Lotus Notes Common Utilities gt Microsoft Access 2000 Microsoft Binder 2000 EA Microsoft Excel 2000 New office 2000 Document Mic Microsoft Photo Editor Microsoft Powerpo
15. eriod 1 At the end of the Pay Period the Variation Sheet will be forwarded to the Program Cluster Manager see Chapter 5 To find Variation Sheets you may have to press the arrow to the right of the Save in box 20 5 How to Fill In a Variation Sheet 5 1 Preamble Each time throughout the current Pay Period that variations to the roster occur e g due to sick leave client illness etc open the current Variation Sheet in this example C3675 PP13 2002 03 Princess xls and then record the variation using the following guide Read and follow the yellow help box that appears each Type NMB in these two boxes if the shifts have no time you select a white box within the Variation Sheet meal breaks Rostered staf Reason tor Variation Relief Stafi a fo Fe Relief Condit elet ota BET LON GIIon ami iss Date Required Please leave these three cells R Type 150 in this box if the Relief Staff is claiming Use 24 H ti tot pgp ae Pub Hol 150 Penalties shifts into these fields eg Type S O in these two For 10 00 PM type 22 00 boxes if the shifts are sleepover shifts Type MA in this box if the Relief Staff is claiming Overtime Meal Allowance A filled out Variation Sheet appears as an attachment to this User s Manual This example is a valuable resource in respect of deciding how to fill out a given variation 5 2 The Steps to Take Your template is saved in Excel Open
16. int 2000 Microsoft Publisher 2000 gt FW Microsoft Word 2000 Favorites gt People DHS Web Open Office 2000 Document Programs Documents gt Settings gt Search gt Help Run Shut Down Astat 4 E A 020412 emsvariation Use amp Microsoft Photo Editor 24 2D amp aM Windows 2000 Professional Select File Open De bea 4Ry saeadi o c File Edit wiew Insert Format Tools Data Window He Ctrl h Chrl 0 i gave Ckrl 5 17 Locate the folder data using the arrow to the right of the Look in box as shown My Computer Er a14 Floppy 4 4 History E CES fc Ge far Local Disk Ds Po Compact Disc E My Documents Group on NOSZ Fi E Pecommon on NOSZ G33 Click on the word DATA and then click on the words Variation Sheets and then press the Open button When the name of your template appears in the window click on it and then press the Open button to open your template The following screen appears Formula Bar EMS vVariation 7 4 Ongoing Contract Vacant Home Variation Sheet Pay Period Short Address This Screen aims to record your ongoing and contract roster lines only If you are unable to fill a roster line via Ongoing or Contract prio logged as a Vacant roster line and the relief staff must be logged later in the Variation Sheet For example this means that all agency l
17. is a casual staff member Overtime Use when the relief staff is into overtime but is not on a sleepover as discussed above From Other CRU Use when the relief staff has been reassigned from another CRU and is hence been paid for by that other CRU 5 5 Data Fix Messages If you forget to enter important data or add too much data or try to type impossible data e g casual staff on overtime EMS Variation will notify you by colouring errors with a RED shade and providing helpful advice 25 4 Y S At the end of the pay period email that pay period s Variation Sheet to your Cluster Manager who will check it against timesheets and upload it to the EMS Databases To Upload the Variation Sheet the Cluster Manager will press the Up oad button on the Staff Lists Sheet EMSVariation 7 4 Ongoing Contract Vaca Home Vanaton Sheet Upload fy Cost Centre z9999 short Address Example This Screen aims to record your ongoing and cont roster lines onh logged as a Vacant roster line and the relief staf st be logged late lo Supervisor at Pay Period Start lf vaq__ put Vacant I First Name then Surname DDSO 2 76 00 ms CASUAL The EMS Databases will then provide supervisors and managers with a range of additional management reports and will also export a number of fields into other databases and web applications to reduce duplication and workload 26 7 Variation Sheet Example a
18. leave these three cells BLANK gt re o oo DDSB 7 5 DDSO 18 5 PETER PARTTIMER P BO aM 9 00 A Shift Swap 4 Jan 05 Relief Staff M N SO S Relef gendion SUE SUPERVISOR F 7 00AM 9 00AM_ Ordinary 20 Please leave these tres cols BLANK gt __ __D0SO185 DDSO375___ Wednesda Rostered Staff oo S e Reason for Variation i rs a 50 Higher Duties Relief Staff 10 00 AM 5 00PM Relief Condition PETER PARTTIMER P M OE A Ordinary 5 Jan 05 19 Please leave these three cells BLANK gt a p A DDSO 1 6 5 28 Overview of EMS for Cluster 8 1 Introduction This Overview of EMS for Cluster Managers is designed to be inserted in Cluster Manager Manuals at North West and was requested by Claus Zadolinny EMS is a database that captures data from tools such as RosterCoster xls and EMSVariation 0607 xls both of which can be found at f RosterCoster User Manuals for these two tools can also be found at f RosterCoster EMS then processes this data to provide CRS DAS supervisors and managers with a wide range of useful workflow and budget reports It also exports a lot of this data to other applications such as TrainTrack and in a trial sense at present SAP EMS Tools are maintained by Damien Ryan Key regional contacts are Zena Mayberry North and West Monica White Outer East Michelle Lawther Inner East John Gray Southern Mick Dowd Grampians Peter Senini Lo
19. mesheets DWG OHS Additional Hrs IR Additional Hrs DWG OHS Reassigned IR Reassigned Use this when the staff member attends an OH amp S or IR meeting either as additional hours or during rostered hours the latter being the Reassigned case Additional Hrs Traineeship Rostered Hrs Traineeship Important do not put non traineeship training under these categories Use when a rostered staff participates in a Certificate 4 Traineeship activity as additional hours or instead of during a rostered shift Please note you will be prompted to enter the training shift and training date if you select the latter option 23 This is not costed to the current CRU it is costed to the Staff Traineeship Cost Centre after EMS exports the data to a separate piece of software called TrainT rack Hence a 0 costing will occur regardless of the shift Additional Hrs Training Rostered Hrs Training Important do not put Certificate 4 traineeship training under these categories Use when a rostered staff participates in a training activity as additional hours or instead of during a rostered shift Please note you will be prompted to enter the training shift and training date if you select the latter option This is not costed to the current CRU it is costed to the Staff Traineeship Cost Centre after EMS exports the data to a separate piece of software called TramT rack Hence a 0 costing will occur rega
20. n 1 1 EMS EMS is a database that captures information from rosters variation sheets and other sources to provide accommodation based supervisors and managers with useful budget and expenditure reports EMS is currently in place in seven regions 1 2 EMSReplaceRequests EMS ReplaceRequests is one component of EMS Currently it is used in North and West Region ONLY This tool is in a simple spreadsheet layout and in short you use this spreadsheet to notify your Staff Replacement Officer SRO of all shifts that 1 Have been filled at the house 2 Need to be filled by SRO and that 3 Are unstaffed yet do not need to be filled To do this you do not need to use the phone or the email Rather press the EMS ReplaceReguests link on the North and West E Kit fill out the spreadsheet that pops up and then press the Send to SRO button The data will then be posted via the DHS Network to your Staff Replacement Officer who will note your data and fill the shift if it is not already filled More detailed instructions appear further on in this document 1 3 EMSVariation EMS Variation is one component of EMS Variation Sheets record any amendments to a core roster in an accommodation unit EMS Variation is an automated shift calculation program that assists supervisors to record Variation Sheets in a consistent and accurate way EMS Variation also provides supervisors and managers with the costs of each individual variation to the
21. ogged later in the Variation Sheet Supervisor at Pay Period Start lf vacant put Vacant DDSO3 with PIN 111 Pay Perio First Name then Surname Class Hours PN Condition Variation to Pen Loadings DDSO 3 Overtime sick Leave Staff at Pay Period Start If vacant put Vacant DDSO10 with PIN 114 WorkCover First Name then Surname Condition Saved on Backfill 3 S0 16 00000456 Contract Saved on Backfill Hrs Variation to Posted Roster 00000114 Vacant Variation to Posted Roster H IMGOING HRS CONTRACT HAS OAY PROGRAM M ROSTER HAS EXCLUDE EXTRA HAS CASUAL Place the number of the current Pay Period in the box at the top right hand corner of the screen If the current 2 week roster in your CRU is different than the CRU s Core Roster make the necessary alterations to all staff details in this screen 18 If you anticipate that your expenditure will be affected by certain issues in the coming Pay Period type details of those issues into the Issues Affecting Variations box see above picture 100 Penalties or Overtime Loading U Hrs 1505 Penalties Any Major Issues in Pay Period 147 No issues recorded Relief Staff Used in Pay Period 14 Reason First Name then Surname IE a ES S 35 Press the Vanation Sheet button to produce a blank Variation Sheet like the following EMSVariation 7 4 Variations Northern DAS 2005 06 Copyright www DirectProjectSolutions com Home New Row
22. r Pay Period Variation to your Cluster Manager The Cluster Manager will then Upload your variation to the EMS Database North and West Region ONLY Unstaffed Shift Occurs e g left vacant on roster or a rostered staff member is unable to work a shift Open EMSReplaceRequests on the E Kit Website Fill in EMSReplaceRequests and press the Send to SRO button following any prompts that pop up Supervisor Reports Management Reports 2 How to Use EMSReplaceRequests You need to notify SRO of all shifts that 1 Have been filled at the house see first row in example below 2 Need to be filled by SRO see second row in example below and that 3 Are unstaffed yet do not need to be filled see third row in example below Michael 4 00 PM 10 00PM 7 00AM 9 00 AM Y Leave Sick John Doe C2771 Peter Stone Harrison Pepper Michael 7 00 AM Vacant on Roster Need SROto C2771 Stone fill this one Harrison 23 Nov 05 Michael 9 00 PM 7 00 AM Leave Without Pay Mary Doe C2771 Relief Not 23 Nov 05 Stone Harrison Required To do this you do not need to use the phone or the email or even have a copy of the above spreadsheet on your PC Rather just press the EMS Rep aceRequests link on the North and West E Kit and then follow the steps outlined below The following screen pops up first te khad poctuseecl eeanoectinn elogoe ormai enranlotad Tarp ta irn T Fau PS Le U A GUIH PSL LIU Iede Se GOTO E bee TO
23. rdless of the shift Reassigned this CRU Reassigned other CRU Use when a rostered staff is removed from one shift and is asked to fill a second shift in either the same CRU this CRU or another CRU other CRU Do not use if the rostered staff happens to be swapping shifts with the staff occupying that second shift Shift Swap Use when a rostered staff is swapping shifts with a second staff member where Staff A does Staff B s shift AND Staff B does Staff A s shift If this two way swap is not occurring then use Reassigned this CRU not Shift Swap 50 Higher Duties 100 Higher Duties If a person is granted Higher Duties then type his or her name in as a Relief Staff There is no need to include a Rostered Staff Name 150 P Hol Pens If a person is elects to receive 150 penalties and it happens to be a public holiday then type his or her name in as a Relief Staff There is no need to include a Rostered Staff Name 5 4 Glossary the Condition Field Ordinary Use when the relief staff is on ordinary hours as is the case during a swap shift Extra P T Use when a part time staff takes on extra hours but has not yet reached 76 hours in the current pay period 24 Extra Agency Use if the staff member is an Agency Staff Recalled on S O Use when a staff member is recalled for duty during the sleepover part of a sleepover shift and is into overtime Casual Use when the relief staff
24. s Comments This course steers clear of time consuming discussions relating to regional rostering practices and issues but makes references to practice issues where necessary to demonstrate best ways of entering shifts into EMS This course has been run previously in a number of regions with advice and support from Natasha Williams DLDU and Kylie Hughes Eastern Metropolitan Region 8 7 2 EMS Reports Training Course Aim to demonstrate how information within EMS Reports can be converted into change management strategies which are then followed through to cause real change in better allocating limited resources to client need Target Audience Office Based Managers Course Duration 3 Hrs a one hour information session is also available to Corporate Managers and Finance Teams Comments A key focus of this course is to better involve House Supervisors in budget management on the premise that the majority of expenditure and client outcomes i e the majority of roster variations occur at house level This course has been run previously in a number of regions with advice and support from Michael Mefflin and Michael Stone North West Region 31
25. s this button lf Send to SRO button Fails due to bad network connection please email completed form to your Regional Staff Replacement Officer Booking Requested shift shift 1 shift 1 shift 2 shitt2 Sf Reason for Date By Date start End tart End vi Variation 24 Nov 05 Michael 24 Nov 05 4 00PM FOO AM 8 00 AM Y Leave Sick pe lgone a 23 Nov 05 Michael 25 hMov05 7 00 AM 10 30 AM NM Vacant on Roster pene Michael 7 00 AM ae Leave Without Pay stone a ema One Sn S nn SE If you have any mistakes you will be prompted as shown on the page following in this example I forgot to type in the evening finish time of the sleepover shift EMSRe lace 2 3 Shift Requests North Central and West Region Home Change Region Sendto SRO Sort Send to SAO button fails due to bad network connection please email completed form to your Regional Staff Replacement Officer Reason for Comments Variation e g Staff Mame 259 Nov 05 7 00 AM 10 30 AMI Vacant on Roster Need SRO to fill this one 23a Nov 05 Michael 26 Nov 05 8 00 PM 7 00 AM Leave Without Fay Mary Doe 4 rium Microsoft Excel x 24 Nov 05 4 00 PM 7 00 AM Please fill in all fields shaded red and then press SEND TO SRO to re send M B IF YOU WISH TO DELETE THE ROW SIMPLY REMOVE THE BOOKING DATE AND THE ROW WILL BE REMOVED FOR YOU IN DUE COURSE The bright red areas will disappear as you type data into cells Once you
26. te field and then press the New Row button Commens Staff Details Start Finish Employment Conditions Si Rostered Staff 4 00 PM 10 00PM SO Reason for Variation y VACANT P 7 00 AM 9 00 AM Vacant on Roster Relief Staff 4 00 PM 10 00PM SOl Relief Condition 26 Dec 04 sn an oT ann ann oT OND AMY AGENCY A 7 00 AM 8 00AM MB Extra Agency 112 Please leave these three cells BLANK gt Pt DDSO 1Q 8 DDSO 1Q 6 5 Monda Rostered Staff a eee Reason for Variation A O U __U rostered Client Need 27 Dec 04 Relief Staff 10 00 AM 3 00PM Relief Condition CASSIE CASUAL C E ee Casual PSS Please leave these three cells BLANK gt stcotic ngngn FC onda Rostered Staff ee o Reason for Variation ee ee ee 150 P Hol Pens Relief Staff 9 00 AM 5 00PM 150 Relief Condition 27 Dec 04 PETER PARTTIMER P O es ee ee Ordinary 176 Please leave these three cells BLANK gt PSS Tuesda Rostered Staff 9 00 AM 9 00PM Reason for Variation FRED FULLTIMER F ee ee ee Leave Rec 28 Dec 04 Relief Staff 9 00 AM 2 00PM Relief Condition AMY AGENCY A O ee ee i Extra Agency 237 Please leave these three cells BLANK gt 0 TS0 10 10 5 DDSO 1Q5 cheese Rostered Staff ae ee ee Reason for Variation E eee eee Double Up Relief Relief Staff 2 00 PM 9 00PM Relief Condition 29 Dec 04 AT ce i PETER PARTTIMER P O es i i Extra P T 102 Please leave these three cells BLANK gt
27. trl M Open Certo Close E Save Chrl s Windoy a Save as Web Page A window like the following window appears Save jni a Pecommon on NOs Gs Hesnet Messages Online PCLOP public TEMPLATE Wi PT 13 The Save in box is located near the top of this window Click on the arrow to the right of the Save in box and then click on the words CDE5 C and then on the word DATA as shown in the following two diagrams Save in 5 CDES 03 h fe AopDaka BUSINESS Save in E DATA d ata e Tools Documents 4 My Documents MTFILES My Documents Look in the window and if you cannot find a yellow folder in the window called Variation Sheets as is the case above then press the Create New Folder icon in the window and type the words Variation Sheets in the Name box that appears Ensure that the words Variation Sheet now appears in the Save in box as shown below Save in E variation Sheets d fl B 5 k To find Variation Sheets you may have to press the arrow to the right of the Save in box 14 Next type the name of your template using your CRU address in the File name box the following way this example is for a CRU in Example St Favorites Example St Master Co Tl sve My Network e py E l lecze Microsoft Excel Workbook xls kd Cancel You have now created a template containing no data
28. upervisor to submit an EMSVariation Sheet with each set of timesheets e Check this Variation Sheet against the timesheets e Press the UPLOAD button on the variation sheet 8 5 EMS Reports The Cluster Manager is responsible for using EMS Reports to assist in the management of workflow and budgets To obtain access to the EMS Reports the Cluster Manager needs to have an EMS Icon on his her Desktop The process for this obtaining and EMS Icon is e Open Windows Explorer e Open the folder f RosterCoster Tools e Right Click Copy the blue EMS Icon e Go to the Desktop there is a small icon near your START button that should take you there e Right Click Paste the blue icon called EMS onto the Desktop Then whenever you need an EMS Report double click the blue EMS Icon 8 6 EMS Training 8 7 Preamble 30 For information relating to EMS Training contact Damien Ryan dhs vic gov au Please note that training in industrial relations and regional rostering practices is outside the scope of EMS Training These areas are being dealt with via a focus group being convened by Sabine Benthien Budget and Resources Branch 8 7 1 RosterCoster and EMSVariation Training Course Aim to ensure best possible roster variation data in upon which data out via EMS Reports is fully dependent Target Audience House Supervisors Course Duration 3 Hrs a one hour information session is also available to Office Based Manager
Download Pdf Manuals
Related Search