21 December 2023

Ward Guardian has been rolled out to selected teams across all three clinical divisions. It’s an information and monitoring tool that supports managers in effective use of our rosters. The tool brings together relevant information regarding planned rosters which rostering mangers can use to make amendments to their roster before it goes live.

We’ve received feedback from teams and management in relation to some of the metrics. More recently, we’ve received feedback in relation to the 21 hour net balance metric so we’ve amended this metric to allow for a wider target. It now allows a maximum of three staff members to be outside of the 21 hour net balance tolerance (changed from zero). Amending this target allows a tolerance for staffing changes on the roster when planning six weeks in advance.

This new target takes effect from 18 December 2023 and will be monitored and reviewed in six months. The tables below explain changes to the targets.

Inpatient team metrics

Ward Guardian inpatient team KPIs

Previous target

Updated target

Rationale for change/no change
  1. Roster fully approved 42 days in advance. All rosters to be signed off and approved by first approver by 58 days and second approver 42 days in advance.

 

42 days

42 days

(No change)

Target for roster approval has remained the same as this target has been agreed to be sufficient notice for staff members to be aware of their working shifts.
  1. Designated person in charge. Each shift (early, day or night) must have a designated ‘in charge’ person identified on the roster when submitted. In charge staff must be clearly identified for each shift - revisit your plan and make sure someone picks this up.

75%

75%

(No change)

In charge target has remained the same - 75% compliance at the point of 42 day approval.
  1. Temporary cover requirements requested before roster approved. All requirements for temporary cover which are identified during the rostering process are requested prior to the roster being signed off by the second approver.

5 shifts

5 shifts

(No change)

Target has remained the same –

maximum 5 shifts to be outstanding for cover at the point of 42 day roster approval.
  1. Annual leave should be equally distributed across the year. 

Between

10% - 20%

Between

10% - 20%

(No change)

Annual leave target has remained the same - between

10% - 20% of hours within the roster cycle.
  1. No staff member should exceed the tolerance for owed and owing hours. Staff balances must be kept inside the tolerance of 21 hours.

 

0 staff members

Maximum 3 staff members

(Updated)

 

Target has been updated to allow for the maximum of 3 staff members to be outside of the 21 hour net hour tolerance for the roster cycle.

 

This allows tolerance for staffing changes on the roster, that is, leavers still showing on the roster when planning six weeks in advance.

 

Community team metrics – non ward team

Ward Guardian community team KPIs

Previous target

Updated target

Rationale for change/no change
  1. Roster fully approved 42 days in advance. All rosters to be signed off and approved by first approver by 58 days and second approver 42 days in advance.

42 days

42 days

(No change)

Target for roster approval has remained the same as this target has been agreed to be sufficient notice for staff members to be aware of their working shifts.
  1. The percentage of overtime or additional rate hours. (Part time staff to be paid additional rate until 37.5 hours worked in the week).

<= 3 % of hours within the roster

<= 3 % of hours within the roster

(No change)

Target has not changed as this is currently being reached across majority of teams.
  1. Annual leave should be equally distributed across the year. 

Between

10% - 20%

 

Between

10% - 20%

(No change)

Annual leave target has remained the same - between

10% - 20% of hours within the roster cycle.
  1. No staff member should exceed the tolerance for owed and owing hours. Staff balances must be kept inside the tolerance of 21 hours.

 

0 staff members

3 staff members

(Updated)

Target has been updated to allow for the maximum of 3 staff members to be outside of the 21 hour net hour tolerance during the roster cycle.

 

This allows for tolerance for staffing changes on the roster, that is, leavers are still showing on the roster when planning six weeks in advance.  

 

The Ward Guardian tool will help to monitor adherence to the updated principle and provide reports directly to rostering managers as to how well they are adhering to all principles. If you have any questions in relation to the Ward Guardian project, please email strategicprogrammes.development@merseycare.nhs.uk

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