Publish date: 17 February 2025
Ward Guardian, the new information and monitoring tool, will be rolled out to the second stage of Phase 5. This will consist of 19 teams starting from 10 March (attached teams). Ward Guardian is a tool to support 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 the roster cycle begins. We need rostering mangers to adhere to the four/five parameters below.
Inpatients and urgent care
|
Roster Principle |
Target |
|
Roster fully approved 42 days in advance All rosters to be signed off and approved by first approver by 49 days and second approver 42 days in advance. |
42 days in advance |
|
Designated person in charge allocated to every shift Each shift (early, day or night) must have a designated in charge person identified on the roster when submitted. The aim is to clearly indicate who the designated, qualified in charge person is for every shift on completion of a roster. |
75% of shifts must have a designated staff member in charge |
|
Temporary cover requirements requested before roster approved Requirements for temporary cover which are identified during the rostering process are requested prior to the roster being signed off by the second approver. |
Maximum of five shifts left to be requested at roster second approval |
|
Annual leave equally distributed throughout the year Annual leave should be equally distributed across the year. The target is that as close to 15.2% (with tolerance of >< 5%) of contracted hours are allocated to annual leave in every roster cycle. |
15.2% of contracted hours rostered (><5% tolerance)> |
|
Staff within the accepted 21 hour tolerance A maximum of 21 hours can be carried forward to a roster cycle. If this is exceeded for more than three members of staff in the team, adherence to this principle will be deemed to have not been complied with. All available hours to the rostering manager should be allocated within a roster cycle. As close to possible to zero hours should be carried over. Similarly, hours owed to staff should be maintained as close as possible to zero. It is accepted that from time to time, hours will either be owed to or by staff. |
Maximum of three staff members outside of 21 hour tolerance |
District nursing, walk-in centres, specialist nursing, prison services and therapies
|
Roster Principle |
Target |
|
Roster fully approved 42 days in advance All rosters to be signed off and approved by first approver by 49 days and second approver 42 days in advance. |
42 days in advance |
|
Overtime % Last roster’s percentage of substantive hours which are full rate overtime or plain/additional rate hours. |
<=3% of hours |
|
Annual leave equally distributed throughout the year Annual leave should be equally distributed across the year. The target is that as close to 15.2% (with tolerance of >< 5%) of contracted hours are allocated to annual leave in every roster cycle. |
15.2% of contracted hours rostered (><5% tolerance)> |
|
Staff within the accepted 21 hour tolerance A maximum of 21 hours can be carried forward to a roster cycle. If this is exceeded for more than three members of staff in the team, adherence to this principle will be deemed to have not been complied with. All available hours to the rostering manager should be allocated within a roster cycle. As close to possible to zero hours should be carried over. Similarly, hours owed to staff should be maintained as close as possible to zero. It is accepted that from time to time, hours will either be owed to or by staff. |
Maximum of 3 staff members outside of 21-hour tolerance |
Ward Guardian will monitor adherence to each principle and provide reports directly to rostering managers as to how well they are adhering to these principles and how to improve rosters if necessary. The tables above provide information on the principle and the target which will be used to measure whether adherence has been achieved.
As part of the rollout, training on Ward Guardian will be provided aimed at team/ward managers and matrons who manage rosters and one session to brief clinical service and operational managers. Sessions are noted below.
Tuesday, 25 February, 2pm to 3pm – Clinical and Operational Managers
Meeting ID: 350 201 332 100
Passcode: Tc6Eg3dg
Wednesday, 26 February, 10am to 11am – Roster/Team Managers and Matrons
Meeting ID: 324 049 066 22
Passcode: n36DH77H
Tuesday, 4 March, 2pm to 3pm – Roster/Team Managers and Matrons
Meeting ID: 394 764 628 578
Passcode: 5wn6YU34
If you have any questions, or prefer to have the meeting in your diary, please contact Chloe