Managing Shift Requests - Manager's User Guide€¦ · Managers: Managing Requests User Guide eHealth NSW - 8 – Service Delivery Training Team 3.0 Managing Roster Requests Once

HealthRoster

Managing Shift Requests

Manager’s User Guide

September 2018

Version 1.0

Managers: Managing Requests User Guide

eHealth NSW - 1 – Service Delivery Training Team

Document Control Date Version Author Description

4.9.18 V0.1 Sheryl Timney Create document

17.9.18 V0.4 Sheryl Timney Updated based on feedback Lead & SME

27.9.18 V1 Sheryl Timney Completed Review

Circulation for review

Date Version Name Section for Review

06.09.18 V0.2 Laura Lo Lacuna Entire Document

11.9.18 V0.3 Andrew McRae Entire Document

18.9.18 V.03 Ann-Marie Lawrence, Ben Worthington, Stephen Ibbotson, Christopher Moore

Entire Document

25.9.18 V.05 Royden Bean Entire Document

27.9.18 V.05 Andrew McRae Document Approved

Approvals

This document requires the following approvals.

Name Signature Date of Issue Version

Laura Lo Iacono LL 2.10.18 V1.0



Table of Contents

Forward ........................................................................................................................................................... 4

1. Overview of Request for Duty ..................................................................................................................... 5

2. Opening your roster to Shift Requests ........................................................................................................ 6

2.1 Applying a Roster Template ..................................................................................................................... 6

2.2 Verifying the Request Period ................................................................................................................... 6

2.2.1 View the Roster Request start and end date .................................................................................... 7

2.2.2 Change a Request Period ................................................................................................................. 7

2.2.3 Demand Template Configuration ...................................................................................................... 7

3.0 Managing Roster Requests ...................................................................................................................... 8

3.1 Requested shifts and icons for pending requests .................................................................................... 8

3.1.1 Pending Request display on roster ................................................................................................... 8

3.1.2 Pending Request display in Show Vacancy ...................................................................................... 8

3.2 Requested Duty Filter .............................................................................................................................. 9

3.3 Vacant Duty Manage Pending Requests Window ................................................................................. 10

3.3.1 Details Pane .................................................................................................................................... 11

3.3.2 Pending Request Table ................................................................................................................... 11

3.3.3 Approved (Previously) and Assigned (Previously) Panel ................................................................ 11

3.3.4 Denied Request Panel .................................................................................................................... 12

3.3.5 View a Summary of a Person’s Roster in the Manage Pending Request window .......................... 12

3.3.6 Requests with Warnings and Violations .......................................................................................... 12

3.3.6.1 Warnings ................................................................................................................................... 13

3.3.6.2 Violations .................................................................................................................................. 13

3.4 Working in the Vacant Duty Manage Pending Requests Window ......................................................... 14

3.4.1 Pending Requests equal or fewer than the demand ....................................................................... 14

3.4.2 Pending Requests greater than demand......................................................................................... 15

3.4.2.1 Action Buttons and Icons .......................................................................................................... 15

3.4.3 Actioning Requests ......................................................................................................................... 15

3.4.3.1 Approve a request .................................................................................................................... 15

3.4.3.2 Deny a request ......................................................................................................................... 16

3.4.3.3 Additional Duty .......................................................................................................................... 16

3.4.3.4 Alternate.................................................................................................................................... 17

3.4.3.5 Processing Actions taken ......................................................................................................... 19

3.5 Resetting an EOL Approved or Declined request to Pending ............................................................... 20

3.6 Managing requests within the roster ...................................................................................................... 21

3.6.1 Options to process a request within the roster ................................................................................ 21

3.6.2 Approving a Request within the roster ............................................................................................ 22

3.6.3 If requests are greater than demand using Approve Request option ............................................. 22

3.6.4 Deny a Request within a roster ....................................................................................................... 23

3.6.5 View Request Detail ........................................................................................................................ 24

3.6.6 Managing Pending Requests window within the roster .................................................................. 25

3.6.6.1 Requests are equal to or fewer than demand within the roster ................................................ 25



3.6.6.2 Requests greater than demand within the Roster .................................................................... 26

3.6.6.3 Action Button ............................................................................................................................. 27

4.0 Manual Request for Duties .................................................................................................................... 27

4.1 Actioning a Manual Request .............................................................................................................. 27

4.2 Remove a request icon from a manually added request .................................................................. 27

5.0 Staff Outcomes and Requests .............................................................................................................. 27

6.0 Pending Duty Request Shortcut ............................................................................................................. 29

6.1 Pending Duty Requests shortcut window ........................................................................................... 29

6.2 Finding an outstanding request when approving a roster for publishing............................................ 32

Appendix ...................................................................................................................................................... 34



Forward

This User Guide is targeted at Roster Creators and Roster Managers and includes information on how to manage requests for duties in HealthRoster. As part of the existing roster cycle, requests for duties made in EOL will feed directly into HealthRoster. As soon as the roster period for shift requests is closed, managers will be able to manage these requests within Health Roster as part of their roster creation process. Once the roster is published approved requests will be visible as assigned duties to staff in EOL. Please note: Images in this training guide may vary from your live system, as visibility and functionality depend on your user permissions.



1. Overview of Request for Duty

As part of the existing roster cycle shift requests for substantive staff members can now be submitted via Employee Online (EOL) Desktop. Being electronic it removes the need to track paper, verbal and emailed requests. Submitting shift requests electronically enhances the reporting and tracking of shift requests within HealthRoster. It also aligns with the integration of business systems to improve efficiency and reporting requirements. Roster Cycle elements impacted by electronic requests:

1. Request and Availability: The vacant roster is generated to display the Purple Roster Bar and the roster is opened to staff requests in EOL

2. Roster Creation: When the roster closes for requests the Roster Creator or Manager then actions the requests (request actions are not visible to employees)

3. Roster Approved and Published: Once the roster is published staff can see actioned requests in EOL (Desktop)

1. Requests & Availability

Roster opened for requests

Requests submitted via EOL desktop

2. Roster Creation

Requests Close

Requests are actioned based on unit requirement

in building the roster

3. Roster Approved for Publishing

Rosters, including actioned requests are visible to staff in EOL

desktopRosters Worked

and Maintained

Finalisation and payroll

Retrospective Adjustments



2. Opening your roster to Shift Requests A number of steps are required to take place prior to shift requests becoming available to employees in EOL.

2.1 Applying a Roster Template

Employees cannot start to make shift requests unless the roster period they want to make requests for has a purple roster bar. Managers must ensure that a demand template has been applied to a roster period.

Each demand template is setup in HealthRoster with a default open and close requests period (as below). Check your local business process for the correct procedure within your unit(s). In this example electronic requests will automatically open up to 91 days prior to the roster being worked. Shift requests will automatically close 35 days prior to the roster being worked. Ensure you have applied your demand template against a roster period by navigating to the Add Roster from Template shortcut and selecting a Roster Period. Note: If you do not apply the roster template staff will be notified with the following message in EOL.

2.2 Verifying the Request Period

HealthRoster displays all requests made electronically through EOL on the roster. In order for staff to be able to make requests, the roster must be open to requests. To check the request period having applied the roster template:

1. Navigate to Rostering

2. Click View Rosters

3. Click View Rosters

4. Use the calendar to select the relevant date

5. Select the Unit

6. Click Find

7. Hover your mouse over the Purple Roster Bar to display when the roster will close to requests



2.2.1 View the Roster Request start and end date

1. Right Click the Purple Roster Bar

2. Click Change Request Period

The change request period pop up window will display.

2.2.2 Change a Request Period

1. Click the Calendar Icon beside the date

2. Select the required date

3. Click OK

The roster is opened for requests via EOL for the date period specified.

2.2.3 Demand Template Configuration

For staff to be able to make requests the roster must be open to requests. If you have any concerns about your request period defaults, speak to your local rostering team.

You should not need to amend these dates as a rule. The request period relates to the roster cycle so while you may choose to amend the Request Open On date, to open requests earlier for example for Christmas Leave, amending the closing date will impact the time you have to develop your roster and go through the approval process and publish.

Demand Template:

Request open and close

number of days



3.0 Managing Roster Requests

Once the shift request period has closed, staff’s requests will display in the roster within the View Roster window. Managers can manage and action these requests as they build the roster within the View Roster screen.

3.1 Requested shifts and icons for pending requests

3.1.1 Pending Request display on roster

EOL shift requests display in your View Roster window against an employee name as a yellow tile with a grey heart icon and a blue question mark (Pending Request icon). If comments have been added a note icon will also display.

3.1.2 Pending Request display in Show Vacancy

When a person requests a vacant duty through EOL, HealthRoster displays an icon on the vacant duty. The icons indicate whether there are requests in excess of the demand or whether there are requests equal to or below the demand.

Vacant Duty Icon Description

There is equal to or fewer requests for the vacant duty than the demand

There are more requests for the vacant duty than the demand **

** Hover the mouse over the vacant duty to display the tooltip to see the pending requests count e.g.

Demand is 1 and requests are 2.



3.2 Requested Duty Filter

The Only Requests filter will allow you to target vacant duties with pending requests within your roster. The filter does not override any other filters you have applied to the roster.

1. Navigate to the required unit and date

2. Click Show Vacancy, to open the Vacant Duty window, if not already displayed

3. Click the Only Requests checkbox to apply the filter

4. Uncheck the Only Request checkbox to remove the filter

Vacant Duties with Requests

Staff Requests

You must tick the Only Requests checkbox as well as the Filter People Too checkbox, in order to filter the roster to view people with pending requests.

Requests show on the vacant duties for the selected requirement group so ensure you have selected the requirement group.



3.3 Vacant Duty Manage Pending Requests Window

The Manage Pending Requests form is a request management tool used to evaluate all the pending requests and make an informed decision on who to grant requested duties to.

1. Right click a requested Vacant Duty

2. Click Managing Pending Requests

The Manage Pending request window displays. The Manage Pending Requests window consists of four sections.

The Details panel

The Pending Requests Table

The Approved (Previously) and Assigned (Previously) panel

The Denied Requests panel

Details Panel

Pending Requests Table

Approved and Assigned panel Denied Requests panel



3.3.1 Details Pane

3.3.2 Pending Request Table

The Pending Request Table provides information about pending requests for the vacant duty and actions that can be taken on each request.

3.3.3 Approved (Previously) and Assigned (Previously) Panel

The Approved (Previously) and Assigned (Previously) panel lists staff who are already assigned to this duty. The panel also lists people who requested to work the duty and whose requests are already approved, as indicated by the approved request icon. The panel includes the employee's name and grade.

Violations/Warning:

Notes:

Comments staff may enter on request

Employee: Name and grade of staff member

Date Requested:

Date and time of request

Denied Requests: Total

denied requests for this staff member in this roster period

Granted Requests:

Total requests for this staff member in this roster period

Action:

Approval request

Deny Request

Additional: Additional

duty

Alternate: Search for an

alternative duty to assign

Duty: Name of requirement, date of

duty, type of shift and start and end time Unit: Cost centre and Unit name to which duty belongs and date requests closed

Vacant Demand: Number of shifts

required as per the demand template

Requests: Request icon & number of pending requests

Icon: If requests are equal or less than vacant demand

Icon: If requests exceed the vacant demand

Exclamation mark Icon for a warning

Red circle white cross Violation icon

Pending Requests:

Total pending requests for this staff member in this roster period

Assigned a shift

Approved Request



3.3.4 Denied Request Panel

If an employee requests to work a duty, and it was denied, their name and grade appears in the Denied Requests panel.

3.3.5 View a Summary of a Person’s Roster in the Manage Pending

Request window

1. Hover the mouse over an Employee Name to display the tooltip:

The tooltip displays any shift types or non productives assigned to the person for the

Previous Week, Current Week and Next Week

The tooltip does not display pending requests

The current day is highlighted red

3.3.6 Requests with Warnings and Violations

Warning and violations indicate HealthRoster rules have been broken and must be taken into consideration when reviewing the request.



3.3.6.1 Warnings

1. Hover the mouse over the Warning Icon to display the tooltip

The warning detail will allow

you to assess the impact and

determine if you wish to

approve or deny the request.

3.3.6.2 Violations

1. Hover the mouse over the Violation Icon to see the tooltip

Requests with violations must be

denied as they breach award

conditions.



3.4 Working in the Vacant Duty Manage Pending Requests

Window

3.4.1 Pending Requests equal or fewer than the demand

1. Right click a Request with a Pending request icon (with question mark)


If the number of pending requests is below or equal to the demand of the vacant duty, and none of the requests cause a warning or violation, when you open the Manage Pending Requests form, HealthRoster marks all requests with the approved icon by default. The icon has a Blue Heart with a green tick icon and it is located beside the action buttons on the right of the window.

Note: If a request causes a warning or violation, HealthRoster does not mark the request with the approved icon.

3. Click OK

The requested shift is allocated to the staff member and displays as green tile with the approved request icon i.e. a blue heart with a green tick, on the roster.



3.4.2 Pending Requests greater than demand

1. Right click a Vacant Duty with a Pending request with red up arrow icon


The Manage Pending Requests window displays. The number of requests is above the demand of the vacant duty so HealthRoster does not mark any request with the approved icon. You will need to use the action buttons on each request to process the request.

3.4.2.1 Action Buttons and Icons

Button Description Icon that displays to right of

action buttons, if selected

To approve the request

To deny the request

To approve the request and create an additional duty

To search for an alternate duty and assign it to the

employee

3.4.3 Actioning Requests

3.4.3.1 Approve a request

1. Click the Approve button to approve the request

The request line updates:

The Approve button label displays black

An Approved icon displays at the end of the line



3.4.3.2 Deny a request

1. Click the Deny button

A Deny Duty Request window will display.

2. Enter the reason for denying the request

3. Click OK


The Deny button label displays black

A Deny icon displays at the end of the line

.

3.4.3.3 Additional Duty

1. Click the Additional button to add an additional duty

The Create Additional Duty window opens.

2. Click the drop down arrow on the Additional Duty

Reason field

3. Select a reason from the list

4. Click OK


The Additional button label displays black

An Additional Duty icon displays at the end of the line

If you change your mind, click the action again to remove the denial. If you then deny the request a second time, HealthRoster retains your previous Denial comments.

If you change your mind, click the action again to remove the approval.

If you change your mind, click the action again to remove the approval and the additional duty. If you then approve the request and create an additional duty a second time, HealthRoster retains your previous Additional Duty Reason.



3.4.3.4 Alternate

The alternate functionality is designed to search and assign any duty of the similar time period of the request.

1. Click the Alternate button

The Search Alternate Duty window displays.

The Time +/- field displays a default of 1:00 (1 Hour) plus or minus. This will result in the window

displaying:

Any duty with an exact match to the request start and end date of the request

Any duty which starts one hour before or after the shift time requested or ends one hour

before or after the time requested

Note: The alternate window displays duties based on the start and the end time of the request so will display other grade types, teams, skills type etc. with duties for the same start and end time.

Exact Duty Matches

Matches within the 1 hour plus or

minus the start or end time

Requested Duty time



2. Click the alternate duty from the list that displays

If there are requests for the duty you select, they will display in the Pending Requests area of the

window. There is also a column in the results outcome for Violations and Warnings. Violations

cannot be actioned.

Choose another alternate duty or if you wish to proceed anyway

Exact Match for Request Time: If you assign an alternate duty that has the same start and end date as the original request HealthRoster will assign the requested duty with the Approved request Icon attached.

e.g. Or Note: An exact match for time can result in an orange warning as the duty assignment may not match other aspects of the shift. Hover over the shift to see the detail. Inexact Match for a Request Time: If you assign an alternate duty with a different start or end date from the original request, Health Roster will treat the request as denied and will allocate the assigned request to the roster and remove the request icon. e.g.

Note: An inexact match for time can result in an orange warning as the duty assignment may not match other aspects of the shift. Hover over the shift to see the detail.

Cancelled Request Assigned Alternate Duty



3. Click the drop down arrow on the Alternate Duty Reason field

4. Select a reason from the list display

5. Click OK


The Alternate button label displays black

An Alternate Duty icon displays at the end of the line

3.4.3.5 Processing Actions taken

Once you have completed all actions as indicated by the icon displayed against each action

6. Click OK

HealthRoster will check and action the requests. As long as the action does not cause a violation the roster will be updated as follows;

The request is approved or you have assigned an alternate duty with the same times as the request

The request is denied

Approved ADO Request

Request approved by adding an additional duty.

Note: The alternate window displays duties based on the start and the end time of the request so will display other grade types, teams, skills type etc. with duties for the same start and end time.



Staff Outcomes, Requests tab will be updated to record the action against the staff member’s record.

3.5 Resetting an EOL Approved or Declined request to Pending

To reset an EOL request from approved or denied back to pending: Within the roster:

1. Right click the Approved or Denied requested shift

2. Click Revert to Pending Request

The shift will revert to a Yellow tile with a Pending Request icon.

If the request is in excess of the demand in the Vacant Duty window the vacant duty will display with a

Grey Heart with the red up arrow icon.

If the request is equal to or less than the demand in the Vacant Duty window the vacant duty will display with a Pending Duty icon.

An alternate duty with a different start or end date from the original request has been assigned. The original request is cancelled.



3.6 Managing requests within the roster

If your roster is not complex you are able to process requests within the roster. This approach may suit smaller units, with a limited range of shifts and staff.

3.6.1 Options to process a request within the roster

1. Right click a Yellow Requested Duty tile

The Request Menu Options displays.

Note: It would be useful to tick the filter Only Requests checkbox in the Vacant Duty window as when working on individual requests in the roster so you do not see detail of other requests for the same shift.

If you see this icon in the Vacant Duty window against a particular duty, it is recommended you use the Manage Pending Request window in the Vacant Duties window to manage multiple requests for the same duty as you can see all staff requests for that duty.

Approve Duty Request: To approve a request

Deny Duty Request: To deny a request

View Request Details: Displays a

window. The Request Detail tab shows the shift detail including other pending requests for this duty. There are tabs to view the audit trial and request notes

Manage Requests: Displays the Manage

Pending request window

View Notes: View Staff request notes if a note

icon is attached to the request

Individual staff requests rerequestsrequests



3.6.2 Approving a Request within the roster

1. Right click a Yellow Request a Duty tile

The Request Menu Options display.

2. Click Approve Duty Request

The shift will be assigned to the staff member and display on the roster as a green tile with Approved Request icon. The Staff Outcomes: Requested tab will be updated to show an approved request against the staff member’s record.

3.6.3 If requests are greater than demand using Approve Request option

If you try to approve a request which has more requests than demand, an Approve Duty Request window displays. The duty with the Over Demand Request Icon, date and shift time appears in the Over Demand portion of the window.

1. Click Cancel

2. Right Click the Requested Shift

3. Click Mange Requests

Approved Requests Icon: Blue heart with a green tick

You can multi-select shifts by holding down the Shift key (block selection) or Ctrl Key (non- consecutive selection), then right mouse to display the request options to approve multiple shifts.



The Manager Request window displays. 4. Click Deny to deny the request

Or

5. Click Additional to add an additional duty to approve the request

Or

6. Click Alternate to search for an alternate duty with the same or similar times of the duty request

3.6.4 Deny a Request within a roster


The Request Menu options display.

2. Click Deny Duty Request

The Deny Duty Request window will open.

3. Enter the reason for denying the request in the Denial

Comments field

4. Click OK

The shift will display within the roster as purple tile with a Denied Request. Staff Outcomes, Requested tab

will be updated to show the Denied Request on the staff member’s record.

Denied Requests Icon: White Heart with a red cross

The actions Additional and Alternate are explained in section 3.4.3.3. and 3.4.3.4 of this User Guide if you are using a printed copy of this document. If you are using an electronic copy, click a link below to see this detail.

3.4.3.3 Additional Duty 3.4.3.4 Alternate



3.6.5 View Request Detail

1. Right click a Yellow Request a Duty tile 2. Click View Request Details

The View Request Details window displays. The default display is the Request tab:

Request Notes tab: View notes

entered

Request Audit tab: Tracks

actions by date

Request Detail Tab: Displays the dates related to

requested in EOL and Approved

You can multi-select shifts by holding down the Shift key (block selection) or Ctrl Key (non- consecutive), then right mouse to display the request options to deny multiple shifts, however the same deny reason will be applied to all selected shifts.



3.6.6 Managing Pending Requests window within the roster


The Request Menu Options display.

2. Click Manage Request

The Request window displays.

3.6.6.1 Requests are equal to or fewer than demand within the roster

If the Vacant demand is equal to or less than the number of requests, as indicated by the Requests count

and Grey Heart with blue question mark icon, the request will default to approve.

The Approved Icon (Blue Heart with green tick) will display against the Pending Request Table.

3. Click OK

The Manage Pending Requests window is explained in detail in section 3.3 of this user guide. Click the link below if you wish to review or if you are using a printed copy of the guide go back to that section.

3.3 Vacant Duty Manage Pending Requests Window

Warning: There are differences in using the Manage Pending Request window from the Vacant Duty window which is an operational view of demand against all requests and the Manage Requests window within the roster, which targets an individual’s request. You will need to evaluate what works for you.

Pending Request Table

Details Panel



The shift will be assigned to the staff member and display on the roster as a green tile with Approved Request icon. Staff Outcomes, Requested tab will be updated to record an approved request against the staff member’s record.

3.6.6.2 Requests greater than demand within the Roster

If there are more requests than vacant demand, the number of requests display in the Detail Pane. The Grey Heart with the red up arrow is a visual marker for this state. The individual who made the request displays in the Pending Request Table and the request is approved

by default, as indicated by the Blue Heart with a green tick icon in the last column of the table.

1. Click Cancel If you wish to evaluate all requests for this duty:

2. Select the Requirement Group in the Vacant Duty window e.g. NM-RN 3. Right click the Requested Duty in the Vacant Duty 4. Click Manage Pending Requests, to view all staff who have requested this shift

Approved Requests Icon: Blue heart with a green tick

Details Panel

Pending Request Table



3.6.6.3 Action Button

4.0 Manual Request for Duties

If the request period via Employee Online has closed, the manager is able to manually allocate a request on behalf of an employee. If you take this action the manual request will be recorded as a request in the Staff Outcomes window.

4.1 Actioning a Manual Request

1. Click and drag the shift from the Vacant Duty window to the

Roster

2. Right click the shift

3. Select Reset Request Status

The shift will display on the roster as a green tile with the Approved Request icon. Staff Outcomes, Requests tab will be updated to record an approved request against the staff member’s record.

4.2 Remove a request icon from a manually added request

1. Navigate to the requested shift

2. Right click the Shift Requested

3. Click Reset Request Status

Clear duty dialogue displays.

4. Click OK

The Request Approved icon is removed from the shift. Staff Outcomes, Requests tab will be updated to

remove the request from the staff member’s record.

5.0 Staff Outcomes and Requests

The Staff Outcomes window accumulates staff statistics. The Requests tab populates based on actions to request, approve and deny requests from EOL or if you allocated the requested flag to a manually added request. This information may be useful in evaluating competing requests and can be printed and exported to Excel.

Approved Request Icon: Blue Heart with a

green tick icon

The Actions buttons have the same functionality as the Managing Pending Requests window in Vacant Duties. Refer to section 3.4 Working in the Vacant Duty Managing Pending Requests window for detail of this functionality. Click the link below if using this User Guide electronically or if using a paper copy go to this section in this User Guide.

3.4.3 Actioning Requests



To access Staff Outcomes: Within the View Roster window:

Right click the Purple Roster bar

Select Staff Outcomes

The Staff Outcomes window displays. The Staff Outcome window is made up of a series of tabs. The Requests tab displays by default. The Requests tab displays requests that have been approved, denied or requested for the current roster period scroll right to see the previous 3 month and 6 month cumulative totals.

There are filters by Assignment and Person within the window

There are buttons to print and export to Excel

Print

Export to Excel



6.0 Pending Duty Request Shortcut

The Pending Duty Request shortcuts allows you to view all requests for duties in units under your control and has filters on specific units, pending, denied and approved requests in specified date periods. You can action requests via a right mouse click option on lines returned from the search criteria. It is recommended you use the Managing Pending Request option within vacant duty window when the requests exceed the demand as you have visibility on all requests for a duty. You will need to evaluate what works for you.

6.1 Pending Duty Requests shortcut window

Within the Rostering/View Roster Task Group:

1. Click Pending Duty Requests shortcut

The Pending Duty Request window displays.

Filters:

Unit defaults to any

2. Click the drop down arrow on the Unit field

3. Select a Unit

4. Click the calendar icon on the From field

5. Select a specify the date



6. Click the calendar icon on the To field

7. Select a specify the date

Pending radio button, is the default

8. Click Find

HealthRoster displays a list of requests matching the criteria entered.

The pending request icons for requests equal to or fewer than demand and requests greater than demand

display in the first column.

9. Click an entry in the search screen, will display the request details in the right pane of the window

10. Right click a Pending Request, with a fewer or equal to demand icons entry

11. Select to either Approve or Deny the request

You can multi-select lines by holding down the Shift or Ctrl keys and clicking the relevant lines to approve requests. If you select multiple requests and deny the same deny comment will appear on all selected shifts. When you click OK to process, HealthRoster will check for warning and violations and action the requests, with the exception of violations, which will not be actioned.



12. Click on the request displaying the pending icon with request exceeding demand to see the request

detail displays in the right pane

13. Right click a Pending Request with request exceeding demand

14. Click Manage Request to add additional duties or search for an alternate

Duty to assign to an employee

The Manage Request window displays.

Approved

Pending

The actions Additional and Alternate are explained in section 3.4.3.3. and 3.4.3.4 of this User Guide if you are using a printed copy of this document. If you are using an electronic copy, click a link below to see this detail.

3.4.3.3 Additional Duty 3.4.3.4 Alternate



6.2 Finding an outstanding request when approving a roster for publishing

Within the Rostering/View Roster Task Group:

1. Click Pending Duty Requests shortcut

The Pending Duty Request window displays.

2. Unit: Click the drop down arrow and select the unit

3. Date to and from: Use the calendar to select the roster period you wish to finalise

The Pending request displays by default.

4. Click Find

The outcome window displays all pending requests for the period specified.

5. Right click a line in the outcomes window

6. Click Approve Duty Request

All EOL requests must be actioned to be able to Partially Approve the roster i.e. the first step in the two step approval process. The Pending Duty Request shortcut will assist you to find unapproved requests within your roster.



You can multi-select shifts by holding down the Shift key (block selection) or Ctrl Key (non- consecutive selection), then right mouse to display the request options to approve multiple shifts. HealthRoster will check for warnings and violations and action the requests, with the exception of violations, which will not be actioned. You will need to deny any requests that result in violations.



Appendix

Use the following list of icons to familiarise yourself with the colours and icons used in the Manage Requested Shifts.

Managing Request Icons In Manager Pending Request window

Description Icon

The request is pending and the requests are equal or fewer than the vacant duty demand

There are more requests for the vacant duty than the demand

The request is denied

The request is approved

Alternate duty assigned to fulfil request

Additional Duty assigned to fulfil request

Warning, approving the request will display an orange shift.

Violation: Approving the request will not action. Only option is to deny or assign an alternate duty



Request for Duty from EOL – pending approval

The request is approved or you assigned the person to an alternative duty with the same times

Denied request assigned shift display

The request is approved through the creation of an additional duty

An alternate duty with different start or end times to the duty request has been assigned. The original request is denied and cancelled

Requested shifts displays on roster

Description Icon

Documents

Managing Shift Requests - Manager's User Guide€¦ · Managers: Managing Requests User Guide eHealth NSW - 8 – Service Delivery Training Team 3.0 Managing Roster Requests Once