A simple guide to starting the benifits realisation work on E-Rostering

1. Benefits Realisation

2. Hopefully you have started with a PID and a
Business case. It probably reads something like
this.....
1. Save more that the UK national Debt
2. Solve all our staffing problems
3. Rid the world of poverty
4. Usher in an era of world peace

3. Yes these things are pretty much impossible to
achieve but actually making good decisions, making
a saving and improving staffing IS possible
The thing to remember when running your BR project is things
take time. You only work on a roster that’s going to be created.
However it has to be produced 6 weeks before its worked! If
you are reporting on the current situation your board may not
see any improvements for 6-8 weeks – Set expectations!
So where do you start??

4. This is where we start from

5.  What is the current spend
◦ Agency spend
◦ Bank Spend
◦ Overtime
◦ Overall Unit cost %
 Fill rates
◦ Bank Fill rate
◦ Ward fill rate
 Non-effective rostering
◦ Unused contracted hours
◦ Additional duties (above demand)

6. Rostering
Improvements
Rostering
Improvements
Finance
template
agreed
Day 1
Training
+ 1 week
First
Roster
+ 1 month
1st
review
+ 2 months + 3 months + 4 months
2nd review 3rd review
Ward level
review
Shift
pattern
etc
HR
?
HR
?
HR process
starts

7.  Ensuring that the template finance are
working from and the ward is working from
are the same.
 The baseline data for that area has been
gathered (agency spend, etc)

8.  How to create a roster
 Understanding the budget
 Rostering theory
 Understanding the results of actions
 Loading previous roster data.

9.  The ward manger has created the roster and
now its being worked.
 What did the predicted roster look like?
◦ Were all the staff hours used up?
◦ Were any additional duties created? Why?
 Did it follow the roster principles?
◦ Was overtime assigned as a standard part of the
ward?
◦ Was the ward over or under budget?
 Was it safe?

10.  How did they do?
 What were the actual costs?
◦ Agency
◦ Bank
◦ Overtime
 Has this improved?
 What can we do to improve the next roster

11.  Was the pay correct?
 Has this roster improved from the baseline
◦ If not why not
 What can we do to improve the next roster?

12.  We now have enough data to look at
Shift patterns – start/end times for individuals
and the wards
 Overtime – who’s getting it and why?
 Roster fill rate%
 Agency spend Reduction
 Bank usage Increase or reduction
 Number of additional duties – Why?
 Roster Performance – KPI’s

13.  After the review you will have a firm plan for
each ward on the actions it requires to
become more efficient to meet the top tier of
rostering performance.
 Monitoring and reporting will ensure the
agreed actions are met and the ward is
administered correctly.

14. Well maybe. This is only a guide to give you a
starting point. You can't solve all the roster
issues with a 14 side PowerPoint. But it can
give you an idea where to look.
I hope this has been useful Happy Rostering