SITXHRM002: Developing and Administering Staff Rosters Report

This report details the process of preparing and communicating staff rosters, based on a provided scenario. It begins with a role-play scenario where employee availability is gathered using a 'Temporary Employee Availability Form'. Using this information, rosters were created for three weeks and communicated via SMS and email, with confirmation received from all staff. The report includes the communication details and employee responses. Furthermore, the report discusses the need to rework the roster for week three due to an influenza season. The report then examines shift records and employee feedback, highlighting issues with manual reporting processes. The report concludes with recommendations for improvement, including the automation of reporting, the establishment of fixed days off, and the recruitment of new employees to prevent understaffing.

Running head: PREPARING ROSTER FOR STAFF
PREPARING ROSTER FOR STAFF
Name of the Student:
Name of the University:
Author note:

1PREPARING ROSTER FOR STAFF
Task 1: Role Play: Consult with Colleagues
The following transcript points are to be considered when completing this role play:
 Prior to preparing rosters, I request all of you to inform me, Rhiju Singh, of your
availability using the ‘Temporary Employee Availability Form’, for the next three
weeks. Please feel free to consult in case of any confusion and kindly keep in mind
the timings covered for each of morning, afternoon and evening shift.
 (After everyone has filled the form): Using the ‘Temporary Employee Availability
Form’, the availability for each staff member has been determined for the next 3
weeks. From the forms, it can be understood that while some of you are flexible
enough to work almost any day and shift timings per week, certain staff members are
best suited to specific afternoon or evening shifts. I am thus summarizing the results:
Fatimah Ahmad, the kitchen hand is available to work for all days in the evening shift
while Chef Hasan is available to work for all days on both afternoon and evening
shift. The Chef and Shift Supervisor Judu Rhasmus is available to work on all shifts
except weekends, while Liberty Moro, the kitchen is available everyday irrespective
of shift timings. I, Rhiju Singh is available to work on all days except for evening
shift timings on Thursday and the weekend. The Chef Ta Glynn is available all days
except for evening shift while Uttham Singh, the kitchen, is available on all days and
shifts except for Tuesday, Friday and Sunday. The kitchen hand Veriderjeet Singh is
available on all days and shifts except for Monday, Tuesday and Sunday while the
chef and shift supervisor Verona Burton was found to be available on all days and
shifts except for Mondays and Tuesdays. Lastly, the kitchen hand Zandra Burge is
available on all days but only during the afternoon shift.

2PREPARING ROSTER FOR STAFF
 All these factors will be considered by me for preparation of rosters for three weeks.
In case of any of any unprecedented changes kindly inform me around 2 weeks
beforehand via verbal communication during staff debriefing sessions as well as email
communication. I will meet all of you in the next debriefing session to discuss the
final decisions for the three week roaster and the need for any changes.
Task 2: Prepare Roster
Based on the above information concerning the availability of employees across a
period of three weeks, three roster workbooks have been prepared based on the roster for
each week in the form of Excel spreadsheets. The rosters have been prepared as per the
suitability of days and shift hours demonstrated by each employee.
Task 3: Communicate Rosters
The following table highlights the key SMS and Email details which were
disseminated across all employees for communicating rosters for the next 3 weeks as well as
a brief checklist informing of their confirmation.
Table 1: Roster Communication
Staff Name Roster Communication
sent as SMS and Email
Reply received as
confirmation
Judu Rasmus: Chef / Shift
Supervisor
Dear Judu,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Judu
Verona Blurton: Chef / Dear Verona, Thank you! The

3PREPARING ROSTER FOR STAFF
Shift Supervisor This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Verona
Hassan Mutaz: Chef Dear Judu,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Hassan
Ta Glynn: Chef Dear Ta,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Ta
Liberty Moro: Service
Staff / Kitchen Hand
Dear Liberty,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Liberty

4PREPARING ROSTER FOR STAFF
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Veriderjeet Singh: Service
Staff / Kitchen Hand
Dear Veriderjeet,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Veriderjeet
Uttham Singh: Service
Staff / Kitchen Hand
Dear Uttham,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Uttham
Zandra Burge: Service
Staff / Kitchen Hand
Dear Zandra,
This is to inform you that I
have mailed the roster to be
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
Thank you! The
communication is must
appreciated. I have
acknowledged the details
and will abide by the same.
Regards,
Zandra
Fatimah Ahmad: Service
Staff / Kitchen Hand
Dear Fatima,
This is to inform you that I
have mailed the roster to be
Thank you! The
communication is must
appreciated. I have

5PREPARING ROSTER FOR STAFF
followed for the next 3
weeks from 8th to 26th of
January, 2018. Please find
the attached roster sheets.
For any queries, kindly
inform me 2 weeks
beforehand.
Regards,
Rhiju Singh
Sent on: 2/1/2018
acknowledged the details
and will abide by the same.
Regards,
Fatims
Task 4: Re-Work Roster
Considering the recent influenza season and the employees who reported to feel
unwell, the roster for week 3 has been reworked and saved separately in an additional
spreadsheet. This has been done to ensure organizational safety and management of regular
operations within the cafeteria.
Task 5: Administer Shift Records
Based on the entry and exit timings entered manually in the register by the employees,
the roster report for each week was prepared. While none of the employees demonstrated any
variations between the rostered and actual shift timings, there was some difficulty reported in
filling these reports manually. These have been discussed in the following sections.
Task 6: Role Play: Consulting Team Members after Rostering
A debriefing session was conducted for the purpose of consulting employees on the
credibility of the current rostering process as well as inquire concerning the prevalence of any
limitations or scope of improvement. The debriefing session comprised of a group discussion
between the Head chef and the remaining staff members. The following bullet points were
noted as the key suggestions acquired with regards to improvement of current rostering
processes:

6PREPARING ROSTER FOR STAFF
 Staff reported difficulties concerning the current roster reporting process where they
are required to manually register their times of entry and exist. Staff reported the need
to incorporate automated processes since current manual processes were either too
time consuming or raised the possibility of discrepancies due to lack of supervision.
 Staff reported the need to establish fixed off days instead of weekly changes for all
since the lack of the same results in excessive work demands and pressures on some
employees on days with limited staff.
 There was a consensus on the need to adopt new recruits for the purpose of preventing
understaffing and overtime during days of high bookings or emergency leaves
required for any pre-rostered staff.
Task 7
Introduction
The development and implementation of a well-designed and planned roster is
directly associated with optimum time management, smooth workflow, prevention of fatigue,
employee satisfaction and overall organizational profits. To ensure adherence to the same,
rosters must be subjected to frequent evaluation and improvement. The following sections
will briefly on the key improvement areas required for the current roster in response to
suggestions for the purpose of staff satisfaction.
Recommendations
After the acquired suggestions, the following recommendations have been outlined:
1. The manual method of reporting is to be replaced with automated processes of
biometric or fingerprint scanning for both entry and exist timings.
2. There is a need to establish fixed days off and a shorter break to prevent excessive
pressures on understaffed days.

7PREPARING ROSTER FOR STAFF
3. There is a need to collaborate with the human resources department to recruit new
employees for the management of understand days and unprecedented staff leaves.
Improvement Outline
The following improvements are expected in response to the above recommendations:
 Replacing manual reporting with automated reporting will save time and prevent any
discrepancies or scope for anyone to place wrong timings in the absence of
supervision.
 Establishing fixed off days and shorter break times will provide the scope for
improved planning and more time for staff to manage understaff days and ensure
motivation for the rest of the week.
 Recruiting new employees will prevent pressures on days of understaffing or sudden
leaves by pre-rostered staff.