SITXHRM002 - Staff Rostering: Software Benefits and Compliance

This SITXHRM002 assignment solution provides a comprehensive overview of staff rostering, including essential staff records, the purpose of time sheets, and the importance of monitoring roster effectiveness. It explores ways to improve traditional rostering systems, outlines key award conditions for full-time employees, and suggests methods for minimizing wage costs. The document also discusses the benefits of employee rostering software, emphasizing collaborative scheduling and efficient shift management. This assignment offers valuable insights into effective staff management and compliance within an organization. Desklib provides this document as well as a wealth of other solved assignments and past papers to aid students in their studies.

Unit Code – SITXHRM002 - Roster staff
Assessment Workbook
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 C - Competent
 NYC – Not Yet Competent
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 Yes - Description of adjustment
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Q # Questions
Satisfactory
√ = Yes
X = No
1. What staff records must be kept?
The staff records are crucial for the organization as they are
integrated with the productivity and growth of the organization.
The pay rates of the staffs need to be recorded in order to meet
the statutory requirement further the company also has to
maintain its own official financial records of amount of
reimbursement done to the employees. The staff information is
crucial which includes previous work experience and their
reason for switching the job as it is necessary for the
organization to select the right candidate for the job (Lindia, and
Morfe, Goldman Sachs and Co 2014). The other information
include the designation of the work of the staff, bank details, the
awards and achievements of the staff, targets met and achieved,
extra hours and over time of the staff, leaves taken, email
address, alternative contact details, emergency contact number
of the family or the guardian in case of urgent situation. To
comply with the law that the organization is paying the
minimum wage to its employees. The income tax department
also require these data, further for maintaining leave policy
which should be maintained for proper compensation. The
attendance, documents relating to the qualification of the
employees should also be recorded (Sykes, Venkatesh and
Johnson 2014). The personal details like the personal phone
number, residential address, marital status and other details
must be intimated with the company. The working hours, shift
timing and other extra work hours deployed by the employees
should be maintained for proper reimbursement.
2. What are time sheets used for?
The Roaster Timesheets (RTC) report involves the Regional
Holidays (HDT) form, which falls on the working days. Thus, this
timesheets help to convert the working days into the public
holiday types. The report after examining the Regional Holidays
and the Taken forms, the Roaster Timesheets report applies the
Rate table entry form of the Roaster day for the generation of the
timesheet for the staff members. The day type of the PHLV of
public holiday on leave is used for the generation of the
timesheets for the public holidays, which occur during the leave
(Park and Lee 2018). This also requires that is, Include Public
Holidays on the payment rules form for the blank leave type and
the Rate table entry has been set up for the day type PHLV on the
rate table entry form. If there is absence of the rate table entry
for the specified day of the roaster, then the Roaster timesheets
report uses the hour on the Position for calculating the number
of hours for the daily record of timesheet. The selection of the
Minimise timesheets helps to reduce the likelihood of the
rounding differences caused by the calculations of using up the
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various multiple timesheets although the differences van still
take place. If the Roaster timesheets includes the Payrun
Number then it set up on the Payrun Control form and the
Payrun Number identifies the staff members group that are need
to be processed. If the roaster timesheets depends on report only
then it will produce the reports but it will not create any
timesheet entries. If it involves the Updated Files and reports,
then it will create the timesheet records and will produce a
report.
3. What are the reasons that you monitor the effectiveness of a
roster?
Roster is a list of staff or employees working in an organization.
Personal details of the employees are mentioned in the roster
such as name, gross salary, identification number, designation
and other related information (Cullen et al. 2014). The roster is
maintained so as to ensure and monitor the attendance as well
as performance of the employees which helps to determine the
presence of the employees. There are other reasons for the
maintaining the roster such as to conform about the strength of
the staff working in the organization, monitor their productivity,
their performance, their regular attendance, work performance
of the staff. In order to monitor the performance of the staff, the
organization must also record regularly the amount of work
done in a time phased manner so as to ensure that the
employees are working diligently and meeting their required
targets. When the employee are intimated about their
performance through roster, the staff are well aware about their
work performance and how productive they ar. It helps them to
know their level of efficiency and how they can improve their
target. The staff which are lacing in meeting their daily or weekly
targets can manage their work so that they can smartly meet the
work targets without any work pressure during the end of the
month. The roster can also contain the particular expertise of the
work of the staff, and they skills sets (Cummings and Worley
2014). For instance, if a worker is able to a particular work at a
faster pace than the rest of the employees, that person can be
assigned to do the work in case urgency. Further, the roster also
helps to incubate among the staff that they are constantly
monitored and for better performance they can be appraised,
which helps them to increase their level of productivity.
4. How do you think you could improve on a traditional rostering
system?
The traditional system of maintaining the records of employees
can be improved by digital and use of software, biometric
systems, and use of digitally integrated chips in a card which
helps in recording the roster of the employees (Sykes, Venkatesh
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and Johnson 2014). The demand based roster can be an
improvised form which helps to provide exact number of staff
with accurate and right kind of skills and experiences so as to
achieve the predetermined needs of the staff. This is a flexible
method to meet the requests of the staff and preferences of the
employees thereby maintaining the required standards of the
business operations (Pfeffer 2014). This kind of roster helps to
determine the requirement of staffs for over a period of 120 days
in advance thus helping to predict the needs of one month with
quite accuracy.
5. What are 5 Award conditions governing all full time employees
must supervisors be aware of?
The five award conditions for the employees that the supervisors
must be aware of are:
The fair Work Ombudsman monitors the compliance with the Fair
Work Act 2009, that provides support for the employers, contractors
and the community regarding the community about the employment
issues.
The record keeping involves the records regarding the pay slips and
the timesheets. The record keeping of the employees maximum
hours of work, less amount leaves taken can lead to award conditions
for the employees (Kirby, Kaiser and Major 2015).
The employee recognition for their special effort impose the
supervisors to keep record of the employees for their special efforts
in the team and introducing the award conditions accordingly.
The supervisor need to recognize the employee performance for
retaining the great customer services and the supervisor need to
reward the employee’s efforts for improving the customers services
of the company and the relationships within the community (Drăgan,
Brabete and Dindiri 2015).
The award conditions of the employees should be based on the
recognition of the top performers in the company and this will
motivate other employees, encourage the employee engagement in
the organization (McGee and Johnson 2015).
6. What are 6 ways you could minimise wage costs?
An organization can minimize the cost of wage by hiring
temporary employees rather than full time worker. A temporary
worker gives flexibility to the organization as well as staff and
prove to be cheaper than the permanent employees. They cost
less than full-time employees which are required to be paid
irrespective of the service deployed by them (Albrecht et al.
2015).The company should be more accurate in assessing and
hire the right candidate for the job as it helps in reducing the
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employee turnover. Proper training of the task helps to retain
the expertise on a thus the cost of recruitment and training can
be mitigated and additional workforce is not required for a
single task. For a low business, the company can minimize costs
by reducing the payment. Reduction in compensation to the staff
should be in consonance with the occupation of the job assigned.
The organization can also layoff the inefficient and
underperforming staffs so as to cut costs of paying wages (Talib,
Rahman and Qureshi 2013). Instead of hiring new staff, the
existing staff can be trained to do other arising new
requirements which helps to avoid the cost of extra wages. The
organization can also minimize the wage cost by increasing the
production which will increase the revenue to meet the wage
cost. Further the company can also ensure the workers are not
doing extra work for incentives as this will help in reducing the
wage costs of the staff. The company should also ensure the staff
are not doing any over time which make entitle them to more
wages.
7. What does employee rostering software allow?
The employee rostering software allows the collaborative scheduling
that is the collaborative scheduling allows the employees to set the
availabilities and managing the shift trades. This also allows both the
managers and the HR professionals to ensure whether all the shifts
are covered and whether it approves the employees request and
inputs. By this, the managers can relocate up to 80% of their time for
the most productive tasks. This rostering software also mitigates the
scheduling conflicts and it helps to collaborate on the schedule that
automatically reduces the scheduling conflicts. This employee
roistering software saves the labor hours and the dollars (Vierck et
al. 2018). This roistering software provides the sophiscated staffing
information by involving the scheduling software programs that
collaborates with the other HR professionals and the business data
for providing the sophiscated informations regarding the needs of the
staff members. The employees access the schedules remotely and as
the scheduling software programs offering mobile accessibility. This
function allows the employees to view the employee schedules
remotely. The business owners make the frequent mistakes on the
payroll due to the accurate timesheets. The roaster software helps to
build the automatic roistering, the requesting availability and allows
to manage shifts. With the implementation of the automatic
roistering module, this helps to quickly access all the features and
the functions of the roistering software. This software scheduling
also requests for the availability that might not be available for the
certain days or if they may not be available specific times of the day
(Safarzadeh and Howard 2018). There are the key benefits of using
up the Mitrefinch Rostering Software is that it accesses the
scheduling data in the real-time, easily creates the complex roasters,
reduces the administrative costs, and allows the staffs to set the
availability, managing productivity and the scheduling needs. This
also prevents the overtime costs and sticks to the payroll budget.
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8. What do you need to do if there are changes made to the roster?
To incorporate changes in the roster it necessary to plan
beforehand thereby adjusting the allocation of shifts and other
kind of responsibilities according to the changes required based
on the hourly basis. The options of the schedule can be then
shared among the staff further options of schedules must also be
shared among the people so as to ensure that there is no
favoritism regarding the scheduling (Pfeffer 2014). The most
busy and rigid work hours can be given to most experienced staff
as they better off dealing with the work pressure during that
phase while the new comers can be given flexibility so as they
are learning well according to the needs of the staff. In order to
make the roster more efficient, the roster should include the
exact time and date. Manger can update the regular changes on
the daily basis so that there is no miscommunication and every
detail in included in the roster. Consultation with staff for the
changes done, intimating the staff after updating the roster is
also crucial to keep everyone well informed about the tasks.
While making the adjustments made in the roster the staff
should also know the reasons for the required changes so that
there is no discrepancy or conflict among them (Shields et al.
2015) Emailing of the roster should be done on regular basis to
keep everyone associated with the task is well informed about
their production.
Satisfactory (please circle) Yes No
Feedback to the Student:
16.02.2018 6

P # Projects
Satisfactory
√ = Yes
X = No
1. 1. For this activity you must design a weekly roster for 20
people including:
a. 10 fulltime staff
b. 6 part time staff working minimum 22 hours
each
c. 4 casual staff
d. Over 3 shift and 24 hours rotation
e. At least 3 full time staff on each shift
f. At least one supervisor on each shift (full time)
g. 2 full time staff only work day shift
h. 2 full time staff only work night shift
i. There must be 3 night shifts, 3 PM shifts and 5
AM shifts each week day and 3 night shift, 3 PM
shifts and 4 AM shifts on the weekend.
j. AM shift = 7am – 3.30pm
k. PM Shift = 3pm – 11.30pm
l. Night shift = 11pm – 7.30am
General shifts
Supervisor shifts
2. This roster needs to be presented in a manner that is
formatted for staff to understand clearly.
3. It also must be developed and presented within
timeframes that are appropriate.
You should be able to download a template from the internet for
this assessment.
Attached.
2. Create 2 more rosters for presentation of assessment. Your
trainer will provide you with details on the requirements for
these two rosters based on your workplace environment.
Attached.
3. In relation to your organisation answer the following questions:
1. What is the role of rosters and their importance in
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controlling staff costs
2. Outline your rostering systems capabilities and
functions of rostering software programs
3. What are the different formats for and inclusions of
staff rosters
4. What are the different methods used to communicate
rosters, both electronic and paper-based
5. Where would you find information on awards and
other industrial provisions?
1. The role of rosters lie in the fact that that supervisors are able
to allocate sufficient numbers of staff for each day in order to
ensure smooth operations without putting excessive pressure on
the available staff members. The rosters also help in planning
and managing leaves and week-offs of subordinates so as to
ensure uninterrupted flow of operations.
2. The rostering would be based on the technical systems and
carried out by dedicated software.
3. Different types of roster formats are shift rosters, staggered
rosters and duty roster.
4. The departmental heads can use both electronic as well as
paper based rosters to manage their employees.
5. Award and other provisions pertaining to industries can be
obtained from the official website of the body enforcing the laws.
4. Your task is to create a roster for a workplace, you can choose
any business you like and gather information on the employee’s
and their employment conditions.
In order to prepare the roster to meet the requirements of this
unit you will need to:
1. Prepare staff rosters that meet diverse operational
requirements across three different roster periods
2. Demonstrate the following when preparing each of
the above staff rosters:
a. Sufficient staff to ensure the delivery of
required services within wage budget
constraints
b. Appropriate skills mix of the team
c. Compliance with industrial provisions and
organisational policy
d. Completion of rosters within commercial and
staff time constraints.
You will need to consider each of the following points whilst you
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are developing the roster:
3. Awards and agreements
4. Maximising customer service
5. Minimising costs
6. Combining duties
7. Meeting operational requirements
8. Social and cultural factors
9. Gathering input
10. Required formats
11. Presentation and communication methods
12. Maintaining records of rosters
13. Monitoring methods
14. Improvement methods
Please ensure when you are developing your roster that you
make note of the following information in a report. You may
decide to write up an outline of each staff members conditions
and terms of employment. This information can be downloaded
from the internet and used as a basis for your assessment.
15. Single or multiple awards and enterprise agreements
including:
a. Leave provisions
b. Mandated breaks between shifts
c. Maximum allowed shift hours
d. Standard overtime and penalty allowances
16. Award provisions for:
a. Leave
b. Mandated breaks between shifts
c. Maximum allowed shift hours
d. Standard, overtime and penalty pay rates
17. Overall number of hours allocated to different staff
members
18. Use of contractors, permanent or casual staff and the
associated costs
Then you are to discuss each of the following in relation to your
organisation outlining the ones that most dictate your rostering:
19. Organisational policies which impact the preparation
of staffing rosters:
a. Sociocultural-friendly organisational initiatives
b. Family-friendly workplace initiatives
c. Leave for:
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i. Carers
ii. Compassionate reasons
iii. Illness or injury
iv. Jury service
v. Long service
vi. Maternity or paternity
vii. Rehabilitation of injured workers
viii. Study
d. Recreation
This roster and related information must also be presented as
part of this assessment.
Attached
Satisfactory (please circle) Yes No
Feedback to the Student:
16.02.2018 10

PA # Practical Assessment
Satisfactory
√ = Yes
X = No
1. Prepare staff rosters that meet diverse operational requirements
across 3 different roster periods (tick and attach as evidence) Roster period 1 Roster period 2 Roster period 3
2. Demonstrate the following when preparing each of the above
staff rosters: sufficient staff to ensure the delivery of required services
within wage budget constraints appropriate skills mix of the team compliance with industrial provisions and organisational
policy completion of rosters within commercial and staff time
constraints
Satisfactory (please circle) Yes No
Feedback to the Student:
16.02.2018 11