Upload
others
View
10
Download
0
Embed Size (px)
Citation preview
For Official Use Only
For Official Use Only
Rosters
Procedural Instruction
Document ID (PPN)
[If this is a new document or an existing document whose purpose,
scope or intent has been significantly changed a new PPN number will
be allocated when it is submitted for PPCF Review]
TRIM record number [Insert the TRIM record number here (ADD). The PPCR will link to this
record]
BCS Function Human Resources - Advice
Risk Low
Document owner Assistant Secretary Workplace Relations & WHS Assurance
Approval date [insert date]
Document Contact Support Connect Portal
For Official Use Only
For Official Use Only
Page 2 of 15 Rosters
Table of Contents
1. Purpose 3
2. Scope 3
3. Definitions 3
4. Procedural Instruction 5
4.1. Developing and managing rosters 5
4.2. Roster development process 5
4.3. Developing rosters 6
4.4. Roster design rules 6
4.5. Roster design guidelines 8
4.6. Roster design best practice principles 9
4.7. Roster creation 10
4.8. Roster management 10
4.9. Roster reviews 11
5. Consultation 12
5.1 Internal Consultation 12
5.2 External Consultation 12
6 Accountability and Responsibility 13
7 Version Control 14
Attachment A – Assurance and Control Matrix 14
1.1. Powers and Obligations 14
1.2. Controls and Assurance 14
For Official Use Only
For Official Use Only
Page 3 of 15 Rosters
1. Purpose
1.1.1. This Procedural Instruction (PI) outlines the Department’s requirements in developing and
managing shift work rosters and supports the shift work arrangements provided by the
Department of Home Affairs Workplace Determination 2019 (WD).
2. Scope
2.1.1. This PI applies to all Department of Home Affairs employees who are responsible for the
development and management of shift work rosters to support operational activity.
2.1.2. This PI does not cover:
the conditions associated with performing shift work - refer to the Shift Work Procedural
Instruction
overs and unders management - refer to the Overs and Unders Procedural Instruction, or
consultation requirements for roster changes - refer to the Shift Work Procedural Instruction.
3. Definitions
Term Acronym
(if applicable) Definition
Australian Border Force ABF As defined in section 4 of the Australian Border Force Act
2015, the Australian Border Force means that part of the
Department known as the Australian Border Force.
The Australian Border Force, an operationally independent
body within the Department of Home Affairs, is Australia's
frontline border law enforcement agency and Australia's
customs service. The Australian Border Force delivers critical
border protection and national security outcomes while
facilitating the movement of people and goods across the
border.
Delegate The relevant person or position that the Secretary has delegated power to make decisions in line with the HR delegations.
Refer to HR Delegations on Bordernet.
Department of Home
Affairs
The
Department
The Department of Home Affairs, including the ABF.
Department of Home
Affairs Workplace
Determination 2019
WD The Workplace Determination sets out the terms and
conditions of employment for employees (excluding Senior
Executive Service) in the Department. The terms and
conditions have been determined by the Fair Work
Commission through an arbitration process.
Full-time employee An employee who works 37.5 hours per week or 75 hours per
fortnight.
For Official Use Only
For Official Use Only
Page 4 of 15 Rosters
Term Acronym
(if applicable) Definition
Manager Means a supervisor, section head or team leader of an
employee.
Overtime Overtime for shift workers is work approved by the delegate
that is performed:
a) on any day outside the normal rostered ordinary
hours of duty on that day, or
b) any duty in excess of the weekly hours of ordinary
duty, or an average of the standard weekly hours of
duty over a cycle of shifts.
Overs Overs occur at the time of an ‘event’ when the employee has
actually worked more hours at that point in their roster than
salary has been paid. Time is owed to the employee.
Part-time employee Part-time Means an employee who works less than a standard working
week of 37 hours 30 minutes (or 75 hours per fortnight), or
average thereof.
Roster A recurring pattern of attendance. Included in a roster are
“shifts”, detailing the hours of attendance for each day or
period of attendance over the roster cycle. Also known as a
work schedule.
Roster cycle Is the number of weeks that make up the entire roster/work
schedule. Over the number of weeks in the roster cycle, the
average hours worked will be 37.5 hours.
Rostered Day Off RDO Day in a roster period where the employee is not required to
work.
Secretary The appointed agency head of the Department or the person
authorised by the Secretary as their delegate.
Shift The scheduled hours of duty for a day or period of attendance
within a roster (including scheduled unpaid meal breaks).
Shift Employee An employee whose ordinary hours of work rostered for duty
within a roster or cycle of shifts that do not exceed an
average of the ordinary weekly hours applicable to employees
working that roster.
This does not include employees who are eligible to access
flex time arrangements in accordance with Clause 3.18 of the
WD or employees on standard hours of duty.
Unders Unders occur at the time of an ‘event’ when the employee has
actually worked fewer hours than the amount of salary that
has been paid at that point in their roster. The employee owes
time.
Variable Work Hours
Arrangement
VWH An arrangement between an employee and their manager to:
For Official Use Only
For Official Use Only
Page 5 of 15 Rosters
Term Acronym
(if applicable) Definition
vary the ordinary working hours or standard working
day for a full-time employee on a regular basis, or
support an employee to work less than a standard working
week of 37 hours 30 minutes (or 75 hours per fortnight), or
average thereof.
4. Procedural Instruction
4.1. Developing and managing rosters
4.1.1. The primary purpose of a roster is to ensure that the attendance patterns of employees
efficiently and effectively meet workload demands and operational requirements.
4.1.2. In developing rosters, the Department will take into consideration:
Work Health and Safety (WHS) legislation
efficient and effective alignment of resources to meet workload demands
maintenance of a healthy and productive working environment
Employee amenity and lifestyle considerations
relevant sections of the WD.
4.2. Roster development process
4.2.1. The below provides an overview of the roster development process:
Step What Details
1 Work area assessment of
operational requirements
Work areas should assess their operational requirements
taking into account the following (but not limited to):
identified peak workload times
daily coverage required
appropriate handover times
staffing requirements to manage the workload against
existing full time employee (FTE) and budget allowance.
2 Determination of appropriate
consultative forum
As per the WD, employees must be notified of proposed
changes to a roster or changes to regular hours of duty.
Consultation must take place in accordance with the Shift
Work Procedural Instruction and the consultation provisions in
Part 7 of the WD.
3 Development of the roster Work area management and/or nominated employee/s (and
their representatives if desired) are responsible for developing
the roster to comply with the roster design rules and taking
For Official Use Only
For Official Use Only
Page 6 of 15 Rosters
Step What Details
into account the roster design guidelines and roster design
best practice principles.
4 Delegate approval
Once the final roster has been developed and all consultation
requirements have been met, the roster must be approved by
the relevant delegate (SES Band 1 or above).
5 Agreement and easySAP
creation
After approval, the work area must complete a roster creation
template (available from Support Connect) and send through
to the Support Connect Portal. The roster will be loaded in
easySAP and a work schedule created.
Any rosters which do not meet the roster design rules and/or
roster design guidelines will be returned to the work area for
further consideration.
Approval by Director, Employee Conditions and Relocations
may be required where the roster design guidelines are not
met.
Once the roster has been entered into easySAP, payroll will
allocate the position numbers for the roster.
6 Notification to staff
In line with the consultation provisions in the WD, employees
must be provided with at least seven days’ notice prior to the
commencement of the new roster.
7 Review Rosters should be reviewed annually to confirm the
appropriateness of the work pattern for the work area.
4.3. Developing rosters
4.3.1. Roster design needs to:
comply with the Roster design rules;
take into account the Roster design guidelines and
consider Roster design best practice principles.
4.3.2. These design provisions have been developed to ensure that rosters meet the operational
needs of individual work areas, whilst taking into consideration other factors such as:
requirements under Part 3 of the WD, and
ensuring that potential WHS concerns are addressed and managed
4.4. Roster design rules
4.4.1. Roster design rules are mandatory.
4.4.2. Rosters will not be approved where these rules are not met.
Rule Details
Average work hours per
fortnight
Full time employees (including employees on variable working hours
arrangements)
For Official Use Only
For Official Use Only
Page 7 of 15 Rosters
Rule Details
The average hours per fortnight of a full time employee over the whole
roster must be 75 hours (i.e. 37.5 hours per week)
Part-time employees
The average hours per fortnight of a part-time employee over the whole
roster should equal the hours specified in their part-time agreement.
Part-time employees may be rostered to follow the same pattern of
attendance as their full time team members. Alternatively, they may be
rostered to a pattern of attendance that varies in accordance with
workload demands. Operational considerations will determine which
method is used to manage the rostering of part-time employees within
individual work areas.
Other e.g. medically determined rosters
In circumstances where employees with medical conditions require
reasonable adjustments, normal roster design rules will apply. The
individual employee’s medical condition as well as operational needs must
also be considered when determining hours of work and attendance
patterns. Rosters developed to meet individual needs in these
circumstances must be regularly reviewed in line with medical advice.
Length of shifts Minimum must be three (3) hours or more
Maximum must not exceed 12 hours including 2 x 30 minutes
unpaid meal breaks (i.e. maximum 11 hours duty)
The rostering of shifts longer than 10 hours duty time (excluding unpaid
meal breaks) is not recommended. Shifts over 10 hours are generally
regarded as too long. Wherever possible, work areas should endeavour
to limit shift lengths to a maximum of 10 hours of actual attendance.
Implementation of rosters involving shifts of 12 hours in length will be
subject to the agreement of the majority of affected employees, and where
they choose, their representative(s).
Approval for these shifts must be obtained from Director, Employee
Conditions and Relocations, People and Culture Division.
Unless otherwise agreed, a trial period of not less than six months will
apply. Where 12 hour shifts are implemented no overtime should be
worked in addition to the roster.
Rest periods between shifts
Shift employees will be provided with a minimum of at least eight
consecutive hours off duty (plus reasonable travel time), between two
periods of ordinary duty.
As a general rule, a maximum of one hour each way would be considered
a reasonable amount of travel time in determining rest periods when
creating rosters.
Meal breaks Clause 3.13 of the WD states that employees will not be required to work
more than five consecutive hours without an unpaid meal break of at least
30 minutes unless in exceptional circumstances.
An employee working a shift greater than 10.5 hours in length must be
provided with two unpaid meal breaks over the course of the shift. Both
meal breaks will be unpaid, and of at least 30 minutes in duration.
For Official Use Only
For Official Use Only
Page 8 of 15 Rosters
Rule Details
Meal breaks should be taken evenly across the length of the shift.
Length of shift (exclusive of
meal break) Meal breaks
≤ 5 hours Not mandatory
> 5 hours <10.5 hours 1 x 30 minutes
≥ 10.5 hours 2 x 30 minutes
Rosters will not be approved without the required meal breaks.
24 hour limit
Except at the regular change-over of shifts, an employee should not be
required to work more than one shift in each 24 hour period. That is, an
employee should not be rostered to start and finish two full shifts within a
24 hour time span.
Daily hours The daily hours of each shift must be divisible by three to ensure that the
roster can be processed in easySAP.
4.5. Roster design guidelines
4.5.1. Compliance with roster design guidelines is not mandatory, however, every effort must be made
to design rosters that comply with the guidelines. Any roster that does not meet the roster
design guidelines will be referred back to the work area for further consideration.
4.5.2. Rosters not meeting roster design guidelines will only be approved by Director Employee
Conditions and Relocations where:
there is a demonstrable operational and business need for the roster
any identified risks can be mitigated e.g. if WHS risks are identified due to the numbers of
hours in a seven day period, a WHS risk assessment should be completed and employee
wellbeing continually monitored, and
any employee feedback and/or concerns are considered and addressed.
4.5.3. These rosters should be reviewed half yearly to ascertain whether there has been a change in
circumstances that would affect compliance with the guidelines.
Roster Design Guideline Details
Payment of shift penalties Where possible, staff should be rostered to perform duty during
normal working hours or between 06:30 hrs and 18:00 hrs.
Shift penalties are payable to employees who are rostered to perform
ordinary hours of duty outside the period 06:30 hrs to 18:00 hrs
Monday to Friday, and/or on Saturdays, Sundays, or Public Holidays
for an ongoing or fixed period.
Rosters outside normal working hours must be carefully considered
and confirmation provided by the work area that the starting times
have been determined as a direct requirement of meeting operational
requirements. This is particularly important for proposed rosters with
shift starting times between 06:00hrs and 06:30hrs.
For Official Use Only
For Official Use Only
Page 9 of 15 Rosters
Rosters which include shift start or finish times within 30 minutes of
the penalty payment period may be referred back to the work area for
further review. Additionally, supporting evidence of operational
periods/workload may be requested to validate the requirement for
shift penalty payments.
Length of roster cycle Rosters cycles should be kept as short as practicable to enable
efficient administration and variations to the roster.
The maximum length of a roster cycle is 26 weeks.
Rostered hours in a seven day
period
Rosters should not contain more than 60 working hours within a
seven (7) day period and/or more than one seven day period of over
50 working hours
In order for work areas to gain approval for rosters with these hours,
the work area EL2 (or above) must prepare a business case to:
demonstrate that no other viable option exists;
advise what consideration has been given to particular
circumstances; and
record the range of matters considered.
Work area EL2s can submit business cases to the Director,
Employee Conditions and Relocations, People and Culture Division.
Work Sequences Compressed working periods of eight (8) or more consecutive
working days should be avoided.
Rostered weekends off Wherever possible, a shift worker should be rostered off duty for at
least one full weekend (Saturday and Sunday) every 4 weeks over
the whole roster cycle. Ideally, these should be spread evenly over
the roster cycle.
Minimise sequence of nights A night shift is defined as any shift that commences at or after
18:00hrs, spans midnight and finishes at or before 08:00 hrs.
Wherever possible, successive night shifts should not exceed five (5)
consecutive shifts, and should be followed by an appropriate number
of rostered days off. A minimum period of 72 hours before the start of
the next shift would be considered appropriate.
4.6. Roster design best practice principles
4.6.1. Roster design best practice principles serve as reference information for developing rosters
taking WHS considerations, operational requirements and employee amenity and preference
into account.
4.6.2. Proposed rosters that do not meet these best practice principles may require additional
supporting documentation such as a complete WHS risk assessment when submitted for
approval.
Best practice principle Details
Rotating Shifts During a three shift system, forward rotating rosters (morning-afternoon-
night) are preferred over backward rotating rosters (night-afternoon-
morning) as forward rotating rosters generally suit employees better and
For Official Use Only
For Official Use Only
Page 10 of 15 Rosters
Best practice principle Details
are less disruptive to the body’s ability to adapt to changing times of
sleep.
Wherever possible, shift rotation should be forward rotating, and as
regular as possible.
Permanent (non-rotating)
shifts
Permanent shift rosters are generally acceptable during daytime hours.
However, permanent night rosters should be avoided unless there is a
strong operational requirement for such a roster. In considering
justification for such a roster, regard must be had to the additional penalty
cost associated with permanent night rosters, known effects on sleep debt
and fatigue, work-life balance of employees, and potential administrative
difficulties.
Duration of shift The duration of shifts should be appropriate for the workload and the type
of work involved (i.e. screen-based, manual labour).
Wherever possible, night shifts should be shorter in duration than shifts
that are worked in the morning or during the day.
Double shifts and split shifts must not be rostered shifts.
4.7. Roster creation
4.7.1. Once a new roster has been approved by the work area SES Band 1 or above after the
appropriate consultation, the roster must be created in easySAP by Payroll Services.
Roster clerks require both Roster Clerk Shift Maintenance (B3HR-
ROSTER_CLERK) and Load Work Schedules (B3HR-ROSTER MANAGER)
access through easySAP via Employees > System Access > Create Access
Request > Add Role
Work areas without roster clerks will need to have the roster created by the
relevant team in Payroll Services. The required forms can be requested by
emailing Support Connect through the Support Connect Portal.
4.7.2. Once the required forms have been completed and approved, they must be lodged via Support
Connect through the Portal.
4.7.3. Once position numbers have been confirmed, these are to be added to the roster by Payroll
Services.
4.7.4. Work areas should allow at least three (3) months for the completed creation of a roster in
easySAP.
4.8. Roster management
4.8.1. Work areas are responsible for day to day management of their rosters.
4.8.2. Regular and ongoing management of employee attendance against the work area roster is
required to ensure:
that employees are rostered correctly
For Official Use Only
For Official Use Only
Page 11 of 15 Rosters
that changes to shifts such as shift swaps, Days in Lieu (DILs) and Make Up Days (MUDs)
are properly entered into easySAP
staff moves take into account the requirement to reconcile overs and unders balances
that the requirement for overtime in addition to the roster is minimised so as not to
compromise the ongoing health and safety of employees, and
that shift start and finish times, and the number of employees rostered to these shifts, are
optimally aligned against workload demands.
4.8.3. It is recommended that work areas have dedicated roster clerks who are responsible for the day
to day management of their roster arrangements.
4.9. Roster reviews
4.9.1. Rosters should be reviewed based on the following:
Roster Review requirements
All rosters All shift rosters should be reviewed annually to confirm the
appropriateness of the work pattern for the work area to meet
operational requirements without compromising the health and safety
of the shift workers.
However, work areas should also maintain a program of continuous
review to ensure efficiency of the roster and its impact on employees.
New rosters A more formal and comprehensive post implementation roster
evaluation should be undertaken by work areas approximately three
(3) to six (6) months after implementation to assess the effectiveness
of the roster. After the completion of the initial review, annual
reviews would be appropriate.
Reviews of new rosters should be undertaken in consultation with
affected employees and nominated representative(s).
Rosters with 12 hour shifts After the initial trial period of six months, the roster must be reviewed
taking into consideration the issues outlined at 4.9.2.
Roster not meeting design
guidelines
Where the roster did not meet the roster design guidelines but was
approved by Director Employee Conditions and Relocations due to a
demonstrable operational and business need, the initial review
should also include assessment of the impact on employees and
address any identified concerns or issues.
4.9.2. Issues to consider as part of all reviews of shift rosters including (but are not limited to):
Issues Considerations
Operational Requirements Does the roster ensure appropriate coverage and align with
workload/peak times consistent with the available resources?
Has the roster mitigated the requirement for high overtime
levels? If not, why not?
For Official Use Only
For Official Use Only
Page 12 of 15 Rosters
Issues Considerations
WHS and wellbeing
What is the current unscheduled absence rate? Is the roster
contributing to improvement or has the rate increased since the
roster commenced?
WHS incidents/near misses? Has this increased/decreased?
Are there any patterns associated with attendance/shift times?
Has the roster positively impacted on the working environment
such as employee work life balance? If not, why not?
What is feedback from staff on the roster?
Policy and Procedural
Instructions
Has the policy or procedural instruction changed? If so, does the
roster continue to meet the updated guidelines?
4.9.3. Work areas should retain appropriate records of all reviews undertaken in relation to their shift
rosters in accordance with the Department’s record keeping policy.
5. Consultation
5.1 Internal Consultation
5.1.1 The following internal stakeholders were consulted in the development of this PI:
People Strategy and Culture Branch, People and Culture Division
People Services Branch, People and Culture Division
Civil, Commercial and Employment Law, Branch, Legal Division
Records Management
All Department of Home Affairs employees including the Australian Border Force
5.2 External Consultation
5.2.1 The following external stakeholders were consulted in the Development of this PI:
Community and Public Sector Union (CPSU)
Australian Institute of Marine and Power Engineers (AIMPE)
For Official Use Only
For Official Use Only
Page 13 of 15 Rosters
6 Accountability and Responsibility
Role Description
Employees Employees are responsible for:
Active participation in roster development including providing
feedback during the consultation process.
Managers Managers are responsible for:
Consulting on required changes to shift and associated roster
development in line with the consultation provisions at Part 7 of the
WD.
Developing and approving rosters to meet operational requirements
and which minimise the requirement for scheduled overtime.
Ensuring shift rosters including accurate employee attendance is
managed on a day to day basis.
Reviewing rosters to ensure alignment with resources, health and
wellbeing and operational requirements.
Employee Conditions and
Relocations, People Services
Employee Conditions and Relocations is responsible for:
Providing advice on roster development and creation to work areas.
Assessing rosters and providing endorsement for rosters as
required.
Workforce Management and
Conditions, Workplace
Relations & WHS Assurance
Workforce Management and Conditions is responsible for:
providing complex policy advice and guidance in relation to shift work
arrangements and associated provisions.
policy development and updates in relation to this PI to ensure
currency and relevance.
Payroll Services, People and
Culture Division
Payroll Services is responsible for:
entering approved rosters in easySAP as required.
For Official Use Only
For Official Use Only
Page 14 of 15 Rosters
7 Version Control
Version
number Date of issue Author(s) Brief description of change
0.1 May 2019 Workforce Management and
Conditions, Workplace Relations
& WHS Assurance
Initial draft for consultation
0.2 November
2019
Workforce Management and
Conditions, Workplace Relations
& WHS Assurance
Updated draft for staff consultation
Attachment A – Assurance and Control Matrix
1.1. Powers and Obligations
Legislative Provision
Is this a delegable
power?
If delegable, list the relevant
instruments of delegation Legislation
Reference
(e.g.
section) Provision
Department of Home
Affairs Workplace
Determination 2019
Various Various Y
All HR delegations are available at:
https://bordernet.immi.local/hr/ma
nage-team/organisational-and-
position-management/hr-
delegation
1.2. Controls and Assurance
Related Policy HR-2191 - Working Hours Policy Statement
Procedures / Supporting
Materials
HR-XXXX - Shift Work Procedural Instruction
HR-2157 - Overs and Unders Procedural Instruction
HR-4714 - Preventing and Managing Work Health and Safety Fatigue Risk
Training/Certification or
Accreditation Nil
Other required job role
requirements Nil
Other support mechanisms
(eg who can provide further
assistance in relation to any
aspects of this instruction)
MyHR
Support Connect Portal
Escalation arrangements Queries which require escalation will be forwarded through the Support
Connect Portal to the relevant People and Culture Division work area
For Official Use Only
For Official Use Only
Page 15 of 15 Rosters
Recordkeeping (eg system
based facilities to record
decisions)
TRIM
easySAP
Control Frameworks (please
refer to a specific document
outlining QA or QC
arrangements)
easySAP - workflow delegations are inbuilt in easySAP to ensure that only delegated managers can create rosters
For requests requiring, People and Culture Division approval, delegations
have been provided to appropriate persons and positions in line with the HR
Delegations framework
Job Vocational Framework
Role This PI applies to all job roles in the Department including ABF.