Traditional methods (such as email) need consideration
Roster process
Team Availibility Forms sent
MS Forms
Email / FaceBook Messenger
Shift Types
Before School Care
After School Care
Vacaction Care
Educators submit forms for shift availbility
Requirement to check submissions
CSV file output
No integration with a payroll or people management system/portal.
Room for error
No record keeping for staff.
MS Forms
Tracking Responses
No response = no shifts
Number of responses viewed in MS Forms (equate to number of staff)
Roster creation
ABC Rosters program https://www.abc-roster.com/
A free software application for employee shift scheduling
Enter availability into ABC Rosters (weekly task)
Weekly Roster Sent out (via email as attachment)
Programming staff need visibility of rosters for planning
Each staff member should have their own roster (avoids shift swapping)
Roster is sent week prior (Friday) revised versions have to be sent
Roster changes are managed manually by Stacey (dependent on the day and student requirements)
Timetracking
Risk with time keeping records
Hardcopy only - no back ups
Scanned and emailed to Book Keeper - risk of error with quality of scan.
Staff do not get a record of their hours unless they take a copy of the timesheet - this is not recommended practice by FairWork Australia.
Timesheet (shifts) printed
Educator / Canteen writes times on timesheets
Timesheets are manually compared to Rosters
Payroll
Time tracking can be done via Xero. This was used but did not suite the Book Keeper. Need to review this process as manual and high risk of human error plus only one record of timesheet in hardcopy - no back up.
How to manage Timesheets in Xero (Australia)
In Xero staff can create and submit timesheets from their online employee portal which managers can login and approve. Payroll administrators can also create Timesheets on behalf of employees before processing the payrun.
https://tv.xero.com/detail/video/5130996378001/how-to-manage-timesheets-in-xero-australia
Complance:
Ready for Single Touch Payrol
Scanned and sent via email as attachment to Book Keeper
Book Keeper process in Xero
Payslips sent as PDF attachments (no login to Xero portal)
Two week pay period / aligns with rosters
Book Keeper sends ABA files for Deputy Director for Bank Transfer