Step 1 of 8
Hand over your existing roster
You start with what you already have
Hand over your existing roster, for example an Excel file or another export from your current system. Rondus does not have to start from an empty screen: the way you work today is the starting point.
Illustrative example Step 2 of 8
Read out the rules and the staff
We read from your roster how rostering is done today and who works
From the roster you hand over we read out the rostering rules and the members of staff. You see straight away which shifts there are, which rules the rostering group keeps to and who is on the roster. Those rules are the frame within which the rostering group will roster from now on.
Illustrative example Step 3 of 8
Refine the rules and the requirements per member of staff
Now you take charge as the scheduler
You refine the rules that were read out and the requirements for each member of staff, so that they fit exactly how your rostering group works. The law and the share-out by dienst-fte are in place as a fixed floor; you set up the rules from your collective agreement (cao) as a profile. You refine in three places.
Shift codes
Every shift has a code you set yourself. Times, valid days, staffing and colour decide how Rondus checks and shows the roster. For each code you also record which job groups may work the shift, and whether it counts towards the share-out and towards contract hours.
Shift codes: each code has a colour and a description. Enlarged you also see the part of the day, times, valid days and staffing. Example data Shift blocks
A shift block is a run of shifts that goes to one person as a whole. Residents, for example, work in blocks that fit within the collective agreement (cao), so that their rotations are interrupted as little as possible. Or think of a ward week, in which one specialist covers the ward all week for the greatest continuity of care, or of a weekend block from Friday to Sunday. For each day you set which shift codes belong to the block.
Shift blocks: for each day you set which shift codes belong to the block. Example data Training schedules and individual requirements
For residents in and out of training, physician assistants and nurse practitioners you record the training or induction schedule per person. Which rotations someone has completed decides which shifts that person is rostered for.
See the screens under Roster and auto-planner and under Training schedule
Step 4 of 8
Decide the roster phases
You decide in which phases you want to plan
Instead of making the whole roster at once, you build it phase by phase, for example first the duties, then the clinics and finally an optimisation round. That way you keep the overview and can check after each phase before you move on.
The phases of a roster: after each phase you accept or reject the proposal. Example data Step 5 of 8
Collect requests
Then you gather what is going on in the rostering group
Think of general roster requests, leave requests, 'no shift please' requests and courses. Staff pass on their requests digitally through the app, and you can take stock of individual requests yourself as well. You plan leave rosters and public holiday share-outs up to five years ahead as a blueprint. It always stays adjustable, and in draft you already see how the share-out turns out.
The rostering group's requests: you decide per day. Example data Step 6 of 8
Plan and receive a proposal
Now you start the first phase and Rondus makes a proposal
You start the phase and Rondus proposes a roster that is as close to optimal as it can be, within your rules and with the requests of the rostering group. The shifts are shared out by dienst-fte, and every proposed shift shows why it was that person's turn. You see the proposed shifts pencilled in the roster and decide per phase what to keep. Then you move on to the next phase. You can make the whole roster without the Capacity module: Rondus then plans on the staffing you set for each shift code. The Capacity module is optional and in development. Once you use it, you will also check the roster against the budget agreements and the current waiting lists, so you see whether the capacity deployed matches the demand for care.
More about the capacity module (in development) and the auto-planner
Example data Step 7 of 8
Publish the roster
Once the roster is ready, you publish it
After the last phase you have a roster for each member of staff. You publish it for the whole rostering group, and from then on staff always have their roster and requests to hand in the personal app.
The roster per employee, with the shifts as colour codes. Example data Step 8 of 8
Staff see their own roster in the app
After publishing, everyone has their roster to hand
In the personal app every member of staff sees their shifts for today and the days ahead. That is also where they pass on their requests and ask a colleague to take over a shift. Rondus checks whether that colleague can work the shift, and the scheduler gives the final approval.
Today in the personal app. Example data