Lumary DC - This article explains how to review and confirm a house roster for a SIL submission.
The Proposed House Roster step enables you to review the impact of adding a client to a house. You can use this step to:
- check if more workers are needed to cover the client's individual support requirements
- add workers and check the impact on the cost of the roster
- review the impact of all submissions for the proposed house, and
- add the client to a bed.
This article explains how to:
- get back to the Proposed House Roster step
- read the calendar section of the roster
- add worker appointments
- modify shift and/or appointment times
- interpret the budget and proposed cost summaries, and
- confirm the house roster and add the client to a bed.
Get back to the Proposed House Roster step
If you're coming back to a SIL submission process, you'll need to get to the Proposed House Roster step. If you're already there, you can skip ahead to reading the calendar section of the roster.
To get back to the Proposed House Roster step:
- Go to the client's record.
- Click on the Accommodations tab.
- If it's not already open, click on the SIL Submissions tab.
- Click on the Submission ID text link.
- This opens the submission process. If the Proposed House Roster step is not blue -
- Click on the Proposed House Roster step.
- Click on the Mark as Current Submission Status button.
You should now be able to see the roster for the proposed house for the client.
Read the calendar section of the roster
The roster that shows on a submission uses information from the base house roster for the proposed house. Changes made to worker appointments on this roster can be confirmed and added to the base house roster.
The top row of the header above the calendar includes information and options for changing what the calendar shows. This includes a:
- drop-down list to select which week to show for rosters that span more than a single week
- filter icon to open the toggles to show confirmed and in-progress submissions, and
- printer icon to open a print-friendly version of the roster and launch printing controls.
The filter icon opens a panel that contains two toggles:
- The Show Confirmed House Rosters toggle shows the new submission within the context of the live house roster, which shows confirmed submissions.
- The Show In-Progress Submissions toggle shows the new submission along with all in-flight submissions linked to the same proposed house/site. When this is enabled, you can estimate the impact on the budget and cost of all pending submissions. Find out more about how to interpret the budget and cost summaries.
By toggling both options, users can view both in-flight submissions and confirmed submissions.
Under Clients, it shows a disc for the client that contains either their initials or their photo. It also shows discs for clients who are assigned to beds in the proposed roster. Rolling the mouse-pointer over these discs will show a popup that lists their name and assigned bed.
The second row of the header is a legend. It lists what each of the different icons represent. This includes:
- shift time references, such as morning, afternoon and evening
- worker appointments
- ratio blocks, and
- exclusion blocks.
The top row of the calendar shows blocks for each hour of the day. The left hand panel lists the days of the week.
Shifts from the base roster are shown on the same row as the day of the week.
Clicking on the plus sign next to a day of the week reveals an additional details row. The details row shows:
- worker appointments, both assigned and unassigned, and
- individual support requirement and absence blocks for the client.
If the Show All Active Submissions toggle is enabled, it will also show individual support requirements and absences for any clients with active submissions.
Add worker appointments
The proposed house roster shows shifts for each day of the week. Shift sessions are required to add worker appointments to the proposed house roster. If your proposed house roster doesn't include any shifts, you may need to:
- check that you have added the client to the right site, and/or
- add shift sessions to your site's base roster so that they appear on the proposed house roster.
Click on the plus sign next to the day to reveal the details row, which shows:
- worker appointments, and
- individual support requirements and absences for the client.
This lets you check if the proposed roster includes enough worker appointments to cover this client's individual support requirements. Worker appointments are used to calculate the cost of the roster.
To add a new worker appointment to a shift:
- Right click on the shift. This will open a popup list.
- Select Modify Workers.
- This will launch a Modify Workers popup. You won't be able to change worker assignments from the base roster in this popup.
- Click on the Add Worker button.
- The Worker field will be inactive.
- Adjust the Start Date/Time if it's different than the start time for the shift.
- Adjust the End Date/Time if it's different than the end time for the shift.
- Click on the Save button.
This will add a proposed worker appointment to the roster. Proposed appointments have a grey background. They won't appear on other rosters until you confirm the house roster.
Modify shift and/or appointment times
To optimise the cost of the roster, you may need to change the length of some shifts and/or appointments. To change the session times for a shift and/or worker appointments:
- Right click on the shift. This will open a popup list.
- Select Modify Session Times.
- This will launch a Modify Session Times popup.
- The four fields at the top of the popup allow you to change the start day, start time, end day and end time of the shift.
- Put a tick in the Synchronise Worker and Client Appointments checkbox to apply changes to all of the appointments for this shift. If you leave the checkbox unticked, you'll need to make sure your shift changes don't cause conflicts with your appointment times.
If you're not synchronising the shift and appointment times, you can make changes to specific worker and client appointments. Click on the headings for different sections to show and hide additional fields. For example, clicking on the Worker Appointment(s) heading will show and hide appointments. For each appointment, you can change the start day, start time, end day and end time. These changes will need to be within the start and end times of the shift.
- Once you've made your adjustments, click on the Save button.
Shifts and appointments with proposed changes will have a grey background. The changes won't appear on other rosters until you confirm the house roster. However, they will affect the proposed cost shown for this client's proposed house roster.
Interpret the budget and proposed cost summaries
The budget and costs summaries show the estimated impact of adding the client to the base roster shifts and appointments. These summaries are based on NDIS pricing arrangement rates and do not account for award interpretation. They are intended to provide a planning estimate rather than precise final figures.
To include in-progress submissions in the estimates, click on the Show All Active Submissions toggle to set it to Enabled. This can help with planning the impact of multiple new clients in the same house. If you only want to see the impact of the new client, leave this set to Disabled.
Hover over the information icon next to the Budget value to see a breakdown of how each client contributes to the proposed budget.
The following table explains how the values in the summaries are calculated.
| Value | How it's calculated |
| Budget | Total of all expected weekly charges (regular supports) for all clients. |
| Individual Support Budgets | Sum of all hourly revenue multiplied by the time and number of workers required for individual supports for all clients. |
| Shared Support Budgets | Sum of all clients' expected weekly charge minus their individual supports budgets. |
| Proposed Cost of Roster | Total of individual support costs and shared support costs for all clients. This value will appear as red text if the proposed cost of the roster is greater than the budget. |
| Individual Support Costs | Cost of worker appointments that overlap individual support blocks, multiplied by the hourly rate. |
| Shared Support Costs | Cost of all worker appointments on the roster, minus the individual support costs. |
Confirm the house roster and add the client to a bed
If there are enough appointments to cover the client's needs and the proposed cost is within the estimated budget, you may be ready to confirm the house roster. Confirming the house roster will:
- apply proposed shift and appointment additions and changes to the base roster, and
- prompt you to add the client to a bed.
As part of confirming the house roster, there will need to be a bed available for this client.
If you're not ready to take this step, you can skip ahead to the Send Agreements step. You'll have another opportunity to confirm the roster after you finalise the service agreements and quote.
To confirm the house roster:
- Click on the Confirm House Roster button.
- This will launch the Confirming House Roster popup. You may see a warning that confirming the roster may alter the base roster.
- Click in the Proposed Bed field. This will list the beds at the site. If a bed has been selected for this client previously, it may have already populated this field. If you need to change beds, click on the cross at the end of the field.
Take care when selecting a proposed bed. If you select a bed that is already occupied by another client, that occupant will be removed from the bed on the site record when you save. A notice will appear on that client's submission to show that the client is no longer assigned to a bed.
- Select a bed from the list of beds.
- Click on the Save button.
This will update the base roster and add the client to the bed on the site record.
Once you're ready to move on, click on the Mark Status as Complete button. The next step is to send out your finalised service agreements and quote.