The Lumary DC 1.2 release includes improvements for house rosters, general rostering, setting worker availability and leave, the mobile experience, and help and feedback.
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Available: 10 September 2024
This release includes improvements for house rosters, general rostering, setting worker availability and leave, the mobile experience, and help and feedback.
House roster improvements
To improve the user experience, we’ve redesigned the house roster and the proposed house rosters. As part of these improvements:
- worker appointments, session activities, and support ratio and absence blocks now show more and clearer information
- popovers that appear when hovering over calendar events now show more information
- client information that displays when expanding days of the week is clearer and easier to understand
- printouts include more information and indicate when a submission is proposed, and
- we've made other changes to improve clarity and ease of use.
General rostering improvements include:
- worker matching by roster association to reduce the number of workers listed in results
- calendar filtering by clients, groups and sites
- a rule to check that services are rostered for the correct time of day and day of the week, and
- other improvements to prevent roster conflicts, reduce confusion and reduce the number of permissions required for some tasks.
Availability and leave improvements include:
- leave estimation and timesheet upgrades
- updates for viewing, approving, and removing or cancelling leave requests, and
- increased visibility of availability, unavailability and leave approval statuses.
Group session improvement:
Mobile experience improvements include:
- a new client page, and
- the ability to control how workers start multiple sessions in the mobile app.
Help and feedback improvements:
The release also includes several bug fixes and other changes.
We’ve also included updates to permission sets and permission set groups.
House roster worker appointments, session activities, and support ratio and absence blocks
Shifts, worker appointments, session activities, and support ratio and absence blocks now show:
- the duration in hours and a visible clock icon, and
- start time and end time in 12 hour time format with the meridian; AM or PM.
Shifts and worker appointments now:
- show a title with the shift name for shifts and worker's name for worker appointments
- show an icon, and
- take up less screen space.
Support ratio and absence blocks now show a title with the ratio, eg. 3:1, or absence, eg. CP.
Blocks that are 30 minutes or less will only show the ratio. The full details only show for longer durations.
House roster calendar popovers
When hovering over events on house roster and proposed house roster calendars, the popovers now display:
- the duration of shifts, worker appointments, session activities, or support ratio or absence blocks, and
- for session activities, the name of the shift that it is linked to and the shift's icon.
If the client has a preferred name, this will appear in brackets between their first and last names when hovering over:
- the client's profile disc in the Clients section of the roster, or
- the Budget Cost Breakdown information icon on the budget summary.
House roster client information
On house rosters and proposed house rosters, the expanded view for each day of the week now shows a separate 'lane' for each client that has a support ratio block, absence block, or session activity. The lane includes the support ratio block, absence block, and/or session activity for that client.
The last lane in the expanded view will show worker appointments.
Other improvements to house rosters and proposed house rosters:
- an icon now shows the client's profile picture or their initials if no picture has been uploaded to their profile
- the client's preferred name, if they have one, appears in brackets between their first and last names, and
- clicking on the link on the client's name now opens the client's record in a separate tab.
Proposed house rosters now list clients based on selections made using the Show Confirmed House Roster and Show In-Progress Submissions toggles. The order is:
- The client of the submission is always first.
- Live clients appear next in alphabetical order.
- Proposed clients are then listed in alphabetical order.
Toggling the filters on the house roster updates the clients displayed under the days of the week.
Other improvements to proposed house rosters include:
- the client of the submission is now shown in bold text with a blue border
- clients with a confirmed house roster are labelled with a green Live badge beside their name, and
- clients with an in-progress submission who have not had their house roster confirmed are labelled with a blue Proposed badge beside their name.
Proposed house roster support ratio and absence blocks:
- for proposed clients - now appear as grey stripes with borders that match the colour of the ratio or absence on the legend, and
- for live clients or the client of the current submission - appear as the colour that matches the legend.
House roster printouts
Several of the visual improvements to house rosters and proposed house rosters have been included for printing.
This includes:
- showing the icon, title and duration for shifts, worker appointments, session activities, and support ratio and absence blocks, and
- showing a grey striped background for support ratio and absence blocks for proposed submissions.
Other house roster improvements
Other improvements to house rosters and/or proposed house rosters include:
- the worker appointment icon has been removed from the legend and now appears when a day of the week is expanded
- the Show Live House Roster filter toggle has been renamed Show Confirmed House Rosters
- the time bar at the top of the calendar is now a fixed row so that as the user scrolls within the calendar, the times remain visible
- the left and right scrolling navigation at the bottom of the calendar also remains visible when scrolling within the calendar. This enables users to continue to be able to scroll left or right after scrolling up or down.
- grid line sizes have been increased and now represent 30 minute blocks instead of 20 minute blocks
- performance has been improved when activating popovers on calendars, and
- the background colour used behind initials has been changed from purple to dark blue.
Workers matched by roster association
An improvement has been made to matching and finding workers by reducing the list of workers to those associated with the roster. When a session relates to a roster, either on a roster period or published into the live schedule, matching will only return workers with a contact availability template related to the roster. There will be future improvements that will consider workers with an associated site record.
Filter calendars by clients, groups and sites
Additional calendar filters have been added to allow roster planners to filter sessions by client, groups and sites. This simplifies workflows and helps planners quickly make informed rostering decisions. This will hide sessions that do not meet the filter criteria. There will be a future improvement to be able to hide worker rows that do not have a session that meets the filter criteria.
Time of day/day of week rule
We've added a new Check Service Time of Day/Day of Week rule and functionality that is configurable and can extend across all funding sources. There are new service definitions and service definition rules, which are associated with a service and can be used to flag if a service is rostered for an incorrect time of day and/or day of the week.
For example, for a session with the Assistance With Self-Care Activities - High Intensity - Weekday Night service, the rule engine will check that the session:
- is on a weekday
- starts before 5:59 am, and
- ends before 11:59 pm.
This ensures that the correct item is rostered against the session.
Other general rostering improvements
Additional general rostering improvements:
- Roster conflicts - An update to the worker availability restriction can now prevent roster planners from accidentally creating clashing sessions for a worker.
- Start date on new rosters - When creating a new roster, the Start Date field will now be blank. This reduces mistakes by requiring the roster planner to consciously fill in this field.
- Reduced activity timeline confusion - Sessions rostered on a base roster will no longer create event records. This reduces confusion, as these session events were appearing on the client and worker activity timelines. Events will still be created for sessions on a roster period and on the live schedule.
- Session type defaults to Billable - When creating a new session, session types will default to the Billable category. This reduces the number of clicks in most instances, as customers have indicated that the majority of sessions created are billable.
- Reduced permissions required for estimating and publishing rosters - Users, including roster planners, who estimate award interpretation and publish rosters no longer need permission access to some payroll objects, fields and records to do so.
Leave estimation and timesheet upgrades
We've made significant updates to leave, including how leave hours are estimated and viewed, and when approved leave is sent to the award interpretation/payroll module:
- leave hours are calculated based on the worker’s base roster sessions, and
- approved leave creates a timesheet entry and/or leave event when the first day of the leave arrives.
Viewing, approving and removing or cancelling leave
We've introduced a streamlined view to show reviewers a list of items submitted for approval. This list aids in identifying all pending leave requests that require action. Users can access this functionality through a new Items to Approve tab, where relevant users can approve, reject, or reassign single or multiple leave requests. The list includes additional information like leave type and requested dates.
Authorised users can now override leave approvals, if necessary. Workers can also remove their own leave requests. These actions can be found on availability records by clicking on the Modify Leave button.
Access to these improvements may require the addition of new permission sets listed below to enable users to view the list of leave requests.
Visibility of availability, unavailability and leave approval statuses
To support other leave improvements, we've increased the visibility of the approval statuses. These statuses can now be seen on the worker layout of the following related lists, as well as on each of their page layouts:
- availability
- unavailability, and
- leave.
Group member editing
We've streamlined group member editing. When editing a group member, their planned services can now be edited from within the same edit screen.
Mobile experience client record page
We’ve introduced a new client record page for mobile devices. This now uses a layout similar to the desktop to provide a seamless experience, with changes to ensure relevant information is displayed in a user friendly format to those using a mobile device. We’ve also reduced the visibility of the client’s financial information on the mobile app.
Control worker attempts to start multiple sessions in the mobile app
System administrators can now set up the way the system handles attempts by workers to start a session in the mobile experience while they still have another session in progress. The setting can be set to:
- Allow - which allows the start of multiple sessions
- Warn - which allows the start of multiple sessions but displays a warning message, or
- Prevent - which prevents the start of multiple sessions and displays an error message.
Lumary Help & Feedback
We've updated the Lumary Help & Feedback page to enable users to search the Lumary DC Help Centre and click through to its articles, guides and support. You can also add your ideas and feedback via the Submit Feedback button for consideration for future Lumary DC releases.
Bug fixes and other changes
The following bug fixes and changes are also included in this release.
Rostering:
- New functionality allows workers to commence employment in the middle of a roster period and be scheduled for shifts within that same period.
- We've added a fix to prevent any 4 week roster cycles from overlapping each other.
- We've made an adjustment to how day names are shown on the base roster to ensure that day names and numbers are aligned.
- When creating a worker contact record, additional data governance measures have been set up to avoid record sharing issues for users.
Availability and leave:
- We've corrected an issue where no payee leave event or timesheet entry was generated when an employee's leave spans part of a session or falls entirely within it.
- The leave approval process now requires each employee to have an assigned manager in their User profile to approve leave requests. An error will now be raised if the employee does not have a manager registered to approved the leave.
Groups:
- When adding a planned service via the Add Group Member screen, users can no longer bypass saving the planned service and continue to save and create the new group member. When adding or modifying a client’s planned services, the main Save button will be disabled until the planned service is saved or cancelled.
Mobile experience:
- When creating a case note, all client appointments scheduled for today will now appear.
- Sessions on the mobile experience home and worker appointment will now show the worker appointment status, rather than the session status. This is to avoid confusion about the worker appointment being completed or cancelled.
- We’ve updated the methods to capture travel times for better accuracy.
- We’ve added appointment record types to the travel flows.
Permission sets
We’ve made updates to field and object level permissions on the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary DC - Roster Management | Service Definition | Rule Condition | Read |
| (object level access) | Read | ||
| Service Definition Rule | Ends After | Read | |
| Ends Before | Read | ||
| Ends On Same Day | Read | ||
| Minimum Duration (min) | Read | ||
| Public Holiday | Read | ||
| Saturday | Read | ||
| Service Definition | Read | ||
| Sleepover | Read | ||
| Starts After | Read | ||
| Starts Before | Read | ||
| Sunday | Read | ||
| Weekday | Read | ||
| (object level access) | Read | ||
| Lumary DC - Session Management | Availability | Processed | Read, Edit |
| Integration Log | Availability | Read, Edit |
Permission set groups
We’ve made updates to permission sets included in the permission set groups shown in the following table. If you have custom or cloned permission set groups that match these groups, we recommend that you add them.
| Permission set group | Added permission sets |
|---|---|
| Lumary DC - Award Interpreter | Lumary DC - Items to Approve |
| Lumary DC - Business Owner | Lumary DC - Items to Approve |
| Lumary - Service Management | |
| Lumary DC - Customer Service Officer | Lumary DC - Items to Approve |
| Lumary DC - Finance Officer | Lumary DC - Items to Approve |
| Lumary DC - Regional Manager | Lumary DC - Items to Approve |
| Lumary DC - Scheduler | Lumary DC - Items to Approve |
| Lumary DC - Senior Support Worker | Lumary DC - Items to Approve |
| Lumary DC - Support Worker | Lumary DC - Items to Approve |
| Lumary DC - System Administrator | Lumary DC - Items to Approve |
| Lumary - Service Management | |
| Lumary DC - Team Leader | Lumary DC - Items to Approve |
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