We are making some changes to the online rostering system in the next few weeks.

Some of the changes are cosmetic but some are more fundamental.  It is important that everyone is familiar with the changes to ensure a smooth introduction and transition.

Probably the first thing you’ll notice is that we’ve reduced the size of the banner row at the top of the OLRS.  This simply allows us to get more resource rows on the screen (when using a pc or large format tablet) at one time which should result in less scrolling when looking to book a shift.

We have reduced the amount of personal information that is prepopulated into the notes section of a new booking to just a mobile telephone number.  The previous additions to the notes were designed in earlier times and they are no longer necessary for booking shifts.  With a further nod to data security and privacy we’re no longer including the extra information.  We've retained the mobile telephone number for the convenience of those on shift - especially controllers.

We’ve re-ordered the dropdown list for shift types (rota types) so that the (most used) operational shift types are grouped first and together, then the more specialised shifts and finally the admin-type shift types.  This makes the list look more consistent while being more ergonomic.

There is a new row or resource in the main OLRS grid called “shadow driver or controller”.  This row will allow shadow drivers and shift controllers to record their shadow or accompanied shifts in the OLRS.  Consequently, the reports generated by OLRS will be able to include shadow shifts which they have not previously done.

The main change, however, concerns the addition of several new shift types, and some new related, dedicated data fields to hold extra information about the activities being undertaken for the new and specialised shift types.

We’re adding these new shift types so that the OLRS more precisely reflects the work that we do and the more flexible way in which we do it. 

the new shift types are

• Relay
• Milk Run
• Shadow shift
• Ops Early Half Shift
• Ops late half shift

There are also four new data fields added to the shift booking screen

• early half shift authorisation
• late half shift authorisation
• shadow shift information.

These fields are related to the specific shift types and must be completed with the name of the person being shadowed or who authorised a half shift

The fourth data field is shared between Relay, Milk Run and the existing Event shift type and must be completed when booking one of those shift types.  The information added should include details of the activity, any locations to be visited and the times that the vehicle is expected to be in use. 

With these new fields it should no longer be necessary, in most cases, for members to directly modify the notes (member details) section of the shift booking screen.  Using the new data fields allows us to better monitor the addition of additional data linked to shift type. Further, the system will still make this information available when hovering a mouse over an entry in the main rota grid.

We have worked hard to make sure that you have all the information necessary to make these changes successful so please familiarise yourself with the changes ahead of their introduction by

1. Watch this explainer / demonstration video   (it only takes 10 minutes)  tutorial here
2. Read the updated Standard Rota Definition for Riders and Drivers (ROTA010).  The updated procedure defines the 1/2 shift parameters and highlights the limits on their use (they may only booked with 24 hours of shift start, with authorisation from the Rota Manager, Committee on Call or a designated deputy).  As it has become custom and practice it will still be acceptable to book one support shift per evening (even at weekends) without requiring any additional authorisation.
3. Read the updated OLRS user guides - they explain how to use the new features.  There are three documents  ICT002 is an update to the existing user guide for reserving a standard operations shift; ICT003 is a new guide covering reservation of specialist shifts including the new shift types;  ICT004 is a new guide which defines the use of all of our shift types. 

   If you are logged in to the website you can find the updated documents in the members library - here

It might seem like a lot, but that is simply a reflection of how diverse and flexible (complicated?) our service has become.  Some small changes by you to use these new shift types properly will make a huge difference to the rota team who work hard monitoring OLRS to ensure that we fulfil our service obligations. 

We are also introducing some new automated monitoring tools, so if there are any anomalies in your bookings you should expect to be notified and asked to correct them.

Finally, there is a new shift type “ Suspension of Service”  This will simply be used by a committee member if we have to suspend service at any point.  It will give us a way to easily record / report whenever we have not been able to support our local hospitals.