Task 1
Rota development: 4-week rota for coming pay period is developed and applied using Evolve
When: Week 4 (Pre period Task)
Responsibility: Team Leaders/ASDMs (rota managers)
Comments: ASDMs and TLs (the “rota managers”) will work to identify support patterns to enable the development of 4-week rotas
ASDMs will work in partnership with admin staff to undertake data entry to Evolve.
Task 2
Rota distribution: 4-week rota for the coming period is distributed to teams, supported persons and support staff
An ‘as distributed’ copy is saved to each teams ~Deployment folder with the naming convention YYMMDD ‘Team Name’ Distributed, eg 170620 Kinnel Distributed
When: Week 4 (Pre period Task)
Responsibility: Rota managers
Comments: Evolve can create and export rotas electronically that can be sent to a personal email address for workers.
Task 3
Weekly rota returns: Rota managers enter changes to support, log sick leave etc.
An ‘as worked’ copy is saved to each teams ~Deployment folder with the naming convention YYMMDD ‘Team Name’ Worked, eg 170627 Kinnel Worked.
When: Weeks 2, 3, 4
Responsibility: Rota managers
Comments: At least weekly - preferably by the close of business each Monday. Ideally, rota managers should attend to changes as and when they occur.
Task 4
Upload of changes to Evolve: Rota managers, with support from admin, enter changes to support, log sick leave etc.
An ‘as worked’ copy is saved to each networks ~Deployment folder with the naming convention YYMMDD ‘Network Name’ Worked, eg 170627 Kinnel Worked.
When: Weeks 2, 3, 4
Responsibility: Rota managers with support from admin
Comments: Returns to be done by email or hardcopy only. SMS/telephone call can no longer be used.
Task 5
Prior week rota confirmation: ASDMs review as worked rota and confirm shifts. Confirmation of rota activities is a financial control requirement. It is the ASDM’s approval that support staff can be paid and that support has been delivered
When: Weeks 2, 3, 4
Responsibility: ASDM/SDMs
Comments: ASDMs should proactively review rota contents prior to confirmation. If an ASDMs is on leave, arrangements should be in place for colleagues to cover their Evolve responsibilities.
Task 6
Final week rota returns: On the Friday of week 4, TLs inform admin of all changes up to and including the Thursday by 12:00 pm at the latest
When: Week 4
Responsibility: Rota managers with support from admin
Comments: Returns to be done by email or hardcopy only.
SMS/telephone call can no longer be used.
Task 7
Upload of changes to Evolve: Rota managers, with the support of admin, enter final week changes to support, log sick leave etc
When: Week 4
Responsibility: Rota managers with support from admin
Comments: Rota managers, with the support of admin, will complete this by close of business on Friday.
Task 8
Friday rota changes: Rota managers inform of final rota changes no later than 09:00 am on Monday morning. In practice this should only be those changes taking place on the final Friday
When: Week 1 (Post Period Tasks)
Responsibility: Rota managers
Comments: Returns to be done by email or hardcopy only. SMS/telephone call can no longer be used.
Task 9
Upload of changes to Evolve: Rota managers with support from admin enter final day changes to support, log sick leave etc
When: Week 1 (Post Period Tasks)
Responsibility: Rota managers with support from admin
Comments: To be completed by 12:00pm on Monday.
Task 10
Payroll process begins: From 12:00 pm on, the Evolve support team perform consistency checks on the payroll information to prepare for closing the period
When: Week 1 (Post Period Tasks)
Responsibility: Evolve Support
Comments: Any changes to rota activities must be made via the salary adjustment process.
Task 11
Period closes: At 12:00pm on Monday, the period is locked for payroll preparation
When: Week 1 (Post Period Tasks)
Responsibility: Evolve Support
Comments: No further changes can be made to information submitted for payroll. Any changes to rota activities must be made via the salary adjustment process.
Task 12
Payroll is run: Evolve generates the payroll report and passes this to the Pegasus payroll software. This software transfers salary payments and generates payslips
When: Week 1, Wednesday from 12:00pm(Post Period Tasks)
Responsibility: Finance Staff
Comments: Finance staff are no longer able to make manual salary adjustments. Any changes to rota activities must be made via the salary adjustment process.