How do I create a Group Activity Roster?

This guide provides administrators with step-by-step instructions for building and managing a roster for Group Activities within Platform for Care. By creating structured activity templates, you can efficiently manage day programs and community access services while ensuring accurate client-to-staff ratios.

1. Accessing Group Activity Services

Before building a roster, you must navigate to the specific service where your group activities are defined.

1. Navigate to Services in the main menu.
2. Locate the Group Activity service you want to roster and click the Edit icon.
3. Open the Activity Roster Template tab.

2. Building the Group Shift Template

Group shift templates allow you to define the recurring pattern for your day programs or community activities.

1. Add Template: Select the Add Shift Template button.
2. Define Schedule:
   • Days of the Week: Select which days the activity occurs.
   • Validity Dates: Set the Template valid from/to dates to determine the duration of this pattern.
3. Enter Activity Details:
   • Activity: Select the specific activity (previously set up in the Service profile).
   • Activity Location: Choose the pre-defined location to ensure correct Bus Run KM billing.
   • Shift Type: Choose the applicable type (e.g., Ordinary, Afternoon).
4. Staffing and Capacity:
   • Role: Select the required role(s) for the shift. Use the "+" button to add multiple roles if necessary.
   • Employee Number: Enter the number of staff required per role.
   • Clients Required: Enter the total number of clients that can participate to establish correct ratios.
5. Save: Click Save. The shifts will appear in Live Templates or Pending Templates based on the start date.

3. Configuring NDIS Community/Centre Settings

For group programs involving both facility-based and community-based support, you must define how hours are split for NDIS billing.

• Initial Hours (Community): Enter the number of hours spent in the community.
• Remaining Hours (Centre): Enter the hours spent at the centre.
• Centre Capital Cost: If applicable, select the correct funding item number to apply centre capital costs to the centre-based hours.
• Transport/Activity Rates: Tick Transport Daily Rate or Activity Daily Rate if clients need to be billed for additional costs set up in your General Settings.

Troubleshooting Group Rosters

If you encounter issues when building or assigning to your group roster, check the following:

• Missing Clients: A client will only appear in the eligibility list if their Funding Confirmation and Service Request match the ratio, service type, and community/centre setup of the shift.
• Template Discrepancies: If you need to edit an activity that is already active in a roster, you must first remove the associated templates.
• Role Requirements: Ensure the staff being assigned are approved for the specific Service and have all mandatory documents for their role