How To Use Health Roster and Civica Scheduling

What is Health Roster?

Healthroster is an e-rostering system, the e-rostered availabilities and leave can be imported into Civica Scheduling

Healthroster Set Up for export

The following only needs to be done once before starting to use Civica Scheduling to ensure that Healthroster is set up correctly to extract the correct Export for Civica Scheduling.

• Under 'Rostering' select the ‘Assigned Hours’ button from the left. Then click ‘Assigned Duties by Person’

• Select the 3 vertical lines as circled below

• This will open up the screen below. Click the ‘Select All’ option at the bottom of the screen and then click ‘Save’.

How to Export Data from Healthroster for importing into Civica Scheduling.

1. To run the report for Civica Scheduling you will need to select under Rostering the ‘Assigned Hours’ button from the left. Then click ‘Assigned Duties by Person’

2. Change the unit to your team (ie District Nursing – Team Name)

3. Change the date from and to

4. Change the payroll state to ‘Any’

5. Change the assignment state to ‘Any’

6. Then click the magnifying glass

7. Click the black box on the top right to export into a spreadsheet

8. A pop up will ask if you want to 'Open' or 'Download' the file. Select 'Download'.

Note: With Health Roster Assigned Duties import:

• If a shift type is set as ‘Rest' it is imported as 'Day off'.
• Civica Scheduling will try to match shift type with any existing leave type already recorded in system. If there is no existing leave type within Civica Scheduling, it will be recorded as ‘Leave’.
• If the shift type is set to ‘Day’ and there is a Cancellation Reason that matches an archived leave type within Civica Scheduling, the leave type will be added and displayed as ‘Leave'.
• If the cancellation reason doesn't match an existing leave type, the leave type will be added and displayed as the word ‘Leave’.
• If the shift type is ‘Day’ and there is a Cancellation Reason which matches a leave type already existing and active in Civica Scheduling, the leave type will match the cancellation reason.
• Leave is added if "Is Cancelled" column includes: Yes/yes/Y/y

Note: When exporting the list of availability from Healthroster, you will need to change the 'Assignment State' to 'All' on Healthroster for it to include cancelled shifts ready to be imported into Civica Scheduling

Note: If the format is Health Roster Payroll you will need to add a non time word on the first row in the cell, then a duration string; it will only work in that exact format see example:

How to Import Data from Health Roster into Civica Scheduling.

• Log in to Civica Scheduling
• Navigate to Staff -> Import Availabilities

• Select Health Roster Assigned Duties from the drop-down list
• Click Choose File -> Select the file exported from Health Roster
• Click the green Import Button