Service Schedule SIL Template

This page guides you through the creation and maintenance of SIL Template records.

These are related topics of the page

Introduction

The SIL Template module provides the organisation with an interface for the creation of supported living
templates related with the provision of NDIS funded SIL services.. SIL templates can either be configured for
group (NDIS participants in shared accommodation) or individual (participants that live on their own) based services. The record is comprised of four elements, that include the Template profile, the clients whose supported living needs will be managed, the staff rostered to provide the care / living support and supervision and the employee to client roster ratio based upon the SIL parameters assigned to the SIL service types used within the template.

Additional Information

Prior to establishing your SIL template you will need to ensure the following activities have been undertaken:

Establishing the SIL service type(s) .
Establishing the Service Schedule SIL Group.
Assigning the SIL service type(s) into the applicable pricelist.
Assignment of the SIL service type(s) to the participant funding records that have supported living needs.

Resources

The following is a list of resources that will assist the organisation in the establishment SIL templates.

Accessing the SIL Template

The SIL Template is accessed from the client > Service Schedule SIL template sub menu.

Navigating the SIL Template

Click to expand and review the fields and objects that comprise SIL Template

Manage Template: This button provides access to the SIL Template.
Create Service Schedule: This button is used to create SIL services configured into the template for a defined date range. The SIL services once created can be reviewed through the schedule board.
Deactivate: This button is used to deactivate the SIL Template record.
Delete: This button is used to delete the SIL Template record.
Save: This button is used to create the SIL Template record as well as save updates to an existing record.
Close: This button will close the SIL Template page.
Type: This is drop down field that lists whether the SIL Template record is applicable with a group (NDIS participants in shared accommodation) or individual (participants that lives on their own). Individual is the default, selecting Group as the type, hides the client field and makes visible the name field. This field can not be updated once the SIL template record has been saved.
Client and Group: The Client field provides access to a drop down field that lists the participant name from the client record, whereas the Group field if displayed provides access to a drop down field that lists the groups.
Add Participant: This button is used to assign one of more participants, subject to the SIL type into the template participant list. Selecting this button will present the Select Client page, from where you can search for and select the client that are to be assigned into the template.

When adding a participant, if their funding recording has not been configured with a SIL service line they will not be transferred into the SIL Template.

For a group SIL service you can multi select from the client records listed.

For an individual SIL service you can only single select from the client records listed.
Participant List: Subject to whether the SIL service is group or individually based this data grid will list either a single or multiple of participant records. The delete icon located to the far right enables you to remove a participant from the template.

Click to expand and review the fields and objects that comprise SIL Template

Staff to Participant ratio Legend: The legend lists the service types that have been configured as SIL services that are available for assignment in the SIL template. The ratios displayed are influenced by the number of participants assigned into the template.
Add Staff: Selecting this button will call and display the Select Employees form.
Import Data: Selecting this button will call the Review Client & Service Type Mappings page. Utilising the Review Client & Service Type Mappings page allows the mapping of participants and services to the SIL template.
Save: This button is used to create the SIL Template record as well as save updates to an existing record.
SIL Week Day: This label lists the days of the week.
Client Name: This line lists the name of the participant who has been assigned into the template for SIL services. Clients selected that do not have a corresponding SIL service line within their funding will not be displayed within the SIL Template.
SIL Ratio: This cell reflects the time in intervals of 30 minutes against which the participant will be receiving SIL services in accordance with the employee to participant service ratio. The SIL service ratio is set from a drop down list accessed from the cell.

To update additional cells you have the option of selecting either first or last cell that had a ratio set and to drag out either to the left or right respectively to update the empty cells with the corresponding ratio.
Employee: This line lists the name of the employee who has been rostered into the template for the provision of the SIL services.
SIL Roster schedule: This cell reflects the service roster period in intervals of 30 minutes. A rostered period will be identified with the Yes which is set from the drop down list within the cell.

To update additional rostered periods you have the option of selecting either the first or last cell that had a ratio set and to drag out either to the left or right respectively to update the empty cells with the corresponding roster ratio.

Click to expand and review the fields and objects that comprise SIL Template

SIL Roster Day: These fields reflect the days of the week and allow you to specify the day’s that the employee will be rostered into the template for the SIL services.
Start Time: This field is used to set the start time of the rostered SIL service. The time can either be keyed in or selected from the time dial.
End Time: This field is used to set the end time of the rostered SIL service. The time can either be keyed in or selected from the time dial.
Staff Search: This field is used to search for staff that will be rostered to the SIL service. This field is applicable when searching for staff for a group or individual SIL service. You can search on a full or partial name.
Staff Listing: This is a listing of employees available for rostering into the SIL service. For an individual SIL service, you can only select one employee from the list, whereas for a group SIL service you can select multiple employee.
Record listing: This drop down list will determine the number of employee records listed.
Close: This button will close the form and return you to the SIL template, without the rostering of any employees into the SIL template.
Select: This button will roster the selected employees into the SIL template.

Establishing a SIL Template

To establish a SIL template observe the following steps:

Select the Client > Service Schedule SIL template sub menu to present the Service Schedule Template SIL List page.
Click the New button to present a blank Service Schedule SIL Template record.
Set the type from the drop down list that will define the SIL template. Select either individual or group.
Based upon the type defined specify either the group name or individual participant assigned to the SIL Service template.
Click the SAVE button.
Click the Add new record icon located to the top right of the client data grid to assign the participant(s) into the SIL template.
Click the Manage Template button to load the SIL template.
On load of the SIL Template you will observe that the selected participants will be displayed within the clients column of the template. Please note that only clients with a SIL service type set within their client funding record will be listed. The legend of staff : Participant ratios is determined by the number of participants listed within the SIL Template.
To update the clients SIL services you must ensure that the applicable SIL services are listed within the client funding profile. Two options are available for establishing SIL services and they are importing the ROC data in from NDIS Provider SIL Roster Of Care tool or by specifying the respective SIL ratio per the 30 minute intervals, which we will outline as follows.

Select the time interval that will signify when the SIL service will commence. Click into the cell to display a drop down list of SIL ratios. Select the ratio that is applicable.

To assign additional ratio’s either select from the drop down list of SIL ratios or select and drag to update the selected time intervals.
Repeat step 9 for the remaining days within the SIL template as well as the remaining clients listed within the SIL Template. Ensure you periodically click the SAVE button.
To assign staff members to the SIL roster click the ADD STAFF button to display the Select Employee page. You will need to observe the allocation of the SIL ratio for the clients listed within the template when you roster staff. Refer to Scheduling an Employee on the SIL Roster.
Click the SAVE button to commit the selected employees into the SIL Roster.
Click the CLOSE button to return back to the Service Schedule Template SIL details page.
To establish the organisations SIL Services click the Create Service Schedule button to display the Create Service Schedule from Template form.
Specify the start and end dates that cover the duration of the SIL services that will be written to the schedule board.
Click the CREATE button to establish the SIL services.

Any errors related with funding will be displayed, if errors are reported these will need to be corrected before attempting to create your organisations SIL Services.

Your organisations SIL services can be reviewed through the GROUP view within the schedule board.

Importing in Roster of Care data

To import in your organisations Roster of Care (ROC) data from the NDIS Provider SIL Roster Of Care tool click the IMPORT DATA button from within the SIL template to present the Review Client & Service Type Mappings form. Prior to doing this ensure you have the required number of participants listed with template along with the appropriate SIL services.

From within the Review Client & Service Type Mappings form you will need to map both your participants followed by the services that will be reflected within the SIL template. When setting you participant and service values match to the applicable selections from the drop down lists.

To exclude a participant or services leave the mapping blank, as shown below.

To load in you service mappings click the SAVE button, followed by the OK button on the import ROC data dialogue to load the ROC services into the SIL template

Scheduling an Employee on the SIL Roster

The following steps outlines the approach for the assignment of one or more staff members to the SIL roster. With respect to your rostering requirement you will need to observe the allocation of the SIL ratio for the clients listed within the template when you roster staff.

Click the ADD STAFF button to display the Select Employee form.
Click the days that are being rostered into the SIL template.
Select from the Start Time field the commencement time of roster.
Select from the End Time field the cessation time of the roster.
Search for and select the staff that are to be assigned into the roster.
Click the SELECT Button to update the SIL template with the rostered staff as shown in the above. The employees rostered periods will be denoted with the YES.

Assigning additional rostered periods

Assigning additional rostered periods for an employee is managed through the SIL template. For the roster period click into the period and select YES from the drop down down list. Ensure you click the SAVE button before exiting the SIL Template, otherwise the changes made will be not be saved. Changes to rostering can be managed through the schedule board.

Deleting an Employee from the SIL Roster

To remove an employee that has been rostered into the SIL template, you firstly need to ensure that remove the employees rostered periods. To do this select the cell listing the employee’s rostered period as denoted by the YES and click the keyboard delete key.

For any additional rostered periods either repeat the steps as listed above or highlight the period that has been unrostered and drag you mouse out across consecutively rostered periods, as shown below

Once the employee has been removed from all rostered services within the SIL template, ensure the employee line has been highlighted. Click the keyboard delete key to display a delete record dialogue, select OK to remove the employee. Ensure you click the SAVE button before exiting the SIL Template, otherwise the changes made will be not be saved.

Unrostering an Employee from the SIL Roster

To remove one or more rostered services from an employee within the SIL template, select the cell listing the employee’s rostered period as denoted by the YES and click the keyboard delete key.

For any additional rostered periods either repeat the steps as listed above or highlight the period that has been unrostered and drag you mouse out across the consecutively rostered periods, as shown below

Once the employee has been removed from all rostered services within the SIL template, ensure you click the SAVE button before exiting the SIL Template, otherwise the changes made will be not be saved.

Deleting a Participant from the SIL Template

To remove a participant from the SIL Template, click the DELETE RECORD icon located to right of client listed within the client data grid of the Service Schedule Template SIL details page.

Updating the SIL Rostered Employee

Updating an employees rostered SIL shifts will be undertaken through the Schedule Board. To roster a staff member of a SIL service observe the following steps.

Click the Schedule Board icon.
Set the date range on the schedule board to correspond with the SIL service period that is to be amended.
Click the By Group schedule view to display a listing of SIL services.
Input the details of the SIL service into the search field, if required, to filter down the list of SIL services displayed within the schedule board.
Click the SIL Roster icon.