time target - lsv · 2018-07-03 · time target – user guide page 3 1. introduction 1.1....

Time Target Education Casual Employees

User Guide

Time Target – User Guide

Contents

1. Introduction .................................................................................................................................. 3

1.1. Functionaliy ........................................................................................................................... 3

1.2. Used by ................................................................................................................................. 3

1.3. Frequency of use .................................................................................................................. 3

2. Login ............................................................................................................................................ 4

3. Home Screen ............................................................................................................................... 5

4. My Details .................................................................................................................................... 6

5. Dashboard / Message Inbox ........................................................................................................ 7

4.1 Sending a Message ................................................................................................................... 7

6. Rosters ........................................................................................................................................ 8

5.1 Roster Offer and Finalised Rosters ............................................................................................ 9

5.2 Back up List ............................................................................................................................... 9

5.3 Shift Details ............................................................................................................................... 9

7. Timesheets ................................................................................................................................ 10

8. Availability .................................................................................................................................. 10

8.1 Changes to Availability ........................................................................................................ 12

8.2 Shift Replacement Procedure .................................................................................................. 13

9. Shift Bidding ............................................................................................................................... 15

10. Phone Book ............................................................................................................................ 15

11. Management .......................................................................................................................... 16

12. Education Casual Instructor Information – Website ................................................................ 16


1. Introduction

1.1. Functionaliy

The purpose of Time Target’s is to efficiently and effectively manage your availability, rosters and other

information as required for your employment with LSV’s Education Team

Functionality in Time Target includes the ability to:

• Enter your availability and keep up to date 28 days prior for rostering purposes

• Have shift details accessable anytime or place you are online

• Ability to change your own details within the LSV system (with approval)

• Send internal messages within the Team

• View timesheets for shifts that have been completed and approved

• ‘Bid’ for shifts that are currently unassigned

• Online phonebook of other Education Team members for quick reference

1.2. Used by

Time Target is expected to be used by:

• Education and Multicultural Fulltime Staff Members

• Casual LSV Education Employees

1.3. Frequency of use

Time Target is expected to be used in the following instances:

• Fortnightly to view rosters (or as required)

• Periodically to update availability and other details

• Often (as required) when making use of shift bidding


2. Login

Reference Details

Login Link: https://lifesavingvic.ttzeus.com/Account/LogOn

Employee Code You will be provided an Employee Code by fulltime staff upon completion of the Employee Declaration

Password You will be provided an initial Password by fulltime staff upon completion of Employee Declaration with your Employee Code. Once LOGIN is selected you will be prompted to change your password. Ensure it is something you remember as you will require fulltime staff to reset if forgotten.

https://lifesavingvic.ttzeus.com/Account/LogOn


3. Home Screen

Reference Details

Home / Details : **Name**

Provides links to change your password and update details (name, address, email, phone number, etc.)

Home / New Messages Provides quick link to new messages

Home / Notifications Quick reference if you have been offered shifts

Home / Roster Summary

Displays upcoming shifts

Home / Leave Summary Not applicable to casual employment (unable to take off Home screen)


4. My Details

Reference Details

Changes Pending Changes must be approved by coordinator to take effect (only appears if you have saved changes

Contact Details Self-explanatory

Address Self-explanatory

Notifications Not Applicable

Personal Details Self-explanatory

Emergency Not Applicable – email details if changes occur

Bank Account Details Not Applicable – email details if changes occur

Change Your Password

Please remember, password cannot be recovered and must be reset by Education fulltime staff, so make this something you will remember

Update Your Details Must be selected to make any changes to the above sections

SAVE Must be selected for any changes to be sent to admin


5. Dashboard / Message Inbox

Reference Details

Message Inbox Option to view ‘ALL’ (including read messages that have not been deleted) or unread messages only, you can ‘archive’ as required

New Message Used to send internal message to any Education Team Member (see below)

5.1 Sending a Message

You may send an internal message to any Education employee on the system. You may send to one

staff member at a time, or multiple staff. It is not expected that you send messages to all staff, or use

this system on an ongoing basis (i.e. daily). Misuse of this system should be reported to, and will be

followed up by, Education fulltime staff.

To send a message;

Select ‘New Message’

You can scroll down the list of employees or filter by;

o Selecting location (must select ‘Head Office’, or filtering options will not be available)

o Choose the ‘Department’ – i.e. the program, only staff trained to deliver the program will

appear; and/or

o Role, only staff trained for that role will appear (i.e. BP – Team Leader); and/or

o PayCompany, you can filter to only see Fulltime Staff or only Casual Employees


Highlight the name of the person you would like to message and select the > arrow

Type your message and press send

Messages will only be sent internally and the employee must log-in to see the message (i.e. no email

or text message will be sent).

6. Rosters


Reference Details

Calendar Preview Displays overall for any upcoming offered or accepted shifts

List View With Details Scroll down to see full details for shift

Blue Time (i.e. 09:00-14:00)

Shift time – click here to see further details

Question Mark On unconfirmed shifts, click to confirm then select submit

6.1 Finalised Rosters

Two weeks prior to the beginning of a fortnightly roster period, your shifts will be finalised and you will

receive a roster SMS with date and time only. You will also receive an email with further details. You

will be required to log-in to Time Target to see shift details, including venue and any updated shift details

(i.e. meeting point, TL, etc.).

6.2 Back up List

You may be listed on the ‘Back-Up List’ for dates there are more Instructors available than that required,

or you may choose to be listed to only cover shifts if available rather than automatically being rostered

to them. Instructors on the back-up list are not obligated to cover shifts. This list will be utilised as a

reference only by fulltime staff when booking last minute programs. It will also be used by Instructors

when looking for replacements for their rostered shifts by downloading the report (see 8.3).

6.3 Shift Details

Reference Details

From Paid Shift Start Time

To Paid Shift End Time

Total Breaks Always ‘0’: n/a

Shift Type Always ‘Normal’: n/a

Role i.e. TL, Team Courier, *Meeting LSV or Meeting at Venue

Area Program Location (currently program type 26.9.14)

Event Date / Group Name / other details

Venue Location if standard venue, otherwise details in ‘shift comments’

Type Program Type (i.e. 2x Half Day, 5 sessions, etc.)

Age/ Year Level

Approx. Year Level/ Age of Group

No. Staff Total no. of Instructors & TLs required for the program

Shift Comments

School/ Organisation LSV Arrival Time (for meeting LSV) LSV Return Time (for meeting LSV) TL name if OWLE or Team Courier if Multiple Staff

*Make note of your role and meeting point – if listed as ‘Meet - LSV’, your Team Leader is

expecting you to meet at LSV and travel in an LSV vehicle to the program; if ‘Meet - Venue’ your

TL is expecting you to meet at the venue, there may not be room for you in the car and the TL

will not wait for you. If you would like to change your meeting point, contact fulltime staff prior

to your program, giving plenty of time to make adjustments.


7. Timesheets

You may view timesheets for authorised shifts worked in the past three weeks. Please note; it may

take 2-3 working days for these to be authorised and available to view. If there are any discrepancies

you should contact Fulltime staff immediately.

8. Availability

All casual employees are automatically assumed unavailable. If you would like to be given shifts, it is

your responsibility to keep this up to date as much as possible. Rosters are published and sent two

weeks prior to the beginning of the fortnight. It is therefore necessary to give 28 days’ notice of your

availability. If your availability changes after this time and you would like to notify the Education Team

(i.e. for staff looking to cover their shifts), you must call or email Fulltime staff who can change this on

the system.

To change days to ‘available’, select the day and when highlighted in grey, select ‘Edit’.


If you have not given enough notice, the ‘Error’ message above may appear – please contact the

education team to update. You can then move to the date suggested and enter your availability from

there.

You can select one day, or multiple days that are in sequence to edit.

You may choose to be available for the ‘Full Day’:

Select available or preferred under the Full Day section


The bar from 00 to 23 will be green

Select save

You will be taken back to the calendar and a green tick box will appear with the times 00:00

– 00:00 (midnight to midnight) will appear*

*You will not be rostered at 2am in the morning though you have selected available, you may however

be rostered for early departures or late returns (i.e. between 6am and 9.00pm). Be mindful of this when

selecting full days.

You may choose to be available for part or the day (i.e. if at university in the morning and available in

the afternoon*):

Highlight on the time bar the time you are available* (i.e. from 12pm to ‘midnight’) - this

section only will turn green

Select save

You will be taken back to the calendar and a green tick box will appear with your available

times only (i.e. 12:00 – 00:00 – midday to midnight)

*Please keep in mind the time you will need to travel to a venue (this is your responsibility), sending an

email to Full Time staff to let them know available Port Melbourne to Frankston for example will be

useful when rostering. Please do not put available from 12pm if that is the time you finish in Bundoora.

Details to consider when submitting your availability: - Dates you are/are not available - Include any time restrictions you may have - Include any location restrictions you may have (email details) - Other commitments that could impact your availability (exams, childcare, other jobs etc).

You may like to select preferred dates to work. If, for example you would like three shifts per week and

are available five days, select this option for those date. We will endeavour to roster you on your

preferred days however this may not always be possible.

We have ‘metro’ shifts available from Anglesea to Phillip Island. If you would only like to work

in certain areas, we suggest you contact fulltime staff with this information (i.e. Can work Port

Melbourne to Anglesea only on Tuesdays, all other days available all locations etc.).

If you would like to be listed as ‘available for emergency’ and contacted before being rostered for a

given day, you must email that through to Fulltime staff to adjust.

8.1 Changes to Availability

If your availability changes after you have submitted details through Time Target, it is your responsibility to submit the changes as soon as possible to reduce the impact on the creation of rosters and delivery of programs.

If your availability changes after the date has been locked for editing before roster offers or rosters have been sent, you should contact education fulltime staff as soon as possible. If your availability changes after rosters have been sent and conflicts with existing committed shifts, you will be required to follow the shift replacement procedure and inform the Education Staff of the conflicting situation immediately.


8.2 Shift Replacement Procedure

LSV understands that there will be days when employees are unable to work for a number of reasons. This could be due to illness, injury, bereavement or other unforeseeable situations. This is usually the type of situation that gives little notice to find a replacement, i.e. on the day or day before the shift. If you are feeling unwell the day prior to your program, finding a back-up staff member in the event you are not able to fulfil your shift the next day is crucial to ensuring the programs are run at the highest quality and with minimal risk.

All staff are required to notify Education Staff ASAP to inform them of the circumstance. Ed u c a t i o n s t a f f will only accept one of the reasons above for notifying LSV of being unable to attend a shift the day before.

Finding a Replacement: You will need the current Casual Staff Phone List and the Roster for the period Notify Education Staff for the shift ASAP - They may be able to point you in the right direction of possible available staff Ring Staff on the Back-up List – see 8.3 Ring other Casual Staff you may be aware of other staff available or Education Staff will give you a list of names. If you are looking for back-up staff the day or two before the shift, sending a text is absolutely not appropriate. Ring anybody else on the phone list (useful to make friends when working!!) If unable to find a replacement, phone the LSV staff again and strategise your next move together

NOTE: It is your responsibility to find your own cover. If you are unable to find a replacement and FT staff are unable to offer another solution, you may be required to work the program (situation dependent).

It is unsafe and unprofessional to fail to turn up to a shift without following the above procedures. Doing so will result in an immediate explanation and/or meeting with Education Staff. To repeat the ‘no-show’/ not followed cover procedure may result in termination of your employment.

8.3 Back-Up List (Roster Daily Coverage by Employee) Report

To find out who was available when rostering and may still be available to cover your shift, you can

download the ‘Roster Daily Coverage by Employee’ Report via Time Target.


In the first screen (Locations / Departments / Roles) you can select the Department (i.e. OWLE) and

the particular role to cover (i.e. Team Leader) based on your shift or you can select all to have an

overall view of the day.


In the third screen (settings) select the date you are needing a cover and select ‘Print Preview’. The report will be generated in order of ‘Departments’ and will not tell you which program/ event the Instructor is working on. As per the Shift Replacement Procedure, Instructors listed as ‘Back-up’ staff for the day should be the first people you call to cover your shift – use the phone book via Time Target or the phone list that is available on the website.

9. Shift Bidding

Any unassigned shifts that no qualified staff were available at the time of rostering, will appear on your

shift bidding tab. If you now find yourself available or forgot to update this before roster offers were

sent, you may bid on shifts listed. Again you must press submit for this to be seen by full-time

employees.

Multiple people may bid on a given shift; generally the first to bid will be rostered on the shift. If you

have bid on a shift it is your responsibility to continue to check your roster for updates – you may not

receive a notification/ emailed a roster. If your circumstances have changed prior to the shift being

rostered, you may cancel your bid – again you must select ‘submit’ for this to be processed.

10. Phone Book

A phone book with all staff numbers is available via Time Target however it is expected you have

Fulltime staff and Team Leader numbers in your phone or somewhere accessible (i.e. a list in your car).

The phone book does not list what staff are qualified and trained to teach (ignore ‘Def. Department’)

nor does it state where the person lives. Another phone list with these details, useful when looking at

swapping or covering a shift to know who is close-by the venue, will be uploaded to the Education

Casual Instructor Information page;


http://lsv.com.au/education/casual-education-instructors/

Only employees that have accepted the declaration will be listed. Please note that employees will be

listed as being trained in a program, however may not have completed their shadow shift requirements.

11. Management

Please ignore this TAB, it will possibly be removed as is not relevant.

12. Education Casual Instructor Information – Website –


Fulltime staff will often refer to this as ‘the web page’ particularly when talking about casual employee

documents. You will find a number of references that must be read and understood before your

employment begins. These document will be periodically updated – it is your responsibility when notified

to familiarise yourself with any updates. The documents include:

LSV and OHS and Policies

Risk Assessment and Emergency Action Plans

Education Services Information

Program Manual

Time Target - User Guide

Phone List

Also on the page will be staff phone list. The phone list can also be used to find a list of staff who may

be available to cover a rostered shift (see ‘shift replacement policy in).

All documents will be password protected. This password will be supplied upon employment and

updated at the beginning of each summer season.



time target - lsv · 2018-07-03 · time target – user guide page 3 1. introduction 1.1....

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