Activity Staff Report

The Activity Staff Report allows providers to search for Staff added to Activity records via a range of search criteria. For example, in the case of a group Activity where more than one Staff member or multiple Staff shifts have been added, the results returned in this report will list the same Activity multiple times, with each result reflecting the Staff facilitating the Activity. 

It is a useful report for reviewing which Activities a Staff member has been rostered into, Staff shifts set as TO BE FILLED, Staff Timesheets that are not yet Signed Off (if your organisation is using this feature), and to assist rescheduling Staff in Activities where required.

In addition to the export of this report, two additional exports are available to assist with billing for individual Services where one Client and one Staff have been added to the Activity.

This article steps through how to generate this report, search criteria, list results, and printing or exporting this report. 

Audience: Team Leaders


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


What is a Staff shift?

The Staff Section of the Activity record is where Staff Members are added and their 'shift' or working from-to time may be customised. The Staff Member/s added to an Activity creates their Roster and their Timesheet. If the Staff Roster and/or Timesheet functionality in SupportAbility is not being used, Staff may be added to an Activity to reflect which Staff Members were working with which Clients at a given point in time. 

Availability issues, Clashes, as well as other Status icons, may be viewed for the Staff Member, and an optional Sign Off facility is available for Staff to complete their Timesheet. Once the Activity Sign Off has been performed this automatically completes any Staff Timesheets which have not been Signed Off, and therefore, a Timesheet Batch can be generated for Award Interpretation (where required) and Payroll. 

N.B. The 'Non-NDIS Chargeable Hrs' area of the Staff section in an Activity can be disregarded, as the hours displayed here are not related to the Staff members shift in any way.

By default the Staff Members shift time is the same as the Activity time. For example, if Abel is rostered into a Personal Care Activity which goes from 8:00 am - 10:00 am, his shift will automatically align with the time of the Activity. However, if Abel commenced work earlier than this, for example, his 'Working From-To Time' may be customised by selecting the ' Customise Time' button: 

Selecting this allows the shift to be customised. If Abel's shift starts at 7:30 am and goes until 10:30 am, for example, this can be updated here:

Whilst the Activity goes from 8:00 am - 10:00 am, Abel's Roster for this Activity displays the customised shift time:

Please see the Managing Staff Shifts article linked below for more information. 

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How to generate an Activity Report 

Select 'Reports' from the Dashboard menu: 

Navigate to the 'Activity Reports' section and select the 'Activity Staff Report':

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Search criteria

A range of search criteria is available to select from that can be used independently, or in conjunction, to search across Staff added to Activities in SupportAbility: 

The following search criteria are available in the Activity Report: 

  • Staff Members
  • Clients
  • Sites
  • Services
  • Staff Shift Date
  • Program
  • Staff Timesheet Sign Off Status
  • Activity Sign Off Status

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Multi-select and enter text 

Each of the search criteria with a drop-down selection option allows you to multi-select: 

Once selected, click the triangle icon to minimise this:  

Or, click anywhere outside of this to return to the search criteria: 

To remove the criteria selected, click on the cross to the right-hand side of the selection: 

Alternatively, the options to select from may be narrowed down by selecting the search criteria, then typing in the search term you are looking for e.g 'Fred': 

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Staff Members and Clients

If you wish to search for specific Staff Members or Clients participating in Activities, they may be selected here: 

N.B. These criteria will only display the Staff Members and Clients that you have access to. They are not mandatory, however, and only need to be selected if you wish to search for specific Staff Members or Clients, or Active/Inactive for example. 

This may come in handy to search for things such as Activities with any Staff shifts that are TO BE FILLED: 

Please see the  Managing Staff Shifts article linked below for more information about this. 

If Client/s are selected in the search e.g. Tim Swanston: 

This will return the results of the Staff shifts associated with the Activities a Client is participating in e.g: 

Note that the Art Group Activity is listed in the search results three times. This is due to three different Staff Members being added to this Activity, so each row reflects each Staff Member's shift associated with the Activity. 

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Sites and Services

All Active Sites and Services are selected by default.  N.B. Whilst all Sites/Services are available to select from, the results returned are based on the level of access the individual has. For example, if we run a search for the Support Coordination Service and do not have access to this Service, no results will be returned.

Select the  Sites you wish to report on: 

Alternatively, leave all Active Sites selected for a holistic view.

Indicate the  Services in which you wish to report on:

Alternatively, leave all Active Services selected for a holistic view.

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Staff Shift Date and Program

Select a Staff Shift Date range, for example, all Staff shifts for today, or the current week: 

N.B. The Staff Shift Date will align with the Activity Date unless it has been customised as outlined above. 

The  Program search criteria can be used to locate Activities by Program, provided the list of Activity::Programs has been configured, and Programs are being added to the Activities your organisation delivers: 

If your organisation is using 'Other' when adding Programs to Activities and entering a custom Program, the 'Other' option may be of assistance. Selecting this checkbox in the search criterion opens up a free text field which must be completed in order to yield the required results e.g: 

This information is included in the Programs column of the export. For more information about this, please review the Activity Programs List article linked below. 

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Staff Timesheet Sign Off Status and Activity Sign Off Status

If your organisation requires Staff to Sign Off their Timesheets i.e: 

The Staff Timesheet Sign Off Status search criterion is a useful way to search for Staff Timesheets that are Not Signed Off: 

Locating these Activities will allow you to follow up with the Staff Members who need to complete their Timesheet. Note the 'Activity complete, Timesheets not yet Signed Off' Status icon is appearing in the list results to indicate this: 

More information regarding Status Icons is outlined further below. 

A really useful search criterion is the  Activity Sign Off Status. You can search for Staff in Activities which are: 

  • Signed Off, or
  • Not Signed Off

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Generate Report

Once the desired parameters have been set, select 'Generate Report': 

The search criteria will remain displayed, however, this may be minimised by selecting the 'Hide Search Filters' button when necessary.

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List results

Once the report has been generated, the results will be listed below along with a summary of the number of search results:

The following columns are listed in the Activity Staff Report results: 

  • Activity - target icon and Activity Name link to navigate to that Activity record
  • Staff Member - the First Name and Surname of the Staff Member in the Activity 
  • From Time - the From Time of the Staff Shift
  • To Time - the To Time of the Staff Shift
    • N.B. The day of the week and Date will only be displayed in this column if this differs from the From Time Date
  • Staff Hours - the total Staff Shift duration in hours
    • N.B. The total value displayed at the bottom of this list is the sum of the search results across all pages
  • Activity Total NDIS Allocated Hrs - the total number of all Client NDIS Support Allocations with an 'Hours' Unit of Measure
    • N.B. The total value displayed at the bottom of this list is the sum of the search results across all pages
  • Site - the Site the Activity is being facilitated at or managed from
  • Service - the Service the Activity is being facilitated by or managed by
  • Program - the Program added to this Activity where applicable
  • Location - the Location this Activity is occurring at as configured
  • Clients - all Clients participating in this Activity as configured
  • Staff - all Staff facilitating this Activity as configured
  • Status - Activity Icons specific to the holistic Activity records

Many of these columns may be sorted by ascending or descending order based on how you wish to view the results. 

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Status icons

The Status column displays various Activity icons and can also be handy to review at a glance as they provide information about the Activity such as Staff availability issues, or when Invoices have been created for one or more Clients. 

To view what the Status icon represents, hover over the icon for a few seconds and display text will appear e.g: 

The Status icons which may appear in this report based on the status of the Activity are as follows: 

Activity Staff Report Status Icon Description
Staff availability issues
Staff positions TO BE FILLED
Activity complete, Timesheets not yet Signed Off
Timesheet Signed Off
Exported in Timesheet Batch

This information is also included in the CSV export available from the Actions menu. Please see below for more information.

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Opening the list results

To navigate to any of the Activities in the list of results, select the target icon and link to the Activity:  

To return to the Activity List results from within the selected Activity, open the Actions menu and select 'Return to Activity List': 

Alternatively, if you right-click on the target icon and link to the Activity, then select the option to 'Open Link In New Tab': 

This will open up the Activity in a new tab. 

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Printing and exporting this report

Print Activity Report

Once the report has been generated, there is the option to print this report by selecting the print icon on the top right-hand side of the window: 


Search Criteria as per what has been selected before the report was generated are displayed in the top section of the report, and the list results follow: 

N.B. Due to limited space, the list results in the print report are a condensed version.  

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Download Activity Staff Report

Once the report has been generated, there is the option to download a CSV export of this report by selecting the Actions menu on the top right-hand side of the window:

Once opened in a program like Microsoft Excel, the following columns are listed in the Activity Report export: 

  • Activity ID - the SupportAbility Activity record ID
  • Staff Member Name - the First Name of the Staff Member in the Activity 
  • Staff Member Surname - the Surname of the Staff Member in the Activity 
  • From - the 'Activity From' Date and Time 
  • To - the 'Activity To' Date Time 
  • Staff Hours - the total Staff Shift duration in hours
  • Activity Total NDIS Allocated Hrs - the total number of all Client NDIS Support Allocations with an 'Hours' Unit of Measure
  • Site - the Site the Activity is being facilitated at or managed from
  • Service - the Service the Activity is being facilitated by or managed by
  • Program - the Program added to this Activity where applicable
  • Location - the Location this Activity is occurring at as configured
  • Clients - the Clients participating in this Activity as configured, comma-separated
  • Staff - the Staff facilitating this Activity as configured, comma-separated
  • Status icon information - specific to each Activity record, listed as Yes/No based on the status of the Activity: 
    • Staff positions TO BE FILLED
    • Staff availability issues
    • Activity complete, Timesheets not yet Signed Off
    • Timesheet Signed Off 
    • Exported in Timesheet Batch

Pivot tables and filters can be used in programs such as Excel to sort and filter this information as required for your organisation's reporting requirements. 

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Download 1:1 Service Staff Billing Report

This report is only intended for individual services, hence 1:1 in the title and was designed for providers using Clinical Funding. Please see the Managing Clinical Non-NDIS Funding article linked below.  This report exports the total billable amount and allocates this to each Staff member delivering the Service. 


Download Non-NDIS Staff Billing Report

Provides data regarding what each Staff member has invoiced for each shift in the Activities included in the report, based on the number of hours and kilometres recorded, multiplied by the Rate Card for the Activity Service. 

N.B. This report assumes all Clients are paying using a non-NDIS funding type, therefore is only useful for Activities wholly comprised of non-NDIS funding types. 

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