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Nadine Boczkowski: Programme Manager Workforce Analysis

Data Quality. Nadine Boczkowski: Programme Manager Workforce Analysis Fiona Lord: Programme Manager Workforce Strategy Saba Razaq: Workforce Analyst. Today’s Update. Data quality scores & NW ongoing performance New validations What is there to help/support Useful sources of information

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Nadine Boczkowski: Programme Manager Workforce Analysis

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  1. Data Quality Nadine Boczkowski: Programme Manager Workforce Analysis Fiona Lord: Programme Manager Workforce Strategy Saba Razaq: Workforce Analyst

  2. Today’s Update Data quality scores & NW ongoing performance New validations What is there to help/support Useful sources of information Recording Staff in Post Redundancies & Reductions / Length of Service

  3. Overview & Statistics Fiona Lord

  4. NHS NORTH WEST DATA QUALITY • IC Data Quality Checks (Nov 2010) – NW average score (out of 10000) the 2nd highest in the country

  5. NHS NORTH WEST DATA QUALITY • McKesson Data Quality Cycle Reports (Nov 2010) • Reduction of 88,216 errors (20%) since Nov 09

  6. NHS NORTH WEST DATA QUALITY • McKesson Data Quality Cycle Reports (Nov 2010) • Errors per head for all organisations – reduced from 1.9 p/h in August 2010 to current figure of 1.8 p/h.

  7. NHS NORTH WEST DATA CLEANSING RATES • If continue to cleanse records at the average rate of 1.9% per month it will take 40 years to clear

  8. NEW VALIDATIONS UPDATE • Extracts being fine-tuned by McKesson • IC are building the validation tool • No firm date for commencement of the pilot as yet • Formal approval needed from WSGB to go ahead with proposal • Pilot sites considered and chosen by Information Centre – details of those who volunteered have been forwarded on

  9. SUPPORT TO IMPROVE DATA QUALITY • Data Integrity Framework – eWIN • Is it helping? • How can it be improved? • Quarterly Data Bulletin – eWIN • Relevant and up to the minute data issues • Incorporate ‘hints and tips’ section – please contribute • Response to ad-hoc queries • TCS Workshops and supporting documents – eWIN • Workshops well attended • Opportunity to cascade information, share experiences • Occupation Code Manual (V9) • Includes some new occupation codes (Emergency Care Practitioners) • Publication expected Spring 2011

  10. OCC CODE MANUAL V.9 • CHANGES FROM VERSION 8.1 RELEASED 6th AUGUST 2010 - NEW CODES -Changes have been approved by the Information Standards Board for Health and Social Care (ISB) • M Matrix - 035 for the separate identification of the Acute Internal Medicine Specialty • N Matrix - NF* for the separate identification of Nursing Assistant Practitioners. • N Matrix - N*L for the separate identification of those Nurses working within Neonatal Nursing, and the movement of those nurses working in Special Care Baby Units from their former position in N*C (Maternity Services) to the newly created N*L Neonatal Nurses. • N and P Matrices - References to the NMC register updated to bring them into line with the new register. • S Matrix and T Matrix - Some updated guidance notes relating to Assistant Practitioners

  11. USEFUL SOURCES OF INFO • Information Centre: www.ic.nhs.uk • NHS Productivity tool: http://www.productivity.nhs.uk/Dashboard/For/National/And/25th/Percentile • eWIN: www.ewin.northwest.nhs.uk • NHS Benchmarking Database: http://www.healthcareworkforce.nhs.uk/resources/nwp_resources/nhs_benchmarking_database.html • iView: https://iview.ic.nhs.uk/ • ChiMat: http://www.chimat.org.uk/ • SUS Data: http://www.connectingforhealth.nhs.uk/systemsandservices/sus • Map of Info for QIPP: www.ic.nhs.uk

  12. table exercise • What system/process barriers exist to effective recording of information on ESR / other? • Are there any other recording issues/areas not covered today/before? • Please discuss on your tables, record detail and include any solutions (if they exist)

  13. Staff in Post Recording Nadine Boczkowski

  14. Managers

  15. Why is it important? • DoH Scrutiny • Support the management cost reduction = reduction by 2015 • Workforce Leaders Group (WLG) priority dashboard • Challenges back to SHA Workforce Directors and back to You

  16. GUIDANCE • Definition: “have overall responsibility for budgets, staff or assets or who are held accountable for a significant area of work. • Occ Code/s: G0* & G1* • Not below Agenda for Change Band 7 • Administrative – G Matrix • Clinical – Relative Clinical Matrix

  17. MANAGER HIERARCHY

  18. CURRENT POSITION

  19. Health Visitors

  20. Why is it important? • Top level objective • National increase 4200 by 2015 – Sarah Cowley model • North West 415 HC now inflated due to FTE • DoH Implementation Plan due for release • CfWI HV Report to be published this week • No PCT allocations as yet – pending • Monitoring against plan will take place

  21. GUIDANCE • Definition: “An employee who holds a qualification as a Registered Health Visitor and who occupies a post where such a qualification is a requirement.” • Occ Code: N3H • Not below Agenda for Change Band 6 • Holds Registered Health Visitor Qualification • Managers – G Matrix • Learners – P Matrix

  22. CURRENT POSITION

  23. Hosted Staff

  24. Why is it important? • Used to inform CNST premiums by the NHS litigation authority • Census process – figures published on “workplace” • Census data used to inform QIPP agenda • DH and IC monitoring workforce, productivity and costs directly through ESR • Validate operating plans - Accurately workforce plan • Setting out an accurate scale of the challenges ahead

  25. POSITION WORKPLACE ORG FIELD • Contractually employed by one org but need to be counted within another • Capture where staff physically sit • Workplace org recorded against positions

  26. eXAMPLES • Junior doctors • GP trainees • General re-charge arrangements

  27. ASSIGNMENT HOSTED ORG FIELD • Capture employees working for a separate organisation • May be employees providing a national or joint service • Census counts these staff into a separate group

  28. EXAMPLES • ESR Central Team • Hospices • Appointments Commission

  29. OCCUPATION CODE Z1E EXAMPLES • Used for non-NHS Employees • Excluded from Census • Local Authority • Unison • Department of Work & Pensions • University staff

  30. Chief Executives

  31. CHIEF EXECUTIVES • 64 Trusts • 58 Chief Executives – some Trusts have more than 1!? • Close monitoring on the top level of the hierarchy • Link with PCT Cluster information

  32. Redundancies & Reductions Saba Razaq

  33. Actual Redundancies

  34. Current process Trusts -> ESR Live ESR Data Warehouse Department of Health NHS Northwest North West Trusts

  35. Actual RedundanciesCurrent process • Monthly process – 6 week time lag between ESR Data Warehouse and ESR Live • Includes both Voluntary and Compulsory redundancies. • One week timeframe to validate data and return to SHA • Any amendments need to be changed on ESR WHAT HAPPENS NEXT? • Data is collated and trust level data sent to the Department of Health. • Used in national datasets to monitor and manage redundancies • Your data is important! • Data sent out to North West trusts for validation. • Validated returns collated and sent to Department of Health

  36. Where do the collated returns go? • Data sent out to North West trusts for validation. • Validated returns collated and sent to Department of Health

  37. changes to the validation process FTE North West Trusts Age NHS North West Length of Service Confirm Redundancy Redundancy Payment Agenda for Change Spine point Final Salary (M&D Staff)

  38. data quality issues • Developmental work to calculate savings achieved through redundancies • Estimated redundancy entitlement and projected salary costs over next three years • QIPP • Providing additional details on staff made redundant will help us make accurate calculations.

  39. data quality issues • Emphasis on getting ESR data correct. • Monthly validation important • Examples: • 227 ESR Total Redundancies April10 – Nov10 • 137 Confirmed redundancies April10 – Nov10 • 40% of ESR redundancies are incorrect • Most errors due to misinterpretation of MARS leavers • MARS leavers are NOT redundancies • See links at end for guidance document

  40. data quality issues • Out of 101 redundancy records (Apr10 to Oct10), • 40 records had incomplete data. • No Date Joined NHS 70% (28 records) • No AfC Band 7.5% (3 records) • No Date Left Org 5% (2 records) • Queries on M&D staff 17.5% (7 records) • For greater accuracy we need your help please.

  41. Potential Redundancies/Reductions

  42. Potential Redundancies/ reductionsprocess outline Collection/Review Update baseline figures Quarterly Daily Weekly Monthly Trusts submit their ‘refreshed’ data. Trusts notify SHA of any exceptional cases of high anticipated redundancies Trusts notify SHA of any change in PR figures North West collations monitored against Actual Redundancies Refreshed Collection is new baseline for the quarter. Trust send updated templates to SHA and inform via telephone. Trusts send updated templates to SHA Trusts ensure their data is up to date Refreshed collation saved and sent to DoH SHA update NW collation file and notify DH via telephone & email SHA updates NW collation file. Monthly Collation sent to the Department of Health

  43. process outline • Initial headcount & FTE figures submitted by all North West trusts. • Quarterly data refresh exercises. • HR1 Forms • Notifications of any change in position on a weekly basis • No weekly submission required if • numbers/intelligence has not changed. • SHA monitor using other sources of intelligence

  44. Potential Redundancies/ reductionsWHAT ARE WE ASKING FOR? • Number of potential redundancies • Reporting time 6 – 12 months • Headcount • Staff groups • Number of potential staff reductions • Reporting time 6 – 12 months • Measurement: FTE & Headcount • FTE reductions, vacancy freezes, TUPE • Narratives • If numbers have changed • What are you doing to minimise redundancies? • How have the cumulative numbers changed since your last submission.

  45. Potential Redundancies/ reductionsHR1 Forms • What is a HR1 form? • Statutory form to notify the Department for Business, Innovation & Skills (BIS) of plans to make 20 or more employees redundant. • Actions Required • Send a copy of the HR1 form to NHS North West • Consult with trade union representatives/ social partnership forums. • If the situation changes, please let us know. HR1 form can be downloaded from the Insolvency Service website.

  46. Other soft intelligence • Intelligence received directly from Trusts • Local press releases • Blogs/Web Sources • RCN Frontline First • False Economy

  47. POTENTIAL Redundancies/REDUCTIONSWhere do the collated returns go?

  48. USEFUL LINKS • MARS leavers coding guidance • http://www.ewin.northwest.nhs.uk/storage/knowledge/Data_Bulletin_Issue_3.pdf • HR1 form & guidance • http://www.insolvency.gov.uk/pdfs/rpforms/hr1.pdf • Blogs/Web Sources • http://frontlinefirst.rcn.org.uk/sites/frontlinefirst/index.php/news/north-west/ • http://falseeconomy.org.uk/cuts/north-west/all/t1

  49. Thank you contacts Nadine.Boczkowski@northwest.nhs.uk Fiona.Lord@northwest.nhs.uk Saba.Razaq@northwest.nhs.uk

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