NW Workforce Management SIG Tuesday 8 th February 2011

1. NW Workforce Management SIG Tuesday 8th February 2011

2. Agenda • Welcome & Introductions • ESR & Work Programme Updates • Self Service Functionality Overview • Break • Integrated Identity Management – practicalities & actions for implementing the project • Syndicate Groups • Lunch • Recap & actions from the day so far • Establishment Control Workshop Session • NHS Interface Team & Finance Update • Review & Actions from the SIG

3. ESR & Work Programme Update

4. ESR Work Programme UpdateESR Work Programme for the NW developed with six key objectives identified, to enable ESR to support the QIPP agenda: • Data Quality & Integrity, Workforce Planning & Reporting. • Establishment Control Implementation Support • Self Service Implementation Support. • Learning Management, Talent Management Implementation Support. • Utilisation of ESR to support the Deaneries, LEO’s & Host Trusts. • Supporting TCS & Organisational Change in the NW.

5. Functionality Usage Status Organisations who have piloted, are implementing or have implemented functionality as at 31st January 2011

6. ESR – HRD Briefing • ESR is now fully integrated as one of the QIPP Workforce Targets. • Many organisations have not yet fully utilised all ESR functionality, which will impact on our ability to deliver these targets.

7. Potential Work Programme Objectives 2011-12 • Supporting TCS & Demerge Events • Utilisation of all areas of ESR functionality across each organisation, in line with QIPP Targets • ESR Swap Shop / Best Practice Event • Defined improvements in Data Quality • Implementing the Deanery Interfaces • Supporting shared services • Occupational Health Functionality • Interfaces to ESR e.g. e-Rostering, e-Expenses • Review and reconfiguration of User Groups has taken place – resulted in the Workforce Management SIG (Workforce / Reporting / Finance) to provide more support and deliver defined outputs • Any suggestions?

8. Regional Support arrangements • Sue Hodkinson in post until March 2012 • Jude Chapman (NLMS) in post until June 2011

9. ESR & NLMS Implementation Funding Support

10. ESR & NLMS Implementation Funding Support NHS North West is making some funding available to support the implementation of key aspects of ESR functionality. The financial support is up to £200k and it will be allocated to support organisations in our region to enable them to progress their implementation of the following areas: National Learning Management System e-learning (NLMS) (£60k) Establishment Control Talent Management (Competencies) Self Service 10

11. ESR & NLMS Implementation Funding Support Conditions that will apply to the funding Organisations will demonstrate significant progress through allocation of this funding i.e. an increased scope of implementation (number of users in the case of Self Service & NLMS) and/or a reduction in timescales for implementation over their current plan. Organisations must be willing and able to become an “exemplar” site for the area of functionality providing: Site visits for interested parties from other trusts, Case studies for both regional and national distribution, Briefings to local SIG meetings and conferences. Organisations can apply for more than one area of funding. In addition, they should also detail the expected outcomes that this will have. The funding must be received within this financial year and only used for the intended purpose. Cannot be used for local content development. 11

12. ESR & NLMS Implementation Funding Support Letter & Application form issued to ESR Exec Sponsors & key ESR contacts, Sharepoint, eSpace etc. The decision will be made by a panel consisting of representatives from NHS North West, myself, as the Strategic ESR Lead Account Manager, and Jude Chapman, as the NLMS Account Manager. 12

13. ESR & NLMS Implementation Funding Support If you are interested in applying for this additional funding, please complete and return the application form to my e-mail address, which is sue.hodkinson@nhs.net, by 5pm on Tuesday 15th February 2011. 13

14. McKesson Client Update January 2011 Fiona Gregory McKesson ESR Client Relationship Manager Lead

15. Oracle Release 12 – ESR Release 9 • Implemented on target at the start of 2011 (UN1295) • Minimal impact on the end users • Biggest change to ESR since implementation • Widest coverage of functionality of any ESR release • Over 3600 testing scripts executed • Known issues communicated to users (UN1289)

16. Oracle Release 12 – ESR Release 9 • 102 hour Release window with 33 McKesson Staff involved over the New Year Holiday • Brought in additional resource dedicated to Post Release Service Monitoring • Updates published on MIP • Assisted NHS in JRE roll out from July to December 2010 • McKesson would like to thank Customers for the many positive messages we have received around the successful deployment of Oracle Release 12.

17. Good News • Permitted Remedy Contacts are being increased to 7 per Employing Authority by the end of January 2011(UN1280) • Recorded Webex session now available on MIP. • Additional Remedy Contacts will be provided with McKesson Information Point access as part of the same process • The ESR Remedy User Guide (S-2350) has been enhanced to include procedural and process guidance to ESR Remedy Contacts (UN1286). • Self Registration planned to be available for the McKesson Information Point by the end of February 2011 • McKesson UK awarded 'IT Supplier of the Year' by The British Computer Society (BCS) & Computing UK IT Industry Awards 2010.

18. Customer SatMetrixOverall Satisfaction with the way customers SR's were handled

19. December Summary • Core System • 100% system availability in Core Hours • No failures for Critical Reports or Interfaces (out of 39,566) • No failures recorded for Payment Timeliness, Pay Notification Accuracy and Pay Notification Timeliness (2,271,366) • 3 failures for Payment Accuracy (affecting 3 employees) • Monitored Response Times all exceeded 99.52% • No Security Breaches • 705,911 Registered Self Service users • E-Learning • 100% system availability in Core Hours • No hours of Planned Downtime used • No Security Breaches

20. Hot Topics • The McKesson Customer Satisfaction Survey is to be issued in January 2011 • McKesson pledge to donate £5 to Macmillan Cancer Support for every one completed • Interlocks will occur on any Payroll, irrelevant of whether they are weekly or monthly, where there are people with assignments on both. Never run Payrolls together. If the pay dates are different on the Payrolls then run in pay date order. • Please ensure that the Out of hours Payroll contact numbers you have provided to your CRM are up to date and that your phones are switched on during key Payroll Processing times. Any changes, please notify CRM’s. • NHS Reorganisation (UN1290) – see TCS section on MIP for useful documents • Detailed requirement is still being finalised • ESR demerge events available to the NHS is to be increased • Schedule of events will be drawn up for 2011/12 (Schedule expected early February 2011) • Approximately 250 demerge events required before end of March 2012 • Performance/modelling work in progress • If manually demerging on 1st April 2011 using IAT, be aware that P60’s will not be produced • Remedy Caller ID policy to be implemented Monday 28/2/2011 (see UN1311)

21. Self Service Functionality Overview Beverley Cook ESR Self Service Project Manager Pennine Acute Hospitals NHS Trust

22. Pennine Acute Hospitals NHS Trust Electronic Staff Records (ESR) Self Service Beverley Cook - ESR Project Manager

23. Pennine Acute Hospitals NHS Trust • ESR Implemented in October 2007 (Wave 10) • Using ESR for Board Reports etc. • Finance, Payroll, HR, Recruitment, Medical Staffing, Lead Employers Organisation and Education & Training all using ESR • Using E-recruitment – NHS Jobs • OLM (Oracle Learning Management) Implemented March 2008 • NLMS – Original pilot, status now Implemented • Payroll – Smart Time and Attendance System eHL level 1 • Rolling out Manager Self Service Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

24. Realising Self Service Benefits • Modernisation – Management tool • Managers access to Staff Information • Reporting – Key performance areas % Absence rates, Reviews due/completed, Mandatory training compliance • Improved Quality of Information • Efficiency Savings – supervisors completing tasks at source • Efficiency Savings – Less paperwork, less storage, less queries, local reporting • Over and underpayments reduced due to terminations/change of hours online Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

25. ESR/Self Service Vision Have you decided what you want to achieve from ESR Self Service? • Managers to be able to manage and report on • Absence • Training compliance • Reviews/PDR’s • Staff in post • Funded Establishment • Ability to update staff records at source, to reduce central HR processes? • Ability to book staff onto training courses to streamline process? • Timely terminations and change of hours to reduce over and under payments? • Absence data entry via Self Service to achieve real-time absence reporting? Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

26. Self Service Decisions Which Self Service URP’s to use? • Manager Self Service Payroll Approvals Required • Manager Self Service Payroll Approvals not required • Manager & Administrator • Supervisor • Employee (Smartcard) Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

27. How do you decide? • Consider the functionality you want to use and what modules you have rolled out. E.g OLM, Talent Management (PDR’s) • Pay affecting changes? • New Starters, Assignment Changes, Change of Hours, Terminations etc. • Training enrolment, Absence entry, Reviews, Personal Information updates, Registrations & Memberships, Property Register, Reporting etc…. • Who is to be involved, CEO? DOF? Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

28. Pre-requisites for Maximum Benefits • Workstructures • Budgets – will the allocation of budgets be easy within self service, is your workstructure transparent. • Do managers manage all staff within their budgets? • Are there any historical job sharing agreements e.g. 1 assignment but two jobs? • Establishment Control • Will you want your manager to be able to report on their vacancies (funded establishment) • Do you have a vision for this? Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

29. Pre-requisites for Maximum Benefits • Is OLM rolled out? • Training enrolment is one of the main benefits of Self Service • Talent Management (PDR’s) • If you are not using TM within Self Service the information can be collated and input centrally so managers can report on compliance. • Competencies • Do you want managers to be able to pro-actively report on refresher training due? (dependant upon how you use Competencies) • NLMS Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

30. Pennine Self Service Functionality • Personal Information Updates • Career/Talent Management (Qualifications) • Registrations & Memberships • Learning Enrolment/Unenrolment • Termination of Employment • Permanent Changes to Hours • Reporting Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

31. MSS Approval Not Required Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

32. Notifications - Administrator Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

33. Notification System Generated Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

34. Notifications – Employee Initiated Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

35. Pennine URP’s • Manager Self Service • Administrator Self Service • Supervisor Self Service • Employee Self Service Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

36. How is it set up? • Every member of staff will need to have a “supervisor” allocated to their ESR record. • We determine each departments needs and allocate URP’s as required. MSS SSS • Managers may nominate an administrator, who can access information and make changes on their behalf however, pay affecting changes require approval. ASS • Hierarchies are established to ensure all staff are allocated a “supervisor”. (Visio) • Managers with “Manager Flags” checked are identified for approval of pay affecting changes. Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

37. Hierarchies – Set up Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

38. Employee Self Service Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

39. Training Supplied to End Users • 2-3 Hour Session mixture of Power Point presentation and Hands on training session using TPLY • Training includes approx 45 mins reporting session • Additional 1-2-1 reporting sessions for senior managers if required • Reports can be created in Disco Ad Hoc and shared with Self Service Users • User How to Guides – for each functionality • Monthly user notices (reminders, FAQ’s, downtime or functionality changes) • Helpdesk support Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

40. Hands On Training • Navigating the system • Personal Information updates • View Employment Details • Learning Enrolment • Notifications • PIN renewals • Reporting from Standard Workbooks Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

41. Considerations to roll out • Project management & ESR team support • Support Helpdesk for users – phone/email queries • Training method • Training staff availability • Support Material & keep updated • Support Helpdesk – phone email queries • Long term maintenance of hierarchies • NLMS – e-learning • Employee Self Service Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

42. Questions? Beverley Cook ESR Self Service Project Manager Pennine Acute Hospitals NHS Trust 0161 918 4309 Beverley.cook@pat.nhs.uk Created by Beverley Cook for Pennine Acute Hospitals NHS Trust

43. Break

44. Agenda • Welcome & Introductions • ESR & Work Programme Updates • Self Service Functionality Overview • Break • Integrated Identity Management – practicalities & actions for implementing the project • Syndicate Groups • Lunch • Recap & actions from the day so far • Establishment Control Workshop Session • NHS Interface Team & Finance Update • Review & Actions from the SIG

45. Integrated Identity Management Practicalities & Actions for Implementing the Project Matt Hopkinson

46. IIM Update • NW Regional Update • Requirements pre 31st March • Benefits and Lessons Learned • FAQ’s / Any other questions

47. IIM Project Update • 65 Organisations currently in the NW • 41 Organisations made up of Acute and Mental Health • 24 PCT’s • Waiting on 21 Strategic Decision Sign-off’s • Interface or UIM Standalone • 41 ESR Interface • 20 UIM Stand alone • 4 TBC • Organisations live • 8 Organisations live with interface • 12 Organisations live with UIM • 37 Allocated to Interface Activation Date

48. IIM Requirements • Complete sign off strategic decision and send to: Matt.Hopkinson@nhs.net • Request data matching report • 17 organisations still not requested • Request Interface Activation Date • 8 organisations taking the interface have not yet requested an activation date • Complete UIM Set-Up • Complete ESR Set-Up • This MUST be completed 2 weeks prior to Go-Live date • All steps found in: ESR_set_up_pre-activation_quick_reference_guide

49. Some benefits realised to date… • A 40% time saving has been introduced when entering details for a new starter since the implementation of the interface. (Salford Royal) • Access to NHS CRS applications is nowrevoked within one day following the termination of employment in ESR. (Salford Royal) • Transferring an employee to your organisation from another is a swift, streamlined process with reduced paperwork (Lancs Teaching Hospital) ”The Interface has significantly reduced processing time associated with terminations and new starters. The introduction of electronic forms has played a significant role in that. As you would expect this has also supported increased patient safety around more robust information governance processes.” Salford Royal, ESR Information Manager.

50. Lessons Learnt/Advice to Organisations (from pilot sites) • Ensure that position linking is performed using wards/geographic locations rather than staff groups. This ensures that support can be provided to users following the linking of ESR positions to Access Control Positions. • Keep recruitment involved in the project from the beginning. This will ensure they are aware of the functionality being introduced from day one.