Transcript National Workforce Planning – Provisional Recommendations

Changing Workforce Management for a
21st Century NHS
Maureen Edwards
ESR Senior User/HR Director
Electronic Staff Record
HPA Conference
20 October 2006
1/23
Agenda
• ESR Vision
• Progress to Date
• Roll Out Plan
• ESR Benefits
• ESR - Challenge and Opportunity!
2/23
ESR Vision
ESR ENABLES:
•
•
•
•
•
Single employee portal
e-Learning
Time, Attendance & Rostering
Regulation
Registration
• Workforce Planning
• Migration to Shared
Services
VISION
ONE NHS
ONE SYSTEM
ESR Solution - new, standard, futureproof, web-enabled HR & Payroll system:
• Integrated; standardised, comprehensive
END OF ROLL-OUT
• One point of data entry
ESR single HR and Payroll
• Employee/manager self-service
platform for England and
access
Wales
• National and local reports
END
OF
PILOT
• Data moves with employee
ESR solution implemented Essential ESR
• Interfaces
at 39 Pilot organisations
•e-Recruitment
Toolkit
•Pensions
•GL
Now - Multiple, diverse,
fragmented technology:
• 29 Payroll systems
NOW
• 38+ HR systems
by 2008
During 2005
• Unreliable Central reporting
3/23
2008 & beyond
Composition of ESR
Data Warehouse - Central Reporting
ESR Core Solution
Standard Interfaces
Local Reporting
Recruitment
Core HR
Payroll
App. Quick Entry
App. Management
Mass Interview
Inter-Authority Transfers
Employee administration
Processing
Data Capture
Absence
Pensions
Travel & Expenses
(New Hire –Changes -Termination)
Employee Relations
Training
Administration
& Career
Management
Bank
Administration
Employee & Manager Self Service
Work Structures [Create – Location > Organisation > Position]
Security
Underpinned by ESR National Business Processes
4/20
NHS Jobs (e-Recruitment)
NHS Pensions Agency
Inland Revenue
BACS
Occupational Health
Time & Attendance
Contact (NHS Directory)
General Ledger
Progress to Date
Forward three pilot sites
• October 2004 – LIVE !
• Agenda for change compliant solution in December 2004
• e-Recruitment Interface in January 2005
Main pilot sites
Go live in five phases:
1. End February 05 – LIVE !
2. April 05 – LIVE !
3. End May 05 – LIVE !
4. August 05 – LIVE !
5. October 05 – LIVE !
Solution acceptance granted in October 2005
Go Live in twelve waves:
1. March 2006
3. July 2006
2. May 2006
4. September 2006
As at 1 September, 409,640 staff paid in 216 organisations
5/23
Rollout Plan
• 12 waves of Rollout
• Approximately 50 sites per wave
with c100,000 employees per wave
• Go – Live every 2 months
• Engagement 14 months
– Pre-Implementation 11 months
– Implementation 8 months
• Critical path activities
– training and data
6/23
Rollout
Wave 5 – 9 (of 12) engaged
Wave 5
57 Organisations, 23 Payroll Groups, 112,665
staff
Wave 6
60 Organisations, 17 Payroll Groups, 112,760
staff
Wave 7
58 Organisations, 21 Payroll Groups, 108,908
staff
7/23
Wave 8
ESR Benefits
Information
Modernisation
Efficiency
8/23
Empowerment
Who benefits?
• Recruitment
HR & PAYROLL
Faster, more efficient processes
Improved management information
• New Hire
• Employee data management
• Career management
• Leavers
• Pay
Deliver improved
service
Line Managers
Improved HR & Payroll Service
Streamlined administration
Improved management information
Frontline Staff
Improved HR & Payroll Service
Access to own data via self-service
Improved skills & knowledge
Improved staff morale
Deliver improved
service
PATIENTS
Modernisation
ESR is a world-class people management
system for a
21st Century NHS
Modernisation
 ESR is easy to use as it is web-based
 Staff can see and maintain their own personal
information
 ESR reduces administrative overheads, increases
accuracy and consistency over the entire HR &
Payroll cycle
 In line with modernisation laid out in the NHS Improvement Plan
and more specifically in the HR in the NHS Plan and links with other
modernisation initiatives
10/23
Modernisation
Existing Interfaces
Data Requirements
already incorporated
NHS Pensions Agency
NHS Jobs
Pay Modernisation
Time, Attendance & Rostering
National Workforce Dataset
Occupational Health
Future Interfaces
Occupational Health
Smart Card
ESR
Ongoing relationships
for future development
e-Learning
NHS Professionals
Registration Authority
National Workforce
Planners Tool
e-KSF
NHS Mail
11/23
Empowerment
ESR empowers every NHS employee to take
control of their own career
Employees have:
Empowerment
 The ability to access and modify their personal details
 Online access to their Personal Development Plan
 The ability to browse the training courses and other
learning opportunities
 A facility to request placement on a training course and see the result
of that request
 Automatic association of their qualifications and training with local
and national competence frameworks
 The ability to view past payslips
12/23
Empowerment
Managers can access information and
instigate actions, including:
 Approving requests and changes made by employees
 Recording contractual changes
– hours, position grade etc
 Recording transfer, promotion or termination
of employees
 Conducting online Development Reviews
 Locating suitably skilled people for new job opportunities
13/23
Empowerment
Self Service
Employee requesting
enrolment
Employee Self Service
enrolment
Employees with access to
Self Service can search for
training events and request
enrolment. ESR will send a
request to the employee’s
supervisor for them to
approve the request.
Considerable manual and
paper-based effort can be
saved and the student
enrolment process made
more efficient through the
request and approve
methods employed between
Manager and Employee
Self Service.
14/23
Competencies
Competencies
This form allows Trusts to view
any national competencies and
also create local ones, as
demonstrated here
Competencies
ESR stores and defines the national
competencies associated with:
Knowledge and Skills Framework (KSF),
National Occupational Standards (NOS)
National Workforce Competencies (NWC).
These are set up and controlled centrally and
are available to Trusts to be associated with:
•
training classes and courses
•
an individual employee’s competency
profile
•
post requirements
15/23
By setting a renewal period of 1
year when this competency is
awarded to an employee, an end
date will automatically be
populated on their record. This
enables Trusts to report on
employees requiring refresher
training and plan for providing the
appropriate courses.
Employee Self Service
– Change of Address
16/23
In this example an employee
is updating their home
address. This information will
be amended in ESR straight
away.
Employees are responsible
for their own information and
must ensure that any relevant
changes are made in a timely
fashion. In some cases
changes go straight to the HR
database (for example
change of address).
Information is therefore
entered at source and only
recorded once.
Information
• Recruitment
- Improves ability to monitor costs against budget
- Aids identification of most effective Recruitment sources
& methods
• Sickness & Absence
- Real-time information - Improves ability to monitor
sickness and unplanned absence
- Aids identification of sickness patterns – by department,
staff group & organisation – utilises the Bradford Score
• Workforce Planning
- Improves monitoring on vacancies, leavers, absence, employee
demographic & skill profiles
• Training & Development
- Improves ability to monitor cost & effectiveness of training/staff
development
- Aids effective training provision
• Data Warehouse
17/23
Information
Information
Reports
Local Reporting
Regional Reporting
National Reporting
• Status of processes
(e.g. payroll run)
• Standard forms and letters
• Report Workbooks covering:
– Absence Management
– Education & Training
– Finance
– HR
– Payroll
– Recruitment
– Talent Management
• Standard Reporting to
support operation of
regional organisations
• RoWIN, Workforce data
• Subsets of National data
• Medical & Dental Workforce
census
• Non-Medical Workforce census
• NHS Earnings survey
• Nursing campaign return
• Vacancy survey of NHS Trusts
• HR Performance monitoring
• Junior Doctor’s Hours
• Gender & Enthnicity
• Staff PDPs
18/23
Efficiency
"ESR will support the NHS in delivering the Efficiency Agenda...” *
• Improved productivity
– Single Data Entry
Efficiency
– ESR automates key activities. For example:
• Inter-Authority Transfer;
• Complex pay calculations
– ESR supports improved working practices. For example:
• Absence recording; Self-service; Interfaces with e-Rec
& NHSPA
• Reduced costs
– Fewer interfaces will reduce maintenance & management costs
– Integrated Data Warehouse will reduce cost of local resource
needed to provide information to the centre
* Efficiency Review (2004) – Releasing Resources to the Frontline – Sir Peter Gershon
19/23
ESR / NHS Jobs - Interface
Advertise
Position
Vacancy
and
Position
Information
Applicants
Apply
Shortlist
Applicant
Information
Manage Applicants
and Interviews
Letter Creation
HR Administration
Recruitment Activities
Identifying Recruitment
Media (Activities)
The Recruitment Activity
identifies where the
vacancy (or vacancies)
are being advertised –
HSJ, BMJ, local paper,
etc.
The selection of media –
in this example, NHS
National Jobs website –
triggers an outbound
interface that populates
the e-Recruitment
website with details of the
vacancy, thereby
reducing data entry
21/23
Manager Self Service
– Change of Hours
22/23
Information on a change
of hours is entered by the
manager and submitted. If
the manager has
permission to make such
changes without
approvals, this is updated
in ESR with immediate
effect.
The ownership and
responsibility for
maintaining employee
contractual variations is
transferred to the line
manager and data is input
at the source. As ESR is a
real time system this data
is effective straight away.
23/23
Financial Benefits
Total Benefit Potential per year - £119m
NCR Cost of Lost Days due to sickness £50m
CR Improved management of sickness and absence £42m
CR Joining the Organisation £3m
NCR Joining the Organisation £1m
CR Leaving the Organisation £1m
CR Maintaining the Employee Record £9m
CR Elimination of Central Reporting Efficiencies £2m
CR Facilitation of Improved Working Practice £7m
NCR Facilitation of Improved Working Practice £4m
24/23
ESR - Integrated Workforce Management System challenge and opportunity
•
•
•
•
•
•
•
25/20
New Structures/models for service delivery
New ways of working – new roles
HR as a true ‘business partner’
New skills - for the line and HR
Planning and Managing the change
Delivering the efficiencies
Supporting staff through change