ESR / Deanery Interface Workshop – South Central

4 th March 2010 Wessex Deanery

World-class People Management for a 21 st Century NHS

ESR/Deanery Interface Workshop

• Dawn Day, Information Manager, NESC • John Sanderson, Director, HICOM • Katie Farrell, ESR Account Manager, SC • James White, ESR Account Manager Lead, SC World-class People Management for a 21 st Century NHS

Agenda

10:30am Registration & Coffee 11:00am Introductions, National Picture Pilot Work, Where We Are Today 11:10am Intrepid/Deanery Process Update 11:45am Trust Expectations/Workshop 12:30pm Lunch (provided) 1:00pm 1:40pm End to End Cycles Questions & Answers 1:50pm 2:00pm Next Steps Close JW/DD/KF JS/DD All DD/KF All DD/KF

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What is ESR

• Electronic Staff Record System – Replaced 36 disparate HR and Payroll systems in use across England and Wales • All Trusts (440) implemented ESR by April 2008 • Delivery of ESR is managed by McKesson • ESR is the master workforce and learning management system for the NHS (People Matters Executive Group, DH)…and is the only source of workforce information from 2009 • ESR continues to facilitate NHS efficiency through linkages to national initiatives, including:      NHS Jobs/e-recruitment E-Learning (National Learning Management System project) capability Other professional bodies eg. GMC, deanery systems Availability of ESR interfaces to local systems (e.g. Time & Attendance, OH) New Occupational Health Smartcard Interface World-class People Management for a 21 st Century NHS

ESR is THE Complete Workforce Solution for the NHS

• Enables improved workforce management by providing timely and accurate information; • Single point of data entry, across integrated ESR functionality; • Single solution used across the organisation ensures consistency of information and ease of workflow; • Management of the employee end to end life cycle.

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Composition of ESR

NHS Jobs Deaneries GMC Local OH Systems CORE HR TALENT MANAGEMENT DATA WAREHOUSE LOCAL REPORTS RECRUITMENT INTERFACES WORK STRUCTURES SELF-SERVICE 89% 25% MSS 5% ESS LEARNING MANAGEMENT PAYROLL ABSENCE INTER AUTHORITY TRANSFER 70%

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Deanery Interface – National Picture

Design Specified and Agreed by Deanery Working Party DWP meets regularly to review requirements and progress Interface now officially out of development phase Agreement that both the Deanery and the Trust must be signed up to the process!

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Intrepid / Deanery Processes Update

John Sanderson & Dawn Day World-class People Management for a 21 st Century NHS

The ESR - Intrepid Interface: Objectives

• • • • • • Ensuring data captured at source Providing accurate and timely exchange of information Reducing duplicate data entry Ensuring consistent and accurate data recording Alignment of medical staffing, HR, PG and Deanery data Improving data verification/validation World-class People Management for a 21 st Century NHS

• •

The ESR - Intrepid Interface: Overview

Recruitment Interface – – – – – – – Vacancy report generated from Intrepid Vacancies set-up in ESR Vacancy data transferred from ESR into Intrepid Recruitment managed by I:CAMS Appointments made in Intrepid Appointee data transferred from Intrepid into ESR Trainees appointed Update Interface – – Personnel, position and assignment data added/updated in ESR Data transferred from ESR and imported into Intrepid World-class People Management for a 21 st Century NHS

ESR

Vacancy

entered

Position

updated RECRUITMENT INTERFACE

Assignment

added

Person

added Vacancy data Vacancy data Errors/exceptions Appointment data ESR Hub Errors/exceptions Trust notified manually Appointment data (no automated update) Intrepid Interface Engine Appointment data Intrepid Vacancy data

Vacancy

added

Post

linked to post Recruitment

Staff Staff/Post

World-class People Management for a 21 st Century NHS one time only update

Appointment

created

ESR RECRUITMENT INTERFACE Vacancy (Intrepid updated) • Vacancy reference • Position • Description • Post number Appointment (ESR updated) • Vacancy reference • Start date • • • • • Names (first, middle, surname) Title Gender, date of birth Address (1-3, town, county, postcode, country) Telephone (home, mobile) • • • • Email Demographic (ethnic origin, sexual orientation, religion, nationality) NTN GMC/GDC (type, number, expiry date) World-class People Management for a 21 st Century NHS

Deanery Process Update: Recruitment

• • • • New starters Leavers Vacancy matrix ESR < > Deanery post number mapping World-class People Management for a 21 st Century NHS

ESR

Person

added or updated Update data

Assignment Address

Update data Update data

Position Qualification

Errors/exceptions ESR Hub Errors/exceptions Intrepid Interface Engine Errors/exceptions UPDATE INTERFACE

Professional Body

Intrepid

Staff Staff/Post Post

created or updated

Qualifications

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ESR Position (Intrepid: Post updated) • Position number, title • Occupation code • Area of work • • Specialty, second specialty Deanery number * • • • Managing Deanery Trust, site Grade/Payscale * Assignment (Intrepid: Staff-Post updated) • Assignment number, category • Assignment status • • • Start date, end date * Staff group Max. part time indicator • • • • Employee category Trust, site Grade/Payscale * Increment point, increment date UPDATE INTERFACE World-class People Management for a 21 st Century NHS

ESR UPDATE INTERFACE Person (Intrepid: Staff updated) • Position ID, assignment ID • ESR number • Employee number • • NI number Names (first, middle, surname, maiden) • • • • • • • • • Title Gender, date of birth NTN Telephone (home, mobile) Email Ethnic origin Latest start date Residency status, work permit details (number, type, expiry) NHS entry date Address (Intrepid: Staff updated) • Address (1-3, town, county, postcode, country) World-class People Management for a 21 st Century NHS

ESR Qualification (Intrepid: Staff Qualifications updated) • Qualification ID • Qualification name, type • Date awarded • • Awarding establishment Country of award Professional Body (Intrepid: Staff updated) • Professional registration scheme (GMC, GDC) • Registration number • • • Expiry date Status Specialties UPDATE INTERFACE World-class People Management for a 21 st Century NHS

Deanery Process Update: Updates

• • • • • Rotations Maternity leave Job share OOP Flexibles World-class People Management for a 21 st Century NHS

Expectations

Group Work World-class People Management for a 21 st Century NHS

Expectations

Consider the following:-

• Timescales • What may impact upon these (resources, training etc?) • Benefits to be gained from interface • Any other considerations/questions regarding the interface?

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LUNCH!!

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The ESR and Deanery Interface – End to End Cycles Dawn Day & Katie Farrell

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Objectives

• Overview of the ESR Processes which support the interface functionality: Position Setup Recruitment Activity Setup Applicant Hire • Opportunity to ask questions World-class People Management for a 21 st Century NHS

Deanery Interface - Recruitment

Process overview Process Runs Daily ESR 1. Training Post set up as an ESR Position including DPN 2. Vacancy and Recruitment Activity created 4. Preferred Candidate file received in ESR. Empower/Intrepid 3. Vacancy Reference applied to record of preferred Candidate within the Deanery system World-class People Management for a 21 st Century NHS

Deanery Interface - Recruitment

Benefits: Transfers Applicant Data directly into ESR – supporting OH Clearance!

Reduces Duplicate Data Entry Ensures Data Consistency Improved Working Relations

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Implementation Requirements

Setup Deanery Training Post as an ESR Position The NHS Trusts must use the Recruitment Module in ESR The Deanery must be Ready

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Position Setup Steps

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Position Setup Steps

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Recruitment Steps

Create Requisition & Vacancy Attach Vacancy to Recruitment Activity Applicant Processing In Deanery System Applicant Arrives

in ESR World-class People Management for a 21 st Century NHS

Create Requisition and Vacancy

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Create Requisition and Vacancy Requisition 1. Requisition Name 2. Vacancy Name Vacancy ‘Remember to save the record.’ Remaining Position Info is populated

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3. Position Name

Create Recruitment Activity

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Select the appropriate Deanery Activity Recruitment Activity Name Deanery Body Select ‘Recruiting For’ Button

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Select the correct vacancy ‘Remember to save the record.’

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Interface Process

Recruitment Activity Applicant Record

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Applicant File Arrives

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Applicant File Arrives in ESR and is processed to be displayed as Applicant Assignment All position details will be accurate!

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Completing Pre Employment Checks Employment Checklist Recording Reference Requests

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Updating the applicant’s status… ‘Remember to save the record.’ Update Status

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Hire the applicant…

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Hire is completed!

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Deanery Interface - Update

Design Specified and Agreed by Deanery Working Party Implementation Requirement: All Posts have a Deanery Post Number allocated against them Deanery and Trust need to be engaged!

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Deanery Update Process overview ESR Process Runs Weekly

Person Data Qualification Data Registration Data Position Data

World-class People Management for a 21 st Century NHS Deanery Systems

Deanery - Update Benefits: Provides Weekly Updates Reduces Duplicate Data Entry Ensures Data Consistency

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World-class People Management for a 21 st Century NHS

Next Steps

• Identify Outstanding Requirements • Plans to schedule implementations World-class People Management for a 21 st Century NHS

Summary & Close

James White – ESR Account Manager Lead, South Central

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ESR – Supporting (QIPP) • “ESR exclusively offers the provision of a true

‘end-to-end’

workforce management solution from ‘new joiner;’ to ‘leaver’; enabling benefits that consistently support the requirements outlined within the Quality and Productivity challenge”. • “By actively managing and developing workforce, NHS organisations are able achieve a higher level of competence, thereby delivering a

‘High Quality Care for all’

”.

• “NHS organisations deploying the

‘ESR model office’

functionality available within the ESR solution”. fully utilise all of the • Concept discussed previously but now evidences how the ESR model organisation can work and highlights where

ESR is a consistent enabler to delivering the Quality & Productivity challenge within the NHS.

World-class People Management for a 21 st Century NHS

Learning Management & NLMS Establishment Control Recruitment Interface e.g. NHS Jobs Absence Management Core HR & Payroll Self Service Implementation

ESR Model Office

Inter Authority Transfer Interfaces Occupational Health Functionality in ESR Supports workforce planning Integrated Identity Management Data Integrity World-class People Management for a 21 st Century NHS

In summary.....

• By embracing the full range of ESR functionality, focussing on the quality and completeness of workforce data and delivering accurate and timely workforce information, the model organisation would maximise the range of operational efficiencies that can be achieved using ESR.

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