Transcript Workforce Information Systems for Line Managers

Workforce Information Systems
for line managers
Created by
Workforce Planning & Information
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Introduction
• The purpose of this presentation is to introduce new
line managers to the systems GOSH uses to manage
its workforce
• The presentation takes around 5 minutes. The text
on each slide will continue automatically, at the end
of each section the continue icon (a green arrow) will
appear. Select the down arrow on your keyboard or
left click on your mouse to go to the next section.
• The abbreviation WFP stands for workforce planning
& information team
Workforce information systems at GOSH
• GOSH uses a number of
distinct systems to manage
its workforce information.
• The diagram on the left
shows the systems and their
relationships
• This section looks at a few of
the key systems and how
they work
Workforce information systems at GOSH
• ESR (Electronic staff record)
• This is the Trust’s HR / Payroll
system.
• It connects to many external
systems such as NHS jobs and
the GMC/NMC database so
accuracy is vital
• All substantive staff have to be
on this system in order to be
paid
• There are deadlines for new
starters getting on the payroll
and submitting changes to staff
details, these are publicised on
the WFP team intranet site
(explained later)
Workforce information systems at GOSH
• SRS (Service Request System)
• This is the system by which
managers inform HR of
changes to staff details and
request access and services
for staff
• Using SRS managers can…
Using SRS managers can….
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Change staff hours
Move staff between departments
Inform HR of address or name changes
Request ID badges (and replacements)
Request access to IT systems
Request access to parts of the hospital
Book induction
Book internally delivered training
Declare a staff member as a leaver
To Access SRS
• In order to become an SRS manager staff must be
responsible for authorising changes for a number of
staff (ideally more than 5).
• Access is given once training has been completed
• To get trained your line manager needs to send an
email to [email protected] requesting that you
have access and stating which units you will be
making changes for
• WFP will then contact you to arrange training.
Workforce information systems at GOSH
• The absence system
• This is used to collect
information on the sickness of
all non nursing staff
• Each manager is allocated
their staff upon request,
managers must then…..
Absence system principles
• Information in the absence system is used for
reporting and for adjusting staff pay, it is vital that it
is correct, managers must:
• Add sickness episodes as and when they occur
(within 10 days of the sickness start date)
• Log sickness certificates as they are submitted
• Each week must be signed-off as complete by the
end of the next week. This shows WFP that all
sickness has been entered and all other staff were
present
To Access the absence system
• Gaining access to the absence system to report
sickness is carried out in the same way as becoming
an SRS manager
• An email is required from your line manager
requesting access to the system. The email also
needs to state which staff you will be reporting for
• WFP will then arrange access and training
Workforce information systems at GOSH
• RosterPro (RP) is the Trust’s
rostering system
• It is used by the wards and
CNS’s
• Wards need to sign off plans
and actuals on a weekly basis
• If a nurse is on RP then they do
not go on the absence system
• The system is administered by
Workforce Planning.
Workforce information systems at GOSH
• The data warehouse is where all
the Trust’s information is stored
• Information is used to feed
other systems, regular reports
and ad-hoc reports
• Information flows between
different systems in the Trust
• Therefore if the ESR data is not
correct then the absence
managers and ledger data will
be incorrect and if SRS is not
correct then some data on the
email system will be wrong
The HR-Workforce intranet site
• The HR-Workforce intranet site is intended to hold
information and reports that managers and staff can
access at any time.
• To access the site open the GOSweb home page and
select ‘Staff’ and click on HR-Workforce
The HR-Workforce intranet site
• The planning section
contains some resources to
help managers plan their
future workforce. These
include;
• It gives a step by step guide
to reconfiguration and
how to construct a
workforce plan
The HR-Workforce intranet site
• The workforce system
section list the HR systems
that WFP maintain.
• It gives a brief outline of
what the systems do
• How managers can get
access to the systems
• User guides
The HR-Workforce intranet site
The Workforce
information section
contains links to the
intranet reports.
These reports can be
viewed by division or
cost centre on the
following
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Turnover
Sickness
Ethnicity
Vacancies
Ward Establishment
Review Toolkit
Additional reports
• The WFP team also produce a number of other
reports for managers for the teams they are
responsible for. These include
– A report on where AFC staff are on their pay bands
– A tool that draws diagrams of staffing by grade
– A report on the pay that consultant staff receive
• To receive these or access the intranet reports
managers need to contact the team using the
address on the next page
Finally
If you have any further questions or in the future
there are errors occurring around the Trust’s
workforce information please contact the team on:
Email [email protected]
Telephone extension 5699 or 8573