ESR Deanery Interface Workshop South Central

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: 30 am Registration & Coffee 11: 00 am Introductions, National Picture Pilot Work, Where We Are Today JW/DD/KF 11: 10 am Intrepid/Deanery Process Update JS/DD 11: 45 am All Trust Expectations/Workshop 12: 30 pm Lunch (provided) 1: 00 pm End to End Cycles DD/KF 1: 40 pm Questions & Answers All 1: 50 pm Next Steps DD/KF 2: 00 pm Close World-class People Management for a 21 st Century NHS

What is ESR • Electronic Staff Record System – Replaced 36 disparate HR and Payroll systems in use across England Wales • All Trusts (440) implemented ESR by April 2008 • Delivery of ESR is managed by Mc. Kesson • 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: Ø NHS Jobs/e-recruitment Ø E-Learning (National Learning Management System project) capability Ø Other professional bodies eg. GMC, deanery systems Ø Availability of ESR interfaces to local systems (e. g. Time & Attendance, OH) Ø 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. World-class People Management for a 21 st Century NHS

CORE HR TALENT DATA MANAGEMENT WAREHOUSE Composition of ESR LOCAL REPORTS INTERFACES NHS Jobs Deaneries GMC Local OH Systems 89% RECRUITMENT WORK SELF-SERVICE STRUCTURES LEARNING MANAGEMENT 25% MSS 5% ESS PAYROLL ABSENCE 70% World-class People Management for a 21 st Century NHS INTER AUTHORITY TRANSFER

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! World-class People Management for a 21 st Century NHS

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 RECRUITMENT INTERFACE Vacancy Position Person updated entered Assignment added Vacancy data Errors/exceptions Appointment data ESR Hub Vacancy data Errors/exceptions Trust notified manually Appointment data (no automated update) Intrepid Interface Engine Vacancy data Appointment data Intrepid Vacancy added one time only update Post linked to post Recruitment Staff updated entered Staff/Post Appointment updated added created World-class People Management for a 21 st Century NHS

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 UPDATE INTERFACE Person Assignment added or updated Address Update data Position Qualification Professional Body Errors/exceptions ESR Hub Update data Errors/exceptions Intrepid Interface Engine Update data Errors/exceptions Intrepid Staff/Post created or updated Qualifications World-class People Management for a 21 st Century NHS

ESR UPDATE INTERFACE 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 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 UPDATE INTERFACE 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 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? World-class People Management for a 21 st Century NHS

LUNCH!! World-class People Management for a 21 st Century NHS

The ESR and Deanery Interface – End to End Cycles Dawn Day & Katie Farrell World-class People Management for a 21 st Century NHS

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 World-class People Management for a 21 st Century NHS

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 World-class People Management for a 21 st Century NHS

Position Setup Steps World-class People Management for a 21 st Century NHS

Position Setup Steps World-class People Management for a 21 st Century NHS

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 World-class People Management for a 21 st Century NHS

Create Requisition and Vacancy Requisition 1. Requisition Name 2. Vacancy Name Vacancy ‘Remember to save the record. ’ Remaining Position Info is populated World-class People Management for a 21 st Century NHS 3. Position Name

Create Recruitment Activity World-class People Management for a 21 st Century NHS

Select the appropriate Deanery Activity Recruitment Activity Name Deanery Body Select ‘Recruiting For’ Button World-class People Management for a 21 st Century NHS

Select the correct vacancy ‘Remember to save the record. ’ World-class People Management for a 21 st Century NHS

Interface Process Recruitment Activity ESR Electronic Staff Reco rd Intrepid HICOM Applicant Record World-class People Management for a 21 st Century NHS

Applicant File Arrives World-class People Management for a 21 st Century NHS

Applicant File Arrives in ESR and is processed to be displayed as Applicant Assignment All position details will be accurate! World-class People Management for a 21 st Century NHS

Completing Pre Employment Checks Employment Checklist Recording Reference Requests World-class People Management for a 21 st Century NHS

Updating the applicant’s status… ‘Remember to save the record. ’ Update Status World-class People Management for a 21 st Century NHS

Hire the applicant… World-class People Management for a 21 st Century NHS

Hire is completed! World-class People Management for a 21 st Century NHS

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! World-class People Management for a 21 st Century NHS

Deanery Update Process Runs Weekly Process overview Person Data Qualification Data ESR 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 World-class People Management for a 21 st Century NHS

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 World-class People Management for a 21 st Century NHS

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’ fully utilise all of the functionality available within the ESR solution”. • 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

Establishment Control Learning Management & NLMS Recruitment Interface e. g. NHS Jobs Absence Management Core HR & Payroll ESR Model Office Self Service Implementation Inter Authority Transfer Occupational Health Functionality in ESR Interfaces Integrated Identity Management Supports workforce planning 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. World-class People Management for a 21 st Century NHS