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Electronic Staff Record (ESR) Trudy Wagstaff Gordon Pearce Yorkshire and Humber ESR Operations and Benefits Team.

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Presentation on theme: "Electronic Staff Record (ESR) Trudy Wagstaff Gordon Pearce Yorkshire and Humber ESR Operations and Benefits Team."— Presentation transcript:

1 Electronic Staff Record (ESR) Trudy Wagstaff Gordon Pearce Yorkshire and Humber ESR Operations and Benefits Team

2 ESR – The Complete Solution ESR Core Solution Recruitment App. Quick Entry App. Management Mass Interview Core HR Inter-Authority Transfers Employee administration (New Hire –Changes -Termination)New Hire ChangesTermination Employee Relations Work Structures [Organisation, Location, Department, Position] Local Reporting Payroll Processing Data Capture Absence Pensions Travel & Expenses Security (URPs, Local Systems Administration) Data Warehouse - Central Reporting Underpinned by ESR National Business Processes Self Service (Manager, Supervisor, Administrator & Employee) Standard Interfaces BACS E-KSF E-Recruitment General Ledger Inland Revenue NHS Pensions Agency Deanery E-Learning Content via OLM GMC Optional Interfaces Occupational Health Time & Attendance Planned Interfaces NHS Mail Occupational Health Smart Card Registration Authority Standard Interfaces BACS E-KSF E-Recruitment General Ledger Inland Revenue NHS Pensions Agency Deanery E-Learning Content via OLM GMC Optional Interfaces Occupational Health Time & Attendance Planned Interfaces NHS Mail Occupational Health Smart Card Registration Authority Learning Administration (OLM) & E-Learning Talent Management

3 ESR Core ImplementationConsolidation Phase 3 monthsESR Benefits Realisation Programme ESR Ongoing Implementation Increasing benefits & exploitation ESR Go Live RA 5 initial assessment ESR Implementation Approach Standard Go Live Footprint Payroll Core HR Recruitment Absence Management Workstructures Local reporting Interfaces to BACS, IR, GL, Pensions Agency Consolidation & RA 5 Finalise Process & Procedures Full end to end process End User Roll Out Core Modules Operational & Management Reporting Documentation in place Reassess vision Review of benefits / BR planning Inter Authority Transfers Payroll consolidation inc Retro Pay Interfaces operational e.g. Pensions Agency and E-Recruitment BR Programme Completion of RA5 OLM & Talent Management Employee Relations Manager Self Service / Administrator Self Service Employee Self Service Enhanced Management Reporting Interfaces e.g. TAR Service Delivery Solutions

4 Interfaces

5 Time and Attendance and Rostering (TAR)

6 TAR Interface Features Generic Inbound Time & Attendance – enabling third party systems to update ESR with elements to be paid such as travel and subsistence. Generic Inbound Absence – allowing third party systems to update ESR with details of absence. Generic outbound – enabling the passage of details regarding new joiners, leavers and personal details from ESR to third party systems.

7 ESR and TAR Importance of TAR and ESR Increased accuracy Greater efficiency EWTD compliance Enables the achievement of IWL standards Improves staffing level/mix match to demands Increases morale and employee empowerment

8 Providers There are a number of TAR providers who are able to interface successfully with ESR. Yorkshire and Humber SHA recently completed a procurement exercise to select TAR preferred suppliers that Trusts could use at a preferential rate.

9 eKSF Interface

10 Data Exchange ESR -Master system for all details about an individuals employment – for example their name, pay band and pay point, department, equal opps monitoring information. eKSF -Master system for recording KSF reviews, recording gateway outcomes and personal development plan. eKSF is also the master system for creating and managing KSF post outlines.

11 ESR/eKSF Interface ESR stores data about all employees. The master system for staff employment data New starters, changes to personal / employment information, and leavers are maintained in ESR Weekly Transfer Gateway outcomes recorded in e-KSF used to trigger any pay deferrals in ESR. Pay increments take place automatically unless there is a specific request for the increment to be held Review dates, type, & summary of dimensions & levels are passed back automatically to ESR Post outlines managed in e-KSF Outlines associated with staff, reviewers assigned to staff Reviews stored and gateway progress captured Personal Development Plans Evaluation of learning and application of knowledge and skills

12 Purpose of Interface To enable employee records to be populated accurately on both systems To save time and resource by reducing duplication of input To allow Gateway outcome data to be passed to ESR for pay purposes

13 Other Interfaces

14 General Medical Council Trusts notified daily of changes to Doctors Registration Status Deanery Bi-directional interface for recruitment and updates between ESR and Deaneries.

15 National Learning Management System (NLMS)

16 elearning - Key Facts OLM / ESR functionality upgraded May 2008 to include elearning Pilot project completed June – August 2008; thereafter available across the NHS National Content is automatically added & maintained in all OLM catalogues All key national content providers signed up to provide material via ESR Course content can be accessed on site and remotely Local content can be delivered via OLM Full OLM deployment not necessary for elearning

17 The National LMS Solution Employee portable training record updated Provided at no cost to NHS organisations Utilises extended ESR OLM module Integrated with core ESR solution Ensures security of ESR core application Enables remote access to elearning content Link elearning completed to employee ESR training & competence record Scope: elearning will be available to all employees with a staff record on ESR

18 elearning Architecture ESR Elearning functionality Remote access elearning users Key Points: i.All elearning activity takes place on elearning server ii.Interface ensures training history in ESR is updated with elearning completed iii.Architecture safeguards employee data in core ESR application iv.Remote access users can only access content on internet facing servers N3 Environment (at work access) ESR Core Application Elearning content server(s) elearning users accessing at work Interface

19 Future Interface Developments

20 Registration Partnership Project Integration of business processes between HR & RA functions Enable login to ESR with NHS Care Records Service (CRS) Smartcard Development of a bi-directional interface to allow real-time interrogation and updates of NHS CRS person based user information by ESR Pilots commenced with NHS Organisations January 2009 Large benefits for efficiency and Information Governance

21 ESR Workstructures Setup: NACS Code – top level of hierarchy Attach RA Sponsors Attach UIM Worklists Worklists (action queues in UIM which allow users to track and progress & approve changes) are used to manage workflow and apply changes to CRS

22 NHS Mail –Provide updates of new joiners, leavers and role changes from ESR to NHS Mail –NHS Mail pass newly registered email addresses back to ESR Professional Registration Bodies –Intention to interface with other bodies in addition to GMC


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