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 Data Warehouse - Central ReportingESR Core SolutionStandard InterfacesBACSE-KSFE-RecruitmentGeneral LedgerInland RevenueNHS Pensions AgencyDeaneryE-Learning Content via OLMGMCOptional InterfacesOccupational HealthTime & AttendancePlanned InterfacesNHS MailOccupational Health Smart CardRegistration AuthorityLocal ReportingRecruitmentApp. Quick EntryApp. ManagementMass InterviewCore HRInter-Authority TransfersEmployee administration(New Hire –Changes -Termination)Employee RelationsPayrollProcessingData CaptureAbsencePensionsTravel & ExpensesLearning Administration (OLM)& E-LearningTalent ManagementSelf Service (Manager, Supervisor, Administrator & Employee)Work Structures [Organisation, Location, Department, Position]Security (URPs, Local Systems Administration)Underpinned by ESR National Business Processes
3 ESR Implementation Approach ESR Ongoing ImplementationESR Core ImplementationConsolidation Phase 3 monthsESR Benefits Realisation ProgrammeIncreasing benefits & exploitationESR Go LiveRA 5 initial assessmentStandard Go Live FootprintPayrollCore HRRecruitmentAbsence ManagementWorkstructuresLocal reportingInterfaces to BACS, IR, GL, Pensions AgencyConsolidation & RA 5Finalise Process & ProceduresFull end to end processEnd User Roll Out Core ModulesOperational & Management ReportingDocumentation in placeReassess visionReview of benefits / BR planningInter Authority TransfersPayroll consolidation inc Retro PayInterfaces operational e.g. Pensions Agency and E-RecruitmentBR ProgrammeCompletion of RA5OLM & Talent ManagementEmployee RelationsManager Self Service /Administrator Self ServiceEmployee Self ServiceEnhanced Management ReportingInterfaces e.g. TARService Delivery SolutionsPitch to include that there are benefits to be achieved at go live plus others during / following BR programme / project.For most organisations and staff involved, there is a natural inclination to breathe a collective sigh of relief after ESR is live and to then move on to the next project. Many organisations at this time disband the project team and the board. The Project Manager may also move on (often because they are on a short term contract which terminates once the main goal of the project has been achieved). As a result there may not be a team in place to implement the Expansion pack modules or to deliver the key benefits of ESR.There should be two key stages following go live on ESR:ConsolidationThe objective of this phase is to prove the system and your ability to use and support it before moving on to any further enhancement of functionality. The key tasks are described in the Readiness Assessment 5 (RA5) document and above:Further implementation phase (Benefits Realisation Programme)The key deliverables of this phase are to provide extra functionality by means of:Implementation of the Expansion Pack Modules (Oracle Learning Management, Talent Management, Self Service);Interfaces to external systems if not already achieved such as Time Attendance and Rostering, Occupational Health, e-recruitment solutions, E-KSF;Reporting requirements delivered across the organisation for both management and operational needs;An integrated solution for Human Resource Management across the entire organisation and consequently the realisation of the vision and benefits as set out both by the national team and locally at the outset of the main project.This representation views the implementation as a continuum from go live, through a consolidation period and then into a second phase of the implementation, ‘Benefits Realisation’ to deliver the remainder of the system, benefits and full exploitation.Recommendations for project and resource planning therefore:Should be continuous from the main project and that the project team should not be disbanded after go live;A board and or executive sponsor plus a project manager should be retained;A plan for Benefits Realisation should be developed during or towards the end of main implementation. The benefits realisation plan produced for RA3 can be used as the starting point.Reasoning for these recommendations:It is far harder, after a project has completed and resources have moved on, to reinstate the project and achieve the same momentum.With resources as they stand at the end of the main project there are the skills and impetus to deliver a wider scale solution than just the go live footprint.The national goal is for all organisations to make full use of the ESR Solution which has been paid for by the Department of Health. This will achieve considerable extra benefits to the whole of the NHS than just the go live footprint, at a substantial cost saving to organisations, over that which it would have cost to have bought such a solution independently.
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 efficiencyEWTD complianceEnables the achievement of IWL standardsImproves staffing level/mix match to demandsIncreases morale and employee empowerment
8 ProvidersThere 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.
10 Data ExchangeESR- 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.10
11 ESR/eKSF Interface Post outlines managed in e-KSF Outlines associated with staff, reviewers assigned to staffReviews stored and gateway progress capturedPersonal Development PlansEvaluation of learning and application of knowledge and skillsESR stores data about all employees.The master system for staff employment dataNew starters, changes to personal / employment information, and leavers are maintained in ESRWeekly TransferReview dates, type, & summary of dimensions & levels are passed back automatically to ESRGateway 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 heldNote – data is transferred securely in both directions. Confidentiality of data is maintained
12 Purpose of InterfaceTo enable employee records to be populated accurately on both systemsTo save time and resource by reducing duplication of inputTo allow Gateway outcome data to be passed to ESR for pay purposes
16 elearning - Key FactsOLM / ESR functionality upgraded May 2008 to include elearningPilot project completed June – August 2008; thereafter available across the NHSNational Content is automatically added & maintained in all OLM cataloguesAll key national content providers signed up to provide material via ESRCourse content can be accessed on site and remotelyLocal content can be delivered via OLMFull OLM deployment not necessary for elearning
17 The National LMS Solution Employee portable training record updatedProvided at no cost to NHS organisationsUtilises extended ESR OLM moduleIntegrated with core ESR solutionEnsures security of ESR core applicationEnables remote access to elearning contentLink elearning completed to employee ESR training & competence recordScope: elearning will be available to all employees with a staff record on ESRNational elearning content is elearning courses provided by providers such as elearning for healthcare, connecting for health and the Core Learning UnitLocal elearning content is elearning courses that an NHS organisation has written/commissioned themselves and will only be used within that organisation.Local content will only be accessible by the local Trust and will not automatically be available to all NHS sites.1717
18 elearning Architecture N3 Environment(at work access)Key Points:All elearning activity takes place on elearning serverInterface ensures training history in ESR is updated with elearning completedArchitecture safeguards employee data in core ESR applicationRemote access users can only access content on internet facing serversElearning content server(s)ESR Core ApplicationESRElearning functionalityInterfaceThis Diagram shows:All elearning is delivered on the separate server (N3 users are seamlessly redirected; remote access users log straight on)Elearning content servers contain content – content is not stored on ESRNotes:elearning training completed on ESR is automatically tracked in the employee training recordFor remote access to work, the elearning content server must be internet facing (ie not constrained to N3)Remote access elearning userselearning users accessing at work1818
20 Registration Partnership Project Integration of business processes between HR & RA functionsEnable login to ESR with NHS Care Records Service (CRS) SmartcardDevelopment of a bi-directional interface to allow real-time interrogation and updates of NHS CRS person based user information by ESRPilots commenced with NHS Organisations January 2009Large benefits for efficiency and Information Governance
21 ESR Workstructures Setup: NACS Code – top level of hierarchyAttach RA SponsorsAttach UIM WorklistsWorklists (action queues in UIM which allow users to track and progress & approve changes) are used to manage workflow and apply changes to CRS
22 Professional Registration Bodies NHS MailProvide updates of new joiners, leavers and role changes from ESR to NHS MailNHS Mail pass newly registered addresses back to ESRProfessional Registration BodiesIntention to interface with other bodies in addition to GMC