Neonatal Workload Tool standard BOXI reports Healthcare Staffing Programme Prepared by: NHS NSS PHI Workload Tools Team, August 2019

What is covered? What is a standard workload tool report Where & how to access it What standard reports are available for neonatal workload tool How to generate standard neonatal report What information can be found in neonatal report How to print and save a report

What are Workload Tool Reports and where to find them? The workload tool reports are what we call standard reports created by the national team A suite of standard reports is available in Business Objects (BOXI) Access requires login and password - that can be set up by your local SSTS manager A suite of standard reports for the workload tools is available in Business Objects. If you don’t already have access to them, that can be set up by your local SSTS manager. The workload tool reports are what we call standard reports. This means that they have been created by the national team with a series of prompts for users to complete. The purpose of those reports is to enable users to view the data inputted in SSTS workload tools in aggregated organised manner, to help analyse it and draw conclusions. Information that comes out reflects what have been put into the SSTS system. It is not quality assured or changed by the national team. It is your data. If any of it is incorrect or missing in first instance check your local roster set up.

How to access standard reports? Log into Business Objects Navigate to the workload tools folder Click on Neonatal

When you log into Business Objects and navigate to the workload tools folder (Public Folder > Workforce > Workload Tools), you’ll see a list of all the tools. Clicking on each one will show you the reports that are available for that particular tool. There are 2 standard reports listed in the Neonatal folder: Neonatal Daily Roster, Neonatal Year by Month Roster.

Standard Neonatal Reports Neonatal Daily Roster – returns daily breakdowns for selected roster. User is asked to enter: One roster location Full start date Full end date Neonatal Year by Month Roster – returns annual data for selected roster, broken down by months. Calendar year Those reports can & should be used by any roster using Neonatal workload tool. Daily report returns information for a roster for each day between 2 selected dates (e.g. first and last day of a month) Monthly report returns information for a roster for selected calendar year (or a part of that year that is available at the time when report is generated). This information is broken down by month.

How to run standard Neonatal report ? Click on appropriate Neonatal report Fill in the prompts Run Query The reports have been set up in this way to make running them as straightforward as possible.

Neonatal Daily Roster - Structure 1. Report Summary 2. Professional Judgement 3. Recommended whole time equivalent by date & cycle 4. Cots used during day cycle by type and date 5. Cots used during night cycle by type and date 6. Occupancy by date and cycle

1. Report Summary Report summary contains: Info on board, roster & reporting period Definitions Summary table with average figures for day / night cycles (cots used all and by type, occupancy & rWTE) Average rWTE over day and night combined, as well as 75th percentile rWTE Number of dates the averages are based on Number of cots allocated to the ward, with breakdown & percentage Funded establishment (when effective from, and broken down by registered / unregistered) Footnote: date the report was generated on.

2. Professional Judgement This information comes from PJ tool, which should be completed separately from the Neonatal tool.

3. rWTE by Date & Cycle Table shows average rWTE for each day by day cycle, night cycle and average over the 24-hr period. Row at the top (in yellow) is an average over the time period. There are 2 line charts on the right hand side, each of them showing rWTE trend by cycle on each day & cycle average during the time period.

4 & 5. Cots used by Cycle, Type & Date Sections 4 & 5 have the same layout, the only difference is that section 4 refers to a day cycle, and section 5 refers to a night cycle. Both sections provide information on cots usage. The table lists cots used each day according to cot type, with total & % of overall cots assigned. Average for over time period is provided at the top (yellow row). This information is illustrated with 2 graphs on the right side: Bar stacked chart shows number of cots by type Line chart - showing trend in cots usage, e.g. In section 4 red line indicates day cycle, and the pale gray line shows in comparison night cycle. In section 5 the colours are reversed, i.e. red line indicates night cycle, pale gray day cycle. This can show difference between cycles, but also ‘unexpected’ picks or drops can indicate potential data entry issues.

6. Cots Occupancy by Date & Cycle The difference between ‘cots used’ measure in sections 4 & 5, and ‘cots occupancy’ in section 6 is that, cots occupancy uses not only number of cots used & available, but also time-in and time-out recorded for each baby, and total of minutes available during each cycle. The table presents % occupancy by day cycle & day cycle, and the bar chart shows these percentages graphically.

Neonatal Year by Month Roster - Structure 1. Report Summary 2. Professional Judgement 3. Recommended whole time equivalent by month & cycle 4. Cots used by month, type and cycle 5. Occupancy by month and cycle Neonatal year by month report in general shows the same information as the daily report, however the data is for one calendar year, with monthly breakdowns, not days. This is reflected in the structure of the report and there are additional measures included, such as 75th percentile, minimum and maximum values.

1. Report Summary Report summary contains: Info on board, roster & calendar year selected (or a part of that year that is available at the time when report is generated). Definitions Summary table with average monthly figures for combined day & night cycles: average rWTE, 75th percentile rWTE, maximum rWTE during each month. Annual figures are provided in ‘yellow’ row at the top. These monthly 3 measures are shown also in the line chart on the right side. Underneath the graph is a table with annual average number of cots used, usage percentage and occupancy at the bottom of a page you can find number of cots allocated to the ward/roster Funded establishment (when effective from, and broken down by registered / unregistered) Footnote: date the report was generated on.

3. rWTE by Month & Cycle Section 2 presents PJ info recorded for this particular roster anytime during the calendar year. Section 3 presents rWTE figures by month, table & graph on the top shows day cycle data, table & graph on the bottom – night cycle data. There are 3 measures for each cycle: average rWTE, 75th percentile rWTE, maximum rWTE during each month. Annual figures for a cycle are provided in ‘yellow’ row at the top of the table.

4. Cots Used by Month, Type & Cycle In Section 4 cots usage info is split by day and night cycle, each presented in separate table. Two stacked bar charts at the top show average number of cots used by type The bottom chart shows % cots used in day cycle vs. % cots used in night cycle.

5. Cot Occupancy by Month & Cycle In Section 5 cot occupancy info is split by day and night cycle, each presented in separate table. Two line charts at the top show occupancy % monthly average, monthly min and max trends. The bottom chart shows monthly occupancy % in day cycle vs. night cycle. The difference between ‘cots used’ measure in sections 4 & 5, and ‘cots occupancy’ in section 6 is that, cots occupancy uses not only number of cots used & available, but also time-in and time-out recorded for each baby, and total of minutes available during each cycle. The table presents % occupancy by day cycle & day cycle, and the bar chart shows these percentages graphically.

Printing standard BOXI report To print BOXI report click on ‘Export to PDF for printing’ icon on the toolbar (top left side) There are following options: Open with Adobe Reader Save file– saves PDF version to your ‘Downloads’ folder; can be printed from there

Saving standard BOXI report To save BOXI report to your computer click on ‘Document’ icon on the toolbar (top left corner) There are following options: Save to my computer as – saves entire report (all tabs) to your computer. Allows to chose one of 6 file types you can save to incl. PDF and Excel. Save report to my computer as – saves only content of the current tab from the report to your computer. There are two options: click on Document on the toolbar in the report, you can see ‘Save to my computer as’ and ‘Save report to my computer as’.   Save to my computer as - hover over this option to see 6 file types you can save to. Preferred PDF or Excel. Please note: Saving as PDF keeps the report structure and formatting intact. This is recommended when purpose of saving is filing, printing or sharing a report as is. By saving into excel some formatting features get lost or distorted, and may need manual ‘fixing’. Using excel format is recommended if some of the data from the report is to be used for other reporting purposes, or user wants to merge it with other information or build their own graphs etc. The difference between ‘Save to my computer as’ and ‘Save report to my computer as’ is that the latter only saves the content of the current Report Tab whereas as the former saves the contents of all the Report tabs.

Useful links & contact details Generic NMWWPP mailbox NSS.NMWWPP@nhs.net Generic Link to NMWWPP pages on ISD WEBSITE: http://www.isdscotland.org/Health-Topics/Workforce/Nursing-and-Midwifery/NMWWP/ Specific Link to NMWWPP Workload Tools page on ISD WEBSITE: http://www.isdscotland.org/Health-Topics/Workforce/Nursing-and-Midwifery/NMWWP/Tools/ Specific Link to NMWWPP Reports page on ISD WEBSITE: http://www.isdscotland.org/Health-Topics/Workforce/Nursing-and-Midwifery/NMWWP/Reports/

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