1. World-class People Management for a 21 st Century NHS ESR / Deanery Interface Workshop – South Central 4 th March 2010 Wessex Deanery

2. 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

3. World-class People Management for a 21 st Century NHS Agenda 10:30amRegistration & Coffee 11:00amIntroductions, National PictureJW/DD/KF Pilot Work, Where We Are Today 11:10amIntrepid/Deanery Process UpdateJS/DD 11:45amTrust Expectations/WorkshopAll 12:30pmLunch (provided) 1:00pmEnd to End CyclesDD/KF 1:40pmQuestions & AnswersAll 1:50pmNext StepsDD/KF 2:00pmClose

4. 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 and Wales All Trusts (440) implemented ESR by April 2008 Delivery of ESR is managed by McKesson 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:  NHS Jobs/e-recruitment  E-Learning (National Learning Management System project) capability  Other professional bodies eg. GMC, deanery systems  Availability of ESR interfaces to local systems (e.g. Time & Attendance, OH)  New Occupational Health Smartcard Interface

5. 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.

6. World-class People Management for a 21 st Century NHS CORE HR ABSENCE DATAWAREHOUSE INTERAUTHORITYTRANSFER INTERFACES LOCALREPORTS LEARNINGMANAGEMENT PAYROLL RECRUITMENT WORKSTRUCTURES TALENTMANAGEMENT SELF-SERVICE Composition of ESR NHS Jobs Deaneries GMC Local OH Systems 70% 25% MSS 5% ESS 89%

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

8. World-class People Management for a 21 st Century NHS Intrepid / Deanery Processes Update John Sanderson & Dawn Day

9. 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

10. 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

11. World-class People Management for a 21 st Century NHS Intrepid Recruitment ESR ESR Hub Intrepid Interface Engine Vacancy data Errors/exceptions Appointment data Vacancy PostStaffStaff/PostAppointment PersonAssignmentPosition entered linked to post enteredaddedcreated added updated added RECRUITMENT INTERFACE one time only update updated Trust notified manually (no automated update)

12. 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)

13. World-class People Management for a 21 st Century NHS Deanery Process Update: Recruitment New starters Leavers Vacancy matrix ESR Deanery post number mapping

14. World-class People Management for a 21 st Century NHS ESR Intrepid ESR Hub Intrepid Interface Engine Update data Errors/exceptions PostStaffStaff/Post PersonAssignmentPosition created or updated added or updated UPDATE INTERFACE AddressProfessional BodyQualification Errors/exceptions Qualifications

15. 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

16. 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)

17. 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

18. World-class People Management for a 21 st Century NHS Deanery Process Update: Updates Rotations Maternity leave Job share OOP Flexibles

19. World-class People Management for a 21 st Century NHS Expectations Group Work

20. 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?

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

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

23. 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

24. World-class People Management for a 21 st Century NHS Deanery Interface - Recruitment Process overview 1. Training Post set up as an ESR Position including DPN 2. Vacancy and Recruitment Activity created 3. Vacancy Reference applied to record of preferred Candidate within the Deanery system 4. Preferred Candidate file received in ESR. ESR Empower/Intrepid Process Runs Daily

25. 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

26. 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

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

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

29. 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

30. World-class People Management for a 21 st Century NHS Create Requisition and Vacancy

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

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

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

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

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

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

37. 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!

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

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

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

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

42. 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!

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

44. World-class People Management for a 21 st Century NHS Deanery - Update Benefits: Provides Weekly Updates Reduces Duplicate Data Entry Ensures Data Consistency

45. World-class People Management for a 21 st Century NHS

46. Next Steps Identify Outstanding Requirements Plans to schedule implementations

47. World-class People Management for a 21 st Century NHS Summary & Close James White – ESR Account Manager Lead, South Central

48. 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.

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

50. 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.