Presentation to the DWP

Report
ESR / Deanery Interface
Workshop – South Central
4th March 2010
Wessex Deanery
World-class People Management for a 21st Century NHS
ESR/Deanery Interface Workshop
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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 21st Century NHS
Agenda
10:30am
Registration & Coffee
11:00am
Introductions, National Picture
Pilot Work, Where We Are Today
JW/DD/KF
11:10am
Intrepid/Deanery Process Update
JS/DD
11:45am
Trust Expectations/Workshop
All
12:30pm Lunch (provided)
1:00pm
End to End Cycles
DD/KF
1:40pm
Questions & Answers
All
1:50pm
Next Steps
DD/KF
2:00pm
Close
World-class People Management for a 21st 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:
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NHS Jobs/e-recruitment
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E-Learning (National Learning Management System project) capability
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Other professional bodies eg. GMC, deanery systems
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Availability of ESR interfaces to local systems (e.g. Time & Attendance, OH)
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New Occupational Health Smartcard Interface
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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 21st 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 21st 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!
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Intrepid / Deanery Processes
Update
John Sanderson & Dawn Day
World-class People Management for a 21st Century NHS
The ESR - Intrepid Interface: Objectives
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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
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The ESR - Intrepid Interface: Overview
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Recruitment Interface
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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
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Personnel, position and assignment data added/updated in ESR
Data transferred from ESR and imported into Intrepid
World-class People Management for a 21st Century NHS
ESR
RECRUITMENT INTERFACE
Vacancy
Position
Assignment
Person
entered
updated
added
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
one time only update
Vacancy
Post
added
linked to
post
Recruitment
Staff
updated
entered
Staff/Post
Appointment
updated
added
created
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ESR
RECRUITMENT INTERFACE
Vacancy (Intrepid updated)
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Vacancy reference
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Position
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Description
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Post number
Appointment (ESR updated)
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Vacancy reference
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Start date
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Names (first, middle, surname)
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Title
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Gender, date of birth
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Address (1-3, town, county, postcode, country)
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Telephone (home, mobile)
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Email
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Demographic (ethnic origin, sexual orientation, religion, nationality)
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NTN
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GMC/GDC (type, number, expiry date)
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Deanery Process Update: Recruitment
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New starters
Leavers
Vacancy matrix
ESR < > Deanery post number mapping
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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
Staff/Post
Post
created or updated
Qualifications
World-class People Management for a 21st Century NHS
ESR
UPDATE INTERFACE
Position (Intrepid: Post updated)
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Position number, title
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Occupation code
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Area of work
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Specialty, second specialty
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Deanery number *
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Managing Deanery
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Trust, site
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Grade/Payscale *
Assignment (Intrepid: Staff-Post updated)
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Assignment number, category
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Assignment status
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Start date, end date *
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Staff group
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Max. part time indicator
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Employee category
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Trust, site
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Grade/Payscale *
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Increment point, increment date
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ESR
UPDATE INTERFACE
Person (Intrepid: Staff updated)
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Position ID, assignment ID
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ESR number
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Employee number
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NI number
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Names (first, middle, surname, maiden)
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Title
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Gender, date of birth
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NTN
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Telephone (home, mobile)
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Email
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Ethnic origin
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Latest start date
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Residency status, work permit details (number, type, expiry)
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NHS entry date
Address (Intrepid: Staff updated)
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Address (1-3, town, county, postcode, country)
World-class People Management for a 21st Century NHS
ESR
UPDATE INTERFACE
Qualification (Intrepid: Staff Qualifications updated)
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Qualification ID
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Qualification name, type
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Date awarded
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Awarding establishment
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Country of award
Professional Body (Intrepid: Staff updated)
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Professional registration scheme (GMC, GDC)
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Registration number
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Expiry date
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Status
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Specialties
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Deanery Process Update: Updates
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Rotations
Maternity leave
Job share
OOP
Flexibles
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Expectations
Group Work
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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?
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LUNCH!!
World-class People Management for a 21st Century NHS
The ESR and Deanery
Interface – End to End
Cycles
Dawn Day & Katie Farrell
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Objectives
• Overview of the ESR Processes which
support the interface functionality:
Position Setup
Recruitment Activity Setup
Applicant Hire
• Opportunity to ask questions
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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 21st 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
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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
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Position Setup Steps
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Position Setup Steps
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Recruitment Steps
Create Requisition & Vacancy
Attach Vacancy to Recruitment Activity
Applicant Processing In Deanery
System
Applicant Arrives in ESR
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Create Requisition and Vacancy
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Create Requisition and Vacancy
Requisition
1. Requisition
Name
2. Vacancy
Name
Vacancy
‘Remember
to save the
record.’
Remaining Position
Info is populated
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3. Position
Name
Create Recruitment Activity
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Select the appropriate Deanery Activity
Recruitment
Activity Name
Deanery Body
Select ‘Recruiting
For’ Button
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Select the correct vacancy
‘Remember
to save the
record.’
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Interface Process
Recruitment Activity
Applicant Record
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Applicant File Arrives
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Applicant File Arrives in ESR and is processed
to be displayed as Applicant Assignment
All position details will
be accurate!
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Completing Pre Employment Checks
Employment Checklist
Recording Reference Requests
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Updating the applicant’s status…
‘Remember to
save the record.’
Update Status
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Hire the applicant…
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Hire is completed!
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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!
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Deanery Update
Process
Runs Weekly
Process overview
Person
Data
Qualification
Data
ESR
Registration
Data
Position
Data
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Deanery
Systems
Deanery - Update
Benefits:
Provides Weekly Updates
Reduces Duplicate Data Entry
Ensures Data Consistency
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World-class People Management for a 21st Century NHS
Next Steps
• Identify Outstanding Requirements
• Plans to schedule implementations
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Summary & Close
James White – ESR Account
Manager Lead, South Central
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ESR – Supporting (QIPP)
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“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”.
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“By actively managing and developing workforce, NHS organisations are
able achieve a higher level of competence, thereby delivering a ‘High
Quality Care for all’”.
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“NHS organisations deploying the ‘ESR model office’ fully utilise all of the
functionality available within the ESR solution”.
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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.
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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 21st 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 21st Century NHS

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