Changing Workforce Management for a 21st Century NHS

Maureen EdwardsESR Senior User/HR Director

Electronic Staff Record

HPA Conference 20 October 2006

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Agenda

• ESR Vision

• Progress to Date

• Roll Out Plan

• ESR Benefits

• ESR - Challenge and Opportunity!

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1.2

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Now - Multiple, diverse, fragmented technology:• 29 Payroll systems• 38+ HR systems• Unreliable Central reporting

NOW

ESR Solution - new, standard, future- proof, web-enabled HR & Payroll system:

END OF PILOTESR solution implemented at 39 Pilot organisations

• Integrated; standardised, comprehensive• One point of data entry• Employee/manager self-service access• National and local reports• Data moves with employee• Interfaces

•e-Recruitment•Pensions•GL

VISION

ONE NHSONE SYSTEM

ESR ENABLES:• Single employee portal• e-Learning• Time, Attendance & Rostering• Regulation • Registration

• Workforce Planning• Migration to Shared

Services

During 2005 by 2008

END OF ROLL-OUTESR single HR and Payroll platform for England and

Wales

Essential ESR Toolkit

Fu

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2008 & beyond

ESR Vision

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ESR Core Solution

Composition of ESR

Recruitment

App. Quick Entry

App. Management

Mass Interview

Core HR

Inter-Authority Transfers

Employee administration(New Hire –Changes -Termination)

Employee Relations

Work Structures [Create – Location > Organisation > Position]

Local Reporting

Payroll

Processing

Data Capture

Absence

Pensions

Travel & Expenses

Security

Training Administration

& Career Management

Bank Administration

Data Warehouse - Central ReportingData Warehouse - Central Reporting

Underpinned by ESR National Business ProcessesUnderpinned by ESR National Business Processes

Standard Interfaces

NHS Jobs (e-Recruitment)

NHS Pensions Agency

Inland Revenue

BACS

Occupational Health

Time & Attendance

Contact (NHS Directory)

General Ledger

Standard Interfaces

NHS Jobs (e-Recruitment)

NHS Pensions Agency

Inland Revenue

BACS

Occupational Health

Time & Attendance

Contact (NHS Directory)

General Ledger

Employee & Manager Self Service

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Forward three pilot sites• October 2004 – LIVE !• Agenda for change compliant solution in December 2004• e-Recruitment Interface in January 2005

Main pilot sitesGo live in five phases:

1. End February 05 – LIVE !2. April 05 – LIVE !3. End May 05 – LIVE !4. August 05 – LIVE !5. October 05 – LIVE !

Progress to Date

Solution acceptance granted in October 2005 Go Live in twelve waves:1. March 2006 3. July 20062. May 2006 4. September 2006

As at 1 September, 409,640 staff paid in 216 organisations

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• 12 waves of Rollout• Approximately 50 sites per wave

with c100,000 employees per wave

• Go – Live every 2 months

• Engagement 14 months– Pre-Implementation 11 months

– Implementation 8 months

• Critical path activities – training and data

Rollout Plan

ESR

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Rollout

Wave 5 – 9 (of 12) engaged

Wave 557 Organisations, 23 Payroll Groups, 112,665 staffWave 660 Organisations, 17 Payroll Groups, 112,760 staffWave 758 Organisations, 21 Payroll Groups, 108,908 staffWave 860 Organisations, 22 Payroll Groups, 103,504 staffWave 955 Organisations, 18 Payroll Groups, 119,891 staff

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ESR Benefits

Modernisation

Efficiency

Information

Empowerment

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Who benefits?HR & PAYROLL

Faster, more efficient processesImproved management information

Line ManagersImproved HR & Payroll Service

Streamlined administrationImproved management information

Deliver improved service

Improved skills & knowledge

Improved staff morale

Frontline StaffImproved HR & Payroll Service

Access to own data via self-service

•Recruitment

•New Hire

•Employee data management

•Career management

•Leavers

•Pay

PATIENTS

Deliver improved service

Modernisation

ESR is a world-class people management system for a21st Century NHS ESR is easy to use as it is web-based Staff can see and maintain their own personal information ESR reduces administrative overheads, increases accuracy and consistency over the entire HR &

Payroll cycle In line with modernisation laid out in the NHS Improvement Plan

and more specifically in the HR in the NHS Plan and links with other modernisation initiatives

Modernisation

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Modernisation

NHS Jobs

NHS Pensions Agency

Occupational HealthSmart Card

e-Learning

Pay Modernisation

National Workforce Dataset

NHS Professionals

National WorkforcePlanners Tool

ESR

Existing Interfaces

Future Interfaces

Data Requirementsalready incorporated

Ongoing relationships

for future development

Registration Authority

e-KSF

Time, Attendance & Rostering

Occupational Health

NHS Mail

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Empowerment

ESR empowers every NHS employee to take control of their own careerEmployees have: The ability to access and modify their personal details Online access to their Personal Development Plan The ability to browse the training courses and other learning opportunities A facility to request placement on a training course and see the result of that request Automatic association of their qualifications and training with local and national competence frameworks The ability to view past payslips

Empowerment

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Empowerment

Managers can access information and instigate actions, including:

Approving requests and changes made by employees Recording contractual changes – hours, position grade etc Recording transfer, promotion or termination of employees Conducting online Development Reviews Locating suitably skilled people for new job opportunities

Empowerment

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Self ServiceEmployee requesting enrolment

Employee Self Service enrolmentEmployees with access to Self Service can search for training events and request enrolment. ESR will send a request to the employee’s supervisor for them to approve the request.

Considerable manual and paper-based effort can be saved and the student enrolment process made more efficient through the request and approve methods employed between Manager and Employee Self Service.

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CompetenciesCompetenciesThis form allows Trusts to view any national competencies and also create local ones, as demonstrated here

By setting a renewal period of 1 year when this competency is awarded to an employee, an end date will automatically be populated on their record. This enables Trusts to report on employees requiring refresher training and plan for providing the appropriate courses.

Competencies ESR stores and defines the nationalcompetencies associated with:Knowledge and Skills Framework (KSF), National Occupational Standards (NOS) National Workforce Competencies (NWC).

These are set up and controlled centrally andare available to Trusts to be associated with:• training classes and courses• an individual employee’s competency

profile• post requirements

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Employee Self Service – Change of Address

In this example an employee is updating their home address. This information will be amended in ESR straight away.Employees are responsible for their own information and must ensure that any relevant changes are made in a timely fashion. In some cases changes go straight to the HR database (for example change of address). Information is therefore entered at source and only recorded once.

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Information• Recruitment

- Improves ability to monitor costs against budget- Aids identification of most effective Recruitment sources & methods

• Sickness & Absence- Real-time information - Improves ability to monitor sickness and unplanned absence- Aids identification of sickness patterns – by department, staff group & organisation – utilises the Bradford Score

• Workforce Planning- Improves monitoring on vacancies, leavers, absence, employee demographic & skill profiles

• Training & Development- Improves ability to monitor cost & effectiveness of training/staff development- Aids effective training provision

• Data Warehouse

Information

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Information

Reports

Local Reporting• Status of processes (e.g. payroll run)• Standard forms and letters• Report Workbooks covering:

– Absence Management– Education & Training– Finance– HR– Payroll– Recruitment– Talent Management

Regional Reporting• Standard Reporting to support operation of regional organisations• RoWIN, Workforce data• Subsets of National data

National Reporting• Medical & Dental Workforce census• Non-Medical Workforce census• NHS Earnings survey• Nursing campaign return• Vacancy survey of NHS Trusts• HR Performance monitoring• Junior Doctor’s Hours• Gender & Enthnicity• Staff PDPs

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"ESR will support the NHS in delivering the Efficiency Agenda...” *

• Improved productivity– Single Data Entry– ESR automates key activities. For example:

• Inter-Authority Transfer; • Complex pay calculations

– ESR supports improved working practices. For example:• Absence recording; Self-service; Interfaces with e-Rec

& NHSPA

• Reduced costs– Fewer interfaces will reduce maintenance & management costs– Integrated Data Warehouse will reduce cost of local resource needed to provide information to the centre

Efficiency

Efficiency

* Efficiency Review (2004) – Releasing Resources to the Frontline – Sir Peter Gershon

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ESR / NHS Jobs - Interface

Vacancy and

Position Information

Advertise Position

Applicants Apply

ShortlistApplicant

Information

Manage Applicants and Interviews

Letter Creation

HR Administration

Recruitment ActivitiesIdentifying Recruitment Media (Activities)

The Recruitment Activity identifies where the vacancy (or vacancies) are being advertised – HSJ, BMJ, local paper, etc.

The selection of media – in this example, NHS National Jobs website – triggers an outbound interface that populates the e-Recruitment website with details of the vacancy, thereby reducing data entry

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Manager Self Service – Change of Hours

Information on a change of hours is entered by the manager and submitted. If the manager has permission to make such changes without approvals, this is updated in ESR with immediate effect.The ownership and responsibility for maintaining employee contractual variations is transferred to the line manager and data is input at the source. As ESR is a real time system this data is effective straight away.

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Financial Benefits

Total Benefit Potential per year - £119m

NCR Cost of Lost Days due to sickness £50m

CR Improved management of sickness and absence £42m

CR Joining the Organisation £3m

NCR Joining the Organisation £1m

CR Leaving the Organisation £1m

CR Maintaining the Employee Record £9m

CR Elimination of Central Reporting Efficiencies £2m

CR Facilitation of Improved Working Practice £7m

NCR Facilitation of Improved Working Practice £4m

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ESR - Integrated Workforce Management System - challenge and opportunity

• New Structures/models for service delivery• New ways of working – new roles• HR as a true ‘business partner’• New skills - for the line and HR • Planning and Managing the change• Delivering the efficiencies• Supporting staff through change

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