Monthly Benefits Tracking Report April 2015OD... · 2015-11-14 · Page 2 of 23 Monthly Tracking Report –April 2015 Kay Williams – Workforce Intelligence Officer Sickness Absence

Page 1 of 23 Monthly Tracking Report –April 2015 Kay Williams – Workforce Intelligence Officer

HOSTED SERVICES HAVE BEEN EXCLUDED FROM ALL REPORTING KEY MESSAGES

Bank/Agency/ADH & Overtime

The following table provides Bank, Agency and ADH (Additional Hours) & Overtime WTE worked, however Agency WTE is unavailable for the month of April. Taking this into consideration usage has decreased in the past month from by 6.55 WTE’s.

Bank – Bank usage for the month of Apr-15 was 57.28 WTE’s; 21.38 WTE’s within the South, followed by the North with 19.14 WTE’s and the Mid with 9.50 WTE’s. Overall 21.38 WTE’s were worked by HCSW’s, 15.85 WTE’s by Registered Nurses and Ancillary, Estates and Property worked 14.11 WTE’s. Total cost of Bank for the month was £111,424. Agency – Agency WTE is unavailable for the month of April 2015. However the Cost was £138,634. ADH & Overtime – A total of 17.48 WTE’s overtime/additional hours were worked in the month of Apr-15; 6.90 WTE’s within the North Locality, followed by 6.24 WTE’s in the South and 2.66 WTE’s in the Mid . Overall, 5.63 WTE’s were worked within Ancillary, Estates & Property, 4.58 WTE’s in Additional Clinical Services and 4.21 WTE’s in Registered Nursing . Total cost for Additional Hours/Overtime for the month was £38,283.

Additional Beds There have been no additional beds used throughout the organisation in the month of April 2015. The Average Occupancy for the month was 93% and the year 92%.

Monthly Benefits Tracking Report

April 2015


Sickness Absence The Rolling Sickness Absence rate continues to fall with a percentage for April 2015 of 4.65%. Primary & Community Care Directorate continues to have the highest sickness with 9.61%, followed by the Mid Locality with 5.51% and the South Locality with 5.27%. Actual sickness for the month was 3.20% at an estimated cost of £65,695.

Staff in Post There were 1,198.72 WTE Staff in Post at the end of April (excluding 7.63 WTE Students), 1,578 Assignments and 1,534 Headcount. In the last month there has been an increase of just 0.07 WTE.

Recruitment 30 vacancies were approved by the Vacancy Panel in the month of April 2015. None of these vacancies were deemed suitable employment for displaced staff. Included in the 30 vacancies was 1 new post; -

E-Systems Programme Manager

Statutory & Mandatory Training Significant improvement is required to increase compliance levels. Statutory and mandatory training matrices are available on the intranet outlining the requirements for all staff groups with the Key message to staff to take responsibility for meeting their training requirements.

ESR Pay Bill The ESR Pay Bill for Apr-15 was £2,992,689. This figure excludes Bank and Agency costs.

Personal Development Reviews The organisation failed to meet the Target of 90% set for March 2015 by nearly 15% (70.06%) and compliance has continue to fall in the month of April 2015 to 69.66% , with Medical staff at 82.61%. Performance as an organisation has been discussed at Board Level and each Director has been asked to account for their performance and to develop an Improvement Plan for their area of responsibility to ensure that a culture is created where appraisals are an embedded part of the “way we do things in Powys”. Compliance Target for March 2016 has been set at 95%

Travel Total miles claimed in the month of April 2015 were 140,039, with the Women & Children Directorate being accountable for nearly 31%.


Bank/Agency/ADH(Additional Hours) & Overtime usage comparison 2013/2014 & 2014/2015. Yearly average usage has increased from 67.76 WTE’s to 81.49 WTE’s , an increase of 13.73 WTE’s. Usage for the Month of Apr-15 was 74.76 WTE’s. Agency information is provided by the Finance Department, unfortunately Agency information for Apri-15 is currently unavailable.

The graph shows Bank/Agency/ADH & Overtime usage of WTE by month for 2014/15, (Agency information for Apr-15 is excluded) in comparison to Sickness Absence lost. Total average usage for Bank; 52.69 WTE’s; Agency 9.83 WTE’s and ADH/Overtime; 18.96 WTE’s. In the last 12 months the organisation saw a loss of approximately 55 WTE’s, due to sickness absence. The above information comes with a health warning in that Bank and ADH/Overtime are for month paid not month worked, Sickness figures are for the month they occurred.

The above graph gives a comparison of the cost of Bank/Agency/ADH & Overtime against sickness absence. Total Cost 2014/2015; Bank £1,165,519 Agency; £1,059,444, ADH & Overtime; £512,408; Totalling £2,737,371. Estimated cost of Sickness; £1,562,627,

Average Bank Nursing Usage over the last 12 months was 13.91 WTE’s Usage for previous 12 months 11.75 WTE’s

Average Bank Admin & Clerical has increased from 3.94 WTE’s to 4.26 WTE’s in the last 12 months.

Bank/Agency/ADH & Overtime Usage


The above table provides the bed occupancy by month and hospital. There has been no additional bed occupancy in the last 12 months. Average Occupancy for the rolling year was 92%, and for the month of April 93%.

The Rolling Sickness Absence rate for April 2015 was 4.65%. Actual Sickness for the month was 3.20%. Rolling sickness continues to show a downward trend. In the last 12 months 20,219 WTE days were lost due to sickness absence, which equates to approximately 55 WTE’s and the month of April saw a loss of 1,156 WTE days equating to approximately 39 WTE’s absent from work. Actual sickness is revisited each month and is subject to change.

The four top reasons for sickness absence in the last 12 months, equate to nearly 56% of all sickness absence reported. Anxiety & Stress and Musculoskeletal problems remain the most prevalent reason for absence.

Actual sickness by month by Locality/Directorate and rolling sickness absence for the last 12 months.

Over the last 12 months (excluding students) there has been an increase of 22.03 WTE’s in Powys Staff. The last month saw an increase of just 0.07 WTE’s.

Bed Occupancy

Sickness Absence

Staffing Levels


In the last 12 months Registered Nursing saw an increase of 1.35 WTE’s and a decrease of 1.40 WTE’s in HCSW’s. However, the last month there has been an increase of 1.58 WTE’s in Registered Nursing and 1.14 WTE’s in HCSW’s.

Medical and Dental show a decrease of 3.09 WTE in the last year. There was an increase of 0.20 WTE in the last month.

The above graph provides the monthly pay bill over the last 12 months. The months of May, August, October and January have 5 weeks of enhancements.

The table above provides a Pay Bill Comparison to a similar month. i.e. 5 week months are compared against previous 5 week month and the same for 4 week months.

Compliance rate for Statutory and Mandatory Training on Substantive staff.

Summary of all vacancies approved in the month of April 2015. None of these vacancies were deemed suitable employment for displaced staff. Out of the 30 vacancies approved there was 1 new post of E-Systems Programme Manager within Workforce and OD.

ESR Pay Bill Statutory and Mandatory Training

Recruitment


The above graph gives the percentage compliance by Locality/Directorate for April 2015. Overall compliance for Powys was 69.66% Medical Staff are reported separately and starting to show a decline over the last few months with a current Compliance Rate of 82.61%.

The above graph gives the Business/Home to Base and Public Transport mileage claimed in April 2015 by Directorate/Locality (excess mileage has been excluded). Monthly mileage figures are extracted from relevant payment months. Actual mileage travelled will vary since mileage claims are not always submitted and paid in the correct payment period. The following table provides the miles claimed by Directorate/Locality over the last 12 months.

Personal Development Reviews Mileage


Bank/Agency & ADH & Overtime usage over the last 12 months, compared to the same period last year. Average usage has decreased minimally from 14. 01 WTE to 14.12 WTE. In the month of Apr-15 12.16 WTE’s were used. Agency information is provided by the Finance Department. Unfortunately Agency WTE’s for April-15 is currently unavailable.

Bank/Agency /ADH & Overtime WTE usage by month in comparison to Sickness Absence lost over the same period. Total average usage of Bank 10.09 WTE’s; Agency 0.22 WTE and ADH & Overtime 3.81 WTE’s. In the last 12 months the Mid Locality saw an approximate loss of 11 WTE’s due to sickness absence.

MID LOCALITY

Use of Bank Nursing has decreased from 1.68 WTE’s in 2013/2014 to 0.85 WTE’s in 2014/2015.

Bank Admin and Clerical usage in 2013/2014 was 0.66 WTE, compared with 0.92 WTE in 2014/2015.

Cost of Bank for the last 12 rolling months £185,572; Agency £44,822 and AHD & Overtime £96,712 a total cost of £327,106. Estimated cost of Sickness; £290,955.

Average bed occupancy for the last rolling 12 months for Knighton was 76% and 97% for Llandrindod.


Bed Occupancy


The rolling sickness percentage continues to show a steady decline since September 2014 with a percentage of 5.52% for April 2015, compared with April 2014 – 6.50%, this is a decrease of nearly 1%. Actual Sickness for the month was 3.10%

The four top reasons for sickness absence in the Mid Locality over the last 12 months equate to 69% of all absence reported. Anxiety/Stress and Musculoskeletal problems continue to be the most reported sickness. A total of 3,854 WTE days were lost in the last 12 months equating to approximately 11 WTE’s being absent from work.

The above table provides the monthly sickness percentage by Location and Service. Occupational Therapy in Builth has moved to Knighton. Particular hot spot areas are:

Acute, Elderly & General Nursing – Knighton. Although some improvement has been made. Community Nursing – Builth Wells. Admin and Clerical – Llandrindod. Support Worker – Hotel Property & Estates - Llandrindod

Sickness Absence


The above table lists the vacancies approved for the month of April 2015 for the Mid Locality. Neither of these vacancies were deemed suitable alternative employment for displaced staff.

In the last 12 months there has seen a decrease of 2.06 WTE’s. The last month has seen a decrease of 3.16 WTE’s., which includes 1.80 WTE’s in Registered Nursing and 0.87 in AHPs.

In the last year there has been a decrease in Registered Nursing of 1.53 WTE’s and 01.54 WTE in HCSW’s. In the last month there has been a decrease of 1.80 WTE’s in Registered Nursing and 0.40 WTE in HCSW’s.

Monthly pay bill over the last 12 months. The months of May, August and October and January paid 5 weeks of enhancements.

The table provides a Pay Bill Comparison to a similar month. i.e. 5 week months are compared against previous 5 week months and the same for 4 week months

Recruitment

Staffing Levels

ESR Pay Bill


Compliance rate for Statutory and Mandatory Training of Substantive Staff. It is important for Managers to encourage their staff to take responsibility for completing their statutory and mandatory training as substantial improvement is needed.

Percentage compliance for the Mid for April 2015 was 68.05%. Performance has consistently fallen over the month from 86.84% in April 2014.

The above graph gives the total Business/Home to Base and Public Transport mileage claimed in the month of April 2015. Monthly mileage figures are extracted from relevant payment months. Actual mileage travelled will vary since mileage claims are not always submitted and paid in the correct payment period. The following table gives a break down by Staff Group for the last 12 months.

Statutory and Mandatory Training

Personal Development Reviews

Mileage


Bank/Agency & ADH & Overtime usage for the Locality over the last 12 months, compared to the same period last year. Usage has increased on average of 22.59 WTE’s to 28.03 WTE’s in 2014/2015. A total of 26.04 WTE’s were used in the month of Apr-15. Agency information is provided by the Finance Department. . Unfortunately WTE’s for Agency is currently unavailable for April-15.

Bank/Agency /ADH & Overtime WTE usage by month in comparison to Sickness Absence lost during the same period. Total average usage Bank 16.72 WTE’s Agency; 4.65 WTE’s ADH & Overtime 6.66 WTE’s. In the last 12 months the Locality saw a loss of approximately 12 WTE’s due to sickness absence.

NORTH LOCALITY

Average use of Bank Registered Nursing in the North over the past 12 months has increased in comparison to last year from 3.89 WTE’s to 4.72 WTE’s.

Average use of Admin and Clerical Bank staff over the last 12 months has increase to 1.11 WTE’s, from 0.47 WTE in 2013/2014.

Total cost of Bank over the last 12 months £354,905; Agency £494,543; ADH & Overtime £177,101, totalling £1,026,549. Total estimated cost of Sickness £300,161.

Average bed occupancy over the last 12 months for Llanidloes 92%, Machynlleth 93%, Newtown 96% and Welshpool 97%


Bed Occupancy


Rolling sickness continues to fall within the Locality with 4.32% for the month of April 2015, falling 0.09% below the set target. Actual sickness for the month is 3.32%.

The above graph provides the cumulative WTE days lost by the top four sickness absence reasons in the last 12 months. These equate to nearly 57% of all absences reported. Anxiety/Stress & Depression and Injury /Fracture continue to be the most reported absence reason. A total of 4,484 WTE days were lost in the last 12 months equating to approximately 12 WTE’s absent from work.

The above table provides the monthly sickness percentage by Location and Service. Hot Spot areas;

Hospital Nursing (Acute, Elderly & General Nursing) – Llanidloes .

Community Nursing – Newtown. Support Worker - Hotel Property & Est. – Newtown and Machynlleth

Clerical and Admin - Newtown

Sickness Absence


Vacancies approved in the month of April 2015 for the North Locality. None of the vacancies were deemed suitable alternative employment for displaced staff.

The last 12 months (excluding students) has seen an increase of 13.81 WTE’s, with an increase of 0.45 WTE in the last month.

In the last year there has been an increase of 2.85 WTE in Registered Nursing which includes a decrease of 0.36 WTE in the last month. There has also been an increase of 2.55 WTE’s in HCSW’s in the last year which includes an increase of 0.80 WTE in the last month.

The above graph provides the monthly pay bill for the last 12 months. The months of May, August, October and January have 5 weeks of enhancements.

The table provides a Pay Bill Comparison to a similar month. i.e. 5 week months are compared against previous 5 week months and the same for 4 week months. There has been a substantial increase in Additional Hours in April mainly within Registered Nursing, especially Community Nursing Llanfyllyn.

Recruitment

Staffing Levels

ESR Pay Bill



Percentage compliance for the North Locality in April 2015 was 64.56%.


Statutory and Mandatory Training Travel



Use of Bank/Agency & ADH & Overtime for the Locality over the last 12 months compared to the same period last year. Average usage has increased from 21.59 WTE’s to 27.42 WTE, an increase of 5.83 WTE’s. The month of Apr-15 saw a use of 31.45 WTE’s. Agency information is provided by the Finance Dept.

Bank/Agency /ADH & Overtime WTE usage over the last 12 months in comparison to Sickness Absence lost during the same period. Total average usage was 27.42 WTE’s; Bank; 18.43 WTE’s (12.29 WTE’s in Hospital Nursing, 2.20 WTE’s in Hotel, Property & Estates and 1.61 WTE in Admin & Clerical); Agency; 1.51 WTE ADH & Overtime ; 7.49 WTE (3.61 WTE’s Estates and Ancillary, 1.48 WTE’s Additional Clinical Services and 1.39 WTE’;s in Registered Nursing) The South saw a loss of approximately 18. WTE’s due to sickness absence.

SOUTH LOCALITY

Bank Registered Nursing showed a usage of 5.15 WTE’s in 2013/2014 and 4.95 WTE’s in 2014/2015.

Comparison use of Bank Admin showed 1.61 WTE’s in 2013/2014 and 1.69 WTE’s in 2014/2015.

Total cost of Bank for the last 12 months £422,481; Agency £249,187; ADH & Overtime £187,558, totalling £859,226. Total estimated cost of Sickness; £436,836.

Average bed occupancy over the last 12 months for Brecon was 89%, Bronllys 93% and Ystradgynlais 92%


Bed Occupancy


Rolling Sickness for the Locality has shown a downward trend since Sep-14 with a percentage of 5.28% for the month of April 2015 and Actual Sickness at 3.80%.

The above table provide the Monthly sickness percentage by Location and Service. Particular hot spot areas are:

Clerical and Administration – Ystradgynlais

Support Workers - Hotel Property & Estates –Brecon & Bronllys.

Community Nursing Services – Bronllys

Radiography – Brecon (although improvement has been made in the last 2 months)

Sickness Absence


The top four sickness absence reasons equate to nearly 55% of all sickness reported in the last 12 months. Anxiety & Stress and Other Musculoskeletal problems remain the most reported sickness. A total of 6,295 WTE days were lost in the last 12 months with equates to approximately 17 WTE’s being absent from work.

Occupational Therapy –Ystradgynlais.

Vacancies approved for the month of April 2015 for the South Locality. None of the vacancies were deemed suitable alternative employment for displaced staff.

There has been an increase of 4.68 WTE’s of Registered Nurses In the last 12 months, which includes 4.04 WTE’s in the last month. HCSW’s have


The table provides a Pay Bill Comparison to a similar month. i.e. 5 week months are compared against previous 5 week month and the same for 4 week months.

Recruitment

Staffing Levels

ESR Pay Bill


There has been a reduction of 3.94 WTE’s in the last 12 months, which includes 1.50 WTE in the last month.

seen a decrease of 1.61 WTE’s in the last year, including an increase of 0.73 WTE’s in the last month.


Percentage compliance for the South Locality for April 2015 was 71.67%.




Travel


Bank/Agency & ADH & Overtime usage for the Directorate over the last 12 months compared with the same period last year. Average usage has increased from 2.84 WTE’s to 3.39 WTE’s. A total of 2.27 WTE’s were used in the month of Apr-15. Agency information is provided by the Finance Department.

Bank/Agency /ADH & Overtime WTE usage by month in comparison to Sickness Absence lost during the same period. Total average usage in the last 12 month was 3.39. Bank; 2.75 WTE (2.35 WTE within Registered Nursing.) Agency; 0.10 WTE ADH & Overtime; 0.54 WTE. The

WOMEN & CHILDREN DIRECTORATE

Use of Bank Admin & Clerical has dropped from 0.95 WTE in 2013/14 to 0.30 WTE of in 2014/15.

Total cost of Bank in the last 12 months £98,251; Agency £21,691, ADH & Overtime £22,132, totalling £142,074. Total estimated cost of Sickness £287,970.

Use of Bank Registered Nurses has increased in the last 12 months in comparison with last year from 0.80 WTE in 2013/14 to 2.47 WTE’s in 2014/15.



Directorate saw a loss of approximately 7 WTE’s over the last 12 months due to sickness absence.

The rolling sickness has exceeded the target of 4.42% for the second month running with 4.48% in April 2015, actual sickness has fallen in April to 3.15%.

The above table provides the monthly sickness percentage by Service. Sickness has started to gradually rise over the last 9 months. Particular Hot Spot areas;

Community Psychiatric Nursing (improvement has been made in April) Health Visiting Maternity Services Physiotherapy School Nursing (improvement has been made in April)

Sickness Absence


The above graph provides the cumulative WTE days lost by the top four sickness absence reasons in the last 12 months. These equate to over 60% of all absences reported. A total of 2,700 WTE days were lost in the last 12 months equating to approximately 7 WTE’s absent from work.

Vacancies approved for the month of April 2015 for the Women & Children Directorate. Neither of these vacancies were deemed suitable alternative employment for displaced staff.

Excluding students, in the last 12 months there has been an increase of 0.63 WTE. The last month has seen an increase of 1.26 WTE’s.

The last 12 months has seen a reduction of 1.45 WTE’s in Registered Nursing and an increase of 0.20 WTE’s in HCSW’s. In the last month registered Nursing has decreased by 0.50 WTE.


The table provides a Pay Bill Comparison to a similar month. i.e. 5 week months are compared against previous 5 week month and the same for 4 week months.

Recruitment

Staffing Levels


Compliance rate for Statutory and Mandatory Training of Substantive Staff. It is important for Managers to encourage their staff to take responsibility for completing their statutory and mandatory training.

Percentage compliance for the Women & Children Directorate for April 2015 was 84.98%




Travel


Documents

Monthly Benefits Tracking Report April 2015OD... · 2015-11-14 · Page 2 of 23 Monthly Tracking Report –April 2015 Kay Williams – Workforce Intelligence Officer Sickness Absence