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HSCIC / ESR Data Quality and Data Standards RoadshowThe Priory Rooms, Birmingham, Thursday 26th November 2015
presented by Nick Armitage, Kieron Walsh, Stuart Jones, David Jones & Steven Gregg-Rowbury
HSCIC/ESR Data Quality and Data Standards Road Show
• Thursday 26th November 2015 • George Fox Meeting Room
• The Priory Rooms Friends Meeting Rooms
• Quaker Meeting House, 40 Bull St, Birmingham. B4 6AF
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Housekeeping Arrangements• Please can you all ensure that you have signed in and if not, please can you do so at some point in the day.
Thank you! • Guest Wi-fi is available in the Priory Rooms. Connection: PrioryRooms and Password: fibreoptic • There are currently no scheduled fire drills or works for today, so if the alarm sounds, please leave by the nearest
exit and assemble in Colmore Square.
• Toilets are located straight out and past the William Penn room
• Smoking is not permitted within the building, however you can smoke in the garden area where ashtrays are provided.
• Lunch will be provided in the William Penn room next door.
• Agendas and Feedback forms have been provided – please do fill them in, leave them on your chairs or hand them to a member of the team at the end - all comments welcomed to make future sessions as useful as possible!
• Please use the Post-It Notes to write questions, pass them to a member of the team before lunch or attach them to the feedback form so we can pick-up any after the session we cannot answer on the day.
• Please hand back name badges at the end, or leave them on your chairs so that they can be reused at the next event. Thanks!
Today’s Agenda• 10:00 Coffee and Networking • 10:30 Welcome, Introduction - the importance of data quality, objectives of the day (Nick Armitage); • 10:45 Recent and future developments in data quality and data standards (Kieron Walsh / Nick Armitage); • 11:30 Data quality tools and guidance:
– WOVEN and HSCIC Guidance (Nick Armitage);– ESR Business Intelligence Reporting Tools and Guidance (Stuart Jones);
• 12:30 Lunch and Networking;
• 13:00 Your questions – feedback from questions received from the floor (All); • 13:15 Improving Data Quality in the West Midlands (David Jones); • 13:30 The importance of good data quality, how workforce data is put to use by regional and national bodies and the
implications of poor data quality for you (Kieron Walsh/Nick Armitage); • 14:10 ESR Data quality and your own organisation (Steven Gregg-Rowbury);
• 14:25 NHS Jobs data quality / Healthcare recruitment information development (Nick Armitage); • 14:45 Plenary, questions and answers – next steps (Nick Armitage/All); • 15:00 Finish
10:30 Welcome, Introduction - the importance of data quality, objectives of the day (Nick Armitage);
• Why are we here?– The importance of Data Quality and consistent Data Standards
– To consider how attendees could implement what is discussed in the meeting
– What individuals can do themselves
– How we all need to involve others and what we can do to help each other
– DQ is part of everyone's responsibility - help is there, but opportunities must be acted upon and choices taken to maximise the rich data available.
– To make ESR the one source of truth…
– Part of the HSCIC corporate role for Data Quality
11:30 Welcome, Introduction - the importance of data quality, objectives of the day (Nick Armitage);
• Data quality is all about collaborative working with a shared purpose – hence getting you all here today.
• Please speak to each other – the greatest data quality resource we have is you!
• Any efforts should have mutual benefits and should provide a platform for discourse between all involved.
• The purpose is to improve the data that is used at all stages, to inform decisions about the workforce at local, regional and national levels.
• Good data quality can’t guarantee good decisions are made, but poor data quality will definitely increase the likelihood of poor decisions and poor outcomes.
• We welcome your feedback to improve future events!
Importance of Data QualityBetter Data Quality = Better Management Decisionsbut only when data is captured - for example in
Managers
• Scrutinise and use the data in Business Intelligence• Ensure errors are corrected in Manager Self Service
Employees
• View, review, validate and correct errors in Employee Self Service• It is YOUR data!
Core ESR Users
• Use HR Best Practice Guidance• Use interfaces including NHSJobs and auto IAT
Workforce Specialists
• Use ESR Business Intelligence Validation tools • NHS Workforce Information Verifier Dashboard • NHS Data Quality Dashboard
• WOVEN validation tool
HSCIC corporate data quality role• A new strategy for the delivery of the HSCIC’s corporate responsibility
for data quality across all health and social care information (as set out in the HaSC Act 2012) is nearing completion.
• An element of that strategy will be an expert reference group, on which
the workforce information community will have representation.
• Therefore workforce information is very much part of the remit of this strategy and the additional scrutiny / resources it may bring.
• Anyone who is interested can look at previous corporate DQ reports on our website for information, though the new work is likely to take a slightly different direction.
• The corporate DQ section of HSCIC website: http://www.hscic.gov.uk/dq
Objectives of the day
• The Objectives today are therefore to:– provide a platform to encourage collaborative
working;– to highlight the tools and guidance available;– to promote the importance of data quality and
consistent data standards;– to communicate important developments; and – to learn from your experiences and expertise
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Barriers to Data Quality?1. What stands in the way of good data quality?
2. How can we lower or remove those barriers?
Bear in mind throughout the day.Feed back during sessions or at end.
Recent and future developments in Data Quality and Data Standards
Kieron WalshESR NHS Development Team [email protected]
Previously on the Data Quality Roadshow…
The road to August 2014…
… and beyond!
?ESR Reprocurement
ESR Reprocurement and beyond…
How did we get here?• December 2013 Tender Notice in Official Journal
of the European Union (OJEU) to supply ESR
• December 2014 DH award contract to IBM
• Initial contract term 5 years:o Initial term 2015 to 2020
o Extension Term 2 years 2020 to 2022
• June 2015 IBM take full responsibility for delivery of the ESR Service
ESR Reprocurement and beyond…Where are we now?• Transition
Seamless transfer of service provision: McKesson >>> IBM
• Enhance 16 Work Packages agreed1st 3 WP’s include: Portal for OLM & SS, Streamlined task-driven forms, Mobile access
• Operate (aka Service Delivery)Continue to run and develop ESR in line with legal and NHS requirements, including user-driven changes
ESR Reprocurement and beyond…
Transition BulletinsURL and email address changes
Enhance BulletinsProgress on the development of new functionality
Solution Development Content of recent and planned Releases
https://www.infopoint.esr.nhs.uk
Where are we going?
https://www.electronicstaffrecord.nhs.uk/kbase/78/
ESR Reprocurement and beyond…
Improving Data Quality through design• Build into new forms as standard• Enhance existing forms by request
LOV’s Input Mask Error / Prompt
Mandation of data entry?No data v Made up data
Improving ESR Data QualityUnder-utilised ESR functionality:• Establishment Control
o Establishment WTE v Staff in Post WTEo Effective control of the recruitment process and
planned v actual staffing levels
Check Estab WTE values! ESR-NHS0058 ESR Finance User Guide Case Study: Royal Liverpool and Broadgreen
University Hospitals NHS Trust (https://www.ewin.nhs.uk/)
• Vacancieso Control over recruitment (process and reports)o ESR Vacancies >>> NHS Jobs Advertso NHS Jobs Applicants >>> ESR
Housekeeping: Close down vacancies!
https://www.electronicstaffrecord.nhs.uk/esr-benefits/benefits-calculator/
• Removal of data duplication
• Improved data quality
• Streamline back-office
• Manage training and development and associated costs
• Manage competencyrecording, reportingand compliance
• Potential to reduceclinical and corporate risk
• Maximise workforce efficiency - do more with the same or less
• Evidenced delivery of safe care
ESR Benefits Calculator
Questions?
10:45 Recent and future developments in data quality and data standards (Kieron Walsh / Nick Armitage);
NHS Jobs data quality:
• First ever provisional experimental NHS Vacancy Statistics report, based upon administrative data extracted from NHS Jobs was published 18th August
• Based on Job Adverts, not Vacancies directly – saves a burdensome direct data collection,
but…
• The statistics are exploratory and provide information on the administrative data available from NHS Jobs as much as on the recruitment of staff.
• This publication provides figures which are an insight to recruitment in the NHS but which should be treated with caution, and users have been discouraged from attempting to draw any conclusions from this data at this time.
• The publication high-lights a range of DQ issues including:– Completeness of Occ Code;– Apparent contradiction between fields;– Difficulties of producing ‘rates’ and considering long-term or hard to fill vancancies
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NHS Jobs data quality:
• One of the main functions of this publication has been to ask users to respond to the figures published, and the information about the available data, with their own views on what should be published and whether the tables provided are potentially useful.
• Additionally, feedback is particularly welcome from users regarding their own practical experience of recruitment in the NHS (including other potential sources of information to supplement NHS Jobs) and we will use this information to refine and focus further statistics.
• The publication includes a ‘consultation’ regarding the development of Healthcare Recruitment Statistics and responses were welcomed by 20th November, though late comers would still be accepted…
• This afternoon there is a session which will look in more detail at this development, and remember;
– Vacancies information is part of the wMDS;– Information on vacancies exists in ESR (and elsewhere) but in need of work…
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Notes: The figures contained in theses graphs are intended to provide an insight to recruitment in the NHS but should be treated with caution, and users are discouraged from attempting to draw any conclusions from this data at this time.
Number of published vacancy adverts are based on adverts for Fixed term and Permanent Job Types only, with a published date within the time period specified.
Data Quality: The data has undergone some quality assurance and cleansing, however, given the fact that we are still in the early stages of analyses, all findings in this report should be treated as experimental and provisional.As expected with provisional data, some figures may be revised prior to the next publication as issues are uncovered and resolved.Source: NHS Jobs.Copyright: © 2015 Health and Social Care Information Centre. All rights reserved.
This work remains the sole and exclusive property of the Health and Social Care Information Centre and may only be reproduced where there is explicit reference to the ownership of the Health and Social Care Information Centre.
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NWD2.8 and NHS Occupation Codes Version 14 – proposed changes
• Yesterday, NWD2.8 gained conditional approval from the Standardisation Committee for Care Information (SCCI) approval for a number of changes:
– Additional Job Roles, Occupation Codes and Nationalities;– Amended Job Roles and Occupation Codes;– Removal of Job roles and Occupation Codes
• When implementing NWD2.8 ESR are to introduce a new Position Workplace Organisation code of ‘GenGP’ for staff working in General Practice, especially for lead employers to use in ESR for trainee GPs
• Providing the conditions are met, the Information Standards Notice should be published in mid-December
• Precise date for the values going live in ESR will be confirmed shortly and there will be more communications / guidance updates soon
• Future proposals being developed for:– Ambulance staff;– Public Health (including HCS updates and Bioinformatics);– Psychological Therapies Workforce / IAPT (other adult and child elements of mental health workforce?)
• On the horizon – Nurses? Modernising AHPs? Support Staff and Nursing Assistants?
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10:45 Recent and future developments – the workforce Minimum Data Set (wMDS)
• Workforce Information Architecture recommendations published on DH website here and guidance documentation on the workforce Minimum Data Set (wMDS) will continue to be regularly updated on the HSCIC website here
• First data (as at 31st March 2015) based on the wMDS published on the 2nd of September.
• Included separate information for Independent Sector Healthcare Providers and much more detail for GPs and Practice staff.
• There will be no Census collection for 2015 – the September 30th 2015 wMDS collection is nearing completion
• DQ implications for organisations using ESR; for Chesterfield and Moorfields Foundation Trusts; for General Practice and for Independent Sector Healthcare Providers…
• wMDS – expansion of fields of interest, DQ related to Primary care / GP staff on ESR and how to code GPs/Registrars etc. correctly
• GPs - use code 921, use 921 for GP Registrars on placements in GP Practices and differentiate trainees with Payscale, use Position Workplace Organisation code of Gen05 (Other) then GenGP when available
The wMDS continued…..
• Data quality will be a focus – for ESR and beyond, the wMDS its capture and promulgation will be a developing process for years to come for all sectors but particularly for new elements not previously covered by the census
• Already the development of the wMDS is highlighting lots of issues to feedback into the data standards and guidance – for example updating the definitional information within the NWD
• Shining a light on the elements of the data standards which have not been focused upon at a national level previously – likely to link to future DQ push as issues are discovered
• WOVEN tests to be refined to meet the needs of wMDS extract from ESR – also ESR BI data quality reporting
• Implementation of wMDS is leading to requests for new values to ensure the NWD is fit for the new areas it is to cover (e.g. Primary Care, Independent Sector),
• Increasing the scope of the Workforce Information Review Group (WIRG) to cover more sectors
• How to handle DQ initiatives outside of ESR – validation elements of wMDS Collection Vehicle, Primary Care Web Tool, other focused tests?
• Other sectors also need workforce information – a Public Health Minimum Data Set on the horizon, a subset of the wMDS and beyond?
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Hospital and Community Health Service Workforce Consultation
• The response from the HSCIC to the consultation is still a work in progress – lots of useful responses received to the consultation and the team are finalising our draft response.
• There are a lot of references to workforce data quality in the responses – a key theme being that it is crucial to get the data quality issues resolved at source rather than trying to accommodate them within subsequent data processing
• A mixture of relatively straight forward data quality issues, e.g. Chief Execs with Z codes or Chairpersons with G codes, and grade mismatches;
• with more complex issues – for example, although use of Job Role and AoW are wanted by many responders, some, particularly trusts, question its accuracy and usefulness.
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HCHS Workforce Consultation Continued…
• There will be an initial set of suggestions for change derived from the consultation which will now be shared in December. This will be open to comment for 2 weeks and then a final set will be issued.
• Anyone who wants to see the initial set should contact Bernard Horan [email protected] and ask to be added to the mailing list.
• The response below from the National Audit Office has some pertinent observations:
– As the HSCIC’s data show, there are some 1.2 million Hospital and Community Health Service staff, accounting for around two-thirds of providers’ expenditure. Given the scale of the workforce, we would expect providers, commissioners, regulators and other national bodies involved in oversight of health services and workforce planning to have adequate data to support their role, and a good flow of data around the health system in order to exploit the possible insights…….More generally, we have previously highlighted that there is often a lack of common data definitions across health and social care, and we are concerned that the importance of data quality is not communicated effectively to frontline staff: often little or no information is given about why data is collected, how it will be used, or the impact of poor data quality.
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HCS and Informatics re-coding feedback.• At the last Roadshows we provided a considerable focus on the Healthcare Science
recoding and the drive to use the new Areas of Work for Informatics staff
• What have been the lessons learnt? What feedback have we received?
• Positives of involving the clinical / service managers – need to provide clear and timely communications and guidance
• Timing is importance – clash with Equivalence process and confusion caused
• To be unambiguous and to take on-board issues that are high-lighted – Pan-Pathology.
• In general, for HCS changes the Occupation Code changes have been made and look consistent, though issues remain – especially for staff with BMS / CS registration…
• Job Role and Area of Work need to be looked at further
• Still getting feedback from Trusts about validations of Job Roles versus Occ Codes etc.
Feedback on Healthcare Science re-coding to ‘U’ Matrix.
Prepared by Stuart Jones of the NHS ESR Central Team
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Implementation of ‘U Matrix’ in ESR (England only) Occ Code/Job Role/Pay Band (June 2015).
Occ Code/ Pay Band Combinations
Job Role/ Pay Band Combinations
Occ Code/ Job Role Combinations
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‘U Matrix’ Occ Code vs Area of Work (England Only – June 2015)
Occ Code/ Area of Work Combinations
AoW General Issues.
• The ‘catch all’ AoW of ‘Pathology’ accounts for around a ¼ of the errors.
• An AoW related to a different HCS theme has been selected.
• An AoW not listed within
the ‘U’ matrix has been selected, in a number of cases, the medical AoW.
11:30 Data quality tools and guidance: WOVEN Background
• The Workforce Validation Engine (WOVEN) reports are now a familiar feature of the NHS workforce landscape.
• Still many organisations not choosing to open / action their reports despite attempts to increase participation.
• A number of organisations use their WOVEN scores and rankings as part of their Board reporting process on a monthly basis.
• Used regionally as part of workforce DQ efforts – e.g. North West, Yorks and Humber, East Mids, Kent, Surrey and Sussex etc.
• Highlights data inconsistencies and provides detail for correction directly in ESR
• Reduced the need for burdensome DQ efforts associated with the HSCIC data collections and improves the utility of the data at a local and regional level
• The concept is just as relevant to the wMDS as it was to the census - additional DQ efforts more focused – e.g. issues with position workplace organisation, issues with unusual assignment status information
• Ability to override genuine inconsistencies and focus on issues
WOVEN hints and tips
• The key is to ensure that practices and processes are in place to capture the information at source and input the data in an accurate and timely fashion
• Work with clinical / functional teams
• Share best practice across teams – Recruitment, HR, Payroll and Finance and beyond!
• Make use of recently updated guidance materials and tools available
• Acting on your ESRBI DQ reports will help to improve WOVEN scores
• ESR Self Service / Manager Self Service should help
• Some means by which people can maximise the impact of their efforts:– How to best handle large numbers of errors – ESR mass update facility?– Deal with inconstancies against the lowest record count first to have the biggest impact on
your overall score– Quick-wins e.g. equality if you have asked the questions and staff have not responded after a
sensible length of time, then it is appropriate to complete the field as ‘not stated’.
WOVEN The Future
• Focus on Items of national importance in WOVEN – for strategic / workforce planning purposes
• HCS implementation and the workforce Minimum Data Set (wMDS) are likely to influence further WOVEN developments, with possible suggestions:– Providing a means of testing use of new occupation codes / JR and AoW
values and their combinations for the correct identification of HCS roles including link to registration information?
– Informatics Area of Work checking (to avoid use of catch-all ‘Informatics’ value rather than detailed values)?
– Considering fields or combinations of fields which have not been heavily validated previously but which are essential for the wMDS
• ESR Business Intelligence DQ reports (and collection mechanisms for the wMDS) are likely to lead to refocusing of WOVEN DQ reports away from ‘validity’ and towards ‘accuracy’
WOVEN The Future – what next?
• The updated WoVEn reports went live for the August run, including the Restrictive Date change (to 01/04/2013) and clear guidance regarding the Restrictive Date change has been circulated to users.
• All other proposed changes previously discussed are currently on hold, pending… Drumroll… Trumpet Fanfare… the full redevelopment of the system and make it fit for purpose with support from a technical team within the HSCIC!
• The redevelopment is about to begin, with technical exploratory sessions occurring during October.
• In future WOVEN more flexible and more easily configurable by HSCIC workforce team – more reactive to change, more targeted DQ and testing implementation of data standards updates
• This is the first stage in gaining input to the proposed updates from the WOVEN user community so that we can develop a proposal to take WIRG and the ESR HR SIG before we can make changes to the specific validation rules
• We will be in touch shortly for your feedback 3 particular elements of the development:
– Existing WoVEn validations – any changes required, any tests to be dropped?– Minimum changes which have already been agreed by the HR SIG – are these proposals still valid?– Suggested additional changes for consideration – any additions, changes, comments (including Priority)?
35
ESR Reporting, Tools, and Guidance.
Stuart JonesNHS ESR Central Team
Introduction - Positives
As mentioned earlier, a number of data items have seen a general increase in the quality of the information held in ESR.
Sickness Reasons - Improvement
November 2009 – over 30% of all episodes were
“Unknown Causes / Not
specified”.
Aug 2015 less than 9%
Sickness Reasons – what is hidden in the unknown?
November 2009 – around 10% of all episodes were “S10
Anxiety/stress/depression/other psychiatric illnesses”.
Aug 2015 over 20%
Introduction - Negatives • Missing Data – Recruitment Source, Equality and
Diversity information. • Area of Work information.• Certain Assignment combinations of Job Role/Occ
Code and Area of Work.• The amount of inactive Bank Assignments and
unclosed vacancies in ESR.
...and the interesting!• A number of records where people exist in two
organisations, but with different dates of birth.• Person age - 115 years old, one person aged 953
and a person age 6months.• Contracted WTE > 1.00
Gauging the quality of your data.
Complete
Poor Okay
Assured
Dependable
AcceptableAdequate
PassableIll-Defined
Inexcusable
Atrocious
Dire
Gauging the quality of your data.
Data quality assessment - exposing data errors in order to plan strategies to rectify issues.
Data quality issues are generally easy to discover, but maybe more difficult and time-consuming to correct, such as:
Inconsistent in structure, format/ values (Job Role/Occ Code/AoW)
Missing data, default values, NULL values (E&D, SoR)
Typing/spelling errors, data in wrong fields (Date of Birth, Names)
Business processes, training, guidance
ESR Reporting, Tools, and Guidance.
• ESR NHS0078 - ESR HR Best Practice Guide.
• ESR Business Intelligence (BI).
ESR NHS0078 - HR Best Practice Guide.
Available via Kbase.
Informs users on how to best utilise ESR functionality.
Reviewed and revised after every major ESR release.
An aid to understanding the flow of processes and system interaction helping to drive the most effective and efficient use of ESR.
Underpinning ESR best practice is an understanding of the necessary data requirements and when, where, and how they should be populated within ESR.
ESR NHS0078- HR Best Practice Guide
The guide covers: Establishment Control via Workstructures. Recruitment processes, including use of 3rd party e-
recruitment systems. Inter Authority Transfer (IAT) process and
Occupational Health Details. New Starters Changes to Person and Assignment records. Terminations. Re-hires. Reporting that supports each process. Data Standards. Interfaces that can be used to enhance the core ESR
functionality and streamline business processes.
ESR NHS0078- HR Best Practice Guide
• One key aspect of ESR is the ability to report on a wide range of workforce information, at a local, regional, and national level.
• This reporting will be more straightforward and
useful, if by following best practice, the data quality of the information can be relied upon.
ESR Business Intelligence (BI)
• Key to using ESR data to support decision making.
• Available to managers and central functions.
• Full suite of standard reports provided.
ESR Business Intelligence (BI)
• Documentation / Captivates.
• ESR-NHS0151 Guide to ESR BI Dashboards.
(available on Kbase)
ESR Business Intelligence (BI)
Available Dashboards.
ESR Business Intelligence (BI) Data Quality Dashboard.
• Dashboard released in June 2013.
• The majority of the tests mirror and support the HSCIC WoVEn checks, but there are a number of additional measures.
• These additional tests within the Dashboard are designed to assess key data quality tests agreed by NSIG chairs.
• It has been designed to provide the user with a summary of all available tests, followed by six data quality areas under which, a detailed analysis of each test falls.
ESR Business Intelligence (BI) Data Quality Dashboard.
Summary ↓
Detail ↑
Workforce Information Verifier Dashboard
• References guidance from HSCIC – NWD & Occupation Code Manual.
• Describes a Position data set by:Occ Code/Pay BandJob Role / Pay BandOcc Code/Job RoleOcc Code vs Area Of Work (Healthcare Scientists ‘U’ Matrix Only)
• Compares these against Assignments/ Positions, giving a Red/Amber/Green rating.• Reports at both summary and detailed level.
Workforce Information Verifier Dashboard
Summary ↓
Detail ↑
WoVEn in relation to overall data quality
A little unscientific research: Top Ten WoVEn Scoring Organisation in comparison to Bottom Ten (excluding very small organisations).Occ Code / Job Role Combinations Top Ten: 11% of Assignments have a invalid combination Bottom Ten: 18% of Assignments have a invalid combinationSickness Absence Reason Top Ten: just over 7% of the sickness classified as “Not known or not elsewhere
specified” Bottom Ten: nearly 23% of sickness classified as “Not known or not elsewhere
specified”Recruitment Source Not Entered Top Ten: 0.25% of New Starters Bottom Ten: 63% of New StartersSexual Orientation and Religious Belief either “Do not wish to disclose” or “Not entered” Top 10: 35% Bottom 10: 53%
WoVEn in relation to overall data quality
Two organisations – one always in Top Ten, one always in Bottom 10 of WoVEn scoring (of a size where they are comparable).Occ Code / Job Role Combinations Organisation 1 (Top Ten): 1% of Assignments have a invalid combination Organisation 2 (Bottom Ten): 10% of Assignments have a invalid combinationSickness Absence Reason Organisation 1 (Top Ten): just over 11% of the sickness classified as “not known or
not elsewhere specified” Organisation 2 (Bottom Ten): nearly 15% of sickness classified as “not known or not
elsewhere specified”Recruitment Source Not Entered Organisation 1 (Top Ten): 0.5% of New Starters Organisation 2 (Bottom Ten): 24% of New StartersSexual Orientation and Religious Belief either “do not wish to disclose” or “not entered” Organisation 1 (Top Ten): Approx. 15% (zero records not entered) Organisation 2 (Bottom Ten): Approx. 54%
Question to consider/discuss
By attempting to become a high scorer in the WoVEn process, does an organisation give themselves a better insight into their data issues, using this to improve their business processes and data collection and overall quality of all the information they capture in ESR?
Questions
ESR Reporting, Tools, and Guidance.
Further Information
• ESR Website : http://www.esr.nhs.uk– ESR Account Manager– ESR Transition & Enhance
• Kbase: http://www.esr.nhs.uk/kbase– Guide to National Dashboards– Captivates
12:30 Lunch• Enjoy your lunch and the chance to chat to friends and
colleagues.• All special dietary requirements have been passed on to the
venue.• Lots still to discuss – aim to restart at 13:00 prompt.
59
Your data counts…
Your data is out there…
Your data matters…
Your data has consequences…
Your data is used…
Questions from the audience:Query ResponseBank Assignments ‘Inactive’, what BI report could help you manage this?
The ‘NHS Staff in Post Dashboard’. Several of the analyses in this Dashboard can provide the numbers of records and the ‘Detail’ tab provides a staff listing.Set the Prompts as follows:Assignment Category = BankAssignment Status = Inactive Not Worked We plan to cover ‘inactive’ records in a future update to the Data Quality Dashboard. Info on how to automatically process bank inactive assignments can be found here: https://www.infopoint.esr.nhs.uk/?q=node/3248 NBAlso use this report to identify and verify other Assignment Statuses such as: Career Break, Suspend No Pay and Assignment Costing Deletion.
Recruitment Source: Can IAT help if pulling data from the previous NHS org?
The NHS org isn’t included in the IAT data as it is possible that you may be drawing down data from an earlier employment. If you are using IAT then you must already know where they were recruited from. Guide to IAT:https://www.infopoint.esr.nhs.uk/?q=node/4144
Is there a development or current function that can transfer Occupation Codes from ESR into the General Ledger to assist Workforce planning where Establishment data is not entered into ESR?
Yes, the extract file sent to the GL includes the Occupation Code. However, it is recommended that Establishment WTE is maintained within ESR so that the greater range of reporting is possible. Establishment control and costing guide:https://www.infopoint.esr.nhs.uk/?q=node/1871
Questions from the audience, continued:Query ResponseCan a PIN transfer from NHS Jobs if not entered in upper case format?
The interface between NHS Jobs and ESR is currently permitting lower case characters entered into NHS Jobs to pass into ESR; a fix is to be applied into ESR which will reject such entries. It is not possible to directly enter a Registration Number containing lower case characters into ESR. NHS Jobs are currently looking into applying a data entry mask so that the correct formatting is enforced when applicants complete their details.
Is registration for HCPC in the Data Quality Dashboard?
There are currently no specific checks on HCPC data.
Vacancy housekeeping: what BI reports can help manage vacancies that should be closed down?
See the ‘Recruitment Dashboard’, ‘Vacancies’ Tab which provides both summary and list views, and also enables time restrictions to be applied. Guide to BI dashboards:https://www.electronicstaffrecord.nhs.uk/kbase/110/
Is it worth making Destination on Leaving and Source of Recruitment mandatory fields in ESR so they can’t be left blank?
When using Manager Self Service it is now mandatory to complete the Destination on Leaving field; this is appropriate as the line manager should always have the right data to hand. However, for users of the Professional forms it remains non-mandatory as otherwise they would be unable to complete their data entry without resorting to making up an entry or using ‘Unknown’.
Questions?Do you know where to find guidance?
e.g.
• ESR functionality
• Workforce Classification Occupation Codes, Job Roles, Area of Work, etc…
Who do you ask if you still can’t find the answer?
Questions?Is more training/guidance required?
e.g.
• ESR functionality (Data entry, Reporting)
• Workforce Classifications
• External use of your workforce data
• Anything else…?
Questions?How to identify staff in your organisation?
• Junior Doctors
• Community staff
• Board Members
• Return to Practice Nurses
What data issues might cause problems?
www.wm
.hee
.nhs.uk
Improving Data Quality in the West Midlands
• ESR and its importance in workforce planning
• Supporting the improvement of HCS data quality
• Overview of Business Intelligence within HEE – West Midlands Team
www.wm
.hee
.nhs.uk
ESR and its importance in workforce planning
• Why is workforce planning important? • MPET/ NMET budget (c£500m)• Public Money• What we commission
• How do we plan?• Data collections and models, e-Workforce, LETC involvement, how links to
national, how we decide.
• HEE staff grouping for education commissioning (occupation code map)
• Used to define the staff groups. Sometimes ESRDW SIP varies to reality• Why this is an issue – supply baseline; skewed vacancies• Other factors – source of recruitment and destination on leaving
www.wm
.hee
.nhs.uk
Workforce Plans: Template
www.wm
.hee
.nhs.uk
Example
www.wm
.hee
.nhs.uk
ESR DW based supply
www.wm
.hee
.nhs.uk
If local ESR is right
www.wm
.hee
.nhs.uk
Possible impact
• Approximate cost per commission is £58k (incl bursary, benchmark price and tariff)
• To commission 56 additional radiographers, c£3.3m• To commission 13 additional radiographers, c£754k
• Difference c£2.5m and potentially staff we may not have jobs for
• Only an example!
• Please ensure any variance between ESR DW and local ESR is rectified in your ESR system…since one feeds the other
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Planning for HCS• U** still relatively new. Detailed HCS staff groups identified by combinations of
occ code/ AoW
• Pre-cursor to workforce plans, mapped out ESRDW HCS SIP against the HSCIC occ code/ AoW suggested permissible combinations (which also inform HEE workforce plan proforma), along with position numbers.
• Working with regional HCS lead, and linking in with national to do this work
• Asked for trusts to look again at staff who ‘do not map’…and to understand why…some of this intel fed back by HCS to national to help improve. Position numbers sent to individual trusts to identify the records concerned and smooth the process.
• HEWM committed to supporting the HCS agenda, similar exercises likely in the future. Supports national work to improve coding e.g. informatics, guidance on codes/AoW to use
• Result of this work was the most robust/ useful HCS plan to date, building of broad supply models and gap analysis which help drive the debate on commissioning within the HCS network regionally
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HCS DQ Jan-15 (HEWM)
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HCS DQ Sep-15 (HEWM)
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Overview of HEEWM BI
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Questions
?
The importance of good Data Quality, how
workforce data is put to use by regional and
national bodies and the implications of poor data
quality for you
Kieron WalshESR NHS Development Team [email protected]
Who uses ESR data?
(Who doesn’t?)
NHS Litigation Authority
Monitor NHS Trust Development
Authority
Health Education England
Local Education &
Training Board
Employing Authority
Department of Health
NHS Employers
Pay Review Body
Medical Insurance Liability
Workforce Plan
Diversity & Inclusivity
Efficiency &Effectiveness
Parliamentary Question
Freedom of Information
Absence Management
Pay
Working Longer
Redesign
Training
Registration
Recruit & Retain
Competence
CareQuality
Commission
Health & Social Care Information
Centre
NB Not exhaustive!
Clinical Commissioning
Group
Commissioning Support Unit
Pension
Policy
Commissioning
What’s it used for?
Appraisal
Widely used data items
“All data items are equal, but some data items are more equal than others.” Apologies to George Orwell
Position data• Pay Grade• Occupation Code• Staff Group/Job Role• Area of Work
Person/Assignment data• Protected characteristics• Contracted WTE• Headcount (NHS Unique ID)
All the data is collected for a purpose!
Apprenticeships
• Govt target = NHS deliverable
• Identifying Apprentices on ESR: Staff Group / Job Role
• If can’t get data from ESR: Questionnaires
• Problems? o Why are numbers so low?o Recruits to Apprenticeship posts OK, but existing
staff taking up an Apprenticeship? o Apprentice in what?
Future:• Framework changes in 2017: New data requirements?• NHS Employers & ESR discussing options to gather
more robust data; possible new data items/values
Sickness Absence (1)
Poor data impacts on:• Local and wider workforce resourcing and planning• Failure to identify and take action on Sickness Reasons
Close down Sickness records!• Examples of ‘open’ absences lasting years!• Use BI Reports to identify ‘Long Term’ Sickness:
o Address genuine cases as per local procedures (Refer to OH, Assess Employment, 1/2 or No-pay triggers)
o Close any left ‘open’ in error
Sickness Absence (2)M&D Sickness rate far lower than other staff groups• Check using BI Reports• If genuine, why? • Contradicted by usage of Locums?• If data collection/entry issue, how to address?
September 2015All England
ESR Data Warehouse
Why?
Sickness Absence (3)
Check BI Reports for other outliers or trends(e.g. Directorate / Staff Group / Pay Band /…)
September 2015All England
ESR Data WarehouseWhy?
Equality & Diversity (Diversity & Inclusion)• Data needed for:
o Public Sector Equality Dutyo Workforce Race Equality Standard (WRES)o Working Longer
• NHS England ‘position paper’ >>> Data Standardo Sets out data items and values in use within NHS
(patients and workforce) http://www.england.nhs.uk/ourwork/gov/equality-hub/intelligence/
o Consider impact on service (cost, training), and demands on system suppliers (cost, timing)
o Data Standard >>> Changes to ESRo Inclusion of Transgender? (tbd)
Check for ‘old’ (numeric) Ethnic Group valueso Obsolete since 2001o Amend via Employee Self Service or HR Core Formo Do not ‘map’, individual must select current value
National Workforce Dataset v2.8: Nationality LOV’s
ESR Interfaces enable transfer of data from other systemsESR Interfaces with GMC, NMC, Deanery, NHS Jobs, T&A, General Ledger, etc.., • Saves time and effort on data entry• Data is transferred accurately
Relies on identifying the individual and/or the position so initial data entry is crucial.
ESR / GMC Interface:• Must match on GMC No and Name• Correct match will then maintain ESR using data from
GMC Register• No match = No update (Prof Reg report will flag up)• ESR must hold person’s legal name, GMC may hold a
‘professional’ name• Once the ‘link’ is established remove any previous
manually entered rows with overlapping dates
• ESR’s IAT functionality enables transfer of data from one employer to another
• Saves time and effort, reduces errors through re-keying• Ensure data is correct before passing on!• 12,468 IAT transactions in September (All England + Wales)• 97% Auto IAT transactions.• Of the 3% non-Auto IAT’s 73% could have been. • So 99% could have been Auto IAT.
Inter Authority Transfer
Self Service (1)
• Based on changes made and recorded on the Employee Change Event Log
• Only changes that can be undertaken in both SS and Core forms are included
• Data for September 2015 across England and Wales
12%88%
SSNon
o ESS & MSS = data entry at source: sooner and more accurate.
o Lots of scope to increase SS usage!
Reduce delay between Sickness Absence Date & Absence Entry:• The majority (~70%) of Self Service entered sickness absences is done
within a week of the date of the absence, compared with < 13% of core forms.
• >34% of non-SS entered at 5-9 weeks: monthly input from timesheets or via interfaces? (Often this peak is in the 4-5 week range – Affected by number of weeks in payroll period?)
• Only 8.4% >5 weeks for SS – get data earlier: act on it sooner.
Self Service (2)
ESR BI ReportsWhole range of reports are available
• Use BI compliance reports (Prof Reg, Competence, etc..) to look for gaps in data as well as expired entries
• Use BI Data Quality report mirroring WoVEno Check >> fix >> re-check o Own timescale & frequency
• Other BI reports (staff in post analyses, lists, etc..) o Odd valueso Odd combinations (Occ Code v Staff Group/Job
Role)
Further information on ESR
• User Manual• Kbase• Development Schedule• User Notices• ESR News• Reporting Guides• Case Studies• HR Best Practice
All available via ESR website:http://www.electronicstaffrecord.nhs.uk
ESR IBM CRM’s
ESR NHS
Account
Managers
Local user contacts and networksRaise
SR’s
Questions?
109
The importance of good data quality, how workforce data is put to use
• Workforce planning and education commissioning• A key use of the data – drives so much of the work for both Staff
in Post information and future forecasts• Crucial that the information is correct or issues with over / under
supply will be inevitable• Issues with HCS workforce forecast template – getting the data
right…
• Policy planning & monitoring, etc…• Not just PQs, Targets and FoIs• How to understand how healthcare can be modernised – a key
element of the evaluation of the Vanguards?
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The importance of good data quality, how workforce data is put to use
• Who’s staff group is it anyway?– Differences between:
HEE workforce plans NWD/ESR Staff Group Staff Groups in HSCIC publications
– There are differences – need to understand and explain why the differences exist
– The outcome of the HCHS consultation will have an impact– But good data capture and coding allows different splits…
• Difficult questions – e.g. Acute Nursing versus Community – how to identify?
• Different models of care, integrated health and social care…
• Lots of implications for data quality, data standards and guidance!
Data quality and your own organisation
Steven Gregg-RowburySenior ESR Account Manager (North & Midlands)
Data quality and other ESR users in your organisation
• What some teams do (and don’t) input affects other teams for future data management
• Do you understand the effect of your work on other colleagues within your organisation?
• Better use of workforce data supports Streamlining programmes, for example Recruitment Source, Destination on Leaving, Competencies etc.
• Unnecessarily creating new employee records for rehires leads to duplicate records, errors, and poor data quality
• Use of separate systems that duplicate ESR functionality reduces the amount of data in ESR and the quality of the overall record.
Streamlining ESR processes in HR and Recruitment:Webinar sessions (Sep-Nov ‘15):
o Using ESR with recruitment campaigns o Standard references via IAT o Occupational Health and ESR o Transferring ‘stat & mand’ competencies via IAT o Employment checklist including DBS o Hiring applicants to substantive role who already have a Bank (or
other) assignment o Recruitment housekeeping o New starter process o Employee Relations module overview o OLM – Self Enrolment on classroom courses
Further details of the next series and booking via ESR website http://www.electronicstaffrecord.nhs.uk/
Functional Advisorso New team to assist uptake of functionality
More in the New Year
Compliance
• Recorded in ESR as ‘Competencies’.
• Requirements can be set centrally by the organisation, for the organisation.
• Managers and Employees see status on learner homepage and on Compliance Matrix.
• Compliance Dashboard provides:– Matching– Selective Matching– Expiration Prediction
Selective Competency Matching
Data Quality and the Compliance Matrix
This competency has been set as a requirement for the individual’s position, and this individual has achieved it
These competencies have been set as requirements for the individual’s position, and this individual has not achieved them.
If they are not required by the organisation, then delete the requirements at organisation, position or job role level
}
This competency is not required for the individual’s position, but the individual has achieved it for some other reason.
It should be ignored for the purposes of stat/mand compliance, but should not be deleted as it is a valid competency that the individual has earned
Return to Practice courses – a recent example
• To combat nurse shortages, Health Education England running national Return to Practice Programme.
• Effectiveness of programme in addressing staff shortages affects all NHS organisations.
• To evaluate effectiveness, HEE need to know how many RTP graduates secure jobs in NHS organisations.
• One method is via ESR Data Warehouse – new starters with “Return to Practice” in Recruitment Source field.
• Blank for many staff; recruitment teams not requesting this information and new starters not volunteering it.
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14:25 NHS Jobs data quality / Healthcare recruitment information development (Nick Armitage);
• The need for recruitment / vacancy information is not going away:– workforce planning, – pay review bodies, – shortage occupations, – safe staffing, – public accountability etc. etc.
• Building on the Vacancy Statistics publication we have already made we would ideally like to publish a lot more:
– Finer detail of roles and occupations,– Hard to fill vacancies– Vacancy rates etc.
• But there is no totally comprehensive data source which provides a full and accurate picture - different sources (NHS Jobs, ESR, BMJ etc. – survey!?!?!)
• Need to get DQ right here for recruitment information and to remember it also feeds issues down the line…
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14:25 NHS Jobs data quality / Healthcare recruitment information development (Nick Armitage);
• Early days for DQ in NHS Jobs – not like ESR!
• DQ and the new NHS Vacancy Statistics development / consultation, data quality in NHS Jobs and the starting point of a lot of DQ issues, which cross into ESR – e.g. Equalities information
• At every stage in the process there is potential for data not to be captured or entered correctly, ripples down the system and feeds ESR
• Close down Vacancies on ESR, Establishment FTE value – found one that is actually an Employee Number. – ESR is the key data source – other systems / processes feed ESR and ESR data
is used to make decisions etc.– It is everyone’s responsibility to ensure data is on ESR – not just for vacancies,
links to other sections
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14:45 Plenary, questions and answers – next steps (Nick Armitage/All)
• Remember what the data is used for, why it is important – we are working together, DQ is everyone’s responsibility!
• Key messages:– individual and collective responsibility for DQ;– how issues flow from start to finish– that impacts can be felt locally, regionally and
nationally– Help is available!
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14:45 Plenary, questions and answers – next steps (Nick Armitage/All)
• Be positive – we must remember that DQ is generally good!
• A lot of effort has been put into improving it and into providing means to help people improve it including the tools, guidance we have discussed today
• But… there is still more to be done – offers of help from ESR (linked to development under new contract) and from HSCIC (redevelopment of WOVEN etc.).
• The benefits of good (and improving) DQ – are felt locally, regionally and nationally:– local KPIs, – Metrics,
• How better decisions can be made at all levels creating:– cash savings,– reducing locums and agency spend,– ensuring NHSLA premiums are correct– workforce plans that reflect your needs!
• Link to forthcoming ESR Account manager sessions - Streamlining HR & Recruitment using ESR - Webinars available from 28 September 2015
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Barriers to Data Quality?1. What stands in the way of good data quality?
2. How can we lower or remove those barriers?
Bear in mind throughout the day.Feed back during sessions or at end.
14:45 Plenary, questions and answers – next steps (Nick Armitage/All)
• Questions and Answers;– Including those captured but not yet answered over the course of the day
• Did we meet the objectives of the day?– Please complete your feedback forms so we can learn from the event– Please return your name badge so we can reuse them
• Next Steps;– Slides to be made available on HSCIC website– Responses to any questions not answered today to be included
• Thank you for your interest and your continued involvement
• Take the messages home, go forth and DQ!
Changes to the workforce classifications for Healthcare Scientists and how it will be handled in the NWD and ESR
Useful Links / Resources
• WOVEN Guidance / Override request form• NHS Occupation Code Manual and sub-specialty annex• NWD Specification• NWD Guidance documents, including Job Role & Area
of Work guidance, Informatics Guidance and Healthcare Science Guidance
• DH WIA Report• HSCIC wMDS Guidance • The HSCIC Corporate DQ role – 3rd annual report as
published in October 2014• The Health Education England (HEE) Mandate• DH Priorities from their corporate plan
