National Data Available to Support Workforce Planning Challenges & Benefits

1. National Data Available to Support Workforce Planning Challenges & Benefits 10th June 2009 David Baird and Steven Williamson

2. National Data Available to Support Workforce Planning - Challenges & Benefits • ISD Data sources • Types of data available • Uses made of the data • Importance of capturing accurate information • Data capture of workforce information • Workforce Information • Types of data available • Uses made of the data • Importance of capturing accurate information

3. Where does the data come from ISD Data Sources PAS Both updated on a daily basis. SMRP ISD SMR00-Outpatients SMR01 (1E) –Geriatric long stay discharges SMR01-Acute hospital discharges SMR04-Mental health discharges SMR02-Maternity discharges

4. ISD Data Sources – types of data available • Approx 210 different topic areas within our A-Z • 37 national statistic publications each year Workforce Child Health Cancer Waiting Times Dental Acute activity Unintentional Injuries • Approx 50 data sources / collections Data going back as for as 1964 Many are published quarterly, therefore approx 148 releases each year

5. Uses Made of data • Used to answer • Information Requests (approx 3,800 per year) • Parliamentary Questions (approx 750 per year) • Monitor HEAT Targets • Help to Inform policy • Better health, better care • Reduce number of admissions to hospital • Monitoring of oral health

6. Uses Made of data - Examples • Dental Registrations • Heat Target - 80% of all 3-5 year old children to be registered with an NHS dentist by 2010/11

7. Uses Made of data - Examples • Dental Registrations • Heat Target - 80% of all 3-5 year old children to be registered with an NHS dentist by 2010/11

8. Readmissions to hospital • Heat Target - By 2008/09 reduce the proportion of older people (aged 65+) who are admitted as emergency inpatients two or more times in a single year by 20 per cent compared with 2004/05, and reduce by 10 per cent emergency inpatient bed days Uses Made of data - Examples

9. Breastfeeding Rates • Heat Target - to increase the proportion of newborn children exclusively breastfed at 6-8 weeks in Scotland from 26.2% in 2006/07 to 32.7% in 2010/11 (an increase of 25%) Uses Made of data - Examples

10. Breastfeeding Rates • Who do you need to target to increase the rate? Uses Made of data - Examples

11. Importance of capturing accurate information • How heavy was Scotland’s heaviest baby?

12. Importance of capturing accurate information

13. Importance of capturing accurate information • Weight is recorded in kilograms • Usually referred to in pounds and ounces • 22lbs = 10 kilos • Likely that a 10lb baby has been incorrectly recorded as weighing 10

14. Importance of capturing accurate information

15. Importance of capturing accurate information • From heavy babies to heavy children • (a.k.a. media frenzy)

16. Importance of capturing accurate information • MMR – the Wakefield Effect

17. Data Capture of Workforce Information – A SWISS Overview

18. SWISS - Overview • Workforce information is now captured through the Scottish Workforce Information Standard System (SWISS) - Workforce Information Repository (WIR). • SWISS is the data collection and analysis system that is now being used by the whole of NHS Scotland, for local, regional and national reporting. • The aim of SWISS project is to develop a workforce information system to support the needs of NHS Scotland, linking Human Resources, Payroll and other systems (including finance).

19. How is the database populated? • Data feeds into Workforce Information Repository (WIR) Payroll update – nightly Web front end – nightly HR interface – weekly

20. The Workforce Information Repository (WIR) Payroll NHS Boards NHS Boards NHS Boards NHS Boards Regions National (ISD) Workforce Information Repository (WIR)

21. Information in SWISS • Individual level information held for all staff • Employee – contains personal identifiable fields : • E.g. NI number, Name, Age • Employment – contains information about your current job : • E.g. Employer, Division/CHP, Service Area, Hours, Start Date, AfC details • Absence – contains information about employees absence periods : • E.g. Start and End of Absence, Absence Type, Hours Lost • Employment Earnings – contains information about the employees earnings : • E.g. Financial Year, Pay Period, Payscale, Gross Pay, Hourly Rates

22. Access to SWISS • Web Front End • Can be restricted to organisational structure level • Can be restricted to type of role e.g. update professional data only • Reporting • Can be restricted to organisational structure level • Can be restricted to specific variables • Check with SWISS local contact for access

23. SWISS Fields – Who Can Update? • Post Descriptor, Job Family, Sub Job Family – Payroll • Contracted Hours – Payroll • Division/CHP, Directorate, Department, Sub Department – SWISS local contact • Service Area fields – SWISS local contact • Registration information – SWISS local contact

24. SWISS - Updates • SWISS team look to update key fields in a yearly update – around ISD’s publication • SWISS team are always looking to make the data more robust • Post descriptor list is currently be reviewed – implement April 2010

25. Uses of SWISS data • National – • Staff Governance Returns • Sickness Absence • Equal Pay • eKSF • SACDA • NHS Board – • Registration monitoring • NMC Mentorship

26. SWISS Local Contacts

27. Workforce Information

28. Workforce Data Sources – types of data available • Allied Health professionals, including; • - Staff in post • Vacancies • • Other therapeutic staff and personal social care • • Healthcare science • • All other staff, including emergency, admin and support services • • Psychology • • Child and Adolescent Mental Health Services • Trend information (1996-2007) • Overall staff in post summary • Medical and dental information, including; • - Staff in post • - Hospital, Community and public health services (HCHS) • - Consultants, including vacancies • - Consultant contract • - Drs in training – compliance with new deal • • Nursing and Midwifery, including; • - Staff in post • - Vacancies • - Student intake • - Clinical nurse specialists • - Agency and bank usage

29. Workforce Data Sources – types of data available • Non Medical Workforce • Individual Bands (1 to 9) • Band Groupings (1 to 4 and 5+) • Age (5 year age bands) • Contract type (Part time or Whole time) • Gender (Male and Female) • NHS Board • NHS Region Head Count & Whole Time Equivalent

30. Workforce Data Sources – types of data available • Medical Workforce • Year • Age (5 year age bands) • Gender (Male and Female) • Contract type (Part time or Whole time) • Specialty • Grade • Country of qualification • NHS Board • NHS Region Head Count & Whole Time Equivalent Note not all of the above is available for all staff groups

31. Uses Made of data (Workforce) • Used to answer • Information Requests (approx 200 per year) • Parliamentary Questions (approx 100 per year) • Monitor HEAT Targets • Help to Inform policy • Better health, better care • Planning tomorrows workforce today • Force for improvement • NMWWPP

32. Uses Made of data (Workforce)

33. Sickness Absence • Heat Target - NHS Boards to achieve a sickness absence rate of 4% from 31 March 2009 Uses Made of data (Workforce)

34. Usage of Bank and Agency Nurses Uses Made of data (Workforce) Agency Staff 2006/07 - £8m saving (31%) 2007/08 - £6m saving (34%) Bank staff 2006/07 - £9m increase 2007/08 - £11m increase (14%)

35. Have I got news for you… Sharp rise _____ ___ in agency nursing costs BBC News Online, Wed 27 Aug 2003 ____ ____ on agency nurses forces leading firm into the red The Herald, Wed 09 April 2008 NHS curb

36. Working populations • Increasing Scottish population over next 20 years (+4.1%), (2008:- 5.2m, 2028:- 5.4m) • Decreasing working population over next 20 years (-5.4%), (2008:- 3.4m, 2028:- 3.2m) • The retiring population (ages 65+) set to increase over the next 20 years by 49.9%. Uses Made of data (Workforce)

37. Uses Made of data (Workforce) • Working populations • Across NHS Scotland, 12.2% of current nurses will reach retirement age (65) in 10 years time. • Across NHS Scotland, 41.5% of current nurses will reach retirement age (65) in 20 years time.

38. Uses Made of data (Workforce) • Working populations • Across NHS Scotland, 9.3% of current AHPs will reach retirement age (65) in 10 years time. • Across NHS Scotland, 34.7% of current AHPs will reach retirement age (65) in 20 years time.

39. Uses Made of data (Workforce) • Recent Requests • Parliamentary Questions (PQs) • How many Nurses and AHPs currently employed by NHS Scotland will have reached retirement age of 60 from each year from 2005 to 2020 • How many physiotherapists are employed in the NHS and how many were employed in May 2000 and May 2007 • How many cleaning staff are employed by NHS Greater Glasgow and Clyde and, in particular, at the a) Vale of Leven and b) Royal Alexandra hospitals • Information Requests (IRs) • Minimum and Maximum salary by age and staff group(s) • Number of School Nurses • Information supplied for inclusion in ‘Health for All’ and ‘Eurostat’

40. Importance of capturing accurate information • Workforce Planning Community Profile • Visible Accessible Integrated Care (VAIC) • Welsh Model • Scottish Government Projection Templates

41. Importance of capturing accurate information • Workforce Planning Community Profile

42. Importance of capturing accurate information • Assimilation Process - Nursing and Midwifery for Scotland at September 2005 - District Nursing

43. Importance of capturing accurate information • Assimilation Process – Allied Health Professionals for Scotland at September 2005 - Dietetics

44. Importance of capturing accurate information • Assimilation Process – Allied Health Professionals for Scotland at September 2005 - Physiotherapists

45. Importance of capturing accurate information • Medical and Dental Staff in Post

46. Importance of capturing accurate information • Scottish Government Projection Templates

47. Importance of capturing accurate information Scottish Government Projection Templates (Nursing – Mental Health) 2009 demand – 2,807.6 (wte) ISD 2008 Baseline – 1,904.6 (wte) NHS Board 2008 Baseline – 2,832.6 (wte) Diff +903 (wte) Diff -25 (wte)

48. ?Flow of Data? Projections Template ISD SWISS NHS Board Payroll NHS Board HR

49. ?Flow of Data? NHS Board HR NHS Board Payroll SWISS ISD Projections Template

50. DQ Bus Future - Working Together and the Benefits • Uses made of the data • Inform and shape policy and • Workforce planning cycle • Importance of capturing accurate information (Benefits) • Leads to a robust Workforce planning cycle • Informs service redesign • Supply and demand • Data Quality (Working together) • – it’s a journey or several years!