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Changing Workforce Management for a 21 st Century NHS Maureen Edwards ESR Senior User/HR Director Electronic Staff Reco PowerPoint Presentation
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Changing Workforce Management for a 21 st Century NHS Maureen Edwards ESR Senior User/HR Director Electronic Staff Record HPA Conference 20 October 2006. 1 /23. ESR Vision Progress to Date Roll Out Plan ESR Benefits ESR - Challenge and Opportunity!. Agenda. 2 /23. ESR Vision.

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Changing Workforce Management for a 21st Century NHSMaureen EdwardsESR Senior User/HR DirectorElectronic Staff RecordHPA Conference 20 October 2006

1/23

agenda
ESR Vision

Progress to Date

Roll Out Plan

ESR Benefits

ESR - Challenge and Opportunity!

Agenda

2/23

esr vision
ESR Vision

ESR ENABLES:

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

Workforce Planning

Migration to Shared Services

VISION

ONE NHS

ONE SYSTEM

Further Healthcare staff

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

  • 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

END OF ROLL-OUT

ESR single HR and Payroll platform for England and Wales

END OF PILOT

ESR solution implemented at 39 Pilot organisations

1.2 m NHS Employees

Essential ESR Toolkit

Now - Multiple, diverse, fragmented technology:

  • 29 Payroll systems
  • 38+ HR systems
  • Unreliable Central reporting

2008 & beyond

NOW

by 2008

During 2005

3/23

composition of esr

ESR Core Solution

Training Administration

& Career Management

Bank Administration

Composition of ESR

Data Warehouse - Central Reporting

Standard Interfaces

NHS Jobs (e-Recruitment)

NHS Pensions Agency

Inland Revenue

BACS

Occupational Health

Time & Attendance

Contact (NHS Directory)

General Ledger

Local Reporting

Recruitment

App. Quick Entry

App. Management

Mass Interview

Core HR

Inter-Authority Transfers

Employee administration

(New Hire–Changes -Termination)

Employee Relations

Payroll

Processing

Data Capture

Absence

Pensions

Travel & Expenses

Employee & Manager Self Service

Work Structures [Create – Location > Organisation > Position]

Security

Underpinned by ESR National Business Processes

4/20

progress to date
Progress to Date

Forward three pilot sites

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

Main pilot sites

Go live in five phases:

  • End February 05 – LIVE !
  • April 05 – LIVE !
  • End May 05 – LIVE !
  • August 05 – LIVE !
  • October 05 – LIVE !

Solution acceptance granted in October 2005

Go Live in twelve waves:

  • March 2006 3. July 2006
  • May 2006 4. September 2006

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

5/23

rollout plan
Rollout Plan
  • 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

ESR

6/23

rollout
Wave 5 – 9 (of 12) engaged

Wave 5

57 Organisations, 23 Payroll Groups, 112,665 staff

Wave 6

60 Organisations, 17 Payroll Groups, 112,760 staff

Wave 7

58 Organisations, 21 Payroll Groups, 108,908 staff

Wave 8

60 Organisations, 22 Payroll Groups, 103,504 staff

Wave 9

55 Organisations, 18 Payroll Groups, 119,891 staff

Rollout

7/23

esr benefits

Modernisation

Information

Efficiency

Empowerment

ESR Benefits

8/23

who benefits

Deliver improved

service

Deliver improved

service

Who benefits?

HR & PAYROLL

Faster, more efficient processes

Improved management information

Recruitment

New Hire

Employee data management

Career management

Leavers

Pay

Line Managers

Improved HR & Payroll Service

Streamlined administration

Improved management information

Frontline Staff

Improved HR & Payroll Service

Access to own data via self-service

Improved skills & knowledge

Improved staff morale

PATIENTS

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

Modernisation

10/23

modernisation11

Existing Interfaces

Data Requirementsalready incorporated

ESR

NHS Pensions Agency

Pay Modernisation

NHS Jobs

Time, Attendance & Rostering

National Workforce Dataset

Occupational Health

Ongoing relationships for future development

Future Interfaces

Occupational Health

Smart Card

NHS Professionals

e-Learning

National Workforce

Planners Tool

Registration Authority

e-KSF

NHS Mail

Modernisation

11/23

empowerment
ESR empowers every NHS employee to take control of their own career

Employees 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

Empowerment

12/23

empowerment13
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

Empowerment

13/23

self service employee requesting enrolment

Employee Self Service enrolment

Employees 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.

Self ServiceEmployee requesting enrolment

14/23

competencies

Competencies

This 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 national

competencies associated with:

Knowledge and Skills Framework (KSF),

National Occupational Standards (NOS)

National Workforce Competencies (NWC).

These are set up and controlled centrally and

are available to Trusts to be associated with:

  • training classes and courses
  • an individual employee’s competency profile
  • post requirements
Competencies

15/23

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.

Employee Self Service – Change of Address

16/23

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

Information

17/23

information18
ReportsInformation

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

18/23

slide19

Efficiency

Efficiency

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

19/23

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Advertise Position

Applicants Apply

Applicant Information

Shortlist

Manage Applicants and Interviews

Letter Creation

HR Administration

ESR / NHS Jobs - Interface

Vacancy and Position Information

recruitment activities

Identifying 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

Recruitment Activities

21/23

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.

Manager Self Service – Change of Hours

22/23

slide24

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

Financial Benefits

Total Benefit Potential per year - £119m

24/23

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

ESR - Integrated Workforce Management System - challenge and opportunity

25/20