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Age Profile and Retirement Tool
User Guidance Notes
The data contained within this tool is restricted and
unpublished data and must only be used for management
purposes within NHS Wales.
Please Note: Microsoft Excel 2007 or a later Excel version is needed to run the tool
2 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes
Introduction
The Age Profile and Retirement Tool is a benchmarking tool that provides easily available comparative information that enables organisations to compare themselves with other organisations and track workforce configuration in terms of Age Profile and Retirement over time. The tool provides the functionality to filter the data by Staff Group (AHP, Admin, M&D etc) or by Occupation Group (which include services areas, such as Physiotherapy, Audiology etc, and Medical & Dental Specialities, such as Cardiology, General Surgery etc). The Age Profiler and Retirement Tool is designed as a comparative tool and should not be used for reporting. The data contained within this tool is restricted and unpublished data and must only be used for management purposes within NHS Wales.
What is included in the Age Profile and Retirements Tool?
The Age Profile and Retirement Tool uses the following data source to provide benchmarking
information for the 7 Welsh Health Boards and 3 Welsh Trusts. The available data is set at March 2016.
Data Source Area Units ESR Data Warehouse
Staff in Post FTE (Contracted) Headcount
What can it be used for? The Age Profile and Retirement Tool can be used to assist organisations in:
Highlighting opportunities to improve performance through benchmarking with others.
Understanding trends in their organisation and whether they are consistent with national
(Welsh) patterns.
Identify the age of the workforce currently and from 2016 – 2029 by single age or age band.
Who is the intended audience? The Age Profile and Retirement Tool has been designed for Executive Directors and Senior Managers.
Limitations The Age Profile and Retirement Tool uses Risk ratings which identify potential areas for concern. They
are categorised as Red, Amber and Green. Red risk rating is not necessarily always an indication of a
danger zone but invites the user to investigate further.
Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 3
How can the Age Profile and Retirement Tool be accessed? Access to the tool will be via permission of your Workforce and OD director.
Feedback
This guidance is intended to be a ‘living’ document which will be reviewed and updated as required, and we welcome feedback and ideas for development. Please contact Workforce Education & Development Services, NWSSP with your
comments and suggestions weds@wales.nhs.uk
Document Control The controlled copy of this document is maintained in the nww.sharedservicespartnership.wales.nhs.uk website. Any copies of this document held outside of that area, in whatever format (e.g. paper, email attachment), are considered to have passed out of control and should be checked for currency and validity.
The following pages provide a visual guide on how to use the tool.
4 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes
User Guide – For all tools
1. Starting the tool Microsoft Excel requirements: Excel 2007 or a later Excel version. On opening the Excel sheet macros must be enabled by pressing the ‘Options’ button at the top of the excel sheet and enable the content. This will ensure all the code and functions within the tool work correctly.
Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 5
SELECTION
FILTERS
GRAPH
DISPLAY
DATA
TABLE
Workforce Age Profiler and Retirements (as at March 2016)
6 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes
Sample View – selection = Occupation Group / Select Occupation Area/Single Organisation /UHB B / Staff in Post / Grades Groups / Consultant
Select Occupation Group – e.g. Medical &
Dental – Surgery then Select Occupation
Area for deeper level, e.g. Trauma &
Orthopaedic
Select a View
Single Organisation / Organisation &
Gender / Compare two Organisations
Select
Organisation Select an Area –
Staff in Post /
Retirement
Select a Grade
Grades Groups = Grouped Grades, e.g. SAS
doctors, and Consultant, Pay Bands 1 – 4, or
Individual Grades e.g. Band 1, Band 2, etc,
Foundation 1, Specialty Registrar, etc
Occupational Grades e.g Admin & Clerical,
Ambulance Personnel, Assistant, Consultant
Therapist, District Nurse, Health Visitor, School
Nurse, etc
Drop down menu –
select further Grade
detail
Select a group
Occupation Group
Staff Group
(See notes page at
end of the guide for
definitions of
terms)
Risk Button
Illustrates areas at risk, identifying potential
gaps in workforce as a result of the
retirement profile
SELECTION
FILTERS
Workforce Age Profiler and Retirements (as at March 2016)
Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 7
Data Table View
Showing the selected organisation (on
left) or all of them (below) if you select
VIEW ALL
GRAPH
DISPLAY
DATA
TABLE
Graph Control
FTE / Headcount
Actual Figures / Percentage
Chart Type – Bar chart or Line graph
Units – Single age / Age band in 10 or 5 year groups
8 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes
Age Rating The example above is based on selecting a retirement age
of 60.
If more than 50% of the workforce is in the under 50 age
band, the age rating will become Green
If more than 50% of the workforce is in the 50 to 59 age
band, the age rating will become Red
If more than 25% of the workforce is in the 50+ age band,
the age rating will become Red
If none of these conditions are true, the result will be
Amber
Risk View
To get Risk View click the Risk Tab
on the Control Page. To return to the Control
page click on the Control Tab on Risk page.
Risk is shown in percentage format although if
you select Data icon the format changes to
number format but the risk is no longer illustrated
Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 9
Age Rating The example above is based on selecting a retirement age of 58.
If more than 50% of the workforce is in the under 48 age band, the age
rating will become Green
If more than 50% of the workforce is in the 48 to 57 age band, the age
rating will become Red
If more than 25% of the workforce is in the 58+ age band, the age rating
will become Red
If none of these conditions are true, the result will be Amber
The example below shows Age Ratings if the age retirement age is altered from age 60 to 58 and the organisation has changed to UHB A. In this instance, the staff group is Medical and Dental – Specialty X.
Risk View
10 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes
NOTES There is no Risk View available when comparing two organisations: you must choose organisations individually to identify potential risks.
SCREEN SHOTS OF NOTES TAB
There is more than one way to find an answer – e.g. To Find District Nurses:
Definition of terms
Occupation Group – This provides a greater level of detail in segmenting the workforce, e.g. Physiotherapy,
Cardiology, Community Nursing, Genetics, Hotel, Property & Estates.
Occupation Area – this provides over 190 different specialties or areas of work
Staff Group – The broad area of staff – Health care Scientists, Nursing & Midwifery, Medical and Dental
Grades Groups – Bands of grades such as SAS Doctors, Pay Bands 1 – 4, Non AfC
Individual Grades – Band 1, Band 2, Band 3, Foundation 1, Consultant, Dental Trainee
(This is the grade which determines the payment of salary)
Occupational Grades – Children’s Nurse, District Nurse, Paramedic, etc
(This is the grade which describes the job role of staff)
Your attention is also drawn to the tab on the tool called “Notes” where criteria tables are located which
determine categories of grades, specialties – based on Occupational Codes, and risk parameters, etc.
Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 11
There is more than one way to find an answer – e.g. To find District Nurses: -
1) Select Occupation Group: Nursing, Midwifery, & Support
2) Occupation Area: All
3) Select a grade: Occupational Grade and select District Nurse from drop down menu
Or
1) Select Staff Group: Nursing & Midwifery
2) Select a grade: Occupational Grade and select District Nurse from drop down menu.
Updated May 2016 Electronic copies of this document are available from: http://nww.sharedservicespartnership.wales.nhs.uk/what-is-working-differently-working-toge
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