Workforce Interactive 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unpublished data and must only be used for management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

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Introduction

The Workforce Interactive Tool has been developed to provide an easily available comparison between NHS Wales’ organisations across a range of workforce data.

The Workforce Interactive Tool is produced using data extracted from the ESR Data Warehouse. This is designed as a Comparative Tool not for Reporting. The data contained within this tool is restricted and unpublished data and should only be used for management purposes within NHS Wales.

What is included in the Workforce Interactive Tool? The Workforce Interactive Tool allows comparison of the following 4 data sources: Staff In Post FTE (Contracted)

Headcount

Average Pay Average Monthly Total Earnings by FTE (Contracted) Average Monthly Basic Pay by FTE(Contracted) Average Monthly Total Earnings by Headcount Average Monthly Basic Pay by Headcount

Total Paybill Total Earnings

Salary/Basic Pay

Total Variable Pay

Shift Working

Overtime/ADH

Additional Planned Activities

Additional Standard Time

Band Supplement

Bonus/PRP

Clinical Excellence Awards

Director of Public Health Supplement

Discretionary Points

Geographic Allowance

Local Allowances

Occupational Absence

On Call/Standby

Other

Protected Pay

RRP General

RRP Long Term

Sickness Actual Monthly Sickness Absence Percentage Rate Rolling 12 Month Sickness Absence Percentage Rate

Data Sources can be compared at Organisational or Staff Group Level.

All 7 Welsh Health Boards and 3 Welsh Trusts are included in the tool for comparative purposes along with a combined All Wales and 6 largest Health Boards position. The data is available from April 2011 to current date. Some staff Groups have been summarise for data protection reasons (see appendix 2)

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What can it be used for?

The Workforce Interactive Tool can be used to assist organisations in:

highlighting opportunities to improve their performance through benchmarking with others

understanding trends in their own organisation and whether they are consistent with national (Welsh) patterns

What should it not be used for?

As the Workforce Interactive Tool is produced from ESR data, there are some exclusions

i.e. agency costs, bank staff and employers on-cost contributions. The data will therefore

be different from the Financial Ledger. Data from this tool should be used for

benchmarking purposes and not general reporting purposes

Who is the intended audience?

The workforce interactive tool has been designed for Executive Directors and Senior Managers

How can the Workforce Interactive Tool be accessed and shared?

Access to the tool will be via permission of your Workforce and OD director. The Workforce Interactive Tool will initially be circulated to designated individuals within each Organisation, this includes Workforce, Finance and Operational Management leads.

It is planned that this information will be made available via the Wales NHS Confederation website at a later date to improve the visibility and use of the tool.

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.

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Format of the tool The guide has been “colour-coded” where possible to identify specific parts of the tool. For example, or information boxes coloured refer to the control or filter part of the page – where you make your selection concerning staff group and organisation. or information boxes coloured refer to graphs Boxes coloured or information boxes coloured refer to data displays

As with all the workforce tools, the controls or filters have similar options – using drop- down menus to select staff group, organisations, and dates, as well as options to choose graph formats . The following pages provide a visual guide on how to use the tool.

SELECTION FILTERS

Select

Organisation

GRAPH DISPLAY Graph Control

To compare data

DATA TABLE Data Table

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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.

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Whole page screen shot of Control page

GUIDE TO THE WORKFORCE INTERACTIVE TOOL CONTROLS

SELE

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The selection filters / control section allows the dynamic change to the range and data source. These controls change the data in the graphs and update the data in the ‘Data Table Section’.

1. Row View –changes the data displayed in ‘Graph 2’ to either Staff Groups or Organisations.

2. Organisation – Changes the organisation compared. 3. Date Range – Changes the range of dates included in the graphs. ‘Graph 1’ shows

the change on the axes and ‘Graph 2’ shows the change cumulatively in the totals 4. Data Source - Changes the data source (Staff in Post, Pay bill, , Average Pay or

Sickness) and changes the dropdown options in the Element Control 5. Element Control - Changes the units of data displayed in the tool and allows you to

change the Staff Group you are looking at. 6. Graph View – Changes the units within the graphs. ‘Show Actual’ and ‘Show

Average’ changes the data in both graphs. ‘Show Percentage’ changes the units in ‘Graph 2’. Note: ‘Show Average’ only appears when you select Row view – Staff Group, select Data Source – Staff in Post or Pay bill and the organisation selected is All Wales or 6 largest LHBs.

7. Chart Type - Changes the type of graph ‘Graph 1’ to Bar chart or Line chart.

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4. Data Table Section The data table section shows monthly data by Organisation or Staff Group depending on the ‘Row View’ selected. The Control section above the data table provides the same functionality as the control section above the graphs.

SELE

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5. Elements Summary Section This section provides an overview of all the Pay bill Elements, Sickness, Average Pay and Average FTE by Organisation and Staff Group. The Graphs in this section relate to pay bill elements.

Graph 3 shows the percentage of variable pay attributed to each pay element and compares that between two organisations.

Note: Variable pay is the difference between Total pay and Basic pay

Appendix 1 If you are unable to see this Security Warning you need change your security settings.

ELEM

ENTS

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Step 1. Enable the Developer Tab Click the round button at the top left of the excel sheet, and then click ‘Excel Options at the bottom of the menu.

In the ‘Popular’ menu tick the option that says ‘Show Developer tab in the ribbon’

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Step 2. Change Macro Security Settings Click in the ‘Developer’ ribbon , select ‘Macro Security’ In the pop up window, select ‘Macro settings’ and check the option ‘Disable all Macros with notification’

Close the excel spreadsheet, re-open and follow user guide.

Appendix 2

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In order to comply with data protection some people have been moved out of one staff group and put into another to protect their identity. Below list the changes:

All staff in ‘Student’ staff group has been merged into ‘Additional Clinical Services’

‘Medical & Dental’ for WAST has been merged into ‘Administrative and Clerical’

‘Estates & Ancillary’ in Public Health has been merged into ‘Additional Clinical Services’

‘Healthcare Scientist’ in Powys has been merged into ‘Add Prof Scientific and Technical’

Please note, these changes are only moving a small number of staff and do not have a significant impact on the data at an organisational level