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ESR / Deanery Interface Workshop – South Central

4th March 2010

Wessex Deanery

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ESR/Deanery Interface Workshop

• Dawn Day, Information Manager, NESC

• John Sanderson, Director, HICOM

• Katie Farrell, ESR Account Manager, SC

• James White, ESR Account Manager Lead, SC

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Agenda10:30am Registration & Coffee

11:00am Introductions, National Picture JW/DD/KFPilot Work, Where We Are Today

11:10am Intrepid/Deanery Process Update JS/DD

11:45am Trust Expectations/Workshop All

12:30pm Lunch (provided)

1:00pm End to End Cycles DD/KF

1:40pm Questions & Answers All

1:50pm Next Steps DD/KF

2:00pm Close

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What is ESR• Electronic Staff Record System

– Replaced 36 disparate HR and Payroll systems in use across England and Wales

• All Trusts (440) implemented ESR by April 2008

• Delivery of ESR is managed by McKesson

• ESR is the master workforce and learning management system for the NHS (People Matters Executive Group, DH)…and is the only source of workforce information from 2009

• ESR continues to facilitate NHS efficiency through linkages to national initiatives, including:

NHS Jobs/e-recruitment

E-Learning (National Learning Management System project) capability

Other professional bodies eg. GMC, deanery systems

Availability of ESR interfaces to local systems (e.g. Time & Attendance, OH)

New Occupational Health Smartcard Interface

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ESR is THE Complete Workforce Solution for the NHS

• Enables improved workforce management by providing timely and accurate information;

• Single point of data entry, across integrated ESR functionality;

• Single solution used across the organisation ensures consistency of information and ease of workflow;

• Management of the employee end to end life cycle.

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CORE HR

ABSENCE

DATAWAREHOUSE

INTERAUTHORITYTRANSFER

INTERFACES

LOCALREPORTS

LEARNINGMANAGEMENT

PAYROLL

RECRUITMENT

WORKSTRUCTURES

TALENTMANAGEMENT

SELF-SERVICE

Composition

of ESR

NHS JobsDeaneriesGMCLocal OH Systems

70%

25% MSS5% ESS

89%

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Deanery Interface – National Picture

Design Specified and Agreed by Deanery Working

Party

DWP meets regularly to review requirements and

progress

Interface now officially out of development phase

Agreement that both the Deanery and the Trust must

be signed up to the process!

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Intrepid / Deanery Processes Update

John Sanderson & Dawn Day

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The ESR - Intrepid Interface: Objectives

• Ensuring data captured at source• Providing accurate and timely exchange of information• Reducing duplicate data entry• Ensuring consistent and accurate data recording• Alignment of medical staffing, HR, PG and Deanery data• Improving data verification/validation

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The ESR - Intrepid Interface: Overview• Recruitment Interface

– Vacancy report generated from Intrepid– Vacancies set-up in ESR– Vacancy data transferred from ESR into Intrepid– Recruitment managed by I:CAMS– Appointments made in Intrepid– Appointee data transferred from Intrepid into ESR– Trainees appointed

• Update Interface

– Personnel, position and assignment data added/updated in ESR

– Data transferred from ESR and imported into Intrepid

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Intrepid

Recruitment

ESR

ESR Hub

Intrepid Interface Engine

Vacancy data

Vacancy data

Vacancy data

Errors/exceptions

Errors/exceptions

Appointment data

Appointment data

Appointment data

Vacancy

Vacancy Post Staff Staff/Post Appointment

PersonAssignmentPositionentered

linked to post

entered added created

addedaddedupdated

added

RECRUITMENT INTERFACE

one time only update

updated updated

Trust notified manually (no automated update)

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ESR RECRUITMENT INTERFACE

Vacancy (Intrepid updated)• Vacancy reference• Position• Description• Post number

Appointment (ESR updated)• Vacancy reference• Start date• Names (first, middle, surname)• Title• Gender, date of birth• Address (1-3, town, county, postcode, country)• Telephone (home, mobile)• Email• Demographic (ethnic origin, sexual orientation, religion, nationality)• NTN• GMC/GDC (type, number, expiry date)

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Deanery Process Update: Recruitment

• New starters• Leavers• Vacancy matrix• ESR < > Deanery post number mapping

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ESR

Intrepid

ESR Hub

Intrepid Interface Engine

Update data

Update data

Update data

Errors/exceptions

Errors/exceptions

PostStaff Staff/Post

Person Assignment Position

created or updated

added or updated

UPDATE INTERFACE

Address Professional BodyQualification

Errors/exceptions

Qualifications

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ESR UPDATE INTERFACE

Position (Intrepid: Post updated)• Position number, title• Occupation code• Area of work• Specialty, second specialty• Deanery number *• Managing Deanery• Trust, site• Grade/Payscale *

Assignment (Intrepid: Staff-Post updated)• Assignment number, category• Assignment status• Start date, end date *• Staff group• Max. part time indicator• Employee category• Trust, site• Grade/Payscale *• Increment point, increment date

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ESR UPDATE INTERFACE

Person (Intrepid: Staff updated)• Position ID, assignment ID• ESR number• Employee number• NI number• Names (first, middle, surname, maiden)• Title• Gender, date of birth• NTN• Telephone (home, mobile)• Email• Ethnic origin• Latest start date• Residency status, work permit details (number, type, expiry)• NHS entry date

Address (Intrepid: Staff updated)• Address (1-3, town, county, postcode, country)

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ESR UPDATE INTERFACE

Qualification (Intrepid: Staff Qualifications updated)• Qualification ID• Qualification name, type• Date awarded• Awarding establishment• Country of award

Professional Body (Intrepid: Staff updated)• Professional registration scheme (GMC, GDC)• Registration number• Expiry date• Status• Specialties

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Deanery Process Update: Updates

• Rotations• Maternity leave• Job share• OOP• Flexibles

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Expectations

Group Work

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Expectations

Consider the following:-

• Timescales

• What may impact upon these (resources, training etc?)

• Benefits to be gained from interface

• Any other considerations/questions regarding the interface?

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LUNCH!!

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Dawn Day & Katie Farrell

The ESR and Deanery Interface – End to End

Cycles

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Objectives

• Overview of the ESR Processes which

support the interface functionality:

Position Setup

Recruitment Activity Setup

Applicant Hire

• Opportunity to ask questions

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Deanery Interface - Recruitment Process overview

1. Training Post set up as an ESR Position

including DPN

2. Vacancy and Recruitment Activity

created

3. Vacancy Referenceapplied to record of preferredCandidate within the Deanery

system

4. Preferred Candidate file received in ESR.

ESR

Empower/Intrepid

Process Runs Daily

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Deanery Interface - RecruitmentBenefits:

Transfers Applicant Data directly into ESR – supporting OH Clearance!

Reduces Duplicate Data Entry

Ensures Data Consistency

Improved Working Relations

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Implementation Requirements

Setup Deanery Training Post as an ESR Position

The NHS Trusts must use the Recruitment Module in ESR

The Deanery must be Ready

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Position Setup Steps

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Position Setup Steps

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Recruitment StepsCreate Requisition & Vacancy

Attach Vacancy to Recruitment Activity

Applicant Processing In Deanery System

Applicant Arrives in ESR

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Create Requisition and Vacancy 

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Create Requisition and Vacancy

 

           

Vacancy

Requisition1. Requisition

Name1. Requisition

Name

2. Vacancy Name

2. Vacancy Name

3. PositionName

3. PositionName

Remaining Position Info is populated

Remaining Position Info is populated‘Remember to

save the record.’

‘Remember to save the record.’

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Create Recruitment Activity

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Select the appropriate Deanery Activity

Deanery BodyDeanery Body

Recruitment Activity NameRecruitment

Activity Name

Select ‘Recruiting For’ Button

Select ‘Recruiting For’ Button

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Select the correct vacancy

‘Remember to save the record.’

‘Remember to save the record.’

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Interface Process

ESRElectronic Staff Record

IntrepidHICOM

Recruitment ActivityRecruitment Activity

Applicant Record

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Applicant File Arrives

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Applicant File Arrives in ESR and is processed to be displayed as Applicant Assignment

All position details will be accurate!

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Completing Pre Employment Checks

Recording Reference Requests

Employment Checklist

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Updating the applicant’s status…

Update Status

‘Remember to save the record.’‘Remember to

save the record.’

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Hire the applicant…

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Hire is completed!

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Deanery Interface - Update

Design Specified and Agreed by Deanery Working Party

Implementation Requirement:

All Posts have a Deanery Post Number allocated against them

Deanery and Trust need to be engaged!

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Deanery Update

Process overview

ESR Deanery Systems

PersonData

QualificationData

RegistrationData

PositionData

Process Runs

Weekly

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Deanery - Update

Benefits:

Provides Weekly Updates

Reduces Duplicate Data Entry

Ensures Data Consistency

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Next Steps

• Identify Outstanding Requirements

• Plans to schedule implementations

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Summary & Close

James White – ESR Account Manager Lead, South Central

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ESR – Supporting (QIPP)

• “ESR exclusively offers the provision of a true ‘end-to-end’ workforce management solution from ‘new joiner;’ to ‘leaver’; enabling benefits that consistently support the requirements outlined within the Quality and Productivity challenge”.

• “By actively managing and developing workforce, NHS organisations are able achieve a higher level of competence, thereby delivering a ‘High Quality Care for all’”.

• “NHS organisations deploying the ‘ESR model office’ fully utilise all of the functionality available within the ESR solution”.

• Concept discussed previously but now evidences how the ESR model organisation can work and highlights where ESR is a consistent enabler to delivering the Quality & Productivity challenge within the NHS.

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ESR Model Office

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In summary.....

• By embracing the full range of ESR functionality, focussing on the quality and completeness of workforce data and delivering accurate and timely workforce information, the model organisation would maximise the range of operational efficiencies that can be achieved using ESR.