ESR S ELF S ERVICE – T HE H YWEL D DA J OURNEY Rebecca Jarvis Head of Workforce Intelligence

B ACKGROUND OF H YWEL D DA Provides services to a total population of approximately 372,320 throughout Carmarthenshire, Ceredigion and Pembrokeshire Provides Acute, Community, Mental Health and Learning Disabilities via General and Community hospitals, health centres and residences It currently employs 9,845 staff including highly trained doctors, nurses, midwives, health visitors, therapists and other support staff The Workforce accounts for 70% of secondary care expenditure and 43% of Hywel Dda Health Board’s total spend. Effectively managing this key driver is critical to delivering sustainable services. One of the enablers being used to aid this is ESR Self Service

I MPLEMENTATION P LAN Wave 1 Implementation Team Functionality agreed to rollout Scheme of delegation – what access levels do we use? Structure of rollout Where did we start?

Consultation This involves meeting with the managers to demonstrate SS, undertake data validation and to discuss and agree authorisation levels Authorisation levels are signed off by Senior Manager Building Information is then created in SS and the appropriate access levels are created Training This is done via classroom style to those having access to MSS, ASS and SSS Super Users trained for ESS Go-Live Department goes live with electronic inputting. Parallel running takes place with paperwork until such evaluation Evaluation 3 months after go live for each wave an evaluation takes place regarding accuracy, consistency and that policy is adhered to

PROGRESS IN 2012 Project Plan developed Pilot New Hires/Changing Jobs Core KSF Competencies uploaded against position Appraisals Annual Leave

WHERE ARE WE NOW? CURRENT LIVE DEPARTMENTS

S ELF S ERVICE U SERS The above 1506 figure includes the MSS, ASS and SSS users

FUNCTIONALITY UTILISED Annual Leave√ Qualifications√ Appraisals√ Registration/Membership√ Sickness√ Change of Hours√ End Employment√ Personal Changes√ Book Training√ Assignment Changes√ Change Supervisor√ New Hires√

AUDIT

DATE TRACK HISTORY

WORKFLOW NOTIFICATIONS

EMPLOYEE CHANGE EVENT REPORT

W HAT HAVE BEEN THE CHALLENGES ?

Culture change Moving away from trusted systems Redesigning processes Administrator and Supervisor access Annual Leave entry - Planned or Confirmed Multiple Supervisors Team’s capacity to meet the demand

W HAT WE F OUND ? Clarified hierarchy and reporting Improved authorisation levels Importance of data cleansing Manager’s engagement – buy into benefit Interfaces with organisational policies eg All Wales Sickness Remove expiry date to enhance “login assistance” Salaries not in for new hires Before new hires interface from NHS Jobs applicant needs to be at offer accepted stage Welsh Language competencies

B ENEFITS More responsibility/accountability for both manager and employee – see wider picture Information accessible in real time Reduction of paper processes Improvement in data quality Data accessed quickly Improvement in managing absence Managers access to accurate data and reporting Integrated PDR system Employee owns their data Improved Workforce Information held centrally

POSITIVE FEEDBACK No more change forms. I no longer have to sign loads of paper copies. I find it really helpful to have all the staff information in one place eg personal and contract information, and particularly absence and sickness I wish the facility had been available to me years ago I like the fact that I can view my payslip prior to payday

WHAT DOES THE FUTURE HOLD? Aiming for approx 500 to go-live each month Next Areas are: Pathology Learning Disabilities Pharmacy Child & Adolescent Health Substance Misuse Hotel Services – remaining Counties Medical Secretaries – Health Board wide Estates Remaining Corporate functions Wards within one of our General Hospitals

Implementation of ESR Business Intelligence Use of ESR Talent Profile Core Skills Training Framework o Statutory and Mandatory Training Working Differently - Working Together Key Projects Francis Report Common set of core values and standards Freely available, useful, reliable and full information Fundamental standards of minimum safety and quality Regulating and monitoring compliance Mandatory annual performance appraisal and up to date portfolios

Q UESTIONS

C ONTACT D ETAILS Rebecca Jarvis Head of Workforce Intelligence Tel: Mobile: