Nadine Boczkowski: Programme Manager Workforce Analysis Fiona Lord: Programme Manager Workforce Strategy Saba Razaq: Workforce Analyst Data Quality

Data quality scores & NW ongoing performance New validations What is there to help/support Useful sources of information Recording Staff in Post Redundancies & Reductions / Length of Service Today’s Update

Overview & Statistics Fiona Lord

 IC Data Quality Checks (Nov 2010) – NW average score (out of 10000) the 2 nd highest in the country

 McKesson Data Quality Cycle Reports (Nov 2010)  Reduction of 88,216 errors (20%) since Nov 09

 McKesson Data Quality Cycle Reports (Nov 2010)  Errors per head for all organisations – reduced from 1.9 p/h in August 2010 to current figure of 1.8 p/h.

If continue to cleanse records at the average rate of 1.9% per month it will take 40 years to clear

Extracts being fine-tuned by McKesson IC are building the validation tool No firm date for commencement of the pilot as yet Formal approval needed from WSGB to go ahead with proposal Pilot sites considered and chosen by Information Centre – details of those who volunteered have been forwarded on

Data Integrity Framework – eWIN  Is it helping?  How can it be improved? Quarterly Data Bulletin – eWIN  Relevant and up to the minute data issues  Incorporate ‘hints and tips’ section – please contribute Response to ad-hoc queries TCS Workshops and supporting documents – eWIN  Workshops well attended  Opportunity to cascade information, share experiences Occupation Code Manual (V9)  Includes some new occupation codes (Emergency Care Practitioners)  Publication expected Spring 2011

 CHANGES FROM VERSION 8.1 RELEASED 6th AUGUST NEW CODES - Changes have been approved by the Information Standards Board for Health and Social Care (ISB)  M Matrix for the separate identification of the Acute Internal Medicine Specialty  N Matrix - NF* for the separate identification of Nursing Assistant Practitioners.  N Matrix - N*L for the separate identification of those Nurses working within Neonatal Nursing, and the movement of those nurses working in Special Care Baby Units from their former position in N*C (Maternity Services) to the newly created N*L Neonatal Nurses.  N and P Matrices - References to the NMC register updated to bring them into line with the new register.  S Matrix and T Matrix - Some updated guidance notes relating to Assistant Practitioners

Information Centre: NHS Productivity tool: h/Percentile eWIN: NHS Benchmarking Database: ces/nhs_benchmarking_database.html ces/nhs_benchmarking_database.html iView: ChiMat: SUS Data: s s Map of Info for QIPP:

 What system/process barriers exist to effective recording of information on ESR / other?  Are there any other recording issues/areas not covered today/before?  Please discuss on your tables, record detail and include any solutions (if they exist)

Staff in Post Recording Nadine Boczkowski

Managers

DoH Scrutiny Support the management cost reduction = reduction by 2015 Workforce Leaders Group (WLG) priority dashboard Challenges back to SHA Workforce Directors and back to You

 Definition: “have overall responsibility for budgets, staff or assets or who are held accountable for a significant area of work. Occ Code/s: G0* & G1* Not below Agenda for Change Band 7 Administrative – G Matrix Clinical – Relative Clinical Matrix

Health Visitors

Top level objective National increase 4200 by 2015 – Sarah Cowley model North West 415 HC now inflated due to FTE DoH Implementation Plan due for release CfWI HV Report to be published this week No PCT allocations as yet – pending Monitoring against plan will take place

 Definition: “An employee who holds a qualification as a Registered Health Visitor and who occupies a post where such a qualification is a requirement.” Occ Code: N3H Not below Agenda for Change Band 6 Holds Registered Health Visitor Qualification Managers – G Matrix Learners – P Matrix

Hosted Staff

Used to inform CNST premiums by the NHS litigation authority Census process – figures published on “workplace” Census data used to inform QIPP agenda DH and IC monitoring workforce, productivity and costs directly through ESR Validate operating plans - Accurately workforce plan Setting out an accurate scale of the challenges ahead

Contractually employed by one org but need to be counted within another Capture where staff physically sit Workplace org recorded against positions

Junior doctors GP trainees General re-charge arrangements

Capture employees working for a separate organisation May be employees providing a national or joint service Census counts these staff into a separate group

ESR Central Team Hospices Appointments Commission

Used for non-NHS Employees Excluded from Census - Local Authority - Unison - Department of Work & Pensions - University staff

Chief Executives

64 Trusts 58 Chief Executives – some Trusts have more than 1!? Close monitoring on the top level of the hierarchy Link with PCT Cluster information

Redundancies & Reductions Saba Razaq

Actual Redundancies

ESR Data Warehouse Department of Health NHS Northwest North West Trusts Trusts -> ESR Live

 Data sent out to North West trusts for validation.  Validated returns collated and sent to Department of Health Monthly process – 6 week time lag between ESR Data Warehouse and ESR Live Includes both Voluntary and Compulsory redundancies. One week timeframe to validate data and return to SHA Any amendments need to be changed on ESR Data is collated and trust level data sent to the Department of Health. Used in national datasets to monitor and manage redundancies Your data is important!

 Data sent out to North West trusts for validation.  Validated returns collated and sent to Department of Health NHS North West DH Workforce Colleagues Workforce Leaders Group Clare Chapman Sir David Nicholson

North West Trusts Confirm Redundancy FTE Age Length of Service Redundancy Payment Agenda for Change Spine point Final Salary (M&D Staff) NHS North West

Developmental work to calculate savings achieved through redundancies Estimated redundancy entitlement and projected salary costs over next three years QIPP Providing additional details on staff made redundant will help us make accurate calculations.

Emphasis on getting ESR data correct. Monthly validation important Examples: 227 ESR Total Redundancies April10 – Nov Confirmed redundancies April10 – Nov10 40% of ESR redundancies are incorrect Most errors due to misinterpretation of MARS leavers MARS leavers are NOT redundancies See links at end for guidance document

Out of 101 redundancy records (Apr10 to Oct10), 40 records had incomplete data. No Date Joined NHS 70%(28 records) No AfC Band7.5%(3 records) No Date Left Org 5%(2 records) Queries on M&D staff17.5%(7 records) For greater accuracy we need your help please.

Potential Redundancies/Reductions

Quarterly Trusts submit their ‘refreshed’ data. Daily Trusts notify SHA of any exceptional cases of high anticipated redundancies Weekly Trusts notify SHA of any change in PR figures Monthly North West collations monitored against Actual Redundancies Refreshed Collection is new baseline for the quarter. Trusts ensure their data is up to date Trusts send updated templates to SHA Trust send updated templates to SHA and inform via telephone. Monthly Collation sent to the Department of Health SHA updates NW collation file. SHA update NW collation file and notify DH via telephone & Refreshed collation saved and sent to DoH Collection/ReviewUpdate baseline figures

Initial headcount & FTE figures submitted by all North West trusts. Quarterly data refresh exercises. HR1 Forms Notifications of any change in position on a weekly basis No weekly submission required if numbers/intelligence has not changed. SHA monitor using other sources of intelligence

1.Number of potential redundancies Reporting time 6 – 12 months Headcount Staff groups 2.Number of potential staff reductions Reporting time 6 – 12 months Measurement: FTE & Headcount FTE reductions, vacancy freezes, TUPE 3.Narratives If numbers have changed What are you doing to minimise redundancies? How have the cumulative numbers changed since your last submission.

Actions Required Send a copy of the HR1 form to NHS North West Consult with trade union representatives/ social partnership forums. If the situation changes, please let us know. HR1 form can be downloaded from the Insolvency Service website. What is a HR1 form? Statutory form to notify the Department for Business, Innovation & Skills (BIS) of plans to make 20 or more employees redundant.

Intelligence received directly from Trusts Local press releases Blogs/Web Sources RCN Frontline First False Economy

NHS North West DH Workforce Colleagues Workforce Leaders Group Clare Chapman Sir David Nicholson

MARS leavers coding guidance /Data_Bulletin_Issue_3.pdf HR1 form & guidance Blogs/Web Sources php/news/north-west/