E-KSF ESR Link – implementation presentation January 2007 – Wales Edition

2 Plan for this session 1. Background to the e-KSF/ESR link – why we are doing it, what it will look like 2. Preparing for the link – what you need to do, when 3. After the link – how you need to administer the joint system, the organisational benefits and opportunities

3 Refresher – why do we need a link between e-KSF and ESR? Two national systems, each holding large amounts of staff data Makes no sense to e.g. add details of a new member of staff to each system separately – double data entry Reporting (local and national) is much easier if an automatic link ensures consistent data NHS-wide, this link is estimated to save more than £1m per year in admin time For your organisation, the benefits include: Saving administration time More accurate data Minimise time-lags between organisational changes, and changes on e-KSF (e.g. new starters) Managers don’t need to know pay band/point/date before assigning outlines Better reporting, especially equal opps reports

4 But why do we need 2 different systems in the first place? ESR is the centrally-procured, national employee record system based on an “Oracle” HR management system Used to record, amongst others: individual’s personal details, and equal opportunities monitoring data. Payroll system, so records pay band, point, increment date e-KSF is the centrally-procured, 100% bespoke national system built specifically for the KSF Creating and managing KSF post outlines – not affected by this link Review summaries, gateway outcomes, and the PDP – done in e-KSF, sent to ESR Put simply…ESR can’t manage the KSF. e-KSF isn’t a payroll system!

5 How the systems will exchange data once the link is live? ESR stores data about all employees. The master system for staff employment data New starters, changes to personal / employment information, and leavers are maintained in ESR Weekly Transfer Gateway outcomes recorded in e-KSF used to trigger any pay deferrals in ESR. Pay increments take place automatically unless there is a specific request for the increment to be held Review dates, type,] and summary of dimensions and levels are passed back automatically to ESR Post outlines managed in e-KSF Outlines associated with staff, reviewers assigned to staff Reviews stored and gateway progress captured Personal Development Plans Evaluation of learning and application of knowledge and skills

6 A worked example… (data transfer points in bold) 1. Jane Doe starts a new job in your organisation 2. Jane’s details are added to ESR 3. Within 1 week, Jane’s details appear to e-KSF administrator 4. E-KSF administrator confirms Jane’s details, (adds manager name if necessary) and sends Jane her e-KSF username/password 5. Jane receives some training in e-KSF 6. Jane’s manager assigns an outline (pay data appears from ESR) 7. After 1 year, Jane’s foundation review is recorded and signed off on e-KSF. 8. A summary of the review is sent to ESR “competency” records, and a summary of the gateway outcomes are sent to ESR for payroll purposes 9. Some time later, Jane changes her name. The changes are added to ESR, and transferred automatically to e-KSF 10. When Jane leaves the organisation, her record is updated in ESR and changes again transferred to e-KSF – her access to e-KSF is automatically suspended

7 Which system “leads” for each piece of employee data? ESR will overwrite e-KSF data for: First and last names Gender and ethnicity Staff group Department (unless requested) Supervisor Name (unless requested) Pay Data E-KSF will overwrite ESR data for: “Competency targets and achievements” the ESR language for the outcomes of a KSF review KSF review date Outcome codes for gateway reviews Date of last addition to PDP Not Affected by the Link; post outline data Detailed joint development review data Objectives data PDP data

8 Questions and Answers – what do we use each system for? So does this mean I can do all of the KSF process directly through the ESR? No. You will still need to use the e-KSF for the development of KSF post outlines, recording development reviews and gateway outcomes, and the Personal Development Review. Can I use ESR to record my organisation’s PDPs? Central advice is that you use e-KSF to record both KSF development reviews and PDP. e-KSF tool exactly reflects the language and principles of the Knowledge and Skills Framework. e-KSF is also the key reporting tool used by the NHS Staff Council for monitoring KSF progress.

9 Questions and Answers – can I now click buttons on e- KSF and change someone’s pay packet? No. ESR will always be the master system for pay data. Information about pay bands, pay points and increments will be securely transferred to e-KSF solely in order to work out where gateway reviews should take place. Gateway decisions are not made by e-KSF they are only recorded on it. ESR always assumes the gateway has been achieved unless told otherwise Decisions to defer a pay gateway would be made by a reviewer and a reviewee during a development review meeting (not by an automatic system) ESR also automatically updates incremental pay points (within pay bands) unless told on a case-by-case basis not to.

10 Questions and Answers – what about OLM? ESR core staff data E-KSF access Record review in e-KSF Record PDP in e- KSF ESR “competency” records ESR OLM X Starters, changes and leavers in ESR update e-KSF automatically Summary of KSF review and gateway outcomes returned to ESR Currently no exchange of data between e-KSF PDP and OLM Future plans being discussed Nationally in February

11 Questions and Answers – what about Local Health Boards? LHBs are entered as one single organisation on e-KSF, managed by BSC (for maximum administration efficiency and ease of sharing outlines) Each LHB appears as an individual organisation on ESR This is OK, because… We’re able to take individual LHB data from ESR for each organisation, and enter it automatically into the single combined LHB on e-KSF The data cleansing for LHBs can be managed by the BSC e-KSF administrator(s) – with help from the LHB contacts where necessary

12 Any questions about the background to the link?

Part 2 – what you need to do to prepare for the link

14 Preparing for the link – overall process Publish roll- out schedule Cleanse e-KSF data Inform e-KSF team Request data from ESR Deal with any match errors Inform e-KSF team Request data from ESR Live link in place Deal with any exception reporting Request data from ESR Attempt match Provide “pre-live” data Provide “live” data Provide “weekly changes” data Local e-KSF and ESR admin(s) Central e-KSF teamCentral ESR team Typically 2 weeks Typically 1 week Typically 2 weeks

15 Key dates for you Cleanse e-KSF data Inform e-KSF team Request data from ESR Deal with any match errors Inform e-KSF team Request data from ESR Live link in place Deal with any exception reporting Request data from ESR Attempt match On 4/3/07 On 19/3/07 By 28/02/07 Between 5 th and 12 th March 07 Weekly

16 Preparing for the link – the important first steps Read the roll-out planning document Decide on the most sensible unique identifier The identifier for an individual which appears in both systems – e.g. legacy payroll number, ESR assignment number Make contact! Ensure your e-KSF and ESR teams talk to each other Make a plan!

17 Data cleansing step 1 – download your data… Detailed step by step guide is available!

18 Data cleansing step 2 – review your data… Detailed step by step guide is available!

19 Data cleansing step 3 – update your data… Payroll numbers filled in But equally, you could decide to fill in ESR employee number or ESR assignment number Detailed step by step guide is available!

20 Data cleansing step 4 – upload your data… We’ll check your data, then add it to e-KSF, usually within 2 days Detailed step by step guide is available!

21 Some ideas on how to update this data If you find yourself entering large amounts of payroll data by hand – there may be a faster way! VLOOKUP functions in Excel – find your local Excel wizz! …and remember: you don’t need to add all your employees to e- KSF at this stage, just make sure that the ones you do have are up to date! You can ask our support team to delete any e-KSF users who haven’t yet used the system and replace them with ESR data (only do this if you haven’t distributed usernames/passwords to these users!) Remember, once you have cleansed data, you want to keep it that way! Adding new users – make sure the uniqueID is in place Using self registration? Consider switching it off, or communicating to users that they need to use the correct uniqueID

22 Any questions now?

Part 3 – after the link

24 The link will save you lots of admin time and hassle… …but you will still need to check e-KSF admin page weekly and deal with any “data conflicts”. In the first week after link activation, in particular, plan to spend some time doing this. E.g. where an individual is assigned a band 6 outline in e-KSF, but ESR pay data has them on band 5 Where an individual has a certain manager on e-KSF, but a different “supervisor” on ESR Where you have a “practice user” on e-KSF, which doesn’t exist on ESR …etc…

25 E-KSF has online tools to help you do this Detailed guidance on this to follow in late Feb!

26 Summary - benefits of this e-KSF/ESR link Save you time More accurate data Less confusion from managers about pay data Better reporting (new reports in e-KSF summer 07) A reason to enthuse people about e-KSF! Some work now, for lots of time savings later!

27 Next steps Today – work in groups, create a plan. Who’s going to do what, by when? Tomorrow – complete the fax at the end of the “roll out planning guide” Ongoing – use resources at Contact our support desk at with

28 Ensuring things get done - an example RACI KSF lead E-KSF admin Payroll ESR leadESR admin E-KSF team Etc Complete confirmation fax A / RII Explain benefits of link to stakeholders (incl HR) A / RR Communicate importance of uniqueIDs to users A / R Cleanse data A / RRR Update e-KSF roll-out plan A / RCC Find out about conflict resolution module on e- KSF IA / R …Etc Who is: Responsible, Accountable, Consulted, Informed?