Transferring Staff in ESR Transition Planning Workshop 20th September 2012 Paul Spooner

Objectives Define the ‘as-is’ position – pre-transition Define the ‘to-be’ position – post-transition Understand the ‘staff transfer’ challenge Discuss the options that receiver organisations have to transfer staff records Ensure receiver plans include staff transfer activities, from source to receiver ESR VPDs Discuss associated ESR set-up activity Transaction teams – Recruitment, HR, Payroll, Learning Management Pensions General Ledger 2

As-Is Position

Currently… Over 140 PCT Virtual Private Databases (VPDs) containing staff records 10 SHA VPDs containing staff records Multiple transaction service providers – in-house and outsourced (Recruitment, HR, Pay, Learning) Some staff may be transferring in to the receiver from outside ESR, e.g Local Authority staff, DH staff 4

To-be Position

Working towards… All PCT and SHA organisations decommissioning PCT and SHA staff records need managing to ensure appropriate transfer or end-dating Some staff records not currently on ESR need to be transferred in to ESR. New organisations resulting from transition to be set up, as per authorisation by Statutory Instrument Current understanding is… 6

Working towards… 7

The Challenge

What needs to happen… Following receiver VPD set-up, staff records within Source EA VPDs need to be managed according to their transfer status, either: Staff record transferred to receiver organisation VPD Staff record end dated, leaver process initiated for staff leaving the service QUERY…what will happen to retention records as at 31/3/13 for staff without a transfer outcome? Is this possible? Who will manage the record/VPD? QUERY…who will be granted historical ‘archive’ access to de- commissioned VPD data? Source EA Data Controller action 9

Staff Transfer Options

What needs to happen… There are 3 options for transferring staff records within ESR: A.Central demerge – 4-6 months project, McKesson, Source and Receiver led B.Inter Authority Transfer – Receiver led activity (working with the source EA), when required. Coordinated with ESR Programme team C.Manual Migration (Key-in!) – Receiver led activity (working with the source EA), when required 11

Option A – Central Demerge… 12 –Phase 1: Project Start-Up –Phase 2: Project Initiation –Phase 3: Data Preparation –Phase 4: Dress-Rehearsal –Phase 5: Live Demerge Event –Post-Demerge Consolidation

Option B – IAT… 13 Requirements include: Understanding of People mapping Provision of basic employee data to create a new starter Receiver Capacity ‘per employee record’ to: manually enter new starter data, request IAT transfer of data, complete the employee record

Option C – Manual Data Entry… 14 Requirements include: Understanding of People mapping Provision of employee record data from Source EA Receiver Capacity to manually enter the data (basic record creation, circa 20 minutes per record) If basic record creation – data completeness at point of transfer (impact to both local and national reporting)

TCS Lessons Learnt

 Close co-operation between source and receiver EAs is essential  Ensure that impacted organisations, such as HMRC, Pensions are liaised with asap  It is essential that both source and receiver EAs can provide suitable resource, across Rec/HR, L&D and payroll to deliver the project 16 Option A – Central Demerge…

A min imum requirement for reconciliation reporting (Phase 5) includes: o Positions Analysis o NHS Absence Management Analysis o NHS Organisation Profile Analysis – Staff List o NHS Organisation Profile Monitoring Analysis o Partial Year End P35 Listing o Review URP’s / Roles / eLearning Logins? o CSD Dates 17 Option A – Central Demerge…

As part of the de-merge, ESR produces a Pensions interface file. No automatic action takes place at NHS Pensions. A change of an EA Code on the Payroll Description generates a change record for all staff transferred, and is included on the Changes Interface. Has to be updated manually by NHS P Staff, therefore discuss transfers with NHSP before they take place….HOWEVER… Central Demerge and Pensions Interface 18

It is possible to amend the EA code of a record using POL. Manual Update on POL 19

Interfaces & General Ledger Considerations David Booth

General Ledger Areas for consideration include: In house or via a Service Provider? Is the GL interface required to feed a single or multiple finance systems? Has the Receiver Entity Code been agreed? Has the account code structure and chart of accounts been agreed? – Note – ESR account Code Conversion facility 21

Other Interfaces.. Areas for consideration include: E-recruitment interface, eg NHS Jobs Time and Attendance, Rostering Expenses Pensions 22

23 Any Questions? 23