1. Electronic Staff Record (ESR) Trudy Wagstaff Gordon Pearce Yorkshire and Humber ESR Operations and Benefits Team

2. ESR – The Complete Solution
Data Warehouse - Central Reporting
ESR Core Solution
Standard Interfaces
BACS
E-KSF
E-Recruitment
General Ledger
Inland Revenue
NHS Pensions Agency
Deanery
E-Learning Content via OLM
GMC
Optional Interfaces
Occupational Health
Time & Attendance
Planned Interfaces
NHS Mail
Occupational Health Smart Card
Registration Authority
Local Reporting
Recruitment
App. Quick Entry
App. Management
Mass Interview
Core HR
Inter-Authority Transfers
Employee administration
(New Hire –Changes -Termination)
Employee Relations
Payroll
Processing
Data Capture
Absence
Pensions
Travel & Expenses
Learning Administration (OLM)
& E-Learning
Talent Management
Self Service (Manager, Supervisor, Administrator & Employee)
Work Structures [Organisation, Location, Department, Position]
Security (URPs, Local Systems Administration)
Underpinned by ESR National Business Processes

3. ESR Implementation Approach
ESR Ongoing Implementation
ESR Core Implementation
Consolidation Phase 3 months
ESR Benefits Realisation Programme
Increasing benefits & exploitation
ESR Go Live
RA 5 initial assessment
Standard Go Live Footprint
Payroll
Core HR
Recruitment
Absence Management
Workstructures
Local reporting
Interfaces to BACS, IR, GL, Pensions Agency
Consolidation & RA 5
Finalise Process & Procedures
Full end to end process
End User Roll Out Core Modules
Operational & Management Reporting
Documentation in place
Reassess vision
Review of benefits / BR planning
Inter Authority Transfers
Payroll consolidation inc Retro Pay
Interfaces operational e.g. Pensions Agency and E-Recruitment
BR Programme
Completion of RA5
OLM & Talent Management
Employee Relations
Manager Self Service /
Administrator Self Service
Employee Self Service
Enhanced Management Reporting
Interfaces e.g. TAR
Service Delivery Solutions
Pitch to include that there are benefits to be achieved at go live plus others during / following BR programme / project.
For most organisations and staff involved, there is a natural inclination to breathe a collective sigh of relief after ESR is live and to then move on to the next project. Many organisations at this time disband the project team and the board. The Project Manager may also move on (often because they are on a short term contract which terminates once the main goal of the project has been achieved). As a result there may not be a team in place to implement the Expansion pack modules or to deliver the key benefits of ESR.
There should be two key stages following go live on ESR:
Consolidation
The objective of this phase is to prove the system and your ability to use and support it before moving on to any further enhancement of functionality. The key tasks are described in the Readiness Assessment 5 (RA5) document and above:
Further implementation phase (Benefits Realisation Programme)
The key deliverables of this phase are to provide extra functionality by means of:
Implementation of the Expansion Pack Modules (Oracle Learning Management, Talent Management, Self Service);
Interfaces to external systems if not already achieved such as Time Attendance and Rostering, Occupational Health, e-recruitment solutions, E-KSF;
Reporting requirements delivered across the organisation for both management and operational needs;
An integrated solution for Human Resource Management across the entire organisation and consequently the realisation of the vision and benefits as set out both by the national team and locally at the outset of the main project.
This representation views the implementation as a continuum from go live, through a consolidation period and then into a second phase of the implementation, ‘Benefits Realisation’ to deliver the remainder of the system, benefits and full exploitation.
Recommendations for project and resource planning therefore:
Should be continuous from the main project and that the project team should not be disbanded after go live;
A board and or executive sponsor plus a project manager should be retained;
A plan for Benefits Realisation should be developed during or towards the end of main implementation. The benefits realisation plan produced for RA3 can be used as the starting point.
Reasoning for these recommendations:
It is far harder, after a project has completed and resources have moved on, to reinstate the project and achieve the same momentum.
With resources as they stand at the end of the main project there are the skills and impetus to deliver a wider scale solution than just the go live footprint.
The national goal is for all organisations to make full use of the ESR Solution which has been paid for by the Department of Health. This will achieve considerable extra benefits to the whole of the NHS than just the go live footprint, at a substantial cost saving to organisations, over that which it would have cost to have bought such a solution independently.

4. Interfaces

5. Time and Attendance and
Rostering (TAR)

6. TAR Interface Features
Generic Inbound Time & Attendance – enabling third party systems to update ESR with elements to be paid such as travel and subsistence.
Generic Inbound Absence – allowing third party systems to update ESR with details of absence.
Generic outbound – enabling the passage of details regarding new joiners, leavers and personal details from ESR to third party systems.

7. ESR and TAR Importance of TAR and ESR Increased accuracy
Greater efficiency
EWTD compliance
Enables the achievement of IWL standards
Improves staffing level/mix match to demands
Increases morale and employee empowerment

8. Providers
There are a number of TAR providers who are able to interface successfully with ESR.
Yorkshire and Humber SHA recently completed a procurement exercise to select TAR preferred suppliers that Trusts could use at a preferential rate.

9. eKSF Interface

10. Data Exchange
ESR
- Master system for all details about an individuals employment – for example their name, pay band and pay point, department, equal opps monitoring information.
eKSF
- Master system for recording KSF reviews, recording gateway outcomes and personal development plan. eKSF is also the master system for creating and managing KSF post outlines. 10

11. ESR/eKSF Interface 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
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
Review dates, type, & summary of dimensions & levels are passed back automatically to ESR
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
Note – data is transferred securely in both directions. Confidentiality of data is maintained

12. Purpose of Interface
To enable employee records to be populated accurately on both systems
To save time and resource by reducing duplication of input
To allow Gateway outcome data to be passed to ESR for pay purposes

13. Other Interfaces

14. General Medical Council
Trusts notified daily of changes to Doctors Registration Status
Deanery
Bi-directional interface for recruitment and updates between ESR and Deaneries.

15. National Learning Management System (NLMS)

16. elearning - Key Facts
OLM / ESR functionality upgraded May 2008 to include elearning
Pilot project completed June – August 2008; thereafter available across the NHS
National Content is automatically added & maintained in all OLM catalogues
All key national content providers signed up to provide material via ESR
Course content can be accessed on site and remotely
Local content can be delivered via OLM
Full OLM deployment not necessary for elearning

17. The National LMS Solution
Employee portable training record updated
Provided at no cost to NHS organisations
Utilises extended ESR OLM module
Integrated with core ESR solution
Ensures security of ESR core application
Enables remote access to elearning content
Link elearning completed to employee ESR training & competence record
Scope: elearning will be available to all employees with a staff record on ESR
National elearning content is elearning courses provided by providers such as elearning for healthcare, connecting for health and the Core Learning Unit
Local elearning content is elearning courses that an NHS organisation has written/commissioned themselves and will only be used within that organisation.
Local content will only be accessible by the local Trust and will not automatically be available to all NHS sites. 17 17

18. elearning Architecture
N3 Environment
(at work access)
Key Points:
All elearning activity takes place on elearning server
Interface ensures training history in ESR is updated with elearning completed
Architecture safeguards employee data in core ESR application
Remote access users can only access content on internet facing servers
Elearning content server(s)
ESR Core Application
ESR
Elearning functionality
Interface
This Diagram shows:
All elearning is delivered on the separate server (N3 users are seamlessly redirected; remote access users log straight on)
Elearning content servers contain content – content is not stored on ESR
Notes:
elearning training completed on ESR is automatically tracked in the employee training record
For remote access to work, the elearning content server must be internet facing (ie not constrained to N3)
Remote access elearning users
elearning users accessing at work 18 18

19. Future Interface Developments

20. Registration Partnership Project
Integration of business processes between HR & RA functions
Enable login to ESR with NHS Care Records Service (CRS) Smartcard
Development of a bi-directional interface to allow real-time interrogation and updates of NHS CRS person based user information by ESR
Pilots commenced with NHS Organisations January 2009
Large benefits for efficiency and Information Governance

21. ESR Workstructures Setup:
NACS Code – top level of hierarchy
Attach RA Sponsors
Attach UIM Worklists
Worklists (action queues in UIM which allow users to track and progress & approve changes) are used to manage workflow and apply changes to CRS

22. Professional Registration Bodies
NHS Mail
Provide updates of new joiners, leavers and role changes from ESR to NHS Mail
NHS Mail pass newly registered addresses back to ESR
Professional Registration Bodies
Intention to interface with other bodies in addition to GMC