e-ksf esr link – implementation presentation january 2007 – wales edition
TRANSCRIPT
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E-KSF ESR Link – implementation presentation
January 2007 – Wales Edition
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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
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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
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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 ESRPut simply…ESR can’t manage the KSF. e-KSF isn’t a payroll system!
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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
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6 A worked example… (data transfer points in bold)
1. Jane Doe starts a new job in your organisation2. Jane’s details are added to ESR3. Within 1 week, Jane’s details appear to e-KSF administrator4. E-KSF administrator confirms Jane’s details, (adds manager name if
necessary) and sends Jane her e-KSF username/password5. Jane receives some training in e-KSF6. 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
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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 o
utline data
•Detailed joint
development review
data
•Objectives d
ata
•PDP data
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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.
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9Questions 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.
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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 OLMX
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
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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
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12 Any questions about the background to the link?
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Part 2 – what you need to do to prepare for the link
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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 teamRequest data from ESR
Live link in placeDeal 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 team Central ESR team
Typ
icall
y 2
w
eeks
Typ
icall
y 1
w
eek
Typ
icall
y 2
w
eeks
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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 teamRequest data from ESR
Live link in placeDeal with any
exception reporting
Request data from ESR
Attempt matchOn 4/3/07
On 19/3/07
By 28/02/07
Between 5th and 12th March 07
Weekly
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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!
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17 Data cleansing step 1 – download your data…
Detailed step by step guide is available!
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18 Data cleansing step 2 – review your data…
Detailed step by step guide is available!
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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!
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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!
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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
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22 Any questions now?
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Part 3 – after the link
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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…
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25 E-KSF has online tools to help you do this
Detailed guidance on this to follow in late Feb!
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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!
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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 www.e-ksfnow.org
• Contact our support desk at [email protected] with questions
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28 Ensuring things get done - an example RACI
KSF lead
E-KSF admin
Payroll
ESR lead
ESR admin
E-KSF team
Etc
Complete confirmation fax
A / R I I
Explain benefits of link to stakeholders (incl HR)
A / R R
Communicate importance of uniqueIDs to users
A / R
Cleanse data A / R R R
Update e-KSF roll-out plan
A / R C C
Find out about conflict resolution module on e-KSF
I A / R
…Etc
Who is: Responsible, Accountable, Consulted, Informed?