Electronic Staff Record (ESR)

Trudy Wagstaff Gordon Pearce

Yorkshire and Humber ESR Operations and Benefits Team

ESR – The Complete Solution

ESR Core Solution

Recruitment

App. Quick Entry

App. Management

Mass Interview

Core HR

Inter-Authority Transfers

Employee administration(New Hire –Changes -Termination)

Employee Relations

Work Structures [Organisation, Location, Department, Position]

Local Reporting

Payroll

Processing

Data Capture

Absence

Pensions

Travel & Expenses

Security (URPs, Local Systems Administration)

Data Warehouse - Central ReportingData Warehouse - Central Reporting

Underpinned by ESR National Business ProcessesUnderpinned by ESR National Business Processes

Self Service (Manager, Supervisor, Administrator & Employee)

Standard InterfacesBACS

E-KSF

E-Recruitment

General Ledger

Inland Revenue

NHS Pensions AgencyDeanery

E-Learning Content via OLMGMC

Optional InterfacesOccupational Health

Time & Attendance

Planned InterfacesNHS Mail

Occupational Health Smart Card

Registration Authority

Standard InterfacesBACS

E-KSF

E-Recruitment

General Ledger

Inland Revenue

NHS Pensions AgencyDeanery

E-Learning Content via OLMGMC

Optional InterfacesOccupational Health

Time & Attendance

Planned InterfacesNHS Mail

Occupational Health Smart Card

Registration Authority

Learning Administration

(OLM)

& E-Learning

Talent Management

ESR Core Implementation Consolidation Phase 3 months ESR Benefits Realisation Programme

ESR Ongoing Implementation

Increasing benefits & exploitationESR Go Live RA 5 initial assessment

ESR Implementation Approach

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

Interfaces

Time and Attendance and

Rostering (TAR)

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.

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

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.

eKSF Interface

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.

ESR/eKSF Interface

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, & summary of dimensions & 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

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

Other Interfaces

General Medical Council• Trusts notified daily of changes to Doctors

Registration Status

Deanery• Bi-directional interface for recruitment and

updates between ESR and Deaneries.

National Learning Management System (NLMS)

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

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

elearning Architecture

ESRElearning

functionality

Remote access elearning users

Key Points:

i.All elearning activity takes place on elearning server

ii.Interface ensures training history in ESR is updated with elearning completed

iii.Architecture safeguards employee data in core ESR application

iv.Remote access users can only access content on internet facing servers

N3 Environment(at work access)

ESR Core Application

Elearning content

server(s)

Elearning content

server(s)

elearning users accessing at

work

Interface

Future Interface Developments

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

AssignmentsLink of person to positions via one or

more assignments

PositionsManaged by Workstructures Administrator

Can select:ü Matching UIM position from picklistü Add worklists to ESR organisation unitü Add RA sponsor to ESR organisation unit

E S RS

ma

rtca

rd e

na

ble

d s

ys

tem

s

SUDSpine User Directory

CMSCard Management System

UIMUser Identity Management

ü Position Management to define access control profiles

ü Request Management via worklists agents & sponsors

ü Management of Terms and Conditions

App

rova

l of c

hang

es in

wor

k lis

ts u

pdat

es S

UD

/CM

S r

ecor

ds &

acc

ess

prof

ile

EmployeesManaged by HR Managers / Admins

PositionsManaged by Workstructures Administrator

ESR login Smartcard enabled

Access Control Positions defined in UIM generate pick list in ESR

Worklists in UIM generate pick list to attach to org units in ESR

EmployeesManaged by HR Managers / Admins

ü e-GIF Auth flag set to ‘Authenticated’ if all id checks confirmed

ü Identity checks managedü UUID added to employee record

CRS

RA Work Bench Portal for RA Agents to manage

authentication of ESR employees against CRS

ESR Workstructures Setup:NACS Code – top level of hierarchyAttach RA SponsorsAttach UIM WorklistsLink of Access Control Position to ESR position – all employees

with assignments to that position inherit access rights

Look up employees on CRS (SUD) returns list of possible matches to RA Workbench

Match not found on SUD

Create user option – updates request to add user on relevant worklist

Match found & selection pulls in the UUID.

UIM User adds new SUD entry and generates Smartcard, RA Workbench updated

Assignment Triggers: Terminations, Long Term absence, Position Change etc

UU

ID a

dd

ed t

o

emp

loye

e r

eco

rd

Worklists (action queues in UIM which allow users to track and progress & approve changes) are used to manage workflow

and apply changes to CRSPersonal detail changes generate updates

needing approval on UIM work lists

• NHS Mail– Provide updates of new joiners, leavers

and role changes from ESR to NHS Mail– NHS Mail pass newly registered email

addresses back to ESR

• Professional Registration Bodies– Intention to interface with other bodies

in addition to GMC