Workshops for Online KSF Tool – Crib Sheets for Practice Processes

1. KSF DAY 4 handout 1(session 8) - crib sheets Workshops for Online KSF Tool – Crib Sheets for Practice Processes April 2005. These processes refer to version 4.2 of tool

2. KSF DAY 4 handout 1(session 8) - crib sheets 1. Create a post outline and submit for approval Process Notes Go to www.e-ksf.org If you’ve also got administrator access, you’ll need to navigate from the admin screen to the manager screen by using the icons under the NHS logo Enter your username and password Click “create/customise KSF post outline” from the top-right pane You’ll see this link towards the top-right of the screen Click “Create From Scratch” from the pop-up box Keywords are used to help other people find the post details, so enter a few useful words here, separated by commas. Enter basic post details and click “save” Click “add specific dimensions” and then “browse” to select dimensions from the list in addition to the core dimensions You can also click “select indicators” to identify a subset for the foundation outline Select levels for all dimensions for both the full outline (left column) and the foundation outline (right column) Click “level descriptor” links to edit specific examples of application Note that you can also see the links to National Occupational Standards from this page Click “Submit Approval” to save the role and ask your KSF panel to approve it

3. KSF DAY 4 handout 1(session 8) - crib sheets 2. Approve a post outline and submit it to national library Process Notes Go to www.e-ksf.org Enter your username and password You’ll need administrator access to do this – not all users will see the green “administrator” homepage Click “view post outlines for approval” For the post you’d like to approve, click “view details” from the right hand column Set the pay band for the post You can also select “None” for the pay band if job evaluation is not complete for this post Click “approve” and enter some text that will be emailed to the manager creating the post (you can also leave the email blank – standard text will be sent) You could also click “reject” and send an email - giving the manager the chance to change some details and resubmit From the homepage, click “view approved outlines” and then “submit”against the one you want to submit to the national library The national library administrator will be emailed and asked to approve your submission before it appears in the library

4. KSF DAY 4 handout 1(session 8) - crib sheets 3. Find an existing post outline and customise it Process Notes Go to www.e-ksf.org If you’re already logged in, you won’t need to do these first two steps Enter your username and password Click “create/customise KSF post outline” from the top-right pane You could also use the search boxes on this page to narrow the list of post outlines returned – by using keywords, for example Click “copy and customise template” and then click “browse” Select the outline which most closely meets your needs using the green tick icon Outlines with a “N” flag against them are from the national library of outlines. You’ll also see which outlines are roll-out version, and which are in Draft 6. Review the outline, and click “cancel” to select a different one, or “copy and customise post outline template” to use this as a base Give the template a new name and then click “copy template” to customise it See exercise 3 – ”creating a post outline” for more details here. You can also remove specific dimensions by using the “remove” link Edit the post outline details over the two pages. When you’ve finished, click “Submit Approval” Customised outlines need to be re-approved before use

5. KSF DAY 4 handout 1(session 8) - crib sheets 4. View posts created and assign one to an individual Process Notes Go to www.e-ksf.org If you’re already logged in, you won’t need to do these first two steps Enter your username and password Click “assign post outline to staff” from the top-right pane You could also use the search boxes on this pop-up to narrow the list of post outlines returned Click “browse” from the pop-up box that appears The list that you see is all of the posts approved for use by you. Select the one you want by using the “green tick” icon Again, you could use the search boxes to narrow the list of names returned if necessary Click “browse” from the new pop-up box to find an individual Select the individual you want to assign the post to by using the green icon in the right-hand column. You can also click on the individual’s name to check details and make sure you’ve selected the right person Check that the job outline title is correct (this can be different to the post outline name) Enter gateway, pay point and increment data and click “submit” to complete the process Use the calendar icon to select the increment date.

6. KSF DAY 4 handout 1(session 8) - crib sheets 5. Complete joint review planning with an individual Process Notes If you’re already logged in, you won’t need to do these first two steps Go to www.e-ksf.org Enter your username and password Identify the individual you want to plan a review with, and click “planning information” against their name NB – the individual needs to have a post outline assigned before you can select this link Enter data in all the necessary fields – review period and proposed dates Dates need to be in dd/mm/yy format. If you don’t seem to be able to enter any dates click the “add new review period” link. Tick the box under “manager” to show that you agree with the data entered For this exercise, assume the individual is sitting next to you. Tick the box under “staff” and click “submit” Alternatively, you could select the other option and the system will then wait for the individual to log on separately and approve the dates – or change them for the reviewer to re-approve. From the pop-up box, tell the system that the individual is with you and click “submit”. You’ll be prompted for the individual’s password Enter the password and click “submit” to complete the process

7. KSF DAY 4 handout 1(session 8) - crib sheets 6. Record the review of individual’s work Process Notes Go to www.e-ksf.org If you’re already logged in, you won’t need to do these first two steps Enter your username and password Identify the individual you want to record a review with, and click “joint review discussions” against their name Reviews can only be recorded once a post outline has been assigned to the individual You’ll see a pop-up box with this individual’s current and historical review documents. Click the “editable” link to enter data for the current period If you don’t see an editable document, click the “add new review discussion” at the bottom of the box first You’ll now see the joint review discussion form. Use the drop-down boxes to record how the individual is doing against their post outline, adding evidence (on every line) and comments (where necessary) You could also click “add long-term objectives” here to add other (non-Post Outline) dimensions to track and review. These would not form part of any gateway decisions Imagine that the individual doesn’t have an e-KSF password, but has completed and signed this process on paper. Change both the manager and individual sign-off boxes to “yes” and then tick the “individual is completing this process on paper” box Click “submit”. The system will record that the review document is complete and signed-off (and now un-editable). It will also record that a paper document is available with the individual's signature. Your organisation can check who has used this “complete on paper” link and may do spot checks.

8. KSF DAY 4 handout 1(session 8) - crib sheets 7. View LNA and print out PDP pro-forma Process Notes If you’re already logged in, you won’t need to do these first two steps Go to www.e-ksf.org Enter your username and password Click “joint review discussions” against the individual you want to look at Click “View LNA” against the required review from the resulting pop-up box to view this individual’s achievements against their post outline Click “home” to return to the manager’s homepage, and click “view details” against the individual’s name Some reviewers will prefer to conduct PDP discussions in front of a computer and enter data directly, in which case they won’t need to print out paper pro-formas Click “PDP pro-forma” to view and print out a paper form for recording the PDP discussions Click “home” to return to the manager homepage again All of this data is also accessible from the individual homepage

9. KSF DAY 4 handout 1(session 8) - crib sheets 8. Create a Personal Development Plan Process Notes If you’re already logged in, you won’t need to do these first two steps Go to www.e-ksf.org Enter your username and password Identify the individual you want to create a PDP for, and click the “PDP” link PDPs can only be created once a post outline has been assigned to the individual If you don’t see any boxes, click “add new activity” at the bottom of the page. You can do this multiple times to add multiple activities, one per row Fill in the light blue boxes to add information about the activity, target date and priority To use the learning and development database, click the “add activities” link against a dimension and then “browse” before selecting activities You can also click “view details” to read more about the activity Click “more details” against an activity to add further information, for example about sources of funding. Click “save” when you’ve finished adding these details Click the link under “linked dimensions” to view a list of the KSF dimensions. Tick those which should be addressed by the activity on this line. Tick the boxes under “manager” for each activity, to show that the reviewer has agreed this development Click the “save” button and return to the manager’s homepage

10. KSF DAY 4 handout 1(session 8) - crib sheets 9. Log on as individual and enter ad hoc development Process Notes Go to www.e-ksf.org This activity will make most sense if you use the details of the individual you were entering data for in activities 4-8 Enter an individual’s username/password Click “View Personal Development Plan” from the right-hand side of the page You’ll see the PDP data that has already been entered. Tick the boxes under “individual” to record that this individual agrees with the identified development. When you save this data, the “status” column will change from “pending” to “agreed”. Add a new ad hoc development activity by clicking ”add new activity”. Fill in details and then imagine that this activity has been completed already by changing the “status” box to “completed” Note that the manager does not need to approve ad hoc development activities – the individual “owns” their own PDP When you select “completed” the e-KSF system will prompt you to enter more information about this activity. Click “save” when you’re done Save the PDP form. This information has now been recorded in the individual’s learning history. Click “home” and then close the browser window.