Workforce Information Systems for line managers

1. Workforce Information Systems for line managers Created by Workforce Planning & Information Click to continue.......

2. Introduction • The purpose of this presentation is to introduce new line managers to the systems GOSH uses to manage its workforce • The presentation takes around 5 minutes. The text on each slide will continue automatically, at the end of each section the continue icon (a green arrow) will appear. Select the down arrow on your keyboard or left click on your mouse to go to the next section. • The abbreviation WFP stands for workforce planning & information team

3. Workforce information systems at GOSH • GOSH uses a number of distinct systems to manage its workforce information. • The diagram on the left shows the systems and their relationships • This section looks at a few of the key systems and how they work

4. Workforce information systems at GOSH • ESR (Electronic staff record) • This is the Trust’s HR / Payroll system. • It connects to many external systems such as NHS jobs and the GMC/NMC database so accuracy is vital • All substantive staff have to be on this system in order to be paid • There are deadlines for new starters getting on the payroll and submitting changes to staff details, these are publicised on the WFP team intranet site (explained later)

5. Workforce information systems at GOSH • SRS (Service Request System) • This is the system by which managers inform HR of changes to staff details and request access and services for staff • Using SRS managers can…

6. Using SRS managers can…. • Change staff hours • Move staff between departments • Inform HR of address or name changes • Request ID badges (and replacements) • Request access to IT systems • Request access to parts of the hospital • Book induction • Book internally delivered training • Declare a staff member as a leaver

7. To Access SRS • In order to become an SRS manager staff must be responsible for authorising changes for a number of staff (ideally more than 5). • Access is given once training has been completed • To get trained your line manager needs to send an email to workforce@gosh.nhs.uk requesting that you have access and stating which units you will be making changes for • WFP will then contact you to arrange training.

8. Workforce information systems at GOSH • The absence system • This is used to collect information on the sickness of all non nursing staff • Each manager is allocated their staff upon request, managers must then…..

9. Absence system principles • Information in the absence system is used for reporting and for adjusting staff pay, it is vital that it is correct, managers must: • Add sickness episodes as and when they occur (within 10 days of the sickness start date) • Log sickness certificates as they are submitted • Each week must be signed-off as complete by the end of the next week. This shows WFP that all sickness has been entered and all other staff were present

10. To Access the absence system • Gaining access to the absence system to report sickness is carried out in the same way as becoming an SRS manager • An email is required from your line manager requesting access to the system. The email also needs to state which staff you will be reporting for • WFP will then arrange access and training

11. Workforce information systems at GOSH • RosterPro (RP) is the Trust’s rostering system • It is used by the wards and CNS’s • Wards need to sign off plans and actuals on a weekly basis • If a nurse is on RP then they do not go on the absence system • The system is administered by Workforce Planning.

12. Workforce information systems at GOSH • The data warehouse is where all the Trust’s information is stored • Information is used to feed other systems, regular reports and ad-hoc reports • Information flows between different systems in the Trust • Therefore if the ESR data is not correct then the absence managers and ledger data will be incorrect and if SRS is not correct then some data on the email system will be wrong

13. The HR-Workforce intranet site • The HR-Workforce intranet site is intended to hold information and reports that managers and staff can access at any time. • To access the site open the GOSweb home page and select ‘Staff’ and click on HR-Workforce

14. The HR-Workforce intranet site • The planning section contains some resources to help managers plan their future workforce. These include; • It gives a step by step guide to reconfiguration and how to construct a workforce plan

15. The HR-Workforce intranet site • The workforce system section list the HR systems that WFP maintain. • It gives a brief outline of what the systems do • How managers can get access to the systems • User guides

16. The HR-Workforce intranet site The Workforce information section contains links to the intranet reports. These reports can be viewed by division or cost centre on the following • Turnover • Sickness • Ethnicity • Vacancies • Ward Establishment Review Toolkit

17. Additional reports • The WFP team also produce a number of other reports for managers for the teams they are responsible for. These include • A report on where AFC staff are on their pay bands • A tool that draws diagrams of staffing by grade • A report on the pay that consultant staff receive • To receive these or access the intranet reports managers need to contact the team using the address on the next page

18. Finally If you have any further questions or in the future there are errors occurring around the Trust’s workforce information please contact the team on: Email workforce@gosh.nhs.uk Telephone extension 5699 or 8573