KSF Learning Programme Day Four [Session 8] The NHS Knowledge and Skills Framework Online Tool

1. KSF Learning ProgrammeDay Four [Session 8]The NHS Knowledge and Skills Framework Online Tool

2. Activity Start Finish Introductions, objectives and expectations 10:30 10:45 Introduction to the online tool 10:45 11:45 Break 11:45 12:00 Demonstration of the online tool 12:00 13:00 Lunch 13:00 13:30 Practical session – using the tool 13:30 14:30 Implementing the tool – introduction 14:30 15:00 Break 15:00 15:15 Practical session – project planning for implementation 15:15 16:30 Review and close 16:30 16:45 Day Four - Agenda

3. Implementing the KSF online tool in NHS organisations Introduction for KSF leads

4. Introduction and Objectives • Plan for the day: • On-screen demonstration, followed by hands-on and practice sessions (about 4 hours) • Presentation and discussion: Rolling out the online tool (about 2 hours) • You’ll leave with: • In-depth knowledge of the online tool • Ideas and information for implementing the tool in your trusts Any other expectations?

5. What we’re not going to cover today… • Basic IT skills training • The content of the KSF in any detail • How to identify KSF leads and resources in local organisations • Overall roll-out timetables

6. Part One – Introducing the Online Tool

7. Why did we develop an on-line tool? • How to roll out the KSF to large numbers of staff – quickly and cheaply - without the Electronic Staff Record? • How to cope with potential changes to the KSF over time? • How to monitor the usage levels of the KSF and produce reports (e.g. CHI)? • How to collect data and make sense of it at organisational and national levels?

8. The on-line tool makes the KSF more accessible • A single, internet-accessible website • Supports all of the KSF development processes, including creation of Personal Development Plans • Secure and unique log-ins, and users only see the information they need • Future-proof – project links to the Electronic Staff Record • Allows central updates to the framework • Linked to National Occupational Standards • Backed up by on-line help and dedicated email support

9. Assign post to an individual Review individual’s work (and learning) Agree development plan Capture learning activities The tool supports the key KSF processes Select outline from template libraries Individual can collect feedback on-line Same format as paper-based approach Create KSF post outline Create from scratch and submit to panel for approval Repeat Face to face meetings are still required! Simple, expandable learning database included

10. Where are we now with the tool? • Available for national roll-out from October 2004 • An evolving tool – changing and developing in response to user feedback • Integrating where necessary with existing trust’s computer systems, and the Electronic Staff Record Next step – roll out alongside KSF through SHAs!

11. We need your help to hit the targets…

12. Any questions or comments so far? ?

13. Allocate post to an individual Review individual’s work (and learning) Agree development plan Capture learning activities I’ll demo the system, then you can have a go! • (this section of the workshop will be run live over the internet) Create KSF post outline Repeat

14. You’ll need usernames and passwords to access the tool • Passwords keep individual data secure, and help streamline the process by only showing people what they need to see • Passwords are also used as “electronic signatures” to authenticate that both manager and individual have been involved in a joint review process • Usernames and passwords are created by organisational administrators directly on the system – or can be uploaded from other systems e.g. payroll, email systems • We encourage users to keep their passwords secure, and change them regularly

15. For this session, your login details are: • (this page will vary for each workshop session) Go to: www.e-ksf.org

16. Some worked exercises – KSF post outline creation and development reviews • Log in as a manager, create a post outline from scratch and submit it for approval • Log on as an administrator, and approve the post outline. Also submit it for inclusion in the national library • Log on as a manager – find an existing post outline and customise it • Assign a post outline to one of the individuals in your team • Use the “planning information” link to set up meetings and check increment dates • Use the “Joint Review Discussions” link to record discussion outputs

17. …and some more worked exercises – the PDP process • View this individual’s Learning Needs Analysis page (under “view details”). Also print out the PDP pro-forma • Imagine you’re creating a PDP with an individual. Click the “PDP” link and create some activities (include some from the learning activities database) • Log in as an individual and enter some ad hoc development records

18. Other functions you might want to know about: • The individual feedback module • Delegate reviewer process • Searching the KSF and National Occupational Standards databases • Objective setting (not part of the KSF!) • Person to post matching • Creating and updating the learning activities database • The “bulk upload” module • Running reports on the data in the system • Including staff groups and departments • Granting guest access

19. A summary of the important roles • SHA Administrators – creating organisations, allocating organisational administrators, running reports • Organisational Administrators – adding/editing users, approving KSF post outlines, running reports • Managers (reviewers) – select or create KSF post outlines, assign them to individuals, manage the joint review process. Sign off formal Personal Development Plans • Individuals (reviewees) – collect feedback, contribute to the joint review process and approve each stage. Enter data about their learning and development

20. Questions or comments at this stage? ?

21. Part Two – Rolling Out the Online Tool

22. What we’ll cover in this session • An overview of what needs to be done to roll out the tool to individual organisations • An example of a high-level project plan, roles and responsibilities • Where to find additional information and resources

23. We’ve planned a cascading roll-out for the tool, to support the KSF Attend KSF workshops SHA nominees Monitor Process KSFDG Train KSF leads in organisations SHA nominees Deliver roll-out process (training, admin and communication) Trust KSF leads Monitor Process SHA Use online tool Staff in Trusts

24. What needs to be done to introduce the on-line tool? • Aim – to provide organisations with the ability to effectively and efficiently use the online tool for the KSF development process • The main streams of work are: • Planning • Communication • User administration and IT • Training • The online tool is web-based so no specific software needs to be set up – don’t think of this as an IT project!

25. Planning • Which organisations, in which order? • Possible considerations: Availability of resource, IT capability, general maturity of organisation and similarity of staff groups to those who’ve already used the tool • Who are the KSF leads and what support do they need? • Organisations need to identify people to administer the system, approve post outlines and, potentially, create the learning activities database • Is the programme visible at board level? • Do organisations already have have computerised appraisal or development tools; if so could these be linked to the KSF tool? Create a project plan. Set review activities!

26. Communication • What do you need to communicate, when, to whom, how? • We suggest you encourage organisations to: • Make sure that the key KSF implementers know what’s expected of them! • Communicate to ALL staff in advance of using the online tool, setting expectations and timescales for further activity • Communicate to staff well before their training programmes, so they have time to plan, and ask questions in advance • Include the online tool as a standing agenda item at project board meetings • Have a method of feeding back issues and data to you as KSF lead • For your role as SHA nominees – who do you need to communicate with? How do you share problems and ideas with other leads?

27. User Administration and IT requirements • Organisations need to check with IT departments… • Do employees have direct access to the internet using computers with Internet Explorer 5.5 or above installed? • Do they all have email addresses (we use these as login details) • …and then have a plan for adding user data: • Link directly to existing databases - Costs involved but most robust • Upload data from a single spreadsheet - Usually best but needs someone to update after the first upload • Find a resource to add users one by one via the web admin screens - Easiest but slow and expensive! Admin resource will be needed to update user details!

28. Training • Develop your own strategy for training organisation’s KSF leads • Encourage each organisation to develop a training strategy, including: • Which groups to train, when? • HR / Personnel and Training departments • Senior managers • Staff representatives • Other line managers • Staff • How to train each group? • At the same time as other KSF training, or afterwards? • Face to face / group training • On-line training • By documentation How much time do you think will be needed for the online tool?

29. What to do first? An example project plan wk1 wk2 wk3 wk4 wk5 wk6 wk7 etc AfC Project board agreement Feed back to board & SHA First board review Planning All staff First trainees Comms Agree roles Meet with IT Collect user data Add user data Admin / IT Train HR admin Organise training events Train managers and staff Training How would this fit with your existing project plans?

30. Ensuring things get done - an example RACI Who is: Responsible, Accountable, Consulted, Informed?

31. Where to find further assistance? • Need help with how to use the online tool itself? – log in and click “support” • Need further advice on the KSF generally?: • Pay Modernisation Agency – 0113 254 6390 • Websites: www.e-ksfnow.org – our information and news site www.dh.gov.uk/agendaforchange www.modern.nhs.uk/agendaforchange • KSF Network: • Regular national meetings between SHA KSF leads, KSF Development Group and Pay Modernisation Unit

32. Time for questions, and some answers… ?

33. Finally, to re-iterate… • Enjoy the Challenge • Deliver the Vision • Celebrate Success!