the role of the organisation s e-ksf administrator

1. The Role of the Organisation�s e-KSF Administrator

3. The e-KSF � revision The e-KSF holds information about: Organisations � what the organisation is called, who the administrator is, what departments the organisation contains Employees � what they are called, where they work, who they manage Post Outlines � unapproved and approved Progress against post outlines � how employees are doing against their outline Personal development plans � what employees plan to do to develop against the KSF

4. The administrator �hierarchy� There are three levels of administrator: A �super-administrator� (at the DoH) with a view across the system. This person can set up and edit SHAs, and identify SHA-level administrators SHA/Board-level administrators � can set up and edit organisational details, and identify organisation-level administrators Organisation-level administrators (the focus of this presentation)

5. The tasks of the organisational administrator Initial set-up: Setting up the organisation by listing departments, gathering names of employees and getting these uploaded. Potentially, set-up also includes listing and adding the development activities provided by the organisation (so that employees can select these for their PDP) Post outline approval: As post outlines are created by managers, the administrator will receive an email asking them to approve the outline. This involves printing the outline out, taking it to your partnership KSF group for review, and recording whether the outline is approved or not Ongoing data management: Keeping the e-KSF tool up-to-date as employees join and leave, or as management structures change, and potentially as new development activities are identified

6. An aside � administrators and training sessions Organisations will need to train their staff in the use of the e-KSF tool This training usually includes creating �made up� post outlines, which may be sent for approval by the administrator So, we need a way of identifying these �made up� post outlines. We can either: Ask people to always preface each made up post outline with the word �TEST� or similar Create a separate �playzone� for the organisation, with a separate administrator, so that the �real� organisation does not see the made-up profiles. Please see the resource �setting up a playzone� available on e-KSFNow for more on this. Training sessions may also involve setting up �dummy users� for trainees to allocate outlines to, and then deleting these users after the training session � another potential task for the administrator.

7. The skills, knowledge and resources for an administrator The organisation-level e-KSF administrator will typically be a member of the KSF project team, or HR / training department (but they could be located anywhere in the organisation) Ideally, they should be used to working with databases and computers They should be detail-focused, IT literate (although this is not an IT role), and have some knowledge of the KSF and how it is being applied in the organisation They need a PC connected to the internet with Internet Explorer 6.0 or above

8. How much time will the administrator role take? Time allocated to the administrator role will depend on: The size of organisation, and how high staff turnover is (high staff turnover = more change to the employee data) Whether you can link the e-KSF tool to an existing local data source for employee names etc (more of this on the next slide) How many of the e-KSF features you decide to use (using the development activities database may require administration overhead) How many unique post outlines need to be created and approved For a typical large trust (5000 employees) we�d expect the ongoing administration role to be around 2 days per week (it may be more or less because of the factors above) � not a �whole new person� but more than just an addition to an existing workload!

9. Future administration changes At the moment, you can have multiple administrators per organisation but they all see the same list of admin functions However, the e-KSF development team are developing this to allow: One administrator to look after a number of organisations (e.g. a shared service administrator for a number of PCTs) The administration role to be split, so that, for example, one person is responsible for updating user data, and someone else is responsible for approving outlines.

10. So, how can we reduce the workload of the administrator? The vast majority of the ongoing work of the administrator will be in keeping the employee data up-to-date � as people join, leave or change roles, the e-KSF tool needs to be updated to reflect this Your organisation may already have sources of data about employees � who works where, what their names and job titles are, etc If so, the e-KSF team can synchronise the e-KSF database with the organisation�s existing database, meaning that the work of updating employee data disappears (there is a charge for doing this work, and a business case is recommended)

11. The good news! Administering the e-KSF tool seems like extra work for an organisation. It is � but: The e-KSF tool saves a great deal of paperwork, so it actually reduces workload across the organisation as a whole The potential to link to other staff management systems can reduce the administration overhead greatly The work to set up the e-KSF tool is similar to the set-up for the Electronic Staff Record, so it gives organisations a �head start� and reduces the work required for that future project Using the e-KSF tool allows training departments to make better use of their development budgets, potentially adding real value to the organisation

12. Where can I find further help? If you are identified as the administrator for an organisation, contact your SHA/Board administrator (if you know who this is) or our support desk (support@e-ksf.org) to get set up with the correct access level Take a look at www.e-ksfnow.org and click �interactive guide� for a specific section on administrator functions