eKSF ESR Link Presentation

1
e-KSF / ESR Link Presentation
2
Outline Presentation

• Background to the e-KSF/ESR link why we are
  doing it, what it will look like
• Preparing for the link what you need to do,
  when
• After the link how you need to administer the
  joint system, the organisational benefits and
  opportunities

3
E-KSF Core Processes
1 Post Outline Library
2 Assign Outline to staff
3 Confirm Pay Info
(Real-world learning)
4 Plan the review
7 Create PDP
5 Record the review
6 Record Objectives
Training Data from Learning Management System ?
Face to Face Discussion
4
Refresher why do we need a link between e-KSF
and ESR?

• Two national systems, each holding large amounts
  of staff data
• Makes no sense to e.g. add details of a new
  member of staff to each system separately
  double data entry
• Reporting (local and national) is much easier if
  an automatic link ensures consistent data
• NHS-wide, this link is estimated to save more
  than 1m per year in admin time
• For your organisation, the benefits include
• Saving administration time
• More accurate data
• Minimise time-lags between organisational
  changes, and changes on e-KSF (e.g. new starters)
• Managers dont need to know pay band/point/date
  before assigning outlines
• Better reporting, especially equal opps reports

5
But why do we need 2 different systems in the
first place?

• ESR is the centrally-procured, national employee
  record system based on an Oracle HR management
  system
• Used to record, amongst others individuals
  personal details, and equal opportunities
  monitoring data.
• Payroll system, so records pay band, point,
  increment date
• e-KSF is the centrally-procured, 100 bespoke
  national system built specifically for the KSF
• Creating and managing KSF post outlines not
  affected by this link
• Review summaries, gateway outcomes, and the PDP
  done in e-KSF, sent to ESR

Put simplyESR cant manage the KSF. e-KSF isnt
a payroll system!
6
How the systems will exchange data once the link
is live?
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
Review dates, type, and summary of dimensions and
levels are passed back automatically to ESR
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
7
A worked example (data transfer points in bold)

• Jane Doe starts a new job in your organisation
• Janes details are added to ESR
• Within 1 week, Janes details appear to e-KSF
  administrator
• E-KSF administrator confirms Janes details, and
  sends Jane her e-KSF username/password
• Jane receives some training in e-KSF
• Janes manager assigns an outline (pay data
  appears from ESR)
• After 1 year, Janes foundation review is
  recorded and signed off on e-KSF.
• A summary of the review is sent to ESR
  competency records, and a summary of the
  gateway outcomes are sent to ESR for payroll
  purposes
• Some time later, Jane changes her name. The
  changes are added to ESR, and transferred
  automatically to e-KSF
• When Jane leaves the organisation, her record is
  updated in ESR and changes again transferred to
  e-KSF her access to e-KSF is automatically
  suspended

8
Which system leads for each piece of employee
data?

• ESR will overwrite e-KSF data for
• First and last names
• Gender and ethnicity
• Staff group
• Department (unless requested)
• Supervisor Name (populates if blank)
• Pay Data
• E-KSF will overwrite ESR data for
• Competency targets and achievements
• the ESR language for the outcomes of a KSF review
• KSF review date
• Outcome codes for gateway reviews
• Date of last addition to PDP

• Not Affected by the Link
• Post Outline Data
• Detailed joint development review data
• Objectives data
• PDP data

9
Questions and Answers what do we use each
system for?

• So does this mean I can do all of the KSF process
  directly through the ESR?
• No. You will still need to use the e-KSF for the
  development of KSF post outlines, recording
  development reviews and gateway outcomes, and the
  Personal Development Review.
• Can I use ESR to record my organisations PDPs?
• Central advice is that you use e-KSF to record
  both KSF development reviews and PDP. e-KSF tool
  exactly reflects the language and principles of
  the Knowledge and Skills Framework.
• e-KSF is also the key reporting tool used by the
  NHS Staff Council for monitoring KSF progress.

10
Questions and Answers can I now click buttons
on e-KSF and change someones pay packet?

• No. ESR will always be the master system for pay
  data. Information about pay bands, pay points and
  increments will be securely transferred to e-KSF
  solely in order to work out where gateway reviews
  should take place.
• Gateway decisions are not made by e-KSF they are
  only recorded on it.
• ESR automatically updates incremental pay points
  and assumes the gateway has been achieved (within
  pay bands) unless told on a case-by-case basis
  not to.
• Decisions to defer a pay gateway would be made by
  a reviewer and a reviewee during a development
  review meeting (not by an automatic system)

11
Questions and Answers what about OLM?
Starters, changes and leavers in ESR update e-KSF
automatically
ESR core staff data
E-KSF access
Summary of KSF review and gateway outcomes
returned to ESR
Record review in e-KSF
ESR competency records
X
Record PDP in e-KSF
ESR OLM
Currently no exchange of data between e-KSF PDP
and OLM
12
Any questions about the background to the link?
13
Part 2 what you need to do to prepare for the
link
14
Preparation for the link requires data
cleansing in e-KSF
An example
ESR System John Smith John Smith Jane Doe and
2000 other current records
E-KSF System John Smith Jane Doe and 900 other
current records

• How do the systems know
• Which John Smith to match from ESR to e-KSF?
• Which of the 2000 staff in ESR are already in
  e-KSF? (to avoid duplicates)
• Whether Jane Doe from ESR is already in e-KSF?
• Etc!
• We cant use names (because there may be multiple
  John Smiths) so we need some other way of
  identifying people a unique identifier

Data transfer
15
Data cleansing is just

• Making sure that every existing user in your
  e-KSF system has an accurate unique identifier
• and thats it!

16
Isnt this all just extra work?
If youve been using e-KSF only as a store for
post outlines, setting up this link will be extra
work (for extra benefit) but its much less
work than running e-KSF without the link to ESR!
Not necessarily to scale!
17
Preparing for the link overall process
Local e-KSF and ESR admin(s)
Central e-KSF team
Central ESR team
Publish roll-out schedule
Cleanse e-KSF data
Inform e-KSF team
Request data from ESR
Request data from ESR
Provide pre-live data
Typically 2 weeks
Deal with any match errors
Attempt match
Typically 1 week
Inform e-KSF team
Request data from ESR
Provide live data
Typically 2 weeks
Deal with any exception reporting
Provide weekly changes data
Live link in place
18
Key dates for you
Cleanse e-KSF data
Inform e-KSF team
Request data from ESR
Request data from ESR
Deal with any match errors
Attempt match
Inform e-KSF team
Request data from ESR
Deal with any exception reporting
Live link in place
19
Preparing for the link the important first steps

• Read the roll-out planning document
• Decide on the most sensible unique identifier
• The identifier for an individual which appears in
  both systems e.g. legacy payroll number, ESR
  assignment number
• Make contact! Ensure your e-KSF and ESR teams
  talk to each other
• Make a plan!

20
Data cleansing step 1 download your data
Detailed step by step guide is available!
21
Data cleansing step 2 review your data
Detailed step by step guide is available!
22
Data cleansing step 3 update your data
Payroll numbers filled in

• But equally, you could decide to fill in ESR
  employee number or ESR assignment number

Detailed step by step guide is available!
23
Data cleansing step 4 upload your data
Well check your data, then add it to e-KSF,
usually within 2 days
24
Some ideas on how to update this data

• If you find yourself entering large amounts of
  payroll data by hand there may be a faster way!
• Using advanced functions in Excel
• Do you have any local expertise?
• and remember you dont need to add all your
  employees to e-KSF at this stage, just make sure
  that the ones you do have are up to date!
• Also, dont make any other changes to e-KSF user
  data (the link to ESR will automatically correct
  any problems)
• You can ask our support team to delete any e-KSF
  users who havent yet used the system and replace
  them with ESR data (only do this if you havent
  distributed usernames/passwords to these users!)
• Remember, once you have cleansed data, you want
  to keep it that way!
• Adding new users make sure the uniqueID is in
  place
• Using self registration? We recommend you switch
  it off to avoid problems with new staff
  registering without the right uniqueID

25
Any questions now?
26
Part 3 after the link
27
The link will save you lots of admin time and
hassle

• but you will still need to check e-KSF admin
  page weekly and deal with any data conflicts.
• In the first week after link activation, in
  particular, plan to spend some time doing this.
• E.g. where an individual is assigned a band 6
  outline in e-KSF, but ESR pay data has them on
  band 5
• Where an individual has a certain manager on
  e-KSF, but a different supervisor on ESR
• Where you have a practice user on e-KSF, which
  doesnt exist on ESR
• etc

28
e-KSF has online tools to help you do this
STEP BY STEP GUIDE
29
What jobs are there for the e-KSF Administrator
when the link is in place?

• ESR Configuration Panel
• You can tell the system whether or not we should
  overwrite e-KSF Departmental Structure with ESR
  data or overwrite e-KSF Occupational Code Data
  with ESR Data
• Resolve ESR Personal Data Errors
• When the e-KSF / ESR link is activated, the e-KSF
  system takes data from ESR and matches it with
  any existing e-KSF data.
• In some cases the data from ESR is marked as
  having errors in it this is usually a problem
  that is best solved in the ESR system, but you
  can also correct inaccurate data on this page
  before adding it to e-KSF.
• Resolve ESR Assignment Data Errors
• Sometimes we receive inaccurate or incomplete
  data from ESR about an individuals assignment
  (i.e. recorded job). You can correct inaccuracies
  here, although it is best to contact the ESR team
  to get the errors fixed directly in the ESR
  system as well.

30
What jobs are there for the e-KSF Administrator
when the link is in place?

• Add / Map ESR Personal Records
• Whenever e-KSF receives data from ESR about a new
  employee, you need to click to add their data
  into e-KSF. You can also add any additional data
  that e-KSF needs, which is not held in ESR (for
  example email addresses).
• This page also allows you to generate usernames
  and passwords and have a spreadsheet of login
  details sent to your own email address for
  distribution to staff.
• Confirm Employee / Manager Relation
• If youve selected to have ESR data overwrite
  your e-KSF manager / staff relationship, then you
  can use this link to selectively overwrite or
  keep existing e-KS manager / staff relationships.
  
• Map KSF Records to ESR
• If you have employee records in e-KSF which the
  system cant find a match for in ESR, they will
  be displayed under this link. You can then
  manually search for a match or decide to ignore
  the problem and keep the record in e-KSF e.g.
  you may have external reviewers of NHS staff.

31
What jobs are there for the e-KSF Administrator
when the link is in place?

• Enter Assignment Number
• In order to send data back from e-KSF to ESR
  about what ESR calls Competence Targets, the
  two systems need to know about which KSF post
  outline in e-KSF, matches which ESR position in
  ESR. This sometimes needs to be done manually via
  this link.
• Assign Post Outlines to Staff Having Deleted
  Status
• If KSF Post Outlines have been associated with
  ESR positions, and then the ESR position is
  terminated (i.e. recorded in ESR as a
  historical job) then the e-KSF link highlights
  this here because you may want to assign a new
  post outline to this individual.

32
Natural Order to Deal with ESR Data in e-KSF

• Before the link goes live use the download/upload
  data links to make sure your data is ready to be
  linked.
• Once the link is activated, look at the add/map
  ESR personal records page to add as many records
  as possible from ESR to e-KSF, and allocate
  usernames and passwords.
• Use the resolve personal data conflicts and
  resolve assignment data conflicts links to deal
  with any inaccurate data from ESR (then go back
  and use the add/map ESR personal records to add
  any records that youve now fixed)
• Enter Assignment Numbers where these are missing.
  
• Confirm Employee / Manager Relations to deal with
  any conflicts between existing e-KSF data and new
  ESR data.
• Use the Map KSF records to ESR to check that
  you dont have any left over e-KSF users who
  should be linked to ESR records.
• Use the Assign Post Outlines to Staff having
  Terminated / Deleted Status to check whether any
  post outlines need to be reassigned.

33
Change to e-KSF Admin Enquiries
Administrators also have to respond to queries
Ive changed managers
Ive forgotten my password!
edit user (for single change) or reassign
manager (for mass changes)
Edit user to reset access Individual to set up
secret QA
Im in a new department
Ive changed my name
Edit user change department
Im leaving the NHS
Edit user and delete ( data hidden)
Individual to update personal details
34
Summary - benefits of this e-KSF/ESR link

• Save you time
• More accurate data
• Less confusion from managers about pay data
• Better reporting (new reports released May 07 and
  October 07)
• A reason to enthuse people about e-KSF!

Some work now, for lots of time savings later!