Extracts from the Data Warehouse can be used to feed other regional and national databases.

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1 Being an integrated, NHS-wide system, ESR enables the analysis of workforce data to a breadth and depth never before possible in the NHS. For regional and national level users this reporting capability is enabled via the Data Warehouse. Overview A broad selection of data from ESR is routinely extracted into a separate database called the Data Warehouse. Prior to the implementation of ESR the use of multiple systems, fragmented and often outdated, made it practically impossible to produce accurate, timely and consistent information about the NHS workforce for regional and national analysis. Workforce data for the NHS throughout England and Wales (excluding two Trusts in England) can now be directly reported from the Data Warehouse with either detailed or aggregated outputs at national, regional and organisational level. For the first time consistently defined information about workforce numbers, skills and costs are available for analysis. Users have the ability to report on current data and a growing historical record of the NHS workforce thereby enabling more informed strategic decision-making with regard to the NHS s greatest resource its people. NHS Network Trusts input data once, and it is available for reporting at Local, Regional and National level. ESR Production System (Operational) ESR Data Warehouse (Strategic) Extracts from the Data Warehouse can be used to feed other regional and national databases. Supra-Trust organisations have easy and quick access to data from across the entire NHS.

2 The requirements for the Data Warehouse continue to be determined through consultation with its users and key stakeholders. Through engagement with the Data Warehouse User Group the strategic reporting requirements for the NHS Workforce can be identified and met. Benefits Access Access to a single database designed to meet national and regional requirements for strategic workforce analysis, monitoring and planning. Improved accuracy, timeliness and consistency of data. Provision of a rich data source enabling a wide variety of standard and ad hoc reports. The ability to model and cost the future workforce using integrated HR and Payroll data. Reduction of the burden on Trusts to produce and submit workforce-related data. For example data for the Medical and Non-Medical Workforce Census reports are drawn directly from the Data Warehouse rather than being submitted by each organisation. Greater consistency of information across NHS organisations: o NHS Digital enable benchmarking of core Workforce data via the iview system and publish monthly statistical analyses, both of which use data sourced from the Data Warehouse. o A range of national organisations have access to the Data Warehouse and are able to access the same source data, and the ability to use consistently defined calculations and parameters in the knowledge that the underlying data is compliant with the NHS National Workforce Dataset requirements. The following organisations are able to access the Data Warehouse: Care Quality Commission Department of Health and Social Care Health Education England NHS Digital NHS Employers NHS England NHS Improvement (Monitor and NHS Trust Development Authority) NHS Wales Each User-organisation is afforded representation on the Data Warehouse User Group. Super-users are nominated by each organisation to provide internal training, promote use of the Data Warehouse and either resolve user queries or raise support requests where necessary with the ESR Helpdesk.

3 The security profile allocated to user organisations and specific users is based on their business requirements; so for instance only the staff that require it are able to view names or pay details. Access to data relating to organisations in either England or Wales is also restricted based on agreed business needs. In line with Data Protection legislation, a fair collection notice will have been made available to staff by their employing organisation explaining what type of data is extracted from ESR and made available via the Data Warehouse. Each user-organisation is responsible for ensuring that their users fully comply with all relevant laws and guidelines when using the Data Warehouse. Reports A variety of standard Dashboards are provided for users of the Data Warehouse following approval of the User Group for use as templates, and in addition users are able to create and share reports. Reports can be based upon the standard calculations and conditions used within the Dashboard reports or else built entirely from scratch. The document NHS-0131 Data Warehouse Overview and Data Item Description, available on Kbase, lists and describes the data items in the Data Warehouse. The document also details the various data transformations and calculations available for use within the Data Warehouse. The Data Warehouse uses the same Oracle Business Intelligence (BI) reporting tool as is used by Trusts for their ESR reporting; this means that reporting skills and knowledge is transferable between all ESR-using organisations, and if required reports can be replicated at any level within the NHS. (Note that although the BI reporting tool is the same for ESR and Data Warehouse users they are accessing separate databases with some differences in structure such as folder and data item names, and there may be some differences in the BI functionality deployed.)

4 Creating reports Selection of data items and other report content is via a simple user interface. Analyses can be built quickly and efficiently and grouped together to form Dashboards if required. Users are able to build Analyses and Dashboards with consistently defined and applied data items, filters and calculations. Filters can be saved independently and applied to other analyses, saving time and ensuring consistency. Prompts can be defined so that standard reports can easily be run with common variables such as time periods or staff groups. This is particularly helpful when sharing report definitions for frequent use by others.

5 Reporting Output Analyses can be created and added into Dashboards with a variety of features such as drop-down selection parameters, view selection (e.g. Graph v Table), Print and Export options: Users can create Dashboards with pre-set views for instance showing National, HEE Region and Trust levels, or perhaps to drill from Staff Group to Job Role level. Users from the same organisation or elsewhere can share report definitions, and agree their own standard reporting content, calculations and filters, etc,, no need to re-invent the wheel! Data is refreshed monthly and does not require any additional data capture by Trusts, it also therefore removes the administrative burden from the regional or national bodies that would otherwise have to request the data. Reported data can be displayed in a wide variety of tabular and graphical formats to help convey the required message.

6 Reports can be exported to a variety of file types for further manipulation and storage if required. Alert Notifications can be set up so that users are ed with relevant information when specified triggers are met. For instance when a scheduled monthly Sickness Report includes a sickness rate exceeding the defined trigger. Further Information Further information regarding ESR, the Data Warehouse and the NHS National Workforce Dataset can be found below: Links ESR Website ESR User Manual (N3 Only) KBase NHS National Workforce Dataset