Transforming the Hire to Retire Process: An employee focused journey. Helen Thomas

Transcription

1 Transforming the Hire to Retire Process: An employee focused journey Helen Thomas

2 NHS Wales Digital Workforce Vision I m joining a new NHS organisation next month Even though I ve only just accepted the job, I ve received details to access MYESR on my lap top, tablet or mobile devise so I can complete any required stat/mand e-learning before I start making me Job Ready I ve also received a date to attend Corporate Orientation a week after my start date As I m already partly compliant, I only need to complete the e-learning I m not already compliant with. Wow.. Lots of other really relevant e-learning modules also available My on-boarding experience has been surperb. Looking forward to working for this organisation! Apparently I ll have my IT access sorted on the day arrive as IT get a report of all new starters and manage the on boarding of Nadex accounts timely. This has never happened so seamlessly before I ve also been sent a secure link to complete my questionnaire on line. Great! The last time I moved jobs I had to print this off, write on the form and post it back to. This delayed my clearance and start date. At my PEC, my essential qualifications got updated in ESR along with my NMC registration details. I was told I could update any other qualifications in ESR when I m in the job - this would be covered in Corporate Induction I was dreading chasing up my Occupational Health Immunisations as this took ages the last time. But I don t need to. This information will transfer with me.

3 NHS Wales Digital Workforce Vision I ve just been notified that member of my team is leaving. I ll enter this information in ESR immediately to avoid overpayment The new employee will have immediate access to ESR Self Service to update any missing information and check competence, education, registration and assignment information is correct I m off duty for 4 days so I ll access ESR via my tablet device and enter the termination details through manager self service over the internet later I ll also commence the vacancy process on TRAC immediately so there s no delay on filling the post ESR access will be automated and the new employee will get ESR external access to complete any required e-learning as an applicant At the PEC, essential qualifications and registration details will be updated in ESr so I can mange compliance and regulation IT will be informed of the new employee s new role and start date so will enable Nadex and e- mail access and inform me of the details so I can authorise They ll also enrol the new employee directly onto Corporate Orientation and I ll get notified of the date so no need for me to worry about arranging this L&D will ensure all stat/mand minimal level competences are completed prior to or as soon as possible to the start date

4 A FOCUS ON OCCUPATIONAL HEALTH

5 PROCESSES BEFORE THE ESR 2 WAY INTERFACE

6 Appointing Manager Start Manager completes RTA form Employment form completed & sent to payroll Applicant Employee print off form, complete and return to Employee paid Recruitme nt appoint candidate on NHS Jobs/TRAC Check prof. registration (if required) & request references Appointment letter sent with link to DBS, form & PEC appointment (applicant to send form back directly to update clearance in system inform manager Payroll ESR Employmen t record created IAT requested Full portable data set updates in ESR Occupationa l Health Form received from Applicant Admin create record in Fax sent to previous applicant s organisation for Imms & history team receive Imms and update Nurse update with Imms assess what Imms & checks required Appoint ment made Clearance provided recruitmen t clearance date Update employmen t status in

7 Processes required streamlining

8 Bi-directional ESR Interface

9 Bi-Directional ESR Interface Immunisations given Health Clearance Personal details Employment details Emergency contact details Sickness & Maternity absence details Immunisations 3,000 avoided clearance s 80% reduction in data entry 40,000 cost efficiency saving

10 Bi-Directional ESR Interface Less data entry for users Quality of data More data Health Clearance Notifications New staff members get added to ESR, which get shared with, who are then cleared for work, which then feeds back to ESR. This ensures the data on ESR and is up to date with no duplication of data entry needed. Immunisations Immunisations from ESR and and shared between the systems. Again avoiding duplicating the effort Improves operational efficiencies Reduces Clearance times

11 TRAC ESR TRAC Applicant Transfers Same Day ESR Applicant Created Transfers overnight Applicant Record Created IAT Process is run Transfers overnight Updated Immunisations and Checks Employment Checks recorded in the system Immunisations and Checks transferred into new Employer Transfers overnight Clearance Record Created Transfers overnight

12 Appointing Manager Start Manager completes RTA form Employment form completed & sent to payroll Applicant Employee print off form, complete and return to Employee paid Recruitme nt appoint candidate on NHS Jobs/TRAC Check prof. registration (if required) & request references Appointment letter sent with link to DBS, form & PEC appointment (applicant to send form back directly to update clearance in system inform manager Payroll ESR Employmen t record created IAT requested Full portable data set updates in ESR Occupationa l Health Form received from Applicant Admin create record in Fax sent to previous applicant s organisation for Imms & history team receive Imms and update Nurse update with Imms assess what Imms & checks required Appoint ment made Clearance provided recruitmen t clearance date Update employmen t status in

13 Appointing Manager Start Manager completes RTA form Delay dependant on employee Employment form completed & sent to payroll Applicant Employee print off form, complete and return to Employee paid appoint candidate on NHS Jobs/TRAC Check prof. registration (if required) & request references Appointment letter sent with link to DBS, form & PEC appointment (applicant to send form back directly to update clearance in system inform manager Delay - information received too late in process Payroll Delay how many dependant on applicant Delay dependant on previous organisation ESR Employment record created IAT requested Full portable data set updates in ESR Occupational Health Form received from Applicant Admin create record in Fax sent to previous applicant s organisation for Imms & history team receive Imms and update Nurse update with Imms assess what Imms & checks required Appoin tment made Clearance provided recruitme nt clearance date Update employme nt status in

14 Engagement and collaboration One vision Engagement Commitment for the long term Resilience & patience Challenge and improve (PDSA) Network and learn from others (model success and avoid pitfalls) Where this had previously failed? Clinical collaboration Positive culture and willingness to do things better in line with Prudent Health principles

15 The Journey Where are we now? Plan Do Study Act

16 Safer Patient Care Speedier

17 Pla n Do Study Act Further improvements One Wales Occupational Health procurement Hosted solution for all organisations ESR bi-directional interface to be implemented across NHS Wales All organisations to upgrade to Version 10 of Pre-placement Module to enable speedier recruitment (e questionnaire) Suite of dashboards developed for each organisation to evidence safe recruitment processes Opportunity to interface information from University

18 Reduced time to hire Allow to focus on who needs full check Clear audit trail Timely and consistent return of Qs Pre-populated electronic Qs Consistent approach to rechecking internal staff Efficiency opportunity savings and cost avoidance savings demonstrated

19 Transforming Hire to Retire processes across NHS Wales by: ESR and interfacing workforce technology Drive world class processes Drive digitalisation and interface capability Challenge the status quo and drive innovation