ESR Portal Webinar series 2018

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1 In terms of supporting our end users, is there any documentation in relation to mobile access? Mobile devices are referenced in the MM-0100 document under section 2 Requirements for the Self Service only User and Internet Access. Further information on how an employee can request internet access can be found here Will the Class Admin be available without the N3 network in the future when N3 is removed? Does the magnifying glass in Compliance going to courses only take the user to classes that have been identified as appropriate by their organisation, rather than any course that is on system; i.e. if the organisation requires Infection Control compliance for clinical staff will it only show this course, either e-learning or face to face or will they be signposted to all infection control e-learning on system? There is a 7 day notice period for un-booked classes and this doesn t give organisations t sufficient time frame to best utilise spaces - is this being addressed? The concept of a Wide Area Network for the NHS will still exist though in the future it will be HSCN and not N3. ESR will move to HSCN later this year. We are unable to expose Class Admin to the internet as it would require OLM to be hosted on the internet and our strategy only extends to allowing internet access for SSHR and BI. We attempted to mitigate this by removing the need for a smartcard to access this URP so that it could be accessed on mobile devices. When the magnifying glass is clicked in the compliance matrix, any course, certification or learning path that satisfies that competency will be presented enabling the user to select it, as long as self-enrolment is set. Therefore, if a clinical Infection Control competency is set as a requirement for an employee and a face to face class and e-learning course both have the competency set within them, then both options will be presented to the user to select. However, if there is a course that is for general Infection Control and this has a non-clinical Infection Control competency, then this course will not be presented. The portlet on the learning dashboard is meant to be a quick view. To gain more information or a longer date period the BI report Class Listing within the NHS Learning Administration Dashboard will give the number of places booked along with minimum and maximum numbers required.

2 Is there a cost incurred if an organisation raises a request for IBM to add local reports to a portal dashboard? Are BI reports able to accommodate 240,000 lines of data, for example for compliance? No, there is no charge for this facility. BI is able to report on large amounts of data, however there is currently an issue with exporting large amounts of data into Excel format. Whilst this issue is being investigated, reports may still be exported into TSV or CSV format without issue. This issue is currently listed on the Known Error Log (KEL). Can you vary the KPI targets in the relevant dashboards? Is there any guidance available on how we can configure our ESR Self Service set up to be able to access BI local reports outside of N3? Manager Self Service only shows 7 days notice of expiry date this does not allow sufficient time to access or take into account 8 weeks advance notice for off duty - How should this be addressed? How do turn on the manager internet access as a Trust? Can you limit who has the internet access to certain users? Yes, it is possible to change the KPI's within the BI Dashboards and save the customisations. BI reports (standard or local ad-hoc) can be accessed via N3 or over the internet. If a Self Service user has set up their internet access/registered a mobile device, they are able to access ESR outside of the N3 network. The expiry dates in the portlet support the existing BI reporting and notification capability and serve as an alert to the manager that the expiry date is imminent. Expiry notifications are sent directly to the employee, their supervisor/manager and the 'Role Holder' at the organisation 12, 4 and 1 month before the expiry date, so all relevant people are aware well in advance. The Manage Internet Access is managed by the Portal Administrator. This is a setting for the whole Trust so you cannot specify which users. Can managers approve notifications via tablets/smartphones? Yes, managers can do this once they have setup a mobile device to receive a code which will then authenticate each session.

3 How can staff that are traditionally not accessing local intranets or ESR on a daily basis in the workplace, either because of the nature of their role or because they don t have access to IT, have sight of Portal Announcements? We are a GP Lead Employer organisation and have a number of doctors that work in GP Surgeries. Will they have an N3 connection and be able sign in to activate the remote access? Can users request a new password and / or reset their password remotely rather than over the N3? Staff with remote access can access their Employee Self Service account on personal devices such as tablets and smart/android phones which enables them to see all announcements when they log in. Applicants/ Employees have to log into their new ESR account via an N3 network (within an NHS organisation) and request remote access, and once granted (can be automatic), they can access ESR from the internet. There will be a new automated process in place following Release 39 July 2018 (subject to testing at the end of June 2018) that will remove the need to request internet access via the N3. Yes, Organisations must however ensure the employees address is entered in ESR for this to work. Further information on how an employee can request internet access can be found here Will the option to set Automatic Internet Access at VPD level make it available to all current users or just new users from the point it is set? The ability for an organisation to set an automatic internet access option at VPD level is targeted for Release 39 (subject to testing at the end of June 2018). This will be a new Trust level setting, which will not be set by default and will require an organisation to choose to set it. This will only work where there is no smart card requirement and will apply to all existing ESS, ESSLA, and External Learner URPs. It will also work in conjunction with the existing Auto User Account creation process.

4 Can we give automatic access to the Portal for all employees rather than just new starters? Are there any tips or advice about how to engage staff groups that might need support to view their on-line payslip; for instance catering and estates staff? All NHS Employees with an ESR User account and the Employee Self Service or Employee Self Service Limited Access URPs have access to the Portal. Automatic Internet Access will be an option available to set at Organisational level as part of Release 39 (subject to testing at the end of June 2018). Presenter from Yeovil Hospital outlined their approach as follows: Porters were part of our trial and we took the approach of training the Manager followed by small groups of porters being trained in their place of work. The Manager was able to assist those who required further assistance or they could access our HR Helpdesk for further 1-1 training if required. Housekeepers and Catering followed the same process, and although it was very HR labour intensive at the beginning it has resulted in us getting very few queries. Our IT Trainers published training dates that helped give employees basic IT learning and Managers were encouraged to rota staff into the training if required. (We also provided early and late sessions to capture those who work night shifts. As part of our training we incorporated remote access so that those that wanted to log on via their phones or at home could do so immediately.

5 Would like some more detail about Payroll Exceptions in the Portal Payroll Exceptions functionality highlights exceptions requiring investigation or resolution. The Payroll Exceptions portlet enables HR users to manage any payroll exceptions that may have been allocated to them. My (Team) Count - The first number displayed is a count of your assigned unresolved exceptions. The number displayed in brackets is a count of all unresolved exceptions for the team that you are a part of. Clicking the View Exceptions button will launch the My Exceptions tab within the Payroll Exceptions Management tool. See related user guides: Payroll Exceptions Resolver Tasks VU131.htm; Payroll Exceptions Manager Tasks htm Where the whole organisation has switched to on-line payslips, but individuals haven t opted out, can the opt-out for printed payslips not be visible? If you turn printed pay slips off, does the final pay slip still get sent to the employee (as they can t access once they leave)? Is there a guide about how to record appraisals on ESR so we can utilise the appraisal dashboard for team compliance? How do you add Photos to an employee s profile? The option for individuals to opt out of printed payslips is not available where the organisation is set to on-line payslips. On the Portlet, the new toggle icon will be displayed but disabled. The end users will only be able to opt out of printed payslips if they currently receive one. They will not be able to opt back in to receive the printed version. Yes, this is managed by Payroll and the final payslips would be printed and sent. Yes, information is available on KBase. Please contact your NHS ESR Account Manager / Functional Advisor to discuss your requirements. Pictures can be added by those with the required Recruitment and HR URPs, by clicking on the Others button on the Enter HR Personal Information form, and selecting Picture from the list. Further details can be found in the ESR User Manual by searching for Picture Functionality under the Recruitment or New Hires section.

6 Can Trusts vary the content to the My ESR App locally? What is the best resolution for pictures when adding them via Portal Announcement? How do you add Local Links to the Portal? No, this is not possible. The My ESR App is managed by the NHS ESR Central Team as a national communication tool. There are different resolution requirements for different devices, i.e. Desktop, Tablet, Mobile. The picture resolution information is detailed within the ESR User Manual and can be found under ESR Portal, Content Administrator. Local Links can only be added by those with the Portal Administrator URP by navigating to the Staging Server > Portal Administration > Local Links. A step by step guide can be found in the ESR User Manual under ESR Portal, Portal Site Administrator.