Planning the Pathology workforce. How to use the model

Transcription

1 Planning the Pathology workforce How to use the model September 2009

2 Contents 1 Introduction Who should use this document? What do the spreadsheets do? When should I use the spreadsheets? 1 2 Gather data What data will I need? How are the data collected? 4 3 Record data in the spreadsheets Initial data entry for main_model.xls Completing task_entry.xls Complete the data entry for main_model.xls 13 4 Simulate different scenarios Changing the mix of bands for each task, and the mix of tasks for each band Changing the volume of work 20 Appendices Appendix 1 Appendix 2 Appendix 3 Processes, activities and tasks Flowchart for initial data entry Quick step by step guides

3 1 Introduction This document explains how to gather data and how to use the spreadsheets. Collecting and analysing the right data lies at the heart of good workforce planning. All the analysis you will do depends upon the quality of these data. So it is worth spending time to get this stage right. This document makes reference to the main guide. By main guide we mean the document entitled, Planning the pathology workforce A guide for pathology managers, which came with your pack. 1.1 Who should use this document? It is intended that this document should be used by the person responsible for overseeing the collation and analysis of the data. It should ideally be the person fulfilling the role of project manager (who is most likely to be the business manager of the pathology service). If you have not agreed on the structure of your project team, please refer back to Section 2.1 of the main guide. 1.2 What do the spreadsheets do? There are two spreadsheets task_entry.xls and main_model.xls. Task_entry.xls This spreadsheet is used to collect data on the structure of your workforce. You will produce multiple copies of this spreadsheet one for each band of the staff in each department. In each copy you will apportion the time of the staff to tasks. Main_model.xls This is the master document that performs the analysis. The data from task_entry.xls are recorded in this spreadsheet along with data that describe the volume of work done and some basic cost information. Outputs are then calculated so that you can see the structure, activity and productivity of your workforce and compare it with an optimum profile (an idealised profile of the workforce determined by you). At this point, you will be able to simulate the effects of changes to the service increases and decreases in volumes of work and the workforce requirements that result. 1.3 When should I use the spreadsheets? You should turn to the appropriate section of this booklet when instructed to do so by the main guide. Version

4 2 Gather data This section describes the types of data you will need and how you should go about collecting them. Appendix 2 contains a summary of the steps described. Appendix 3 provides quick step by step guides for the project manager and department managers. 2.1 What data will I need? You need to collect data that describe your workforce, its costs and activities and the volume of tests done. The types of data are described in more detail below. The sections that follow describe who should provide the data and how they should provide them. Data about the workforce Ideally, you should capture data for all the people who work in the departments you plan to review. You should include all scientific personnel, from trainees to senior practitioners. But you can also include medical personnel and those in managerial and administrative roles if they work within a pathology department and not in the central pathology management function. For each person you need to record Name Department Contracted hours of work per week An estimate of mean overtime hours per week under Agenda for Change (AfC) Costs You do not need to collect detailed cost information about your workforce. But you will need an average or indicative cost for each band ( 16,000 for band 1, 18,000 for band 2, for instance). You could use the value at the midpoint of the pay band, or use a real average. The latter will obviously take longer to calculate. You should ensure that the figure is fully loaded. In other words, it must include: Basic pay Employer s National Insurance contributions Employer s pension contributions Supplements (such as overtime, bonuses, benefits, London Weighting and merit awards) Time allocated to processes, activities and tasks The pathology service can, like any organisation or business, be described in terms of its processes. Each process is, in turn, characterised by the activities that define it. And each activity will comprise discreet tasks. So tasks define activities, which define processes, which define the service. The spreadsheets enable you to profile the work of your staff in these Version

5 terms. But you will not be expected to do this from scratch. A process, activity and task (or PAT) list has been defined for you and validated by colleagues in the service. The PAT list is presented in full with some additional explanatory notes at Appendix 1. It is advisable to familiarise yourself with this now. When you start collecting data, your respondents will apportion the time of the staff at each band to these processes, activities and tasks. The method for doing this is explained below. Please note that the PAT list is not intended to reflect the competences used in the Job Evaluation Scheme. These competences are generic in nature and used to determine bands in Agenda for Change (AfC). The PAT list relates specifically to pathology and has evolved through consultation with people in the service. Subgroups of the staff At any given AfC band, you are likely to have people doing different types of work. You will find it easier to allocate the time of the staff to tasks in the PATs list if people who do similar work are grouped together. For instance, suppose you have 12 people at band 4 in Biochemistry. Of these, 7 people do the same or very similar jobs. These 7 people will form a subgroup. Volumes You need to know the annual volume of work done by each department for which you are collecting data. You should count the number of tests done the number of samples received (for Sample Reception) Different labs have different conventions for counting volumes. The measurement of profiles of tests is a good example. So use whatever measure is most convenient for you. This is not a benchmarking exercise, so it does not matter if you count volumes differently from another lab. If, however, you are using this tool to profile a network of labs, it is essential that you first agree on a common currency for volumes. Otherwise, comparisons between labs could be misleading. In order to add some differentiation of the types of tests done, you should subdivide your volumes into four categories: Fully automated (including tracked systems) Semi-automated (including some automation, but not tracked systems) Routine manual Complex manual Version

6 2.2 How are the data collected? Data will be added to the spreadsheets main_model.xls (the master spreadsheet) and task_entry.xls (one copy for each band of the staff in each department). Tasks for the project manager The project manager should be responsible for main_model.xls. He/She will also be required to record some of the data in the Respondent worksheet in task_entry.xls. Gather the following information (as described in Section 2.1): Data about the workforce Indicative costs for each band in each department Volume of tests done and, for Central Sample Reception, samples received Collect these data now and then refer to Section 3 for instructions on where to put the values in the spreadsheets. Tasks for the department managers The collection of activity data (time allocated to processes, activities and tasks, as described in Section 2.1) should be delegated to the department managers. They will be responsible for task_entry.xls. The pack contains a separate document called Guidance for department managers that summarises the relevant parts of this document. Department managers can respond on behalf of the staff in their department. Alternatively, they can discuss the apportionment of time to tasks with representatives of the staff. We suggest that you follow these steps: Before any data collection starts, department managers should ensure that they are familiar with the PATs list. The list is reproduced in Guidance for department managers and at Appendix 1 in this document Divide the personnel at each AfC band into subgroups (groups of people who work in similar ways), as described in Section 2.1. Some people may rotate jobs at varying intervals throughout the year. You might, for instance, have three teams who rotate with each other every 4 months. You could regard this as a single subgroup (rather than 3 subgroups) as over a year they all do similar work Using one printed copy of the PATs list for each subgroup, clearly highlight the processes, activities and tasks that they do Choose the one task that the subgroup spends most of its time doing (a foundation task ). Record the percentage of complete working time (contracted plus additional time) that is spent on the foundation task. You will find it easier if you consider the apportionment of time over a full year, especially if you have people rotating jobs within any of your subgroups Then go through all the other tasks that you have highlighted. Using percentages, apportion the time of the subgroup to each task in turn. Do this by comparing each task with the foundation task Version

7 Add up the total percentage time for each task. If the total is more (or less) than 100%, then review each task and adjust accordingly. You could possibly round all the tasks down (or up) proportionally Once you have done this, refer to Section 3 for details of how to add these data to the spreadsheet The following flowchart illustrates the process: Version

8 3 Record data in the spreadsheets This section describes how to populate the spreadsheets with data. The steps described are summarised in the flowchart at Appendix 2 and the quick step by step guide at Appendix 3. Before you begin, you should make backup copies of the two original Excel files. A useful tip: You might want to create a number of different scenarios. You can do this by creating multiple copies of Main_model.xls. 3.1 Initial data entry for main_model.xls When opening main_model.xls, make sure to enable macros when prompted. The following tasks should be done by the project manager. Current depts & volumes input The model gives you the flexibility to define departments in the way that is most meaningful for you. By default, the yellow cells in column A will contain the six main departments, plus twelve spare rows ( Other (1) to Other (12) ). But you can redefine these to reflect the way you work. Simply type new names in the yellow cells. There is also a row for Central Sample Reception (CSR). You need to record the number of tests done. Tests should be categorised by the level of complexity (fully automated, semi-automated, routine manual, complex manual). This helps to relate the activity of the staff to the work done. Use columns D to G to record volumes of tests. Please note: Your volumes for CSR should reflect the number of samples you receive, NOT the total number of tests done. Only record a number here if you have a single, centralised reception for all departments. Record the number of samples in cell B11. Name the departments you plan to review Record the volumes for each department Version

9 A useful tip: You might want to do separate analyses of the workforce during core hours and the workforce during out-of-hours. You could do this by creating two departments in Main_model.xls. For instance, you could define Biochemistry day and Biochemistry night as separate departments. Staff details input First, complete the contact details at the top of the page. Next, fill in the name, department and AfC band for each person working in the laboratory (columns A, C and D). You might find it helpful to group people together by department, and within departments by band this will make it easier when you come to paste data into task_entry.xls. You should perform a check to ensure that everyone has been accounted for. Finally, for each employee, add details of the standard weekly working hours and an estimate for average weekly out-of-hours and overtime (columns E and F). Whole time equivalents (WTEs) are calculated automatically. The completed worksheet will look something like this: Current workforce input The PAT list contains a number of user-definable tasks (column C in Current workforce input ). Tasks to are direct tasks. Direct tasks describe effort that is applied directly to creating results so that the service meets its patients and customers requirements. Direct work adds value. You can add direct tasks of your own in cells C65 to C74. You might, for instance, want to add a task that is not done now, but will be in the future. Tasks to are support tasks. Support tasks describe effort that supports the direct work, enabling the service to continue its day-to-day operations and improve its performance. You can add support tasks of your own in cells C91 to C95. Version

10 You must now consider how each task in the PAT list (including any user-defined tasks) is affected by the volume of tests that is done. Direct tasks are highly sensitive to changes in the volume of work. In other words, changes in the volume of tests translate by direct proportion to changes in the activity of the workforce. Support tasks, on the other hand, are highly insensitive to changes in volume the volumes have to change by a very large amount to justify a change in support activity. In column D you can indicate how each task should behave in response to changes in volume. Default values have been set. And the model will work perfectly well if you omit this step. You can restore the default values at any time by clicking the button Click to reset default values for the sensitivity of tasks to changes in volume. But you can amend values by recording any whole number between 0 and 100 (to indicate a percentage) in column D. In the example below, tasks with 0 are deemed to be insensitive to changes in volume (the effort required will not change if volumes change). Tasks with 100 are deemed to be highly sensitive to changes in volume (the effort required will change in direct proportion to any change in volume). You can add tasks of your own by typing in the yellow cells in column C You can indicate how sensitive each task is to changes in the volume of tests As a rough guide: Support tasks that are completely independent of the number of tests that are done should be given a sensitivity of 0 No support task should be given a sensitivity greater than 10 Tasks whose effort must increase and decrease in line with the number of tests done should be given a sensitivity of at least 75. Version

11 3.2 Completing task_entry.xls Copies of task_entry.xls must be completed for each department. Each copy will contain data for people at a single AfC band. There are 9 bands, with band 8 being split into four sub-bands (A to D), so up to 12 copies of task_entry.xls will be required by each department. The spreadsheet contains several worksheets that require data entry. One worksheet is used to add user-defined tasks to the PAT list ( Output ). One lists the staff in the department ( Respondent ). The remaining worksheets (initially hidden) are for recording the activities of the staff by subgroup ( Sub1 through to Sub12 ). A separate worksheet should be completed for every subgroup of the staff within each AfC band. Remember, a subgroup is simply a group of people within an AfC band who do similar work. Add user-defined tasks Open a fresh copy of task_entry.xls. Make sure to enable macros when prompted. On the Output worksheet, the project manager should start by adding any user-defined tasks. You can copy these from the Current workforce input worksheet in main_model.xls. Make sure that you add any user-defined tasks from main_model.xls Put in details of the staff On the Respondent worksheet, record the name of the department manager in cell B3. Now populate columns D and E with the names and whole time equivalence of the staff at band 1 (this assumes that you have any staff at band 1). Remember, the Respondent worksheet must only contain details of people at a single AfC band. These can be copied and pasted from the Staff details input worksheet in main_model.xls. Here is an example: Version

12 It is advisable to use the Paste special function on the Edit menu when pasting data into the Respondent worksheet. Make sure you select Values in the window that opens, as shown below: Once these data have been added, save the workbook. We suggest you give it a name that indicates the department and band, such as biochem_task_entry_band1.xls. Now repeat the process, creating task_entry.xls spreadsheets for each band in which the department has people. Once the project manager has done this, he/she should send the files to the department manager. Version

13 Create subgroups The department manager should now be in possession of one spreadsheet for each band of employee. Starting with the workbook for band 1, go to the Respondent worksheet. It should now be populated with the names of the appropriate personnel. At any given AfC band, you are likely to have people doing similar types of work. You will find it easier to allocate the time of the staff to tasks in the PATs list if people who do similar work are grouped together. For instance, suppose you have 12 people at band 4 in biochemistry. Of these, 7 people do the same or very similar jobs. These 7 people will form a subgroup. You now need to indicate which people are in which subgroup (refer to Sections 2.1 and 2.2). You can create up to 12 subgroups. Place a 1 against the name of each person in your first subgroup (column F). Put a 2 against each person in your second subgroup, and so on. When complete, each person will have a number between 1 and 12 against her or his name. Now click the Generate subgroups button. This will create the extra worksheets you will need to complete. Here is an example: All personnel are assigned to a subgroup Click this button to generate the subgroups Worksheets are generated for the subgroups If you make an error in assigning people to subgroups, simply correct the value in column F and click Generate subgroups again. For example, having already created subgroups, you decide that Name 15 in the example above should be in subgroup 2, not subgroup 3. Change the value in cell F16 to a 2 and click Generate subgroups. Version

14 Recording the activities of the staff Now complete each of the subgroup worksheets ( Sub1 to Sub12 ), starting with Sub1. By referring to the PATs sheets you created for each subgroup, put in the 6-digit code numbers of the tasks done by this subgroup (column D). The descriptions will appear automatically in column F. If a description does not appear when you enter a code then the code is likely to be wrong. Please check that you have typed the correct code. Alongside each task, you should now record the proportion of this subgroup s time that is spent on each task (record it as a percentage in column E). This defines the work profile for the subgroup. You might find this ready-reckoner helpful in estimating these percentages: Total hours worked per week Mins / wk % 0.22% 0.42% 0.28% 0.21% 0.17% % 0.44% 0.83% 0.56% 0.42% 0.33% % 1.33% 2.50% 1.67% 1.25% 1.00% % 2.67% 5.00% 3.33% 2.50% 2.00% Hours / wk % 2.67% 5.00% 3.33% 2.50% 2.00% % 5.33% 10.00% 6.67% 5.00% 4.00% % 10.67% 20.00% 13.33% 10.00% 8.00% % 21.33% 40.00% 26.67% 20.00% 16.00% % 42.67% 80.00% 53.33% 40.00% 32.00% Column E must total 100%. When it does, the value in cell B3 ( Total work ) will read %. A completed worksheet should look something like this: Record task numbers and percentages here The names of the people in the subgroup appear here automatically Total work must read % when you have completed the worksheet Now repeat this process for worksheets Sub2 to Sub12. Version

15 Confirm the data The Respondent worksheet contains a Check subgroups button. Click this once you have finished recording all the data in a workbook. This will check that you have placed sufficient data on each worksheet and that the apportionment of time adds to 100%. You will see an error message, like the ones below, if any of your worksheets need amending. The tasks you have recorded on Sub1 do not add up to 100% You have recorded the same task more than once on Sub1 Return the data Once you are happy with the data, the spreadsheets should be returned to the project manager, or whoever has responsibility for main_model.xls. 3.3 Complete the data entry for main_model.xls The project manager now transfers the data provided by the department managers into the main model. Data should be transcribed from each of the returned task_entry.xls spreadsheets into main_model.xls. There are three steps: Step 1 Copy data from task_entry.xls spreadsheet. From the Output worksheet in task_entry.xls click the Copy to clipboard button Click the button when you are ready to copy the values in the Output worksheet of task_entry.xls.. Version

16 Step 2 Paste data to Current workforce input sheet in main_model.xls. Go to the Current workforce input sheet in main_model.xls and locate the column where the values need to go. Select any cell in this column. In our example, if you are transcribing the data for AfC band 2 in biochemistry, select any cell in column F. Now click the button Paste data into the same column as the selected cell Select a cell in the appropriate column of Current workforce input in main_model.xls then click the button to paste the values Step 3 Replicate the data in Revised workforce input sheet in main_model.xls. Once you have completed all relevant AfC bands for a department in Current workforce input, you must replicate the data in Revised workforce input. To do this, go to the Revised workforce input sheet, locate the section for the department whose data you want to replicate, and click the button to Copy and paste data for this department from current workforce Version

17 Click the button to replicate the values in the Current workforce input worksheet for this department Once the data from each department have been recorded, Current workforce input and Revised workforce input should be identical. Current Depts input Use this worksheet to record average or indicative costs for each band in each department. These should be fully-loaded costs, as described in Section 2.1. You need to record values only in the yellow cells in column D. These will already be populated with default values: You have now completed the data collection phase. Return to Section 2.4 of the main guide. Version

18 4 Simulate different scenarios The main_model.xls spreadsheet can be used to remodel the composition of the workforce and make predictions of the likely workforce profile if the volume of work changes. This Section describes how different scenarios can be simulated. In Sections 4.1 and 4.2, you will be shown how to model changes in the mix of bands for each task, and the mix of tasks for each band and the volume of work done 4.1 Changing the mix of bands for each task, and the mix of tasks for each band Once you have completed gathering data, the Current workforce input worksheet in main_model.xls will reveal how the effort devoted to each task is spread across the nine bands. By reading down each column, you can see how the work of each band is split between the tasks. By reading across each row, you can see how each task is split between the different bands. The values are WTEs. Row 11 shows the profile of task by band Column F shows the profile of work for staff at band 2 The header for each department also reveals the amount of support work being done. In the example above, the header in row 2 reveals that 38% of the work of the biochemistry department is support. The differences between direct and support work are described in Section 3.4 of the main document. Having established a baseline, you might want to remodel this profile. The Revised workforce input worksheet allows you to do this. If you have transcribed the data from all the task_entry.xls workbooks correctly, this worksheet will start as a duplicate of Current workforce input. Version

19 Go to the Revised workforce input worksheet. You can change any of the values in the yellow cells to reflect an alternative apportionment of work across bands and tasks. Here are some examples: Example a 8b 8c 8d 9 Current Revised 4 A task requires 4 WTEs of work. It is currently spread across bands 2, 3 and 4. But you believe that it is not an effective use of time for people at bands 3 and 4, so you decide to move it all to people at band 2 (the Revised row). Simply record 0 in the cells for bands 3 and 4, and 4 in the cell for band 2. You have retained the overall apportionment of effort (4 WTEs). But you have reduced the overall demand for staff at bands 3 and 4 by increasing demand at band 2. This will yield a cost saving. Example a 8b 8c 8d 9 Current Revised A task currently requires 6 WTEs of work, spread across bands 4, 5 and 6. Although band 4 employees are cheaper, their level of skill means they work much slower than those at higher bands on this task. You believe that it is actually cheaper and more efficient to reduce the overall effort to 4.5 WTEs, but allocate the task to higher bands. Record 0 in the cell for band 4 and 2.5 in the cell for band 5. Example a 8b 8c 8d 9 Current 4 Revised 2 A department is spending too much time on support tasks. It has identified one task in particular that is being performed very inefficiently, consuming the effort of 4 WTEs at band 3. The plan is to improve processes in order to reduce the time people have to spend on the task. This results in a planned saving of 2 WTEs. Change the value in the cell for band 3 from 4 to 2. Remember, you can also create a revised profile by moving activity between tasks do less of one task, but more of another Version

20 by adding user-defined tasks (in the Current workforce input worksheet) to reflect new ways of working (as a result of new technology, for instance). Viewing the outputs Once you have simulated an optimal profile for the workforce, you can view a summary of the effects on the Revised workforce output worksheet. Columns C to E show the current position (WTEs and indicative cost per band). Columns G and H show the revised profile (again, WTEs and indicative cost per band). The net effect of the changes you have made is shown in columns J and K: Columns C to E show the current profile for each department WTEs and cost Columns G and H show the revised profile WTEs and cost Columns J and K show the increases and decreases in WTEs and cost at each band These changes are further summarised by department in columns P to V. In this example, moving tasks to staff at lower bands and reducing the number of WTEs by 4 results in a saving of over 180,000. This is a 6.9% increase in efficiency (column U). Changes in efficiency are the percentage change in staff costs: Version

21 Version

22 4.2 Changing the volume of work Refer to the Revised volumes input worksheet. Columns D to G show your current volumes. But you can place different volumes in the yellow cells (columns K to N) to reflect changes in the profile of the lab s work. First, you should replicate your current volumes in the yellow cells. To do this, click the button Copy and paste data from current to future. Please note, if you leave yellow cells blank the future volumes will be treated as zero. You can now overwrite the values in yellow cells to reflect future volumes. In this example, we have increased the volume of fully automated biochemistry tests by 1,200,000: Please note: If you include CSR in your analysis, you must remember to adjust its volumes if volumes change in other departments. Viewing the outputs The model now calculates a future workforce based on these revised volumes. You can view the outputs on the Revised workforce & vols out worksheet: Columns C to G show the current profile for each department WTEs, cost and the amount of direct work Columns I to L show the revised profile, where the workforce has been optimised for current volumes of work Columns N to Q show the revised profile if changes in volumes are taken into account The information is further summarised in columns R to AP. In this example, the 55% increase in biochemistry tests (from 2,165,000 to 3,365,000) requires a 22% increase in WTEs, yielding a 26% improvement in efficiency: Version

23 This Summary of effect output also gives indicative costs per test. The costs per test ONLY SHOW DIRECT PEOPLE COSTS. In other words, there are no marginal costs, indirect costs or trust overheads included. The relative change in cost per test is shown as an efficiency change in columns AE and AO. To see the detail of these changes, go to the Revised workforce with volumes worksheet. This looks like Current workforce input. It shows how each band of the increased workforce should ideally be deployed across the tasks (and how the tasks should be resourced across the bands). As before, the header gives an indication of the predicted amount of direct work: Version

24 Processes, activities and tasks 01 Plan the service Work % Develop strategic plans, budgets, business cases and plan new programmes of work (such as screening) 0101 Plan the service Plan the service 02 Work with users and purchasers of pathology (e.g. GPs and PCTs) Communicate with users. Develop and maintain relationships. Forecast demand and negotiate prices. This should not include communication about tests and results 0201 Work with users of pathology (e.g. GPs and PCTs) Work with users of pathology (e.g. GPs and PCTs) 03 Manage and develop people Provide HR support to the workforce, receive training, train others, develop workforce plans 0301 Manage and develop others Manage others Develop and train others (e.g. train students and employees, conduct appraisals, provide support for formal examinations) 0302 Manage and develop yourself Manage and develop yourself (e.g. receive training). Do not include research work here 04 Provide the service Do the 'direct' work of the pathology service 0401 Create samples Travel (as part of obtaining samples) Prepare to obtain samples (prepare your environment, validate the patient s identity and the request, obtain consent) Obtain specimens from individuals Complete documentation and maintain sampling records Provide expert advice on the collection of specimens 0402 Transport samples to the laboratory Plan routes and manage the activities of drivers Collect samples from external facilities and deliver to the laboratory Collect samples from internal wards and departments and deliver to the laboratory Complete documentation and maintain transportation records 0403 Prepare samples for testing Unpack and sort deliveries of samples and book into the system (including receipting and addition of date, time etc) Prepare your environment for processing samples (including sterilisation of equipment) Verify details of the request (patient ID, requester tests requested), prioritise samples and generate appropriate records and labels Prepare media for samples Determine and communicate the suitability of samples for testing and examination (e.g. regarding rejects) Appendix 1 i

25 Place samples for automated analysis into appropriate containers and batch trays Load samples and batches into analysers Prepare samples for manual analysis in suitable media (slides, cultures, cell blocks, etc.) Prepare transplant samples in suitable media for analysis Prepare cancer (resection) samples in suitable media for analysis Prepare cancer (diagnostic biopsy) samples in suitable media for analysis Prepare routine surgical samples in suitable media for analysis Prepare post mortem samples in suitable media for analysis Prepare neuropathology samples in suitable media for analysis Prepare electron microscopy samples in suitable media for analysis Prepare muscle and nerve biopsy samples in suitable media for analysis Prepare interoperative frozen section samples in suitable media for analysis Prepare other samples in suitable media for analysis 0404 Perform tests Perform or initiate fully-automated tests (automated and tracked systems) Perform semi-automated tests (some automation but not, for example, tracked) Perform routine manual tests Perform complex manual tests Perform point of care tests Record test results 0405 Interpret and communicate the results of tests Validate the technical and clinical quality of test results (including whether all necessary tests have been done) Do easy interpretation of test results and produce reports with recommendations, as appropriate Do intermediate interpretation of test results and produce reports with recommendations, as appropriate Do difficult interpretation of test results and produce reports with recommendations, as appropriate Provide clinical advisory services to internal and external clients Provide technical advisory services to internal and external clients (e.g. help desk) Send electronic and printed reports to requesters Use data to inform other services for patients (e.g. risk assessments for chronic diseases) 0406 Dispose of samples Collect, categorise and bag samples requiring disposal Perform 'make-safe' tasks (such as sterilisation) Transport samples to the disposal site or service Complete documentation and maintain disposal records 0407 Manage and work in the mortuary Manage and work in the mortuary 0408 Manage and work in the blood bank Receive and store blood components and products Select and issue blood components and products Complete documentation and maintain blood bank records 0409 Provide other services Deal with outgoing send-aways Provide consumables to Pathology users (e.g. GPs) Deal with complaints and queries not related to tests Provide support to other disciplines (e.g. attend MDT meetings) Appendix 1 ii

26 0410 Other direct tasks Other direct task 1: Other direct task 2: Other direct task 3: Other direct task 4: Other direct task 5: Other direct task 6: Other direct task 7: Other direct task 8: Other direct task 9: Other direct task 10: 05 Manage other resources (not people) Develop, manage and maintain suppliers, contractors, IT and other physical resources 0501 Manage other resources Manage other resources 06 Manage and administer the service Provide managerial and administrative support to the pathology service 0601 Manage estates and facilities Manage estates and facilities 0602 Provide office administration services Provide office administration services (including dealing with post and managing for others) 0603 Produce protocols and other documentation Produce protocols and other documentation Provide support to other parts of the organisation (including other pathology departments) Provide support to other parts of the organisation Manage external relationships (e.g. with the Department of Health). Do not include relationships with users of the service Manage external relationships 0606 Produce reports and submit statutory returns Produce reports and submit statutory returns 0607 Administer screening programmes (excluding testing) Administer screening programmes (excluding testing) 0608 Administer financial transactions Administer financial transactions 0609 Administer and undertake travel Administer and undertake travel 07 Manage and administer quality, health and safety Manage and administer quality, health and safety (including quality assurance, audit, accreditation, risk management and governance) 0701 Manage and administer quality, health and safety Manage and administer quality, health and safety Appendix 1 iii

27 08 Improve the service Improve the service through specific projects and research work 0801 Improve the service Improve the service through formal projects Investigate and develop new tests and techniques Undertake your own research work Provide assistance to others' research work Prepare and present material (e.g. for conferences or peer review). Do not include work associated directly with your own research 09 Other support tasks Use the spaces provided to add up to five extra tasks to apportion time to 0901 Other support tasks Other support task 1: Other support task 2: Other support task 3: Other support task 4: Other support task 5: Appendix 1 iv

28 The structure of the task list The task list is split into eight processes, each with a two-digit code. For example, process 04 is Provide the service. For some processes there are no additional levels of detail (into activities and tasks). Such a process should be treated as a catch-all for any work that best fits the description of the process. Some processes are broken down into activities, each with a four-digit code. For example, activity 0401 is Create samples (within process 04). Some activities are broken down into tasks, each with a six-digit code. For example, task is Obtain specimens from individuals (within activity 0401). In the list above, each process is given a brief explanation. And some tasks have a very short description of what might be included. Further details of what to include or exclude from specific tasks, activities or processes are provided below. Guidance on what to include or exclude from specific processes, activities or tasks People will often spend a significant amount of time in meetings. This should be allocated to the process, activity or task that best describes the work being done in the meeting. As an example, attendance at MDT meetings should be allocated to activity Process 01 Work associated with planning new programmes should be included here. However, work associated with the technology or science behind new programmes or tests should be recorded in process 8, Improve the Service. Process 02 This should include communications about the business of the pathology service. Work related to the development of contracts or relationships should be included. But communications about specific tests should not appear here (it should be within process 4, Provide the service ). Process 03 This should include the management of people, the provision and receipt of training and also work normally associated with the Human Resources function. All work related to the provision of training for others should be included in This could be the provision of on the job training, organising and attending external training courses, and any training of medical students. Presentations at conferences should not be included here (it should be allocated to ). Process 04 Task , Travel (as part of obtaining samples). This should include the return journey after taking a sample and/or any onward journeys to take further samples. Activity 0402, Transport samples to the laboratory. People, such as phlebotomists, who take samples and transport them to the laboratory, should record their travelling time in task Activity 0402 should be used to record the work of people whose dedicated role is transportation. You can also record the effort involved in managing these people in this section. Appendix 1 v

29 Activity 0404, Perform tests. This should include tests done for the blood bank, such as compatibility and antibody testing. But the loading of samples into machines should be excluded (it should be allocated to an appropriate task in activity 0403). Process 05 The pathology service will make use of a wide range of physical resources, from consumables and stationery to major capital items. In process 05 you should record time spent managing the procurement of these items and businesses that supply them. Process 06 This process covers activities that directly support the work of the pathology departments. Process 07 Do not record time spent on testing samples for Internal Quality Assurance (IQA). This should be recorded in activity 0404, Perform tests. Process 07 should be used to record the organisational aspects of quality management and health and safety. Process 08 Some activities help to improve the service its range of tests, core capabilities, and so on. And some activities add value to the wider pathology community research, presenting at conferences, for instance. Record the work on these activities here. Do not include work on quality improvement initiatives here. This belongs in process 07. Appendix 1 vi

30 Flow chart for initial data entry Preparation Action Issue guidance notes to department managers Project manager Familiarise with the PATs list Project manager Department managers Make a list of the staff at each band Department managers Create subgroups of the staff at each band Department managers Make a note of the tasks that are done by each subgroup Department managers Apportion the time of each subgroup to the tasks Department managers Appendix 2 i

31 Data entry Workbook (Worksheet) Action Define departments and record the volume of tests Main_model.xls (Current depts & volumes input) Project manager Record details of the staff: Name, department, band, hours Main_model.xls (Staff details input) Project manager Copy the names and WTEs to task_entry.xls (one copy per band per department) Task_entry.xls (Respondent) Project manager Send files to department managers (1 file per band per department) Project manager Create subgroups of the staff in each copy of task_entry.xls Task_entry.xls (Respondent) Department managers Apportion the work of the staff to tasks Task_entry.xls (Sub1 to Sub9) Department managers Click Check subgroups button and take any corrective action Task_entry.xls (Respondent) Department managers Return copies of task_entry.xls to project manager Department managers Transcribe task data to main_model.xls Main_model.xls (Current workforce input AND Revised workforce input) Project manager Record indicative costs for each grade Main_model.xls (Current Depts input) Project manager Appendix 2 ii

32 Quick step by step guides Project Manager The project manager should be responsible for main_model.xls. He or she will also be required to record some of the data in task_entry.xls. 1 Familiarise yourself with the PATs list 2 Gather the following information: - Data about the workforce - Indicative costs for each band in each department - Number of diagnostic tests done 3 Define departments and record the number of diagnostic tests done in main_model.xls ( Current depts. & volumes input ) 4 Record details of the staff (name, department, band, hours) in main_model.xls ( Staff details input ) 5 Add any user-defined tasks to Current workforce input and define each task s sensitivity to changes in the volume of tests 6 Copy the names and WTEs to task_entry.xls ( Respondent ). Make one copy of task_entry.xls per band of AfC per department. Remember to add any user-defined tasks 7 Send the files (from 6 above) to department managers 8 Once the completed files are returned from department managers, transcribe data to main_model.xls. From the Output worksheet in task_entry.xls click the Copy to clipboard button. Go to the Current workforce input sheet in main_model.xls and locate the column where the values need to go. Select any cell in this column. Now click on the button Paste data into the same column as the selected cell 9 Replicate these data in main_model.xls ( Revised workforce input ) by clicking on the button to Copy and paste data for this department from current workforce 10 Record indicative costs for each grade in main_model.xls ( Current Depts input'). These will already be populated with default values 11 Reprofile the workforce ( Revised workforce input ) and predict future volumes of work ( Revised volumes input ) Appendix 3 i

33 Department Manager The collection of activity data (time allocated to tasks, as described in Sections 2.2 and 3.2) should be delegated to the department managers. They will be responsible for task_entry.xls. 1 Familiarise yourself with the PATs list 2 Create subgroups of the staff in each copy of task_entry.xls ( Respondent ) 3 Using one printed copy of the PATs list for each subgroup, apportion the time of each subgroup to the tasks. This could be done by the department manager or delegated to a representative for each subgroup. Either way, follow these steps: a b c d Go through the list and clearly mark the tasks that the subgroup does Choose the one task that the subgroup spends most of its time doing (a foundation task ). Record the percentage of complete working time (contracted plus additional time) that is spent on the foundation task Then go through all the other tasks that you have highlighted. Using percentages, apportion the time of the subgroup to each task in turn. Do this by comparing each task with the foundation task Add up the total percentage time for each task. If the total is more (or less) than 100%, then review each task and adjust accordingly. You could possibly round all the tasks down (or up) proportionally e Check again that all tasks total 100% 4 Add these data to the spreadsheet on task_entry.xls (Sub 1 to Sub 12) 5 Click on the 'Check subgroups' button on task_entry.xls ( Respondent ) and take any corrective action 6 Return copies of task_entry.xls to the project manager Appendix 3 ii

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