Absence Management. Overview. Benefits. It s your ESR. Recording all categories of absences. Management of Entitlements.

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Allan Stafford
5 years ago
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1 Overview ESR enables NHS organisations to record, monitor and manage the times when staff are away from work including sickness, annual leave, special leave and maternity. Every aspect of the calculation of entitlements and payment to employees is processed automatically, while minimising the amount of data entry needed. A wide range of standard reports enables local monitoring of absence by individual, staff classification or organisational hierarchy; and for those with access to the ESR Data Warehouse by staff classification, organisational, regional and national levels. Use of standard reporting calculations and definitions ensures consistently produced figures for benchmarking across staff groups and organisations, and facilitates production of official statistics published by NHS Digital. Benefits Recording all categories of absences The flexibility to record absences either centrally using the core system or devolved to managers and employees using self-service functionality, the devolved process minimises the amount of administration and paperwork, and ensures the entry of data in a timely fashion. Interfaces with third party Time and Attendance Systems Mandates the recording of a Sickness Absence Reason using the nationally agreed level 1 values, with optional use of level 2 values if desired. The Sickness Absence Reason values reflect the Institute of Occupational Medicine s classifications providing a comprehensive and robust set of values. Ability to record absences related to DH Monitoring such as influenza pandemics. Management of Entitlements Occupational Sick Pay. The national scheme and any locally-agreed schemes Statutory Sick Pay Occupational Maternity Pay. The national scheme and any locally-agreed schemes Statutory Maternity Pay. Annual Leave (self service enables employees to request and managers to approve/decline annual leave requests)

2 Full Integration There is full integration with payroll functionality for payment of calculated entitlements including data transferred through the Inter Authority Transfer Process (IAT). Local Reports, including: Analysis of estimated costs of absence. Identifies staff that have been referred to Occupational Health for sickness related absences Identifies where return to work interviews have been undertaken. Detailed absence record by individual, staff group or hierarchy structure. Half pay-nil pay. Bradford Factor for highlighting frequent short periods of sickness absence. Absence Analysis At staff group, organisation, regional and national level via the ESR Data Warehouse. ESR ensures that the NHS has a consistent absence monitoring benchmark as all organisations report in the same way. Consistency in the information recorded by ESR enables meaningful comparisons between different NHS organisations, thereby promoting research into successful methods of reducing preventable absence. What it Looks Like Collection of Data

Absence Data Collection Form The Type of Absence is selected from a national list of values.

3 Absence Data Collection Form The Type of Absence is selected from a national list of values. In this example, Sickness is entered (other types include Maternity, Paternity, Adoption and Annual Leave). The user will be required to input the reason for sickness, the start date and the end date, if known. The information is only entered once into ESR to feed both the payroll and reporting functionality. The number of calendar days lost is automatically calculated. This forms the basis for reports and is the agreed format for returns to the Department of Health and the Welsh Assembly

4 Absence Evidence Form Users can enter the evidence against an occurrence of absence, together with the date of the evidence and the date on which they received this evidence. The source is entered as free text. If the employee personally informs their employers of their absence, the Self-Certificated tick box should be checked. Entitlement Calculation OSP Entitlement Calculation

5 ESR will calculate an employee s entitlement to Occupational Sick Pay based on the amount of continuous service. When staff transfer within the NHS, sickness entitlement for the previous 12 months will be automatically carried forward as part of the IAT process. This will ensure that entitlements are calculated correctly from the start of the new employment. Ensuring that an employee has the correct continuous service dates and is set up against the appropriate OSP scheme will ensure the calculation of the correct entitlements. This form provides users with a quick and efficient method of informing staff of their entitlements, especially during long term sickness. It highlights when the employee will drop to half pay and then to nil pay. SSP Entitlement Calculation Based on the previous two months average earnings, the SSP calculations show what will be paid to the employee and when.

6 Self Service ESR enables teams within organisations to manage their own absence entry by providing an intuitive user interface and workflow process to ensure absence is entered in a timely and accurate manner. The Absence Calendar (shown above) enables managers and employees to easily see available dates for annual leave, as well as trend analyses over time.

7 My Annual Leave Portlet The My Annual Leave Portlet shows key information about annual leave entitlements e.g. hours taken vs. hours remaining. Self Service Absence Notification Changes When an Employee Self Service absence request requires approval the workflow will timeout after 28 days. A notification will be sent to the initiator advising that no action was taken by the approver.

8 Team Absence All absence data is available to Managers via the ESRBI Absence Dashboard.

ESR Search The Search functionality gives users the option to search on the following fields Person Name (Last Name, Title, First Name and Middle Name(s)) Employee Number Applicant Number NI Number

9 ESR Search The Search functionality gives users the option to search on the following fields Person Name (Last Name, Title, First Name and Middle Name(s)) Employee Number Applicant Number NI Number Organisation Person Type (by default all Person Types will be included in the search) ESR Business Intelligence To complement the management of sickness through ESR a suite of Dashboards are available for Managers and Administrators to show key trends and help identify areas for improvement within the Organisation. Examples include:

Long Term / Short Term Absence Analysis Absence Estimated Cost Absence Timeline More detailed analyses are also available such as: Assignments without an Absence Absence

10 Long Term / Short Term Absence Analysis Absence Estimated Cost Absence Timeline More detailed analyses are also available such as: Assignments without an Absence Absence Occurrences and Triggers Absence Trending Further Information Further information can be obtained from the links below: Links ESR Website ESR User Manual (N3 Only) KBase

A full suite of reports allows an organisation to plan workforce changes, development and re-organisation.

A full suite of reports allows an organisation to plan workforce changes, development and re-organisation. Overview HR is at the heart of ESR because it contains all the core employee information used by other components of the system. HR covers the three scenarios of HR Management: new joiners, changes and