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 leavers. The information held includes employee personal details (name, address, emergency contacts, equal opportunities data, competencies, registrations and memberships, qualifications etc.) and Assignment information (grade, post, contracted hours, place of work, salary etc.). Three levels of user access ensure the privacy of this information. Benefits Data maintained by the HR functionality within ESR is available to all other components of ESR recruitment, learning management, talent management, payroll and so on. This eliminates multiple data entry that is prone to error and causes much time to be wasted. Three levels of access control the security of this sensitive information: o HR Management - Allows broad access but in a view only mode. o HR Administration - Allows full read and write capability for HR-related employment details. Restrictions apply to payroll information that can only be accessed or changed by designated Payroll staff. o HR Data Entry - This is a limited subset of the HR Administration level that has further limits on the data that can be viewed or changed. A full suite of reports allows an organisation to plan workforce changes, development and re-organisation. All of the six mandatory NHS checks can be recorded and monitored. The Integrated Identity Management process to control access to the NHS CRS is linked via a specific HR User Responsibility Profile. Logic is applied to ensure that changes to an employee s assignment status controls their access to clinical systems where applicable.
What it looks like The HR component of ESR can be broken down into three main elements: New joiners Changes Leavers Example screens for each of these elements are shown below: Hiring an Applicant This screen is automatically populated by the ESR recruitment processes, reducing duplicate data entry and eliminating errors Information captured during the recruitment stage is available on the new employee s record. The necessary steps for checking this information and formally hiring the applicant can also be performed using this screen All information relating to the six NHS Mandatory Employment Checks undertaken can be recorded and updated.
Employee Assignment Form Most of an employee s assignment information has already been identified in the recruitment stages. Details of the Payroll run on which the new employee will first appear, and the scale point on the grade at which they will be paid are added here Contractual allowances, such as the recruitment and retention allowance, are added here. NHS Statutory Employment Checks All data related to the six NHS Mandatory Employment Checks can be recorded in both the recruitment and HR modules. HR is also able to view relevant medical clearance data.
Reference Requests Via Inter Authority Transfer (IAT) A standard reference request can be sent to an applicant s current/last employer using the IAT functionality. The standard reference request feature enables the IAT initiator to opt for the inclusion of a reference request. The reference is based on the templates outlined in NHS Employers guidance. An optional tick box called Request Reference is located on the IAT Initiate Person Request form. Once the IAT request has been approved, the reference request will be delivered via a Notification, to a Reference Approver role in the previous organisation.
The Reference Approver will receive a pre populated standard reference form which they can review, validate and amend before approving and sending back to the requesting organisation. Contractual Changes Changes made to an employee s record can be either a Correction or an Update. In this example, the Working Hours have been changed from a specific date and are an update to the record. ESR logs all changes made to records, so a full employment history is available.
Termination Form Up to three dates are recorded for any termination of employment: the Notified date, the Projected leaving date and the Actual date of leaving. It is only on the actual date that the employee will be logged as a leaver When terminating an employee, ensure that the Leaving Reason is completed. This is important for internal Trust reports. It also forms part of the data required by the Pensions Agency, to which ESR interfaces. By clicking on this field, further information can be added with regard to the termination Information entered in the Additional Details form allows a more detailed analysis of the leaving destinations. Moves to other NHS organisations are also tracked By using this form, information on leavers is captured in a standard way across the whole of the NHS. Trends on leaving reasons and destinations on leaving can be collected and analysed regionally or nationally
ESR Business Intelligence Dashboards on staff in post, turnover, compliance and absence management give HR Professionals and line manager s key information on their workforce in a simple and easy to use format. Drilling through to the detail below the headline information makes ESR BI essential to the HR and workforce management process. Further Information Further information can be obtained from the links below: Links ESR Website ESR User Manual (N3 Only) KBase