Get documents about "Implementing the KSF online tool in NHS organisations Introduction for KSF leads Introduction and Objectives • Plan for the day • On screen demonstration followed by hands
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Document Sample
Implementing the KSF online tool in
NHS organisations
Introduction for KSF leads
Introduction and Objectives
• Plan for the day:
• On-screen demonstration, followed by hands-on and practice
sessions (about 4 hours)
• Presentation and discussion: Rolling out the online tool
(about 2 hours)
• You’ll leave with:
• In-depth knowledge of the online tool
• Ideas and information for implementing the tool in your trusts
Any other expectations?
Day Four - Agenda
Activity Start Finish
Introductions, objectives and expectations 10:00 10:15
Introduction to the online tool 10:15 11:00
Break 11:00 11:15
Practical session - creating outlines using e-KSF 11:15 12:30
Lunch 12:30 13:15
Practical session – development reviews using e-KSF 13:15 14:30
Break 14:30 14:45
Implementing the tool – introduction 14:45 15:15
Practical session – project planning for implementation 15:15 16:15
Review and close 16:15 16:30
What we’re not going to cover today…
• Basic IT skills training
• The content of the KSF in any detail
• How to identify KSF leads and resources in local
organisations
• Overall roll-out timetables
Part One – Introducing the Online
Tool
Why did we develop an on-line tool?
How to roll out the KSF
to large numbers of How to cope with
staff – quickly and potential changes to
cheaply - without the the KSF over time?
ESR?
How to
make the
KSF “live”?
How to monitor the How to collect data and
usage levels of the make sense of it at
KSF? (and CHI organisational and
reporting) national levels?
The on-line tool makes the KSF more
accessible
• Developed in partnership with DoH
• Free at point of use for NHS Organisations
• Available to use NOW
• A single database, with access for all staff
• Future-proof – project links to the ESR
• Web-based, so no need to install new software
• Supports all elements of the KSF development process,
including creation of PDPs
• Secure and unique logins – users only see the information
they’re allowed to
• Can be linked to other staff management systems
The tool supports the key KSF processes
Joint approval process Local and national
for new outlines Get Post Outline libraries
Assign to staff
Plan the (Face-to-face
review discussions)
Evaluate Record the
learning review
(Real-world Create PDP
learning)
Link to
database of
learning
activities
Any questions or comments so far?
?
I’ll demo the system, then you can have a go!
• (this section of the workshop will be run live over the
internet)
You’ll need usernames and passwords to
access the tool
• Passwords keep individual data secure, and help streamline the
process by only showing people what they need to see
• Passwords are also used as “electronic signatures” to
authenticate that both manager and individual have been
involved in a joint review process
• Usernames and passwords are created by organisational
administrators directly on the system – or can be uploaded from
other systems e.g. payroll, email systems
• We encourage users to keep their passwords secure, and
change them regularly
For this session, your login details are:
NAME EMAIL and USERNAME PASSWORD
Go to: www.e-ksf.org
Some worked exercises – KSF post outline
creation and development reviews
1. Log in as a manager, create a post outline from scratch and
submit it for approval
2. Log on as an administrator, and approve the post outline. Also
submit it for inclusion in the national library
3. Log on as a manager – find an existing post outline and
customise it
4. Assign a post outline to one of the individuals in your team
5. Use the “planning information” link to set up meetings and
check increment dates
6. Use the “Joint Review Discussions” link to record discussion
outputs
…and some more worked exercises – the
PDP process
7. View this individual’s Learning Needs Analysis page
(under “view details”). Also print out the PDP pro-
forma
8. Imagine you’re creating a PDP with an individual.
Click the “PDP” link and create some activities
(include some from the learning activities database)
9. Log in as an individual and enter some ad hoc
development records
Other functions you might want to know
about:
• The individual feedback module
• Delegate reviewer process
• Searching the KSF and National Occupational Standards
databases
• Objective setting (not part of the KSF!)
• Person to post matching
• Creating and updating the learning activities database
• The “bulk upload” module
• Running reports on the data in the system
• Including staff groups and departments
• Granting guest access
A summary of the important roles
• SHA Administrators – creating organisations, allocating
organisational administrators, running reports
• Organisational Administrators – adding/editing users, approving
KSF post outlines, running reports
• Managers (reviewers) – select or create KSF post outlines,
assign them to individuals, manage the joint review process.
Sign off formal Personal Development Plans
• Individuals (reviewees) – collect feedback, contribute to the joint
review process and approve each stage. Enter data about their
learning and development
Some of the benefits of the e-KSF
• To staff: • To NHS organisations:
• A transparent, partnership • No cost!
process • Structured method of
• Ensures equality of capturing development
opportunity needs – better use of
• Always accessible and training budgets
secure
• A driver of IT skills
• Build up records of work and development
learning
• Link to NVQs
• More focused development –
and a reason to develop • Minimise paperwork – a
“ready made” set of
processes to start with
Questions or comments at this stage?
?
Part Two – Rolling Out the Online
Tool
What we’ll cover in this session
• An overview of what needs to be done to roll out the
tool within organisations
• An example of a high-level project plan, roles and
responsibilities
• Where to find additional information and resources
We’ve planned a cascading roll-out for the tool,
to support the KSF
Attend KSF workshops SHA nominees
Process
Monitor
KSFDG
Train KSF leads in organisations SHA nominees
Deliver roll-out process (training,
Trust KSF leads
Process
Monitor
admin and communication)
SHA
Use online tool Staff in Trusts
What needs to be done to introduce the on-
line tool?
• Aim – to provide the organisation with the ability to effectively
and efficiently use the online tool for the KSF development
process
• The main streams of work are:
• Planning
• Communication
• User administration and IT
• Training
• The online tool is web-based so no specific software needs to be
set up – don’t think of this as an IT project!
Planning
• Which employees/departments, in which order?
• Possible considerations: Availability of resource, IT capability,
general maturity of group and similarity of staff groups to those
who’ve already used the tool
• Who are the stakeholders and what support do they need?
• Organisations need to identify people to administer the system,
approve post outlines and, potentially, create the learning activities
database
• Is the programme visible at board level?
• Does the organisation already have have computerised
employee data, appraisal or development tools; if so could these
be linked to the KSF tool?
Create a project plan. Set review activities!
Communication
• What do you need to communicate, when, to whom, how?
• We suggest you :
• Make sure that the key KSF implementers know what’s expected of
them!
• Communicate to ALL staff in advance of using the online tool,
setting expectations and timescales for further activity
• Communicate to staff well before their training programmes, so they
have time to plan, and ask questions in advance
• Include the online tool as a standing agenda item at project board
meetings
• Have a method of feeding back issues and data to you as KSF lead
• Think about who you need to communicate with. How do you
share problems and ideas with other KSF leads?
User Administration and IT requirements
• You need to check with your IT department…
• Do employees have direct access to the internet using computers
with Internet Explorer 6.0 or above installed?
• Do they all have email addresses (we use these as login details)
• …and then have a plan for adding user data:
• Link directly to existing databases - Costs involved but most robust
• Upload data from a single spreadsheet - Usually best but needs
someone to update after the first upload
• Find a resource to add users one by one via the web admin screens
- Easiest but slow and expensive!
• Who is going to administer this? How much time will they need?
Who’s going to collate the initial information? How will they find
out about new starters and leavers?
Admin resource will be needed to update user details!
Training
• Develop your own strategy for training:
Which groups to train, when? How to train each group?
• HR / Personnel and Training • At the same time as other KSF
departments training, or afterwards?
• Senior managers • Face to face / group training
• Staff representatives • On-line training
• Other line managers • By documentation
• Staff
How much time do you think will be needed for the online tool?
Some further thoughts on training…
• Different sessions for “manager” and “staff” users?
• The following seems to work well:
• Manager session 1 – about the KSF, and creating outlines on
the e-KSF tool (about 4 hours, of which 2 hours e-KSF
specific) – aimed at just those managers who will create
outlines
• Manager session 2 – about development reviews and running
a review on-line (about 4 hours, of which 1.5-2 hours e-KSF
specific) - aimed
• Staff session – about the e-KSF generally, and how to
contribute to the review, create a PDP
Training Materials Available via e-KSFNow
• E-KSF “brochures” for organisations and staff
• Train the trainer workshop slides
• Process crib sheets
• Quick start guide for managers
• Demo walkthrough guide for trainers
• SHA implementation pack
• Trust roll-out activities
• IT briefing documents
• e-KSFNow interactive guide
A Summary of Roll-Out Activities
Project Mgmt Admin and IT Training
Agree use of e-KSF with your Make sure your organisations is Arrange training for KSF
SHA, board, IT dept and/or unions registered on e-KSF leads/steering group/”superusers”
Identify a local e-KSF Arrange training for e-KSF
administrator Ensure your IT resources can run administrator
the e-KSF
Decide how to collect data about Agree training plan for the
users – one-off upload or organisation
integration?
Arrange training for trainers
Identify a roll-out schedule (which
staff, when) Set up organisational data and
preferences
Collect data about users – names,
email addresses, who manages
whom
Upload data to the e-KSF tool Cascade training to users
What to do first? An example project plan
wk1 wk2 wk3 wk4 wk5 wk6 wk7 etc
AfC Project Feed back First
Planning board to board & board
agreement SHA review
Comms All First
staff trainees
Meet Add
Admin / IT Agree Collect user
with user
roles data
IT data
Train Organise
Training Train managers and
HR training
staff
admin events
How would this fit with your existing project plans?
Ensuring things get done - an example RACI
SHA Trust HR Training IT AfC Etc
KSF KSF admin dept dept board
lead lead
Decide on user access C A/R C R I
timetable
Set up users and I A/R R
passwords
Run online tool training A/R C I
Ensure tool is accessible I I A/R
to all staff
Monitor numbers of post I A R I
outlines and PDPs
…Etc
Who is: Responsible, Accountable, Consulted, Informed?
Where to find further assistance?
• Need help with how to use the online tool itself? – log in and
click “support”
• Need further advice on the KSF generally?:
• Pay Modernisation Agency – 0113 254 6390
• Websites:
www.e-ksfnow.org – our information and news site
www.dh.gov.uk/agendaforchange
www.modern.nhs.uk/agendaforchange
• KSF Network:
• Regular national meetings between SHA KSF leads, KSF Development
Group and Pay Modernisation Unit
Time for questions, and some answers…
?
