ESR set-up activities required prior to the by HC12071709150

VIEWS: 0 PAGES: 3

									                       ESR set-up activities to be completed prior to the
                             activation of the ESR/UIM interface

The purpose of this document is to detail the ESR set-up activities that must be completed
prior to the activation of the interface between ESR and UIM. The set-up activities that must
be completed in ESR are listed below. Subsequent sections of this document explain each of
the set-up activities in further detail.

        Define supplementary role for RA sponsors and allocate these to the ESR
         organisation hierarchy.
        Define supplementary role for NHS CRS RA Agents.
        Allocate one or more users to the NHS CRS workflow notification roles.
        Download the Worklist(s) from UIM and allocate to the ESR organisation hierarchy.
        Ensure the correct ODS/NACS code has been allocated to the ESR organisation
         hierarchy.
        Allocate the appropriate RA URPs to one or more ESR users.

1. Define supplementary role for RA sponsors and allocate these to the ESR
   organisation hierarchy
A sponsor from a Registration Authority perspective is an individual nominated by the
organisation executive to approve changes in NHS CRS relating to access to applications for
end users. A Sponsor must be entered for the Trust level Organisation in ESR prior to the
activation of the interface (additional sponsors can also be entered at lower levels of the
ESR Organisation hierarchy if required).
There are two steps required to set-up NHS CRS sponsors in ESR:

              Create the supplementary Role of NHS CRS Sponsor for the individual(s)
               identified as sponsor(s);
              Allocate the sponsor(s) to the ESR organisation hierarchy.
Further details regarding the creation of NHS CRS sponsors in ESR are provided within the
attached guidance documentation.1



NAVU922_-_Sponsor             Sponsor
      s.pdf                Allocation.ppt


2. Define supplementary role for NHS CRS RA Agents
When recording identity checks in ESR it is necessary to select the RA Agent that verified
identity (if an RA Agent is not specified the e-GIF flag will not be set to ‘E’). Prior to interface
activation NHS CRS RA Agents should be assigned the ‘NHS CRS RA Agents’ supplementary
role to ensure they are available for selection when recording ID checks in ESR.

Please refer to the above instructions for assigning the role to the appropriate person record
but select the NHS CRS RA Agent supplementary role as appropriate. Note: The person
record allocated the NHS CRS RA Agent supplementary role does not need to be assigned to
the ESR organisation hierarchy.
1
  The NHS CRS Sponsor assigned to the ESR organisation hierarchy effectively approves requests sent via the
interface. UIM enforces separation of duties to ensure different people approve and grant requests. This should
be considered when assigning the NHS CRS Sponsor supplementary role to person records in ESR.



                                    3b4dc7e0-f6e2-481f-bdc5-adacb1800c85.doc                        Page 1 of 3
3. Allocate the NHS CRS workflow notification roles to ESR users
Notification roles must be assigned to RA Agents to provide notification of any errors.
Workflow notification role    Mandatory /             Description
                              Recommended
NHS CRS RA Agents             Mandatory               This role is used to notify RA agents of business errors in
                                                      relation to messages sent via the interface. Each ESR user
                                                      that is assigned the NHS CRS RA Agents role will receive
                                                      these notifications. The role must be assigned to at least
                                                      one ESR user prior to the activation of the interface.
NHS CRS Add Employee          Recommended             This role is used to notify RA agents of errors in relation to
Errors                                                ‘re-open NHS CRS User’ and ‘add NHS CRS User’ requests
                                                      for employees that return an error from UIM. This
                                                      workflow notification will not be generated if no users are
                                                      assigned to the notification role.
NHS CRS Add Applicant         Recommended             This role is used to notify RA agents of errors in relation to
Errors                                                ‘re-open NHS CRS User’ and ‘add NHS CRS User’ requests
                                                      for applicants that return an error from UIM. This
                                                      workflow notification will not be generated if no users are
                                                      assigned to the notification role.
Further details regarding the allocation of roles in ESR are provided within the attached
guidance documentation.



NAVU1504_-_Role_m       NHS CRS RA
  aintenance.pdf         Agent.ppt


4. Download Worklist(s) from UIM and allocate to the ESR organisation hierarchy
A Worklist can be described as a ‘to do’ list in UIM and is used to store requests awaiting
approval and granting. Worklists are defined in UIM and need to be allocated to ESR
organisational units (in workstructures) where the interface is to be deployed. A Worklist
must be allocated to the trust level organisation in ESR (additional Worklists can also be
entered at lower levels of the ESR Organisation hierarchy if required).

The Worklist is downloaded from UIM via the ‘NHS CRS Maintain Worklists – Master’
request which can be submitted by an ESR user with the xxx Local Workstructures
Administration URP. The request will download the Worklist on the evening that the
request is submitted. There are two steps required to set-up Worklists in ESR;

            Submit request to download the Worklist(s) from UIM (request runs overnight);
            Allocate the Worklist to the ESR organisation hierarchy.

Further details regarding the set-up of Worklists in ESR are provided within the attached
guidance documentation.



NAVU923_-_Worklist           Worklist
      s.pdf              Allocation.ppt



Important Note: The Worklist must be created in UIM before it can be downloaded to ESR.



                                3b4dc7e0-f6e2-481f-bdc5-adacb1800c85.doc                     Page 2 of 3
5. ODS/NACS code allocated to the ESR organisation hierarchy
To enable communication between ESR and UIM each organisation must allocate their
ODS/NACS code to the ESR organisation hierarchy prior to interface activation (only the
ODS/NACS code relating to ‘top level’ organisations is required). The ODS/NACS code must
be entered for the trust level organisation in ESR (additional ODS/NACS can also be
entered at lower levels of the ESR Organisation hierarchy if required).
It is anticipated that organisations will already have allocated the NACS code as part of the
ESR Smartcard enablement project2. However, further details are provided within the
attached guidance documentation.


NAVU910_-_Setting_   NACs Allocation.ppt
up_a_user_for_Smartcard_access.pdf


6. Allocate the RA URPs to ESR users
The RA workbench is the primary portal by which RA agents can associate ESR employees
against NHS CRS. This functionality is available only when an organisation has activated the
interface and can only be accessed by users with one of the following URPs;
URP                                  Description
xxx HR Data Entry (With RA)          Provides the same functionality as the existing HR data entry URP
                                     but additionally provides access to the RA workbench, employee
                                     lookups from the person form and the ability to search and view
                                     UIM from the Assignment form.
xxx HR Administration (With          Provides the same functionality as the existing HR Administration
RA)                                  URP but also provides access to the RA workbench, employee
                                     lookups from the person form and the ability to search and view
                                     UIM from the Assignment form.
xxx RA Workbench                     Provides access to the RA workbench and the verification of
                                     identity form.

At least one ESR user (who must be an RA agent) must be assigned at least one of the
above URPs prior to interface activation. The URPs can be assigned via an ESR user with xxx
Local HRMS Systems and User Administration URP (as per other ESR URPs).

The following URP, introduced as part of ESR Release 11 (June 2011), provides access to the
RA Workbench and assignment/person lookups against NHS CRS for applicants that have
had identity recorded in ESR at ‘offer accepted’ stage3.
xxx NHS Recruitment & Applicant Enrolment Administration Navigator (With RA)
The URP must only be assigned to RA Agents and allows for ‘Add NHS CRS User’ and ‘Re-
open NHS CRS User’ requests to be sent to UIM for applicants at ‘offer accepted’ stage. This
request can then be progressed in UIM to enable the Smartcard to be prepared in advance
of the hire date. Please click here for further details regarding the use of the above URP.
Further details regarding the implementation of the ESR interface to UIM are available via
the ESR-RPP0005 ESR Interface to UIM Implementation Approach Guide which can be
downloaded from the ESR Integrated Identity Management (IIM) web page.
http://www.electronicstaffrecord.nhs.uk/esr-projects/integrated-identity-management
2
  All ESR URPs, with the exception of Employee Self Service and NLMS, must be locked down prior to interface
activation.
3
  Applicants will not appear on the RA Workbench until they are hired in ESR.



                                    3b4dc7e0-f6e2-481f-bdc5-adacb1800c85.doc                       Page 3 of 3

								
To top