EN-Scoping-spreadsheet-DHS-VIC

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                                                     Department of Health, Victoria

                                      ENROLLED NURSE WORKFORCE SCOPING TOOL




         Agency name:                Central Health Services

         Ward/Unit name:             Emergency

         Forecast period:            31-Dec-11

         Completed by:               Chris Green

         Date completed:             23-Nov-11




Introduction
This spreadsheet is part of the Enrolled Nurse Workforce Scoping tool designed to assist health services to scope capacity to
employ Enrolled Nurses now and in the future. The output can assist nurse managers to undertake more effective nurse workforce
planning at the unit and agency level. Before using this spreadsheet, please refer to the EN Workforce Scoping Guidelines, and
advice given within your agency.

Instructions
1. Ensure this spreadsheet has been configured by your agency to suit its nursing workforce profile. If in doubt, ask the Executive
Nurse Manager or Project Officer appointed to co-ordinate nurse workforce planning in your agency. Appendix A of the Guidelines
provide instructions for configuring the spreadsheet.

2. Save a copy to your hard drive so you can always access a clean copy.

3. Follow the instructions in the EN Workforce Scoping Guidelines, and advice given within your agency.

4. Most tabs in this spreadsheet include, in the lightly shaded cells, a case study example for a hypothetical unit: Emergency
Department (ED), Central Health Services. These responses provide an example for how you might complete the tab. Please delete
the ED responses before entering your own responses.

5. Enter data and information in the light-shaded cells only. Some of the purple cells contain formulae.

6. Remember to save the spreadsheet frequently as you work.

7. When you have completed each of the tabs on the spreadsheet, forward it to the Executive Nurse Manager or Project Officer
appointed to co-ordinate nurse workforce planning in your agency.




                                                               Page 1 of 53
1. Define your nurse workforce, eg. what nursing classifications and skills will your agency/unit use for this exercise?
Instructions:
1. Refer to the EN Workforce Scoping Guidelines, section 1.2.3.
2. This worksheet should have been pre-populated within your agency with the skills and classifications relevant to our nurse workforce. In column A, identify the skills
relevant to your unit. Do not delete any rows as this will invalidate the aggregation exercise undertaken at the agency level. If you believe there are additional skills
not recorded here, discuss this with your agency's Project Officer or Executive Nurse Manager.
3. In row 2, select the nursing classifications relevant to your unit. Again, do not delete any columns as this will invalidate the aggregation exercise undertaken at the
agency level.
4. Indicate which skills are relevant to which classifications in your unit by placing a tick (  ) in the appropriate cells of the matrix.
                                               UM        Clinical        RN           GN       EN(MEDS)         EN
                                                          Nurse
                                                        Specialist
Management

Coordination

Triage

Care of ventilated patient

Resus Team Leader

Cardiac monitoring

Care of paediatric patients

Monitoring and assessment

IV medication administration
Medication administration and basic
care
                                                                           2. Service analysis




2. What are the implications of your agency's service plan for your nurse workforce?
Instructions:
1. Refer to the EN Workforce Scoping Guidelines, section 2.2.1.
2. Team members liaise to understand the implications of the service plan for their unit's workload, workforce profile and
work practices.



Highlights from service plan


                        Workload and
                        demand forecast




                        Workforce profile


Workforce
implications of
service plan            Work practices




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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2. Service analysis




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4. Current nurse workforce profile
Instructions
1. Refer to the EN Workforce Scoping Guidelines, section 2.2.2.
2. Liaise with other agency staff, eg. HR/Payroll, to source the data for this activity, and replace the ED case study text with your 'real' data.
3. In Column D, identify issues that will be important to consider in element 4: Gap analysis, eg. workforce shortages, constraints and challenges.

Workforce dimension              Result                                            Comment                                                            Which of these will be important to consider later in
                                                                                                                                                      the Element 4: Gap analysis options

Numbers – headcount and
FTE

Part-time and full-time



Age



Tenure in role




Gender



Diversity measures



Employment status



Absenteeism rate



Overtime rate



Employee Engagement



Training profile



Training commitment
5. Current work practices
Instructions
1. Refer to the EN Workforce Scoping Guidelines, section 2.2.3.

Issue                              Response                       Implications
1. What is the current model of
care?
2. Is there a position description
for all roles in your unit?

3. Is there congruence between
your model of care and your
model of staffing?
4. Is this the most appropriate
model of care for your unit?
5. If you were to change the
model of care, what skills would
need to change?
3a. Current Nursing classifications and skills by FTE
Instructions
1. Refer to the EN Workforce Scoping Guidelines, section 2.2.4.
2. Replace the ticks you entered in Tab 1 with the relevant FTE for each classification and skill of your current workforce - enter this into the left hand
table.

CURRENT CLASSIFICATION AND                    UM          Clinical         RN             GN        EN(MEDS)           EN            Total       Total (%)
SKILLS MIX                                                Nurse
                                                         Specialist
Management                                                                                                                           0.00         #DIV/0!

Coordination                                                                                                                         0.00         #DIV/0!

Triage                                                                                                                               0.00         #DIV/0!

Care of ventilated patient                                                                                                           0.00         #DIV/0!

Resus Team Leader                                                                                                                    0.00         #DIV/0!

Cardiac monitoring                                                                                                                   0.00         #DIV/0!

Care of paediatric patients                                                                                                          0.00         #DIV/0!

Monitoring and assessment                                                                                                            0.00         #DIV/0!

IV medication administration                                                                                                         0.00         #DIV/0!

Medication administration and
                                                                                                                                     0.00         #DIV/0!
basic care

Total FTE                                      0              0             0              0              0             0              0          #DIV/0!

Total Headcount                                1              3             5              1              1             1             12
Figure 5a: Staff mix ratio   FTE     %
RN's & above                 0.0   #DIV/0!

GN’s & EN’s                  0.0   #DIV/0!

Total                        0.0   #DIV/0!
3b. Demand for Nursing classifications and skills by FTE
Instructions
1. Refer to the EN Workforce Scoping Guidelines, section 3.2.1.
2. Replace the ticks you entered in Tab 1 with the future FTE requirements for each classification and skill - enter this into the right
hand table.

DESIRED (DEMAND)                             UM        Clinical        RN          GN       EN(MEDS         EN         Total     Total (%)
CLASSIFICATION AND SKILL MIX                           Nurse                                   )                       (FTE)
                                                      Specialist
Management                                                                                                             0.00       #DIV/0!

Coordination                                                                                                           0.00       #DIV/0!

Triage                                                                                                                 0.00       #DIV/0!

Care of ventilated patient                                                                                             0.00       #DIV/0!

Resus Team Leader                                                                                                      0.00       #DIV/0!

Cardiac monitoring                                                                                                     0.00       #DIV/0!

Care of paediatric patients                                                                                            0.00       #DIV/0!

Monitoring and assessment                                                                                              0.00       #DIV/0!

IV medication administration                                                                                           0.00       #DIV/0!

Medication administration and
                                                                                                                       0.00       #DIV/0!
basic care

Total FTE                                     0            0            0           0            0           0           0        #DIV/0!

Total Headcount                                                                                                          0
Figure 5b: Staff mix ratio   FTE     %
RNs & above                  0.0   #DIV/0!

GN’s & EN’s                  0.0   #DIV/0!

Total                        0.0   #DIV/0!
6. Forecast likely future supply of nurses
Instructions:
1. Refer to the EN Workforce Scoping Guidelines, section 3.2.2.
2. The current FTE by classification will have flowed through from the information you entered in Tab 5.
3. Enter the likely losses and gains in columns C-G, as discussed in section 3.2.2 of the Guidelines document. Note that a positive number
indicates loss, (eg. resignation, retirement, transfer/promotion out of the unit) while a negative number indicates addition (eg.
transfer/promotion in or transition from part-time to full-time) .
4. Column D automatically calculates the forecast FTE based on the net losses and gains entered in columns C-G. This information then flows
through to the next step: Gap analysis and modelling.

                                                                          Forecast net FTE loss
                                  Current     Retirement      Resignation      Net transfer/      Leave           Transition     Forecast FTE
                                   FTE                                          promotion       (maternity,     from PT-FT or
                                                                                                   LSL)             FT-PT
UM                                   0                                                                                                0.0
Clinical Nurse Specialist            0                                                                                                0.0
RN                                   0                                                                                                0.0
GN                                   0                                                                                                0.0
EN(MEDS)                             0                                                                                                0.0
EN                                   0                                                                                                0.0
Total                                0             0                0                0                0               0               0.0
7. Gap analysis options
Instructions
1. Refer to the EN Workforce Scoping Guidelines, Section 4
2. You can choose to populate as many options as you wish.
3. Within each option, in the light coloured cells enter the nursing FTE you plan to recruit. Ensure the total that is automatically calculated is the same as the total suggested by the 'checkbox' row immediately beneath the Total row.
4. Note the staff mix ratio that is automatically calculated for each option.
5. Note that in Column D, negative numbers indicate a gap, positive numbers indicate a surplus
6. Review each option in terms of Sections 4.2.3 and 4.2.4 of the Guidelines. In cells C19-22, indicate your recommended option, noting the advantages, disadvantages and implications of this option (refer to Section 4.3.6)
7. Save the spreadsheet and send a copy to the agency's Project Officer for aggregation at the agency level.


                                                                                                     Option A                                 Option B                                  Option C                                 Option X
                                                                                           Need to recruit                         Need to recruit                           Need to recruit                           Need to recruit
                                                          Forecast Supply
                          Current FTE Demand FTE                                 Gap         (demand -        Profile                (demand -         Profile                 (demand -         Profile                 (demand -        Profile
                                                                FTE
                                                                                          forecast supply)                        forecast supply)                          forecast supply)                          forecast supply)
UM                              0               0                  0             0.00                                  0                                        0                                         0                                     #REF!
Clinical Nurse
                                0               0                  0             0.00                                  0                                        0                                         0                                     #REF!
Specialist
RN                              0               0                  0             0.00                                  0                                        0                                         0                                     #REF!

GN                              0               0                  0             0.00                                  0                                        0                                         0                                     #REF!

EN(MEDS)                        0               0                  0             0.00                                  0                                        0                                         0                                     #REF!

EN                              0               0                  0             0.00                                  0                                        0                                         0                                     #REF!

Total                           0               0                  0             0.00             0                    0                   0                    0                    0                    0                    0                #REF!
Checkbox                                                                                      Must equal        Must equal demand      Must equal        Must equal demand      Must equal        Must equal demand      Must equal           Must equal
                                                                                         demand/supply gap, ie. forecast shown in demand/supply gap, ie. forecast shown in demand/supply gap, ie. forecast shown in demand/supply gap, ie. demand forecast
                                                                                             cell C10-D10            cell C10         cell C10-D10            cell C10         cell C10-D10            cell C10         cell C10-D10       shown in cell C10


                          Current staff                                                                        Option A staff                           Option B staff                           Option C staff                            Option X staff
                           mix ratio                                                                           mix ratio                                mix ratio                                mix ratio                                 mix ratio

RN's & above                  #DIV/0!                                                                              #DIV/0!                                   #DIV/0!                                  #DIV/0!                                   #REF!

GN’s & EN’s                   #DIV/0!                                                                              #DIV/0!                                   #DIV/0!                                  #DIV/0!                                   #REF!

Total                         #DIV/0!                                                                              #DIV/0!                                   #DIV/0!                                  #DIV/0!                                   #REF!



Figure 14: Recommended option to fill gap
Which of these options do you          Option A
recommend for your unit?

Advantages of this option                 • Increased level of expertise within the Department.
                                          • Increased opportunities for targeted development of junior nurses.
Disadvantages of this option              • May not be able to recruit senior SRNs and RNs.
                                          • Budget implications of recruiting staff at these levels.
Implications of this option               May need to conduct an innovative marketing campaign to recruit these senior roles. Need a fall-back
                                          plan (eg. upskilling ENs) if senior RNs cannot be recruited.
Aggregation of recommended options
Instructions
1. This tab provides a template for the Project Officer to aggregate the recommended 'gap analysis' options from each unit. Please
Aggregate the forecasts.
                                                                                  Recommended option
                         Current FTE Demand FTE Forecast Supply             Need to recruit
                                                      FTE                     (demand -
                                                                               forecast
                                                                                supply)

UM
Clinical Nurse
Specialist
RN

GN

EN(MEDS)

EN

Total                          0               0                0                  0


                         Current staff
                          mix ratio

RN's & above                #DIV/0!
GN’s & EN’s                 #DIV/0!
Total                       #DIV/0!
ommended 'gap analysis' options from each unit. Please refer to Appendix A: How to configure the EN Workforce Scoping spreadsheet -

        Recommended option
                    Profile




                            0


                   Recommended
                   option staff mix
                   ratio
                         #DIV/0!
                         #DIV/0!
                         #DIV/0!
orce Scoping spreadsheet -

				
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