Electronic Staff Record (ESR)
Improving your working life, improving the way we support staff
What is ESR?
In just over four months’ time, at the beginning of February 2008, the national
Electronic Staff Record system (ESR) will be introduced across the Trust.
It will bring big advantages for all employees, and make a major difference to
the Trust’s ability to manage staff development and employee records.
Here we explain what ESR is, and how it will improve our services.
Key facts Advantages
• The implementation of ESR across the NHS is the • You only need to give us your personal
largest IT systems implementation project anywhere information once
in the world. The information you give us when you first apply for a job
• ESR is a national system that manages Human with the NHS will be pulled into ESR and stored there.
Resources and Payroll together. It will remain on the system and follow you throughout
• It interfaces directly with the Inland Revenue, the Bank your NHS career. (Obviously it will be updated whenever
Automated Clearing System (BACS) that credits your pay your details change.)
to your bank account, and the NHS Pensions Agency. This will eliminate the need for duplication of data entry,
• Once roll out is complete, ESR will be used across all saving time and money, and minimising the risk of error.
650 NHS Trusts in England and Wales.
• Your pay should be completely accurate
• ESR is being implemented in a series of 12 waves. ESR will store all the information about leave (including
Work began in March 2006. We are in wave 11. annual, study, special and maternity/paternity leave) and
• Each wave consists of approximately 50 trusts, split sickness absence. The system will use this information to
into a series of payroll groups. We are in the South calculate your pay.
Essex Shared Services payroll group along with South It will pass information directly to Inland Revenue
Essex Partnership Trust (SEPT), South East Essex PCT, systems, which should minimise taxation errors.
and South West Essex PCT.
Information will also be sent directly from ESR to the
• Nationally, ESR will store 1.2 million employee records Bank Automated Clearing System (BACS) to credit staff
and will provide the Department of Health with high pay to their bank accounts on a weekly or monthly basis.
quality management information about the whole NHS
workforce. All these developments should greatly reduce the
potential for payment errors and will provide an audit
• Up to 20,400 users will be able to access the system at trail from calculation to payment.
any one time
• ESR should save the NHS approximately £120 million a • Your pension and national insurance information
year. This money will be invested in improving patient care. should be up-to-date and accurate
ESR will interface directly with the NHS Pensions Agency.
• ESR will replace all 29 payroll and 38 human resources
Details of new joiners and leavers, and changes in
systems that are currently in use across the NHS.
people’s pensionable terms and conditions will flow
• ESR will ultimately improve the accuracy and reduce directly into the agency’s system to allow accurate and
the time spent on processing pay queries. up-to-date reporting.
In return, information about national insurance and
superannuation will flow back from the agency to ESR, Future developments
automatically updating our staff records. In future, line managers will be able to access and use
some aspects of the ESR system. They will be able to
• Staff training and development will improve carry out functions such as approving annual leave and
ESR will use a module called Oracle Leaning Management training requests, and view management information
(OLM) to manage the arrangement and booking of about their teams.
training courses and programmes.
In time, all employees will be able to update their
We will be able to manage, record and report on personal information, such as emergency contacts and
individuals’ progress towards achieving competencies bank details. They will also be able to view pay slips,
and vocational qualifications such as NVQs. instigate development reviews, access training
Staff will be able to search a computerised catalogue information and request enrolments on courses.
of learning events and enroll online. Managers will be
able to review competencies across their teams and HR
identify skills gaps.
This will enable us all to focus on individual and team
development leading to an improved skills base across
the Trust. BACs
SERVICE ESR PENSIONS AGENCY
RECRUITMENT AND ROSTERING
TRAINING & SICKNESS &
DEVELOPMENT ESR ABSENCE
What’s happening right now?
ESR will revolutionise the way human resource and
payroll transactions are carried out. To make sure things
go smoothly next February, our Personnel, Payroll and
• Local and national managers will have accurate Finance teams have been working together to map
and instant information to support workforce current working processes onto the new ESR process.
planning All three departments have reviewed current roles and
ESR will provide managers with immediate access responsibilities within their teams and are now rolling out
to information on recruitment, human resources, a development programme for their staff to make sure
payroll, training and career management. This can be they have the skills to use the new system when it goes
collated into a wide range of local reports, which Trust live in February.
managers can use in workforce planning and people
As with any database, ESR is only as accurate (and
management at Trust level.
therefore useful) as the data it contains. Since work on
On a national scale, the Department of Health will have the project began in March this year, Personnel and
access to UK-wide staffing information that will support Payroll have been working to ‘cleanse’ our internal data
improved policy and decision making. to ensure there are no discrepancies.
• Staff recruitment will be much simpler As many critical issues, including staff pay, will depend on
ESR, it’s vital to ensure it is working well before it goes
ESR manages the entire recruitment process, from live in February. Two extensive testing phases, designed
initial identification of a vacancy, shortlist of to identify and iron out any problems well in advance, are
suitable candidates and interview, through to being carried out in October and December.
candidate selection and appointment. All posts
will continue to be advertised on NHS Jobs with For more information about the national ESR
application via the website. implementation project, please visit the ESR website:
Your ESR payslip The Electronic Staff Record system has changed how
payslips will look. The example below shows what the
different areas of the payslip mean. There will be a small
Salary/Wage table of abbreviations on the back of your payslip to help
This box shows the you understand some of the items that appear.
Employee Tax & NI full-time salary paid
This is an important Useful information Incremental Date Contract Hours Payscale Salary/Wage
identifier and should that you may need Shows the date of The number of Description This box shows the
be quoted in all pay if you have to your next increment hours you are The Payscale that actual salary paid.
related queries and contact your tax or when you contracted to work you are currently The amount will be
correspondence you office for reached the paid on pro-rata for part-
may have. any reason maximum point time staff
Pay & Allowances Year to Date Balances This Payslip Summary Net Pay
The money that you are entitled to This area shows totals This section provides details The amount of pay that will be
receive will be shown here. Payments in for income tax, national relating to your current transferred to your Bank Account.
addition to Basic Pay will usually relate insurance and pension payment. Totals of payments
to the period that you have just worked. from the beginning of and deductions are shown Deductions
The example here shows allowances the tax-year (April - together with details about Your total earnings will be assessed each period
paid, but also arrears paid (Arrs) Week1 or Month1), up the pay period itself and and any resulting statutory and/or voluntary
following assimilation to Agenda For to and including the when you can expect your recoveries will be shown here. This example shows
Change, for example. current pay period. Net Pay to be paid. a deduction made for entry into the Staff Lottery.
List of common abbreviations used on the ESR payslip
ARRS Arrears Payment NW Payment not subject to Working Time Directive
EN Enhancement Payment (eg. Unsocial) OMP Occupational Maternity Pay
OT Overtime Payment (e.g. Saturday) OSP Occupational Sick Pay
NNI Payment not subject to National R Refund
Insurance Contributions SMP Statutory Maternity Pay
NP Non-Pensionable SSP Statutory Sick Pay
NT Payment not subject to Income Tax WTD Working Time Directive
Your questions about ESR Developing your working skills
What information will ESR hold about me? The new ESR system will help with staff development
All the information that is currently held on the Trust’s and training by providing a system for monitoring and
personnel and payroll systems about you will be booking training courses.
transferred onto the new system. No new information But how do you make sure you have a personal training
will be stored. and development plan in place so you know which
How will I update or change my personal details? courses to go on?
In future, staff will be able to access their own information To enable the Trust to meet its objectives, a systematic
directly and change things like their address. All staff will process of review for each employee is essential. This
be notified when this function is available. In the meantime, year, we expect to complete 80% of all appraisals and
you will need to contact the Personnel Department and personal development plans.
speak to the Personnel Adviser for your area.
All staff should have an agreed Knowledge and Skills
Will I still be paid on the same day? Post Outline. This sets out the core competencies
Yes. required for each and every role within the Trust. Your
Will there be any changes to the way leave appraisal is your opportunity to review progress and
is booked? achievement against the competences.
Currently no, but in the future you will be able The Appraisal and Personal Development system ensures
to book annual leave directly on ESR. that, as an organisation and as individuals, we contribute
to our organisational aim of providing the highest
Who will be able to access my personal
standards of care for local people.
Personnel staff will be able to view your personal An appraisal or review is essentially an opportunity to
information, as they can currently. Payroll staff will get together with your line manager to discuss your
be able to view information regarding your pay. performance over the previous year, progress with
In the future, your line manager will be able to view objectives, areas where you could improve, development
information about members of his or her team. for the forthcoming year and the support you need from
Occupational Health will be able to view limited your manager to achieve this.
information such as starting and leaving dates. To inform and influence education and training
Will ESR link into the new Expenses system? opportunities within the Trust, all employees should
An interface is planned between the two systems, but it agree a personal development plan with their line
is not clear yet what form this will take. manager. This enables the Education and Training
Directorate to analyse training needs and make sure
For more information about the national ESR the courses that are available are the right ones.
implementation project, please visit the ESR website:
There is no one right way to conduct an appraisal.
www.esrsolution.co.uk As a general rule, it is helpful to have some information
on the following:
1. Objectives – whether they were achieved and if not
Meet the team the reasons why.
A team of staff has been pulled together from across 2. Competence – whether individuals are performing
the Trust to ensure the introduction of the new system below, within or above the requirements of the role.
goes well. They include: Director of Personnel and 3. Training – what training the individual has received
Organisational Development, Nigel Taylor, Group in the review period and what training or
Project Manager for South Essex Shared Services, Kelli development they would like to receive in the future.
Wilson, Personnel Lead, Fiona Stratton, Payroll Lead,
Martin Gear, Finance Lead, Amanda Weston, and IT 4. Actions – a note of any actions that need to be
Lead, Daniel Crow. carried out by the individual or the appraiser.
The Trust is currently developing plans to put more
emphasis on the kind of behaviour we want employees
to exhibit. Demonstrating a positive, professional
attitude and image is essential in continuing to
promote Basildon and Orsett as the hospitals of
choice for patients.