December 2006 - ESR news_Dec06.indd by bnmbgtrtr52


									ESR News
     Issue 39 ● December 2006

      27            2005
Issue 39 ● December 2006

 ESR Update

 Monthly update from Programme                   organisations and c109k employees              commence the ESR implementation
 Director, Jim O’Connell                         commence their Local Solution                  stage in December 2006.
   Wave 5 is the largest wave to date            Testing in December 2006.                        Wave 10 comprising 50 organisations
 comprising 57 organisations and c105k             Wave 8 comprising 55 organisations           and c102k employees commenced Pre
 employees. All Wave 5 organisations             and c103k employees successfully               Requisite activities in November 2006.
 have now completed their go live                progressed through Readiness                     Please note that the total number
 successfully and paid their first monthly        Assessment 1 and commenced the ESR             of organisations transferring to
 payroll on ESR at the end of November.          implementation stage in October 2006.          ESR has changed in some waves,
   Wave 6 comprising 59 organisations              Wave 9 comprising 51                         this is due to the Strategic Health
 and c113k employees commence                    organisations and c120k employees              Authority, Ambulance Trust and
 their User Trial in December 2006.              completed their Pre Requisite stage            Primary Care Trust mergers which
   Wave 7 comprising 54                          at the end of November. They will              have taken place in recent months.

 Reaching a significant milestone
 - all of Wales is now live on ESR
 In November 2006 ESR successfully paid             Getting to grips with ESR has brought
 500,000 staff across the NHS for the first       with it many challenges, despite the
 time, including all NHS staff in Wales. It is   initial training the Payroll staff were
 therefore fitting that we turn our attention     unprepared for some of the difficulties
 to one of the Welsh success stories.            which lay ahead. There were additional
    Beverley Cokeley, Workforce Planning         factors to overcome for example, the
 and Information Manager/HR Lead and             Local Solution Testing (LST) period            very thorough, they set themselves a high
 Peter Tench, Head of Payroll & Associated       coincided with taking on 500 extra staff       standard and take great pride in their jobs.
 Services/Payroll Lead, both work for            as part of a successful re-tender of Porter       Beverley has been working on the
 Swansea NHS Trust. It is one of the largest     and Domestic Services at the Trust.            project for approximately 12 months. In
 Trusts in Wales with over 50 HR staff and          Beverley explained, “It was a tough time,   that time she has co-ordinated all training,
 29 payroll staff. The organisation has          the team were under a lot of pressure          and worked with the IT Lead to help
 been paying its 10,000 staff including          particularly during LST, User Training         resolve IT issues. On a day-to-day basis
 three Local Health Boards (LHBs) on ESR         (UT) and the first month of go-live and         Beverley’s role has been predominantly
 since the beginning of November.                restrictions were placed on annual leave       focused around payroll, helping to ensure
    Here, Beverley and Peter explain how         to get the job done. You can’t always          everyone in the trust is paid correctly.
 ESR is helping HR & Payroll departments         predict what is going to happen but you           Congratulating Beverley for her
 to work closer together and how a               deal with each problem as it comes along.      continuous hard work and support,
 dedicated, committed team effort can            It was a case of pulling together as a            Peter said, “Beverley has been fantastic
 lead to a successful implementation.            team and we certainly did that, through        – we couldn’t have done it without her!”
    Peter said, “It’s a steep learning curve     it all, people have been very positive and        Having an agreed plan in place was
 but people are gaining confidence                the commitment was unbelievable.”              pivotal to the success of the project, as
 with the system day by day. It has                 Peter added, “The payroll team are          Beverley explains, “We came up with a
 been a big challenge for some, for              amazing, throughout it all they never          plan we knew what we had to do whether
 example, simply adapting from green             failed to meet their deadlines, they have      it was our work with LST, UT or go live.
 screen technology to using Windows              simply exceeded their own aims and             I scheduled in time and days, I worked
 and spreadsheets so the team have               objectives with ESR. It’s their dedication
 improved their IT skills immensely.”            which is making it happen. The team are                          continued on page 2

   In this Issue: ● Wales is now live on ESR ● Interface Update ● ESR Reports Manual now available                                                                                 Electronic Staff Record 1
   ESR News
    Issue 39 ● December 2006

continued from page 1

out how much support we needed and
made sure that we got it right. However,
the credit really lies with the team for
their hard work. It’s amazing when you
see people working so well together, they
realise they have a job to do and they                                                            ● Peter Tench,
pull out all the stops to get it done.”                                                           Head of Payroll &
   Even though it’s early days, the                                                               Associated Services/
benefits of ESR for Swansea NHS                                                                    Payroll Lead and
Trust are clear, as Beverley explains,                                                            Beverley Cokeley,
   “With Manager Self-Service and                                                                 Workforce Planning
improved communications, staff in                                                                 and Information
general will be able to take more                                                                 Manager/HR Lead.
ownership. For any business the
ultimate objective is always to reduce
costs and improve efficiency. With
better reporting for decision making
and improved workforce planning we
hope, that in six months time we will
really start to see the benefits of ESR.
   “ESR has made people take on the
change process, that’s what ESR is all
about and I think that’s great for the
public sector. ESR brings about self
improvement and better communication
- it changes the way people work and it
changes people’s attitudes. ESR is making
HR & Payroll work better together, the
culture of ‘them and us’ is changing
and that can only be a good thing.”
   Sue Jones, ESR Account
Manager for Wales, added,
   ”Swansea was one of nine Welsh
payroll groups to go-live in wave 5
completing the implementation of ESR in       ● Members of the Payroll team at Swansea NHS Trust from left
Wales. In addition to the standard go-live    to right: Denis Bubear, Mike Jones, David Walker, Jo Wishart,
footprint, the Trust also went live with      Christopher Hampson, Sandra Manson, Claire Fiola, Jason Wills, Terry
an interface to its Time and Attendance       Rees, Rachel Hughes, Helen Cozens, Katie Morris, Pauline Haman,
(T&A) system. The dedication and              Beverley Cokeley, Peter Tench and Andrea Rayne (McKesson IC).
commitment demonstrated in Swansea
has been replicated, without exception,
across all the Welsh payroll groups. It’s
hard to believe that this time last year
we were just starting Pre-requisites”.
   Ian Stead, HR Director, NHS Wales
and Executive Sponsor for ESR at
the Welsh Assembly concluded,
   ”The implementation of ESR in Wales
has been a tremendous achievement and
a credit to everyone involved. I am very
keen to ensure that Wales quickly moves
forward to the benefits realisation stage of
the project and I am delighted that work
in this area is already well underway”.

  In this Issue: ● Wales is now live on ESR ● Interface Update ● ESR Reports Manual now available                                                                       Electronic Staff Record 2
     ESR News
      Issue 39 ● December 2006

ESR and e-KSF Interface Update
The development of the bi-directional           e-KSF will continue to be the master        outcome data from e-KSF with gender
interface between ESR & e-KSF has             system for recording KSF reviews, gateway     and ethnicity data from ESR to give you
been successfully completed.                  outcomes and personal development             useful equal opportunities information.
  ESR & e-KSF are centrally procured,         plans. The e-KSF/ESR interface will              The interface is currently being
national systems which hold                   enable the summary detail relating to         piloted in selected trusts to identify
information about employees and               the review, personal development plan,        any last minute adjustments before
their development. The new interface          progression through the gateway and the       being ‘switched on’ for live trusts. On
has been built to realise additional          employee’s current competency profile to       completion of the pilots, a formal
benefits from both systems to better           be transmitted to ESR thus reducing the       rollout schedule, including specific
manage staff careers and development.         need to manually input changes to an          strategies and dates for activating the
The work on the interface has been            individual’s record. Post outline dimension   link, will be released in December.
centrally funded and the interface            and levels will also be passed from e-        All organisations will be given the
will operate with no additional cost          KSF to ESR, enabling the comparison of        opportunity to activate the interface,
to NHS organisations. The interface is        an employee’s current KSF dimensions          whether or not they are currently using
now complete and was released on 4            and levels to the positions they hold.        e-KSF; and sufficient notice will be given
November 2006 (ESR Release 3.10).               Similarly, when a new employee is set       to allow time to plan this activity.
  Julie Badon, Agenda for Change Lead         up in ESR, the employee’s basic data will        The e-KSF team will be managing this
at the Department of Health said,             be transmitted to e-KSF to set up the         rollout process, so please check www.
  “This is very positive progress which       employee’s e-KSF record. The transfer of for further information.
will ensure that NHS Employers and            data between the systems will improve            If you have any queries please do not
NHS staff can benefit fully from the           reporting capability too, for example         hesitate to contact communications@es
functionality in both ESR and e-KSF.”         you will be able to combine gateway  or

  ESR exhibited at the IHM (Institute         Healthcare Managers find out more about ESR
  of Healthcare Management), Annual
  Conference & Exhibition in Cardiff in
                                              at the IHM (Institute of Healthcare Management)
  November 2006. The two day conference       Annual Conference & Exhibition in Cardiff
  was held at the Cardiff International
  Arena and provided an opportunity
  for Healthcare Managers to meet and
  share their ideas and experience. The
  event included a mix of plenary sessions,
  workshops and share sessions. The
  conference attracted a wide audience
  who came to debate, discuss and listen to
  a range of presentations covering topics
  such as Leadership and Management.
  The conference provided a good
  opportunity for delegates to meet ESR
  Account Managers at the ESR stand
  and obtain useful literature about ESR.
    Speakers at the conference included
  Dr Brian Gibbons, Minister for Health
  & Social Services, Welsh Assembly
  Government, Sir Ian Carruthers OBE,
  Chief Executive, NHS South West,
  Professor Alan Maynard, Professor
  of Health Economics, University of
  York & Chair of York NHS Hospitals
  Trust, Richard Granger, Director,           ● Left to right: Sheena Wilkes, Clinical Audit & Governance Manager, South
  NHS Connecting for Health and               Birmingham PCT with Dympna Bell, ESR Account Manager at the ESR Stand
  Ann Lloyd, Director NHS Wales.              at the IHM Annual Conference & Exhibition, November 2006, Cardiff.

    In this Issue: ● Wales is now live on ESR ● Interface Update ● ESR Reports Manual now available                                                                            Electronic Staff Record 3
      ESR News
      Issue 39 ● December 2006

ESR Reports Manual now available
In response to feedback from users we are    used in an organisation. For example, the    This is the first version of the Reports
pleased to announce that a comprehensive     manual includes guides which cover tasks     Manual. As the reporting functionality
ESR Reports Manual is now available.         such as “how to prepare workforce board      develops we will continue to review,
   The manual contains a CD Rom and a        reports” and “how to run payroll reports”.   update and improve the documents.
variety of documents to help organisations                                                If you have any comments on how
get the most out of ESR Reports. Copies      ESR Data Dictionary                          the manual can be improved, please
of the Reports Manual have been sent to      The dictionary provides calculations and     contact the Communications team at:
Finance and HR Directors who are engaged     meaning of data items within each report.
up to Wave 6 of the roll out. Copies will
also shortly be sent to those remaining
organisations in the roll out. The Reports   Enhancement Guide
Manual is also available on Kbase, where     Discoverer Report (Drake). A guide to
future versions of the manual will be        advise adhoc Discoverer users on the
stored. For the most up-to-date version      improvements and changes in the new
of the manual please log onto Kbase. If      version of Discoverer, “Drake”.
you haven’t registered on Kbase please go
to the Kbase page of the ESR website.
   The Reports Manual contains an
index and a guide to reports that are
currently available. For example,

User Guides
Discoverer Reports, Standard and
6i Reports. Here you will find a
comprehensive guide to all the reports
including screen shots and data items
used as well as information on how long
a report should typically take to run.
“How To” Guides
These are specific guides which
demonstrate how the reports can be

  Past issues of ESR News can be found on our website at If there is
  anything that you would like us to feature in future editions of ESR News, or if you have any
  queries relating to past articles, please contact us at

                     Merry Christmas and a Happy New Year
                     to all our readers

    In this Issue: ● Wales is now live on ESR ● Interface Update ● ESR Reports Manual now available                                                                         Electronic Staff Record 4

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