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E-KSF Implementation

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					E-KSF Implementation

Kick-off presentation for KSF Leads

August 2005
 Objectives for the session

•Explain the benefits of e-KSF – why are we doing this?

•Help you to “prime” your organisation for e-KSF roll-out
 • Help you to work with and identify key stakeholders
 • Work out training plans within organisations
 • Explain and set up the e-KSF “administrator” role
 • Explaining links to HR systems and IT infrastructure
•General question and answer session

•Practical project planning and next steps
Revision - What is the e-KSF tool?

A web-based toolkit to help organisations implement and run the
Knowledge and Skills Framework
 • Developed in partnership with Department of Health
 • Supports all elements of the KSF development process, including
   creation of PDPs
 • Web-based, so no need to install new software
 • Available to use NOW with ongoing development programme
 • Secure and unique log-ins, and users only see the information they
 • Will be linked to ESR
The e-KSF supports the whole KSF
development process
So, why are we doing this?

 • Increase speed of KSF implementation
 • Reduce cost of implementation
 • Clear progress and equality/diversity monitoring
 • A stepping stone towards ESR

 • Reduce paperwork
 • Reduce resource required to implement KSF
 • Better use of training and development budgets
 • Ready-made, fair and equitable process
Making a case for e-KSF

 • The e-KSF will be a significant change programme for
   organisations (it’s not something that “happens overnight”)
 • There are no direct fees for software licences etc for e-KSF
 • However, the e-KSF does require integration with your current
   KSF training and data management times
 • The benefits of the e-KSF in terms of risk reduction, cost
   savings and value-add are also significant
 • The e-KSF should also drive investment in IT skills and
Up-front costs, ongoing benefits

                  Needs                Clear         The e-KSF (and KSF)
                  focused              benefits      require resource and
                  selling…   Getting                 time to implement…
                                                     …and the benefits may
  Cost or Value

                                                     not appear instantly,
                                                     but they will continue

                                                     So, for the e-KSF, your
                                                     organisation needs to
                                                     demonstrate how the
                                                     long-term benefits
                                                     outweigh the initial

 Encourage decision-makers to see the KSF as a long-term investment
Questions on business case,
background, stakeholders?

E-KSF Cascade Training in

The largest resource requirement in delivering e-KSF

Clearest dependencies on other work-streams, e.g.:
 • Need to do KSF training first
 • Need to have access to IT training resources
 • Need a basic level of IT skills for trainees

•E-KSF team providing the training materials and initial core
training days

•Organisations need to plan and deliver cascade training

•Ongoing support as well as training – e-KSF support desk, KSF
leads network, local support groups!
We’ve created training materials for

 • E-KSF “brochures” for organisations and staff
 • “Train the trainer” workshop slides
 • Process crib sheets
 • Quick start guide for managers
 • Quick start guide for staff
 • Demo walkthrough guide for trainers
 • Administrator guides
 • Implementation pack and roll-out activities list
 • IT briefing documents
 • e-KSFNow interactive guide
 • Multimedia demo CD
Some thoughts on training the e-KSF
(and KSF!) in your organisations

Cascade or centrally-delivered?

Ratio of trainers to trainees?

Who will deliver the training?

Who will be accountable for the training?

How will courses be booked and managed?

How many courses will you need?

Which venues can you use?

How much face-to-face, how much e-learning / documentation?
The e-KSF Administrator Role
The administrator “hierarchy”

There are three levels of administrator:
 • A “super-administrator” with a view across the system. This
   person can set up and edit organisations, and identify country-
   level administrators
 • Country-level administrators – can set up and edit
   organisational details, and identify organisation-level
 • Organisation-level administrators (the focus of this section of
   the presentation)

Each level of administrator controls access to the administrators below
 them. For example, the country-level administrator defines who the
                organisation-level administrators are
The tasks of the organisational

Initial set-up:
  • Setting up the organisation by listing departments, identifying staff
     groups in use, potentially listing and adding the development
     activities provided by the organisation (so that employees can select
     these for their PDP).
Post outline approval:
 • As post outlines are created, the administrator will receive an email
   asking them to approve the outline. This involves printing the outline
   out, taking it to your partnership KSF group for review, and recording
   whether the outline is approved or not.
Ongoing data management:
 • Keeping the e-KSF tool up-to-date as employees join and leave, or
   as management structures change, and potentially as new
   development activities are identified. (BUT – wait for next slide!)
Data management – links to ESR

Local HR
Local HR
                          ESR                 •(employee details)
                                                  •Post outlines
                                                 •Joint Reviews
Local HR                                             •PDPs

           These links eliminate duplicate data entry
The skills, knowledge and resources
for an administrator

The organisation-level e-KSF administrator will typically be a
member of the KSF project team, or HR / training
department (but they could be located anywhere in the
Ideally, they should be used to working with databases and
They should be detail-focused, IT literate (although this is
not an IT role), and have some knowledge of the KSF and
how it is being applied in the organisation
They need a PC connected to the internet with Internet
Explorer 6.0 or above
Questions on Training and Admin?

Summary of the main e-KSF
Implementation Activities

1. e-KSF Project Management
  • Create and manage the plan to implement e-KSF
  • Liaise with stakeholders, identify or act as champion
  • May be the same person as KSF lead
2. e-KSF Training
  • Deliver e-KSF training to reviewers and reviewees
3. e-KSF Administration
  • Manage data on e-KSF and approve post outlines
  • Run reports

            How does this link with existing KSF roles?
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
                                   admin                          events
   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
Set up users and                         I    A/R                     R
Run online tool training                                A/R           C     I

Ensure tool is accessible to      I      I                        A/R
all staff
Monitor numbers of post           I     A      R                            I
outlines and PDPs
    Who is: Responsible, Accountable, Consulted, Informed?

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