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 need • Will be linked to ESR The e-KSF supports the whole KSF development process So, why are we doing this? NATIONAL BENEFITS • Increase speed of KSF implementation • Reduce cost of implementation • Clear progress and equality/diversity monitoring • A stepping stone towards ESR ORGANISATIONAL BENEFITS • 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 Principles: • 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 infrastructure Up-front costs, ongoing benefits Needs Clear The e-KSF (and KSF) focused benefits require resource and selling… Getting time to implement… easier… …and the benefits may Cost or Value not appear instantly, but they will continue long-term… So, for the e-KSF, your organisation needs to demonstrate how the long-term benefits outweigh the initial costs Time (years) Encourage decision-makers to see the KSF as a long-term investment Questions on business case, background, stakeholders? ? E-KSF Cascade Training in Organisations 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 you • 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 administrators • 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 administrator 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 systems e-KSF: Local HR ESR •(employee details) systems •Post outlines •Joint Reviews Local HR •PDPs systems 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 organisation) Ideally, they should be used to working with databases and computers 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 Management agreement SHA review Project 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 staff 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 timetable Set up users and I A/R R passwords 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 …Etc Who is: Responsible, Accountable, Consulted, Informed?