HSCIC / ESR Data Quality and Data Standards RoadshowThe Royal Marsden Education and Conference Centre, Thursday 1st October 2015

presented by Nick Armitage, Kieron Walsh and Stuart Jones

HSCIC/ESR Data Quality and Data Standards Road Show

• Thursday 1st October 2015  • The Royal Marsden Education and

Conference Centre • Stewart’s Grove, London. SW3 6JJ.

3

Housekeeping Arrangements• Please can you all ensure that you have signed in and if not, please can you do so at

some point in the day. Thank you! • Guest Wi-fi is available in the Conference Centre – Royal Marsden Guest, fill in your

details and accept t&c’s.  • There are currently no scheduled fire drills or works for today.

• Smoking is not permitted within the Marsden grounds, however the Conference Centre entrance is situated directly onto Stewarts Grove which is not part of the trust.

• Food and refreshments will be provided in the function rooms on the ground floor of the facility below the Julian Bloom lecture theatre on the 1st floor.

• Feedback forms have been provided – please do fill them in, all comments welcomed to make future sessions as useful as possible!

• Also, Post-it notes are available for questions…

Today’s Agenda• 10:00 Coffee and Networking  • 10:30 Welcome, Introduction - the importance of data quality, objectives of the day (Nick Armitage); • 10:45 Recent and future developments in data quality and data standards (Kieron Walsh / Nick Armitage); • 11:30 Data quality tools and guidance:

– WOVEN and HSCIC Guidance (Nick Armitage);

– ESR Business Intelligence Reporting Tools and Guidance (Stuart Jones); • 12:30 Lunch and Networking • 13:00 The importance of good data quality, how workforce data is put to use by regional and national

bodies and the implications of poor data quality for you (Kieron Walsh/Nick Armitage); • 14:10 NHS Jobs data quality / Healthcare recruitment information development (Nick Armitage); • 14:30 Plenary, questions and answers – next steps (Nick Armitage/All); • 15:00 Finish

10:30 Welcome, Introduction - the importance of data quality, objectives of the day (Nick Armitage);

• Why are we here?– The importance of Data Quality and consistent Data Standards

– To consider how attendees could implement what is discussed in the meeting

– What individuals can do themselves

– How we all need to involve others and what we can do to help each other

– DQ is part of everyone's responsibility - help is there, but opportunities must be acted upon and choices taken to maximise the rich data available.

– To make ESR the one source of truth…

– Part of the HSCIC corporate role for Data Quality

11:30 Welcome, Introduction - the importance of data quality, objectives of the day (Nick Armitage);

• Data quality is all about collaborative working with a shared purpose – hence getting you all here today.

• Please speak to each other – the greatest data quality resource we have is you!

• Any efforts should have mutual benefits and should provide a platform for discourse between all involved.

• The purpose is to improve the data that is used at all stages, to inform decisions about the workforce at local, regional and national levels.

• Good data quality can’t guarantee good decisions are made, but poor data quality will definitely increase the likelihood of poor decisions and poor outcomes.

• We welcome your feedback to improve future events!

Importance of Data QualityBetter Data Quality = Better Management Decisionsbut only when data is captured - for example in

Managers

• Scrutinise and use the data in Business Intelligence• Ensure errors are corrected in Manager Self Service

Employees

• View, review, validate and correct errors in Employee Self Service• It is YOUR data!

Core ESR Users

• Use HR Best Practice Guidance• Use interfaces including NHSJobs and auto IAT

Workforce Specialists

• Use ESR Business Intelligence Validation tools • NHS Workforce Information Verifier Dashboard • NHS Data Quality Dashboard

• WOVEN validation tool

HSCIC corporate data quality role• A new strategy for the delivery of the HSCIC’s corporate responsibility

for data quality across all health and social care information (as set out in the HaSC Act 2012) is nearing completion.

• An element of that strategy will be an expert reference group, on which

the workforce information community will have representation.

• Therefore workforce information is very much part of the remit of this strategy and the additional scrutiny / resources it may bring.

• Anyone who is interested can look at previous corporate DQ reports on our website for information, though the new work is likely to take a slightly different direction.

• The corporate DQ section of HSCIC website: http://www.hscic.gov.uk/dq

Objectives of the day

• The Objectives today are therefore to:– provide a platform to encourage collaborative

working;– to highlight the tools and guidance available;– to promote the importance of data quality and

consistent data standards;– to communicate important developments; and – to learn from your experiences and expertise

Recent and future developments in Data Quality and Data Standards

Kieron WalshESR NHS Development Team kieron.walsh@nhs.net

Previously on the Data Quality Roadshow…

The road to August 2014…

… and beyond!

?ESR Reprocurement

ESR Reprocurement and beyond…

How did we get here?• December 2013 Tender Notice in Official Journal

of the European Union (OJEU) to supply ESR

• December 2014 DH award contract to IBM

• Initial contract term 5 years:o Initial term 2015 to 2020

o Extension Term 2 years 2020 to 2022

• June 2015 IBM take full responsibility for delivery of the ESR Service

ESR Reprocurement and beyond…Where are we now?• Transition

Seamless transfer of service provision: McKesson >>> IBM

• Enhance 16 Work Packages agreed1st 3 WP’s include: Portal for OLM & SS, Streamlined task-driven forms, Mobile access

• Operate (aka Service Delivery)Continue to run and develop ESR in line with legal and NHS requirements, including user-driven changes

ESR Reprocurement and beyond…

Transition BulletinsURL and email address changes

Enhance BulletinsProgress on the development of new functionality

Solution Development Content of recent and planned Releases

https://www.infopoint.esr.nhs.uk

Where are we going?

https://www.electronicstaffrecord.nhs.uk/kbase/78/

ESR Reprocurement and beyond…

Improving Data Quality through design• Build into new forms as standard• Enhance existing forms by request

LOV’s Input Mask Error / Prompt

Mandation of data entry?No data v Made up data

Improving ESR Data QualityUnder-utilised ESR functionality:• Establishment Control

o Establishment WTE v Staff in Post WTEo Effective control of the recruitment process and

planned v actual staffing levels

Check Estab WTE values! ESR-NHS0058 ESR Finance User Guide Case Study: Royal Liverpool and Broadgreen

University Hospitals NHS Trust

• Vacancieso Control over recruitment (process and reports)o ESR Vacancies >>> NHS Jobs Advertso NHS Jobs Applicants >>> ESR

Housekeeping: Close down vacancies!

Improving ESR Data QualityStreamlining ESR processes in HR and Recruitment:Webinar sessions (Sep-Nov ‘15):o Using ESR with recruitment campaigns o Standard references via IAT o Occupational Health and ESR o Transferring ‘stat & mand’ competencies via IAT o Employment checklist including DBS o Hiring applicants to substantive role who already have a

Bank (or other) assignment o Recruitment housekeeping o New starter process o Employee Relations module overview o OLM – Self Enrolment on classroom courses

Further details and booking via ESR website https://www.electronicstaffrecord.nhs.uk/fileadmin/documents/Events_News/Streamlining_HR___Recruitment_-_ESR_Webinars_Sept15.pdf

Functional Advisorso New team to assist uptake of functionality

https://www.electronicstaffrecord.nhs.uk/esr-benefits/benefits-calculator/

• Removal of data duplication

• Improved data quality

• Streamline back-office

• Manage training and development and associated costs

• Manage competencyrecording, reportingand compliance

• Potential to reduceclinical and corporate risk

• Maximise workforce efficiency - do more with the same or less

• Evidenced delivery of safe care

ESR Benefits Calculator

Questions?

10:45 Recent and future developments in data quality and data standards (Kieron Walsh / Nick Armitage);

NHS Jobs data quality:

• First ever provisional experimental NHS Vacancy Statistics report, based upon administrative data extracted from NHS Jobs was published 18th August

• Based on Job Adverts, not Vacancies directly – saves a burdensome direct data collection,

but…

• The statistics are exploratory and provide information on the administrative data available from NHS Jobs as much as on the recruitment of staff.

• This publication provides figures which are an insight to recruitment in the NHS but which should be treated with caution, and users have been discouraged from attempting to draw any conclusions from this data at this time.

• The publication high-lights a range of DQ issues including:– Completeness of Occ Code;– Apparent contradiction between fields;– Difficulties of producing ‘rates’ and considering long-term or hard to fill vancancies

21

NHS Jobs data quality:

• One of the main functions of this publication is to ask users to respond to the figures published, and the information about the available data, with their own views on what should be published and whether the tables provided are potentially useful.

• Additionally, feedback is particularly welcome from users regarding their own practical experience of recruitment in the NHS (including other potential sources of information to supplement NHS Jobs) and we will use this information to refine and focus further statistics.

• The publication includes a ‘consultation’ regarding the development of Healthcare Recruitment Statistics and responses are welcomed by 20th November

• This afternoon there is a session which will look in more detail at this development, and remember;

– Vacancies information is part of the wMDS;– Information on vacancies exists in ESR (and elsewhere) but in need of work…

22

Notes: The figures contained in theses graphs are intended to provide an insight to recruitment in the NHS but should be treated with caution, and users are discouraged from attempting to draw any conclusions from this data at this time.

Number of published vacancy adverts are based on adverts for Fixed term and Permanent Job Types only, with a published date within the time period specified.

Data Quality: The data has undergone some quality assurance and cleansing, however, given the fact that we are still in the early stages of analyses, all findings in this report should be treated as experimental and provisional.As expected with provisional data, some figures may be revised prior to the next publication as issues are uncovered and resolved.Source: NHS Jobs.Copyright: © 2015 Health and Social Care Information Centre. All rights reserved.

This work remains the sole and exclusive property of the Health and Social Care Information Centre and may only be reproduced where there is explicit reference to the ownership of the Health and Social Care Information Centre.

23

NWD2.8 and NHS Occupation Codes Version 14 – proposed changes

• NWD2.8 currently seeking Standardisation Committee for Care Information (SCCI) approval for a number of changes:

– Additional Job Roles, Occupation Codes and Nationalities;– Amended Job Roles and Occupation Codes;– Removal of Job roles and Occupation Codes

• At same time ESR are to introduce a new Position Workplace Organisation code of ‘GenGP’ for staff working in General Practice, especially for lead employers to use in ESR for trainee GPs

• Once approved Information Standards Notice to be published November / December

• Hope to be live in ESR at the end of December – more communications / guidance updates soon

• Future proposals being developed for:– Ambulance staff;– Public Health (including HCS updates and Bioinformatics);– Psychological Therapies Workforce / IAPT (other adult and child elements of mental health workforce?)

• On the horizon – Nurses? Modernising AHPs? Support Staff and Nursing Assistants?

24

10:45 Recent and future developments – the workforce Minimum Data Set (wMDS)

• Workforce Information Architecture recommendations published on DH website here and guidance documentation on the workforce Minimum Data Set (wMDS) will continue to be regularly updated on the HSCIC website here

• First data (as at 31st March 2015) based on the wMDS published on the 2nd of September.

• Included separate information for Independent Sector Healthcare Providers and much more detail for GPs and Practice staff.

• There will be no Census collection for 2015 – launching the September 30th 2015 wMDS collection today in its place

• DQ implications for organisations using ESR; for Chesterfield and Moorfields Foundation Trusts; for General Practice and for Independent Sector Healthcare Providers…

• wMDS – expansion of fields of interest, DQ related to Primary care / GP staff on ESR and how to code GPs/Registrars etc. correctly

• GPs - use code 921, use 921 for GP Registrars on placements in GP Practices and differentiate trainees with Payscale, use Position Workplace Organisation code of Gen05 (Other) then GenGP when available

• Add screen shot of wMDS web page

wMDS – expansion of fields of interest, DQ related to Primary care / GP staff on ESR and how to code GPs/Registrars etc. correctly (NA)

• Data quality will be a focus – for ESR and beyond, the wMDS its capture and promulgation will be a developing process for years to come for all sectors but particularly for new elements not previously covered by the census

• Already the development of the wMDS is highlighting lots of issues to feedback into the data standards and guidance – for example updating the definitional information within the NWD

• Shining a light on the elements of the data standards which have not been focused upon at a national level previously – likely to link to future DQ push as issues are discovered

• WOVEN tests to be refined to meet the needs of wMDS extract from ESR – also ESR BI data quality reporting

• Implementation of wMDS is leading to requests for new values to ensure the NWD is fit for the new areas it is to cover (e.g. Primary Care, Independent Sector),

• Increasing the scope of the Workforce Information Review Group (WIRG) to cover more sectors

• How to handle DQ initiatives outside of ESR – validation elements of wMDS Collection Vehicle, Primary Care Web Tool, other focused tests?

• Other sectors also need workforce information – a Public Health Minimum Data Set on the horizon, a subset of the wMDS and beyond?

27

Hospital and Community Health Service Workforce Consultation

• The response from the HSCIC to the consultation is still very much a work in progress – lots of useful responses received to the consultation and now deciding how best to act upon them

• Some emerging headlines are that there are a lot of references to workforce data quality in the responses – a key theme being that it is crucial to get the data quality issues resolved at source rather than trying to accommodate them within subsequent data processing

• A mixture of relatively straight forward data quality issues, e.g. Chief Execs with Z codes or Chairpersons with G codes, and grade mismatches.

• With more complex issues – for example, although use of Job Role and AoW are wanted by many responders, some, particularly trusts, question its accuracy and usefulness.

• There will be an initial set of suggestions for change derived from the consultation which will be shared in October. This will be open to comment for 2 weeks and then a final set will be issued.

• Anyone who wants to see the initial set should contact Bernard Horan Bernard.horan@hscic.gov.uk and ask to be added to the mailing list.

 • The response below from the National Audit Office has some pertinent observations:

– As the HSCIC’s data show, there are some 1.2 million Hospital and Community Health Service staff, accounting for around two-thirds of providers’ expenditure. Given the scale of the workforce, we would expect providers, commissioners, regulators and other national bodies involved in oversight of health services and workforce planning to have adequate data to support their role, and a good flow of data around the health system in order to exploit the possible insights…….More generally, we have previously highlighted that there is often a lack of common data definitions across health and social care, and we are concerned that the importance of data quality is not communicated effectively to frontline staff: often little or no information is given about why data is collected, how it will be used, or the impact of poor data quality.

28

HCS and Informatics re-coding feedback.• At the last Roadshows we provided a considerable focus on the Healthcare Science

recoding and the drive to use the new Areas of Work for Informatics staff

• What have been the lessons learnt? What feedback have we received?

• Positives of involving the clinical / service managers – need to provide clear and timely communications and guidance

• Timing is importance – clash with Equivalence process and confusion caused

• To be unambiguous and to take on-board issues that are high-lighted – Pan-Pathology.

• In general, for HCS changes the Occupation Code changes have been made and look consistent, though issues remain – especially for staff with BMS / CS registration.

• Job Role and Area of Work need to be looked at further

• Still getting feedback from Trusts about validations of Job Roles versus Occ Codes etc.

Feedback on Healthcare Science re-coding to ‘U’ Matrix.

Prepared by Stuart Jones of the NHS ESR Central Team

30

Implementation of ‘U Matrix’ in ESR (England only) Occ Code/Job Role/Pay Band (June 2015).

Occ Code/ Pay Band Combinations 

Job Role/ Pay Band Combinations 

Occ Code/ Job Role Combinations 

31

‘U Matrix’ Occ Code vs Area of Work (England Only – June 2015)

Occ Code/ Area of Work Combinations 

AoW General Issues.

• The ‘catch all’ AoW of ‘Pathology’ accounts for around a ¼ of the errors.

• An AoW related to a different HCS theme has been selected.

• An AoW not listed within

the ‘U’ matrix has been selected, in a number of cases, the medical AoW.

Healthcare Science – the Hidden Workforce

Lessons Learned • Use the Healthcare Science data standard

guidance• Engage with Lead Healthcare Science

specialists in each Trust to led the audit, review and verification of the HCS staff in post data.

• In partnership with the Workforce Information Teams implement the finalised changes in ESR

• Ensure standardisation by asking questions for clarification

• Use the Business Intelligence Workforce Information Verifier Dashboard to monitor progress

BenefitsWhen applied correctly in ESR, the new values will:

Enable all stakeholders to understand the size and structure of the Healthcare Science workforce (40+ specialisms)

Enable greater accuracy in workforce planning at local, regional and national levels.

Healthcare Science workforce data is available locally in ESRBI, regionally in ESR Data Warehouse BI and nationally in NHS iView.

The healthcare science (HCS) workforce forms approximately 5% of the workforce, yet their work provides input to around 80% of all diagnostic decisions.

Based on the Modernising Scientific Careers (MSC) terminology, the HSCIC published new data standard guidance includes Occupation Codes, Staff Group, Job Roles and Area of Work coupled with an Indicative Job Title guidance.

In Wales 100% of Occupation Codes have changes to ‘U’ Matrix, 99% of Job Roles and 98% of Area of Work.

Health Informatics Area of Work Reclassification

• Health informatics is one of the fastest growing areas in the health sector, and plays a vital role in supporting clinicians to provide healthcare to patients.

• Health Informatics Area of Work guidance including Indicative Job Titles is available on the HSCIC website.

• Lessons Learned – Use the Health Informatics data standard guidance– Engage with Lead Health Informatics specialist in each Trust to led the review and verification of the HI

data and in partnership with the Workforce Information Teams implement the changes in ESR

• When applied correctly, the new Health Informatics Area of Work values will enable workforce planners, HR teams, directors and clinical managers to better understand and manage the Health Informatics workforce. Health Informatics area of work data is available locally in ESRBI, England level in ESR Data Warehouse BI and nationally in NHS iView.

11:30 Data quality tools and guidance: WOVEN Background

• The Workforce Validation Engine (WOVEN) reports are now a familiar feature of the NHS workforce landscape.

• Still many organisations not choosing to open / action their reports despite attempts to increase participation.

• A number of organisations use their WOVEN scores and rankings as part of their Board reporting process on a monthly basis.

• Used regionally as part of workforce DQ efforts – e.g. North West, Yorks and Humber, East Mids etc.

• Highlights data inconsistencies and provides detail for correction directly in ESR

• Reduced the need for burdensome DQ efforts associated with the HSCIC data collections and improves the utility of the data at a local and regional level

• The concept is just as relevant to the wMDS as it was to the census - additional DQ efforts more focused – e.g. issues with position workplace organisation, issues with unusual assignment status information

• Ability to override genuine inconsistencies and focus on issues

35

11:30 Data quality tools and guidance: 

• WOVEN should be seen as an additional prompt to action (as are other DQ exercises…)

• The key is to make use of the guidance available and the importance of organisations taking responsibility before the reports are sent to them

• A growing library of data standards and data quality guidance is available on the HSCIC website and we encourage feedback

• If you have a particular WOVEN DQ or Data Standards issue, please contact the team – we’re here to help!

• HSCIC battles with our own DQ, what has been done, what will be done and a better understanding of the challenges you face – especially of transition from one organisation to another…

WOVEN hints and tips

• The key is to ensure that practices and processes are in place to capture the information at source and input the data in an accurate and timely fashion

• Work with clinical / functional teams

• Share best practice across teams – Recruitment, HR, Payroll and Finance and beyond!

• Make use of recently updated guidance materials and tools available

• Acting on your ESRBI DQ reports will help to improve WOVEN scores

• ESR Self Service / Manager Self Service should help

• Some means by which people can maximise the impact of their efforts:– How to best handle large numbers of errors – ESR mass update facility?– Deal with inconstancies against the lowest record count first to have the biggest impact on

your overall score– Quick-wins e.g. equality if you have asked the questions and staff have not responded after a

sensible length of time, then it is appropriate to complete the field as ‘not stated’.

WOVEN The Future

• Focus on Items of national importance in WOVEN – for strategic / workforce planning purposes

• HCS implementation and the workforce Minimum Data Set (wMDS) are likely to influence further WOVEN developments, with possible suggestions:– Providing a means of testing use of new occupation codes / JR and AoW

values and their combinations for the correct identification of HCS roles– Informatics Area of Work checking (to avoid use of catch-all ‘Informatics’

value rather than detailed values)– Considering fields or combinations of fields which have not been heavily

validated previously but which are essential for the wMDS

• ESR Business Intelligence DQ reports (and collection mechanisms for the wMDS) are likely to lead to refocusing of WOVEN DQ reports away from ‘validity’ and towards ‘accuracy’

WOVEN The Future – what next?

• The updated WoVEn reports finally went live for the August run, including the restrictive date change (to 01/04/2013) and the formalisation of the new LETB summary level.

• Clear guidance regarding the Restrictive Date change has been circulated to users.

• All other proposed changes previously discussed are currently on hold, pending… Drumroll… Trumpet Fanfare… the proposal to fully redevelop the system and make it fit for purpose with support from a technical team within the HSCIC which will make future updates by the team much more flexible!

 • The redevelopment is due to begin in November 2015, with exploratory sessions with the technical team due to start in

October.

• In future WOVEN more easily configurable by HSCIC workforce team – more targeted DQ, testing implementation of data standards updates

• This is the first stage in gaining input to the proposed updates from the WOVEN user community so that we can develop a proposal to take WIRG and the ESR HR SIG before we can make the changes

 • We will be in touch shortly for your feedback 3 particular elements of the development:

– Existing WoVEn validations – any changes required, any tests to be dropped?– Minimum changes which have already been agreed by the HR SIG – are these proposals still valid?– Suggested additional changes for consideration – any additions, changes, comments (including Priority)?

38

ESR Reporting, Tools, and Guidance.

Stuart JonesNHS ESR Central Team

40

ESR Reporting, Tools, and Guidance.

• ESR NHS0078 - ESR HR Best Practice Guide.

• ESR Business Intelligence (BI).

41

ESR NHS0078 - HR Best Practice Guide.

• Available via Kbase.

• Advises users on how to best utilise ESR functionality.

• Reviewed and revised after each major ESR release.

• It is an aid to understanding the flow of processes and system interaction to drive the most effective and efficient use of ESR.

• Underpinning ESR best practice is an understanding of the data requirements and when, where, and how they should be populated within ESR.

42

ESR NHS0078- HR Best Practice Guide

• The guide covers:– Establishment Control via Workstructures.– Recruitment processes, including use of 3rd party e-

recruitment systems.– Inter Authority Transfer (IAT) process and

Occupational Health Details.– New Starters– Changes to Person and Assignment records.– Terminations.– Re-hires.– Reporting that supports each process.– Data Standards.– Interfaces that can be used to enhance the core ESR

functionality and streamline business processes.

43

ESR NHS0078- HR Best Practice Guide

• One key aspect of ESR is the ability to report on a wide range of workforce information, at a local, regional, and national level.

• This reporting will be more straightforward and

useful, if, by following best practice, the data quality of the information can be relied upon.

44

ESR Business Intelligence (BI)

• Key to using ESR data to support decision making.

• Available to managers and central functions.

• Full suite of standard reports provided.

45

ESR Business Intelligence (BI)

• Documentation / Captivates.

• ESR-NHS0151 Guide to ESR BI Dashboards.

(available on Kbase)

ESR Business Intelligence (BI)• Insight into employee workforce structure,

numbers, performance, and compliance.

• Managers and Employees have the access to view reports.

• Very much reliant on processes being in place to capture accurate data and requirements.

ESR Business Intelligence (BI)

Compliance

• Recorded in ESR as ‘Competencies’.

• Requirements set centrally.

• Managers and Employees see status on learner homepage.

• Compliance Dashboard provides:– Matching– Selective Matching– Expiration Prediction

Selective Competency Matching

53

ESR Business Intelligence (BI) Data Quality Dashboard.

• Dashboard released in June 2013.

• The majority of the tests mirror and support the HSCIC WOVEN checks, but there are a number of additional measures.

• These additional tests within the Dashboard are designed to assess key data quality tests agreed by NSIG chairs.

• It has been designed to provide the user with a summary of all available tests, followed by six data quality areas under which, a detailed analysis of each test falls.

54

ESR Business Intelligence (BI) Data Quality Dashboard.

Summary ↓

Detail ↑

55

Workforce Information Verifier Dashboard

• References guidance from HSCIC – NWD & Occupation Code Manual.

• Describes a Position data set by:Occ Code/Pay BandJob Role / Pay BandOcc Code/Job RoleOcc Code vs Area Of Work (Healthcare Scientists ‘U’ Matrix Only)

• Compares these against Assignments/ Positions, giving a Red/Amber/Green rating.• Reports at both summary and detailed level.

56

Workforce Information Verifier Dashboard

Summary ↓

Detail ↑

Further Information

• ESR Website : http://www.esr.nhs.uk– ESR Account Manager– ESR Transition & Enhance

• Kbase: http://www.esr.nhs.uk/kbase– Guide to National Dashboards– Captivates

Questions

58

ESR Reporting, Tools, and Guidance.

12:30 Lunch• Enjoy your lunch and the chance to chat to friends and

colleagues.• All special dietary requirements have been passed on to the

venue.• Lots still to discuss – aim to restart at 13:00 prompt.

59

The importance of good Data Quality, how

workforce data is put to use by regional and

national bodies and the implications of poor data

quality for you

Kieron WalshESR NHS Development Team kieron.walsh@nhs.net

Who uses ESR data? (Who doesn’t?)

NHS Litigation Authority

Monitor NHS Trust Development

Authority

Health Education England

Local Education &

Training Board

Employing Authority

Department of Health

NHS Employers

Pay Review Body

Medical Insurance Liability

Workforce Plan

Diversity & Inclusivity

Efficiency &Effectiveness

Parliamentary Question

Freedom of Information

Absence Management

Pay

Working Longer

Redesign

Training

Registration

Recruit & Retain

Competence

CareQuality

Commission

Health & Social Care Information

Centre

NB Not exhaustive!

Clinical Commissioning

Group

Commissioning Support Unit

Pension

Policy

Commissioning

What’s it used for?

Appraisal

Widely used data items

“All data items are equal, but some data items are more equal than others.” Apologies to George Orwell

Position data• Pay Grade• Occupation Code• Staff Group/Job Role• Area of Work

Person/Assignment data• Protected characteristics• Contracted WTE• Headcount (NHS Unique ID)

All the data is collected for a purpose!

Apprenticeships

• Govt target = NHS deliverable

• Identifying Apprentices on ESR: Staff Group / Job Role

• If can’t get data from ESR: Questionnaires

• Problems? o Why are numbers so low?o Recruits to Apprenticeship posts OK, but existing

staff taking up an Apprenticeship? o Apprentice in what?

Future:• Framework changes in 2017: New data requirements?• NHS Employers & ESR discussing options to gather

more robust data; possible new data items/values

Sickness Absence (1)

Poor data impacts on:• Local and wider workforce resourcing and planning• Failure to identify and take action on Sickness Reasons

Close down Sickness records!• Examples of ‘open’ absences lasting years!• Use BI Reports to identify ‘Long Term’ Sickness:

o Address genuine cases as per local procedures (Refer to OH, Assess Employment, 1/2 or No-pay)

o Close any left ‘open’ in error

Sickness Absence (2)M&D Sickness rate far lower than other staff groups• Check using BI Reports• If genuine, why? • Contradicted by usage of Locums?• If data collection/entry issue, how to address?

July 2015All England

ESR Data Warehouse

Sickness Absence (3)

Check BI Reports for other outliers or trends(e.g. Directorate / Staff Group / Pay Band /…)

July 2015All England

ESR Data Warehouse

Equality & Diversity (Diversity & Inclusion)• Data needed for:

o Public Sector Equality Dutyo Workforce Race Equality Standard (WRES)o Working Longer

• NHS England ‘position paper’ >>> Data Standardo Sets out data items and values in use within NHS

(patients and workforce) http://www.england.nhs.uk/ourwork/gov/equality-hub/intelligence/

o Consider impact on service (cost, training), and demands on system suppliers (cost, timing)

o Data Standard >>> Changes to ESRo Inclusion of Transgender? (tbd)

Check for ‘old’ (numeric) Ethnic Group valueso Obsolete since 2001o Amend via Employee Self Service or HR Core Formo Do not ‘map’, individual must select current value

National Workforce Dataset v2.8: Nationality LOV’s

ESR Interfaces enable transfer of data from other systemsESR Interfaces with GMC, NMC, Deanery, NHS Jobs, T&A, General Ledger, etc.., • Saves time and effort on data entry• Data is transferred accurately

Relies on identifying the individual and/or the position so initial data entry is crucial.

ESR / GMC Interface:• Must match on GMC No and Name• Correct match will then maintain ESR using data from

GMC Register• No match = No update (Prof Reg report will flag up)• ESR must hold person’s legal name, GMC may hold a

‘professional’ name• Once the ‘link’ is established remove any previous

manually entered rows with overlapping dates

• ESR’s IAT functionality enables transfer of data from one employer to another

• Saves time and effort, reduces errors through re-keying• Ensure data is correct before passing on!• 16,894 IAT transactions in August (All England + Wales)• 97% Auto IAT transactions.• Of the 3% non-Auto IAT’s 69% could have been. • So 99% could have been Auto IAT.

Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-150

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

711 636 337 353 413 502 311 307 311 308 293 544

9,832 10,632

7,064 5,728

7,184

9,000

7,195 8,439

5,996 7,042 6,702

16,350

Total Number of IAT Requests and the Split between Automated and non Automated

# Non-Auto requests # Auto requests

Num

ber o

f req

uest

s

Inter Authority Transfer

Self Service (1)

• Based on changes made and recorded on the Employee Change Event Log

• Only changes that can be undertaken in both SS and Core forms are included

• Data for August 2015 across England and Wales

11%89%

SSNon

o ESS & MSS = data entry at source: sooner and more accurate.

o Lots of scope to increase SS usage!

Reduce delay between Sickness Absence Date & Absence Entry:• The majority (~80%) of Self Service entered sickness absences is done

within a week of the date of the absence, compared with < 14% of core forms.

• >32% of non-SS entered at 5-9 weeks: monthly input from timesheets or via interfaces? (Often this peak is in the 4-5 week range – Affected by number of weeks in payroll period?)

• Only 9.4% >5 weeks for SS – get data earlier: act on it sooner.

Self Service (2)

Same Day Post 2 Days Post 3-7 Days

Post 2-3 weeks

Post 3-4 weeks

Post 4-5 weeks

Post 5-9 weeks

Post 9> Weeks

0%

5%

10%

15%

20%

25%

30%

35%

0.9%2.8%

9.9%

17.5% 18.4%15.2%

32.3%

3.0%

25.8%

18.4%

23.7%

13.3%

6.2%3.2%

6.4% 3.0%

Delay between Sickness Absence Date and Absence Entry on ESR - Aug-15 (Sickness Records entered prior to Start Date have been excluded)

Non SSTime Delay from Change Date to Absence Start Date

% b

y En

try

Type

ESR BI ReportsWhole range of reports are available

• Use BI compliance reports (Prof Reg, Competence, etc..) to look for gaps in data as well as expired entries

• Use BI Data Quality report mirroring WoVEno Check >> fix >> re-check o Own timescale & frequency

• Other BI reports (staff in post analyses, lists, etc..) o Odd valueso Odd combinations (Occ Code v Staff Group/Job

Role)

Further information on ESR

• User Manual• Kbase• Development Schedule• User Notices• ESR News• Reporting Guides• Case Studies• HR Best Practice

All available via ESR website:http://www.electronicstaffrecord.nhs.uk

ESR IBM CRM’s

ESR NHS

Account

Managers

Local user contacts and networksRaise

SR’s

Questions?

76

The importance of good data quality, how workforce data is put to use - Nick Armitage

• Workforce planning and education commissioning• A key use of the data – drives so much of the work for both Staff

in Post information and future forecasts• Crucial that the information is correct or issues with over / under

supply will be inevitable• Issues with HCS workforce forecast template – getting the data

right…

• Policy planning & monitoring, etc…• Not just PQs, Targets and FoIs• How to understand how healthcare can be modernised – a key

element of the evaluation of the Vanguards?

77

The importance of good data quality, how workforce data is put to use - Nick Armitage

• Further examples of data (not necessarily DQ issues in themselves) issues.

• Who’s staff group is it anyway?– Differences between:

HEE workforce plans NWD/ESR Staff Group Staff Groups in HSCIC publications

– There are differences – need to understand and explain why the differences exist

– The outcome of the HCHS consultation will have an impact– But good data capture and coding allows different splits…

• Difficult questions – e.g. Acute Nursing versus Community – how to identify?

• Different models of care, integrated health and social care…

78

14:10 NHS Jobs data quality / Healthcare recruitment information development (Nick Armitage);

• The need for recruitment / vacancy information is not going away:– workforce planning, – pay review bodies, – shortage occupations, – safe staffing, – public accountability etc. etc.

• Building on the Vacancy Statistics publication we have already made we would ideally like to publish a lot more:

– Finer detail of roles and occupations,– Hard to fill vacancies– Vacancy rates etc.

• But there is no totally comprehensive data source which provides a full and accurate picture - different sources (NHS Jobs, ESR, BMJ etc. – survey!?!?!)

• Need to get DQ right here for recruitment information and to remember it also feeds issues down the line…

79

14:10 NHS Jobs data quality / Healthcare recruitment information development (Nick Armitage);

• Early days for DQ in NHS Jobs – not like ESR!

• DQ and the new NHS Vacancy Statistics development / consultation, data quality in NHS Jobs and the starting point of a lot of DQ issues, which cross into ESR – e.g. Equalities information - (See Michelle’s high-level summary. every stage potential for data not to be captured or entered correctly, ripples down the system and feeds ESR – links back to individual responsibility in DQ

• Close down Vacancies on ESR, Establishment FTE value – found one that is actually an Employee Number. – Important to make it clear that ESR is the key data source – other systems /

processes feed ESR and ESR is used to make decisions etc.– It is everyone’s responsibility to ensure data is on ESR – not just for vacancies,

links to other sections

82

14:30 Plenary, questions and answers – next steps (Nick Armitage/All)

• Remember what the data is used for, why it is important – we are all in it together, DQ is everyone’s responsibility!

• Key messages:– individual and collective responsibility for DQ;– how issues flow from start to finish– that impacts can be felt locally, regionally and

nationally– Help is available!

83

14:30 Plenary, questions and answers – next steps (Nick Armitage/All)

• Be positive – we must remember that DQ is generally good!

• A lot of effort has been put into improving it and into providing means to help people improve it including the tools, guidance we have discussed today

• But… there is still more to be done – offers of help from ESR (linked to development under new contract) and from HSCIC (redevelopment of WOVEN etc.).

• The benefits of good (and improving) DQ – are felt locally, regionally and nationally:– local KPIs, – Metrics,

• How better decisions can be made at all levels creating:– cash savings,– Reducing locums and agency spend,– Ensuring NHSLA premiums are correct– Workforce plans reflect your needs.

• Link to forthcoming ESR Account manager sessions - Streamlining HR & Recruitment using ESR - Webinars available from 28 September 2015

 • Take the messages home, go forth and DQ!

14:30 Plenary, questions and answers – next steps (Nick Armitage/All)

• Questions and Answers;– Including those captured but not yet answered over the course of

the day

• Did we meet the objectives of the day?– Please complete your feedback forms so we can learn from the

event

• Next Steps;– Slides to be made available on HSCIC website– Responses to any questions not answered today to be included

• Thank you for your interest and your continued involvement!

Changes to the workforce classifications for Healthcare Scientists and how it will be handled in the NWD and ESR

Useful Links / Resources

• WOVEN Guidance / Override request form• NHS Occupation Code Manual and sub-specialty annex• NWD Specification• NWD Guidance documents, including Job Role & Area

of Work guidance, Informatics Guidance and Healthcare Science Guidance

• DH WIA Report• HSCIC wMDS Guidance • The HSCIC Corporate DQ role – 3rd annual report as

published in October 2014• The Health Education England (HEE) Mandate• DH Priorities from their corporate plan