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ESR / Deanery Interface Workshop – South Central

22nd October 2009

Oxford Deanery

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ESR/Deanery Interface Workshop

• Victoria Crowther, Project Lead, ESR National Initiatives

• Dawn Day, Information Manager, NESC

• Katie Farrell, ESR Account Manager, SC

• James White, ESR Account Manager Lead, SC

• Anne Hanby, ESR Account Manager, SW

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Agenda

10:15am Registration & Coffee

10:30am Introductions James White

10:40am ESR and Interface Functionality Katie Farrell

11:00am Intrepid Functionality Dawn Day

11:20am Pilot Feedback Gary Whiting, NOC

11:30am Questions & Answers All

11:40am Group work All

12:00pm Summary and Close James White

12:15pm Lunch

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Katie Farrell

The ESR and Deanery Interfaces

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Objectives

• Overview of the ESR Processes which

support the interface functionality:

Position Setup

Recruitment Activity Setup

Applicant Hire

• Opportunity to ask questions

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Deanery Interface - Recruitment

Design Specified and Agreed by Deanery

Working Party

Implementation Requirements must be

fulfilled

Both the Deanery and the Trust must be

signed up to the process!

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Deanery Interface - Recruitment Process overview

1. Training Post set up as an ESR Position

including DPN

2. Vacancy and Recruitment Activity

created

3. Vacancy Referenceapplied to record of preferredCandidate within the Deanery

system

4. Preferred Candidate file received in ESR.

ESR

Empower/Intrepid

Process Runs Daily

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Deanery Interface - RecruitmentBenefits:

Transfers Applicant Data directly into ESR – supporting OH Clearance!

Reduces Duplicate Data Entry

Ensures Data Consistency

Improved Working Relations

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Implementation Requirements

Setup Deanery Training Post as an ESR Position

The NHS Trusts must use the Recruitment Module in ESR

The Deanery must use be Ready

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Position Setup Steps

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Position Setup Steps

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Recruitment StepsCreate Requisition & Vacancy

Attach Vacancy to Recruitment Activity

Applicant Processing In Deanery System

Applicant Arrives in ESR

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Create Requisition and Vacancy 

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Create Requisition and Vacancy

 

           

Vacancy

Requisition1. Requisition

Name1. Requisition

Name

2. Vacancy Name

2. Vacancy Name

3. PositionName

3. PositionName

Remaining Position Info is populated

Remaining Position Info is populated‘Remember to

save the record.’

‘Remember to save the record.’

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Create Recruitment Activity

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Select the appropriate Deanery Activity

Deanery BodyDeanery Body

Recruitment Activity NameRecruitment

Activity Name

Select ‘Recruiting For’ Button

Select ‘Recruiting For’ Button

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Select the correct vacancy

‘Remember to save the record.’

‘Remember to save the record.’

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Interface Process

ESRElectronic Staff Record

IntrepidHICOM

Recruitment ActivityRecruitment Activity

Applicant Record

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Applicant File Arrives

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Applicant File Arrives in ESR and is processed to be displayed as Applicant Assignment

All position details will be accurate!

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Completing Pre Employment Checks

Recording Reference Requests

Employment Checklist

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Updating the applicant’s status…

Update Status

‘Remember to save the record.’‘Remember to

save the record.’

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Hire the applicant…

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Hire is completed!

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Deanery Interface - Update

Design Specified and Agreed by Deanery Working Party

Implementation Requirement:

All Posts have a Deanery Post Number allocated against them

Deanery and Trust need to be engaged!

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Deanery Update

Process overview

ESR Deanery Systems

PersonData

QualificationData

RegistrationData

PositionData

Process Runs

Weekly

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Deanery - Update

Benefits:

Provides Weekly Updates

Reduces Duplicate Data Entry

Ensures Data Consistency

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Intrepid Functionality

Dawn Day

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Pilot Feedback – Nuffield Orthopaedic

CentreGary Whiting, HR Advisor

Medical Staffing

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Pilot Feedback – Royal Berkshire NHS

Foundation TrustKatie Farrell on behalf of

Ian Brickell,HR Workforce Information Administrator

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RBH – ESR/Deanery Interface Usage Notes August 2009

Limited to hiring of new staff (not Update Interface)

• Before starting read and digest the excellent “Guide to Deanery Interface (Recruitment and Update)” by ESR’s Victoria Crowther and also be familiar with / understand use of the ESR “Recruitment module”.

• Experiment in TPLY “test database”• Much of our time was taken in getting the ESR Positions

right due to :- (a) the interface requires 1 employee per position i.e 1to1, no “bucket positions”

• (b) Our Position names were not very descriptive/ tidy• (c) We wanted to be able to identify these “Deanery”

Positions in ESR as easily as possible

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To do this we :-• Identified all Positions already used for “Deanery

appointments”, renamed with “(DP)” at the end of Position name. Whilst this shows on the payslip, it does make it easier to identify them.

• Used the ESR “Position copy” facility to create new positions for all the new intake by copying already renamed “(DP)” positions. AFTER copying we then entered the Deanery Post numbers into the positions.

NOTE: Position copy works well but we wanted to copy the Positions “Extra Information”, “Valid Grades” and “Work Choices” items then we had to click on the “Other Info” button AND CLICK ON OK EVEN THOUGH ALL BOXES ARE ALREADY TICKED!

RBH – ESR/Deanery Interface Usage Notes

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RBH – ESR/Deanery Interface Usage Notes

Naming conventions

Position name :- Medical Foundation year 1 (DP)

Requisition:- 193-MedStaff-DP-F1-RespMed (i.e 1 Requisition for each type of vacancy – in this example F1’s in Respiratory Medicine)

Vacancies under the requisition :- 193-DP-004-FP1-001 (One vacancy per applicant. The key part of the Deanery Post number was used)

Activity :- 193-MedStaff-DP-F1.1 (In this example we were sending to the Deanery all the F1’s in all Vacancies we had set up – i.e we attached all the F1 vacancies to the one Activity.

In each case we put in “MedStaff” to differentiate from the separate non Medic Recruitment team work at RBH.

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RBH – ESR/Deanery Interface Usage Notes

…continued

• For Requisition and Vacancy the “Date from” is key. We ensured it was before the start of any recruitment work. Similarly the “Vacancy Status” must be set to “Open”. For all these items date track to a date before the start of any recruitment work.

• Activity “Start Date” was key. We set it to be on or no more than one day after the Vacancy “Date From” date.

• We had to be patient as files are sent from the NHS hub to the Deaneries overnight once per day.

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Ian BrickellRoyal Berkshire NHS Foundation Trust

t: 0118 322 7339

e: ian.brickell@royalberkshire.nhs.uk

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Group Work

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Summary & Close

James White – ESR Account Manager Lead, South Central