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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
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Group Work
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Summary & Close
James White – ESR Account Manager Lead, South Central