Home

Guide to the Streamlined Deanery Interfaces

1. ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 12 of 62 ESR Project Figure 3 Update to Rotation Notification Withdrawal of Application is received 7 User end dates the application for the original Junior Doctor 1 ESR user assigns Deanery Post 4 Applicant Record Number in ESR generated in ESR Workstructures 9 Update to Rotation Notification Replacement Application is received Electronic Staff Record Si i al 3b Medical Trainee 5 8b Alternative aligns ESR position 5b Medical Trainee maa l appointed to post r Medical Trainee is information against A is removed from i ma within the Deanery spaja jir appointed in its own position their original Post D S hierarchy system eanery System Deanery System 3a Junior Doctor recruitment and 5a Junior Doctor appointment process gt withdraws from completed by the their post Deanery 8a Alternative Junior Doctor sought from recruitment process Offline Activity 4 1 3 Information Types ESR to Deanery Systems Under the Streamlined Deanery Interface process the outbound dataset ESR to Deanery System includes details of Deanery Training Posts established in ESR and information relating to Trainee Doctors that actively occupy a training post This includes personal details qualification information job information and professional registration details For more information on the Streamline
2. Responsibility field illustrated by the blue arrow and click this button on the form to recall the Find form ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 18 of 62 ESR Project The System Administrator should search for the URP within the Find form by typing Recruitment and select the correct User Responsibility Profile as shown in the illustration below File Edit View r Window avo EA K AIRA amp e lsers pes Help UserName AMSAS sce eet Person Example Mr Adeanery Password Customer Description Supplier Status Active E Mail Password Expiration Fax Jays Effective Dates Accesses From 27 FEB 2012 To Direct Responsibilities Indirect Responsibilities Securing Attributes Effective Dates Security Responsibility Application Description Group From To l 504 HR Administration Human Resources Standard 27 FEB 2012 504 Recruitment amp Applicant Human Resources Standard 27 FEB 2012 The System Administrator should also associate the person record to the user shown by selecting their record in the Person field highlighted by the red arrow above so that they can allocate the Notification Role to a Medical Staffing user described in section 5 1 2 Once all the changes are made the System Administrator should save the record It is important to note that the Medical Staffing Teams do not use the ESR
3. ESR Project Medical Rotation Notification This notification is generated by the Deanery system It lists all of the Deanery positions and current and next post holders for the next rotation date Update to the Medical Rotation Notification Applicant Withdrawn This notification is generated by the Deanery system where an applicant on the medical rotation notification has subsequently withdrawn from the position Update to the Medical Rotation Notification Replacement Applicant The Deanery System generates this notification when a replacement applicant for the vacant position has been appointed Update to the Medical Rotation Notification Update to the Projected Start and End Dates This notification is generated by the Deanery system to advise if an applicant s projected start and or end date has been subsequently changed New Starter Reminder Notification ESR generates this notification 5 days before projected hire by ESR to remind the MSO that an applicant is due to commence and to undertake the hire process When Using the Notifications Users Should Remember e All notifications are automatically deleted within ESR once they have been read If you need to refer back to the information contained within the notification please save record the information contained within it Unread notifications are deleted 60 days after the creation date With regard to the Intrepid Deanery system if an administrator
4. Host Employer may facilitate the trainee posts on their site but does not actually hold the Employment Contract with the Medical Trainee This arrangement is particularly common in the North West and North East Regions of England where there tends to be one main Lead Employer and multiple local Host Employers Completing this field will help the Deanery Body to share trainee information with you and to understand whether your organisation simply hosts the Medical Training post or in fact employs the Medical Trainee within post This is particularly important for Host organisations as the default assumption where this field is not populated is that the NHS organisation is the Lead Employer It is important to note that this field also prompts when the host employer is attempting to hire a Medical Trainee it will remind them to hire as an honorary employee HostLead Employer Status Find HostLead Employer Status Host Employer Lead Employer Deanery Post Number WALADSPL A2 F TYUS8F Managing Deanery Body WAL Walk Find Host Lead Employer Status Host Employer Gut of Hours Bands Band 14 Rota Pattern Hybrid Prospective Cover Yes For Annual Leave i OK Cancel Clear Help The System Administrator should save the record before closing the Extra Position Information Form ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 24 of 62 ESR Proj
5. Gender Male bs Person Type Person Types Applicant Identification Applicant 15666 Ml Murmber Further Mame Other Benefits Age 3 Status single Nationality British Disabled Latest Start Date MIM Once the correct person record has been identified the user should datetrack to the Projected Hire Date The Enter HR Personal Information form is opened and the user should click onto the Action button and select Hire as illustrated above The user will be prompted to select the person type for action The prompt box shown to the right of the page will appear on the screen The user should select a val ue as follows e Lead Employers should select the ae Employee Person Type af Person Type e Host Employers should select the Honorary contractor No pave Person Type except where they have a ee secondary assignment as an employee External Supervisor person type If you need to retain the person Here type associated with their secondary appears File Edit View Folder Tools Window Help aboga gp ve B j a Eg 2 S 2 amp Bi O Enter HR Personal Information Combined 12 JUN 2012 Last Applicant Personal Employment Office Details Employee Ex Applicant Identification Employee NI Number Applicant Further Name Other 20100556 Birth Date 28 DEC 1978 Town of Birth Region of Birth Country of Birth United Kingdom Age 33 Status Single
6. OO O O O O O UQ ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 36 of 62 ESR Project 5 2 1 5 Update to the Medical Rotations Notification Change to the Projected Start and End Dates This notification is generated by the Deanery system providing details of the person concerned and the change in information i e Change to start date change to End Date or both It will urge the ESR user to manually change the projected hire or end dates for the Junior Doctor This notification does not automatically change the ESR record The notification will hold the following information Title Change to Projected Hire End Date Notification Trust ID 960 Yorkshire and Humber Date of Notification 01 03 2012 Body of Notification Below are details of a trainee who has had their projected hire end date amended in the Deanery system Please locate the person record and make the appropriate amendment to the application Last Name First Name GMC Number Position Number Position Name New Projected New Projected Hire Date End Date Bloggs Joseph 1234567 2345678 Junior Doctor 28 12 2012 The New Projected Hire Date and New Projected End Date will only be populated where a change has occurred If either of these dates remain the same this field should be blank 5 2 1 6 New Starter Notification Jnr Doctor This notification is generated by the ESR system based on the Projected Hire date provide
7. Part Records mode The running mode for the Streamlined Deanery Interface process should be included in the detail of the email from the Deanery which is attached to the Trusts Go Live SR Best Practice Advice Deanery organisations should look to transition to All Records mode at the earliest opportunity This will help Deanery organisations minimise their duplication of data entry whilst ensuring that the Trainee Doctor information being transferred to trusts through the Streamlined Deanery Interface process is as accurate as possible The type of information transferred from ESR into the Deanery system is described in section 4 1 3 The extract process is automated from the ESR perspective It therefore requires no intervention from the ESR user point of view once the Go Live SR process is completed ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 52 of 62 ESR Project Within the Intrepid System the Deanery Administrator will need to set a number of defaults in the ESR Field Defaults section of Intrepid which will define how each piece of information is treated This can be accessed by clicking on the ESR Field Defaults hyperlink on the home screen Rules defined within this section will then be used when importing ESR information into Intrepid This is the screen shown in the illustration below where you can see the following example the Deanery Body have decided that Surname may be ove
8. Recruitment module in ESR within some NHS organisations These teams may therefore require additional training support to familiarise themselves with the functionality within this module before they embark on using the Streamlined ESR and Deanery System Interface 5 1 2 Allocating the MSO Role In order for a user to operate the interface effectively someone within the Medical Staffing or Recruitment Team must have the Medical Staffing Officer notification role allocated to him or her This enables the notifications created by the interface processes to be sent directly to an ESR user for their information The ESR System Administrator can only undertake this activity as they are able access the Maintain Roles form following the path ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 19 of 62 ESR Project Navigation XXX Local HRMS System and User Administration gt Maintain Roles File Edit View Fo AY Navigator 504 Local HRMS Systems and User Administration Functions Documents Maintain Roles Assign notifications to users Setup Users Top Ten List Maintain Roles Maintain CRS Person UUID Maintain Local Values Requests Discoverer Reports Within the Maintain Roles form the System Administrator should scroll down using the scroll bar highlighted by the red arrow below within the Role Name list to find the Medical Staffing Officer notification role
9. amp Black Caribbean Not stated c Update ESR NHS00111 Ine Streamlined ESHK ana Veanery system Intertace Guide v1 U E All None Select a S asoge HOoOAASS Page 53 of 62 ESR Project The London Deanery will implement a process to update their Deanery system with ESR information on a date yet to be determined ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 54 of 62 ESR Project 6 Implementation Checklist ee oe a a ae ls your partner Deanery Deaneries ready to use the Streamlined Deanery interface process and have you informed the local Deanery System supplier most Deaneries will need to use version 10 of the Intrepid system London Deanery trusts should contact London directly Does the Medical Staffing Officer or other individuals responsible for the recruitment of Junior Doctor s have access to the Recruitment Administration URP and do they know how to use it Have you set up all positions relating to the Deanery Training Post It is anticipated that all posts are set up in your ESR hierarchy as soon as application is obtained from the Deanery Have you ensured that Deanery Post Numbers are entered on all your trainee doctor positions Have you altered all of your training posts which were previously established as Bucket Posts to individual posts Have you allocated the new Medical Staff Officer Notification role to someone wi
10. 0 Page 39 of 62 ESR Project red box in the above diagram and the record will be made available for review and update shown in the illustration below Enter Recruitment Personal Information Name Gender Male y Action a Last Applicant Person Type for Action First Dean Person Types Title fetr Applicant Prefix Identification Suffix Applicant 16666 Middle Harry NI Number Fersonal Employment Office Details Applicant Further Mame Other Birth Date BENZENE Age 33 Town of Birth Status single Region of Birth Nationality British Country of Bith Unite Disabled Effective Dates From 02 MAR20 Latest Start Date lilt Address Application Terminate Applicant Extra Information Others l To view the application details for the post that the Junior Doctor will be hired into the user should click into the Application button within the person record This is highlighted by the red box in the illustration above Application Applicant Mr Dean Harry Received Terminated Projected Hire Current Employer Date 02 MAR 2012 12 JUN 2012 Assignment Recruitment Activity e Vacancy Organization 504 Anaesthetics Group 504 zclMed Sec Med l Job Medical and Dental Foundation Position 236103 Foundation House Officer Grade NHS MN13 Foundation House Off Location 504 ESR Hospital Status Preferred Applicant Reason Recruiter Application Source Supervisor Probation amp Notice Period Standard Co
11. Foundation House Off Status rrelerred Ap ICar L Find Recruiter Application Source Supervisor Probation amp Notice Pd Status Offer Accepted Regret After Assessment Centre Speculative Enquiry 4 At Risk Health Redeployment At Risk Organisational Change Hold for Suitable Vacancies Applicant Withdrawn Effective Dates ABE tikta nkama ann From 02 MAR 2012 Find OK Cancel Interview End Application Extra Information On the Applications form the user should click into the Status field highlighted by the red arrow in the above illustration and recall the List of Values for the Assignment Statuses The users should select Offer Accepted from the choices and click OK Once the record is saved the user may navigate the HR Administration URP to complete the hire process Note The Offer Accepted status must be in place at least one day prior to their start date Navigation XXX HR Administration gt People gt Enter and Maintain ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 41 of 62 ESR Project Enter HR Fersanal Information Last Applicant First Dean Title Mir Prefix Sufix Middle Harry Personal Birth Town of Fegion of Country of Effective Dates Employment Office Details Date 20 DEC 1976 Birth Birth Bith United Kingdom From 02 MAR 2012 Address Combined 12 JUN 201 2 Applicant
12. NMC Position Community Health Services 10508083 i S WES RR201 021 FP2 002 CCN 705 Deanery Positioni4 Anaesthetics 10506195 w gt WES RR201 021 PCST O01 CCN 705 Deanery Position13 Anaesthetics 10508194 s gt WES RR201 021 PSTR3 001 CCN 705 Host Deanery Positions Anaesthetics 10508166 w gt WES RR201 021 PSTR3 001 CCN 705 Lead Deanery Position25 Anaesthetics 10508206 w g WES RR201 052 FP2 001 CCN 705 Host Deanery Position4 Anaesthetics 105081865 w p WES RR201 052 FP2 001 CCN 705 Lead Deanery Position24 Anaesthetics 105086205 s g WES RR201 052 PCPT 002 CCN 705 Deanery Positioni5 Anaesthetics 10508196 gt WES RR201 052 PGSTR 002 CCN 705 Deanery Positionil Anaesthetics 10508192 w gt WES RR201 052 PGSTR 003 CCN 705 Host Deanery Position1 Anaesthetics 10508182 w gt WES RR201 052 PGSTR 003 CCN 705 Host Deanery Position Anaesthetics 10508183 w gt WES RR201 052 PGSTR 003 CCN 705 Lead Deanery Position22 Anaesthetics 10508203 x Page 1 of 2 ld 4 gt bl Pages 1 Total records 24 When a change is made to the position information in ESR i e the post number is changed or removed this too will be communicated to the Deanery system administrator ESR administrators should take care to maintain their ESR Workstructures and particularly their Deanery Post Number information very carefully ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 25 of 62 ESR Project 5 1 4 Informing the ESR Central T
13. People gt Enter and Maintain gt Action Enter HR Personal Information Combined 01 SEP 2012 Name Oe Gender Male Z Action Person Type for Action Last Applicant First Dean Person Types Title Mr Employee Applicant Prefix Suffix Middle Harry Identification Employee 20 Action Hire Applicant NI Number Personal Employment Office Details Applicant Further Name Other Benefits Birth Date 28 DEC 1978 Age 33 Town of Birth Status Single Region of Birth Nationality British Country of Bith United Kingdom Disabled Effective Dates From 15 JUL 2012 Latest Start Date 12 JUN 2012 Ill Address Contact Others Assignment Special Information Once the appropriate record has been selected and appropriately datetracked the user should select the Hire Applicant by clicking on the Action function on the Enter HR Personal Information form and click the Update option in the popup screen A Decision box will appear asking if you wish to make the new assignment their Primary Assignment Decision Note if you select the Yes button the system will overwrite the existing Assignment details with the new Assignment Position details If you select the No button you will create a Secondary Assignment Please see the ESR User Manual for full details of the implications of creating secondary assignments lf the applica
14. Person Information Professional Registration 4 1 4 Information Types Deanery Systems to ESR The inbound dataset Deanery System to ESR includes details of Deanery Training Posts established in ESR and information relating to Trainee Doctors that actively occupy a training post This includes personal details qualification information job information and professional registration details The full listing of data items for the outbound flow is as set out below ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 15 of 62 ESR Project Personal Details Last Name First Name Middle Names Previous Last Name Title DOB Gender Applicant Email Address Address Address1 Address2 Address3 Town County Postcode Position ID Position Number Projected Hire Date Projected End Date Contact Information Contact Last Name Contact First Name Contact Title Contact Gender Contact Home Phone No Country Home telephone Mobile Telephone Ethnic Origin Code Mandatory field in ESR and Country of Birth must therefore be supplied Sexual Orientation Mandatory field must be supplied if Body and Number are both supplied Religious Belief Disability Marital Status Professional Registration Details can be more than one Professional Registration Body 1 Professional Registration Number 1 Professional Registration Expiry Date 1 P
15. aA ace eres diem iat Stes hasan cot eet haces 37 5 2 1 6 New Starter Notification Jnr Doctor ec ccccceeceeeeeeeeeeeeeeesaeeeeeeeesaeeeseeeeeas 37 5 2 2 Viewing the applicant record cccccsseccccceseeecaeeeeeeeeeeeeeeeeeesseneeeesaeeeesesaes 38 0 2 0 Hiring the applicant External Applicant cece eeeteeeeeeeeeeeeeeaeeeeeeeeees 41 5 2 4 Hiring an existing employee into a NEW POST ccccecseeeeeeeeeeeeeeeeseeeeneeeeeens 43 0 2 0 Terminating the EMployMent cccccccsesecceseeeeeeseeeeeeseaseeeseneeesaaeeeeesaaeees 47 5 2 6 Terminating an Application AppliCant ccccsssccccsseeeeeseeseeeeeeeeesseeeeesaaeees 49 52 7 The Outbound Streamlined Deanery Interface Process cccceeeeeeees 52 6 IMplementation Gi CKUISUidcbesercacreschiah crnadiatentaunndrncdan aeaa aa eea ak aatia 55 7 FREQUENTLY Asked OQUCSTIONS ss 2 cccconccetes erent a aidant ea i eaaa aii 57 8 Useful Contacts and Other Information cccccccccseseeceeeeeeeeeeeeeaeeeeeeesaeeeeeesssseneeeeeeaas 62 ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 3 of 62 ESR Project 3 Introduction 3 1 Document Outline The ESR Deanery interfaces operate between the Electronic Staff Record ESR and the Deanery Systems This document describes the Streamlined ESR and Deanery Interface process which enables information to be shared across the Deanery and the NHS
16. and click into the Users form highlighted by the blue box in the illustration below File Edit View Folder Tools Window Help Maintain Roles Role Name Role Type Further Information Enabled Maternity Rtn Ntf General HR Manager a Maternity Rtn Ntf M amp D HR Manager Maternity Rtn Ntf N amp M HR Manager i Medical Staffing Officer HR Manager NHS CRS Add Applicant Erro HR Manager Positions Templates Extra Information Berson User Default Role Benefit Role Enabled Example Mr Adeanery 504 ADEANERY ExAt v a The appropriate Person record should be selected within the Person field shown next to blue arrow above and the record saved ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 20 of 62 ESR Project Intrepid Hints Within the Intrepid system it is important for the administrator to familiarise themselves with the three main sections of the ESR Interface Main Menu before embarking on use of the interface The Heading Displays key processing information such as last processed date etc i D ESR INTERFACE So In an effort to reduce duplicate data entry and to improve data accuracy Hicom and McKesson have developed an interface between Intrepid and the ESR The ESR interface is a fully automated function that provides significant benefits to Trusts and Deaneries by facilitating the exchange of recruitment personnel appointment and training data ESR interface last pro
17. not open or save this file What s the risk selecting Open on the File Download prompt illustrated above will present the Medical Rotations Spreadsheet on the users screen example below ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 32 of 62 ESR Project f https esrnhshubdrl ombhapp nhs uk djdatatink dedevel DE_Spreadsheet WES DE_WES_180_MEDROT_201 20 Windows Internet Explorer O E hitos ljesnhshubdri hap nhs ukididatalink dedevel DE_Spreadshest WESIDE_ WES_160_MEDROT_20120213_155896_00000031 8desSakawee xks Ye x P Fis Edt Vew Inset Foma Took Data GoTo Favortes Hel Google m H sach e More Signin ae ue bitty Jiasmhehubdr 1 mbapp nhs ubididatalink dedey fies om gt i Page Tools Position Details aay BIBIBIEIBIBIRIBIBIB IE he 131 SURNAW 132 Ol Yes Yvonna Sephe The information captured on the spreadsheet includes the following Header Position Details o ESR Position Number Deanery Post Number Position title Organisation Lead Trust to be derived from the ESR position record O O O O Header Current Post Holder o Last Name First Name GMC Number Projected End Date VPD Next Placement O O 0 0 Header Next Post Holder Last Name First Name GMC Number Current Placement VPD Email Address Projected Start Date The sort order for the post and person da
18. system 4 Rotations Notification Created in ESR is updated with information inst it i ormation against Its agreed Rotations own position hierarchy Deanery System 3a Junior Doctor recruitment and appointment process completed by the Deanery ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 11 of 62 ESR Project Update to Medical Rotation Notifications The final information flow and activity diagram illustrates the changes process where a Junior Doctor withdraws from an appointment If a replacement is appointed this will also be identified to the MSO Role by the Update to Medical Rotations Notification process Note the first two steps are the same as Figure 1 because these are pre requisite activities for use of the interface The steps are 1 The Workstructures Administrator within the NHS organisation sets up the Deanery Post Number in ESR They also should identify whether they are the lead or host employer for the post The Deanery system receives the position information from ESR and applies the ESR position identifier position number and Lead Host employer details to corresponding Deanery post in the Intrepid or Empower system Once the recruitment process is completed for the next intake and a Junior Doctor is identified they are allocated into a post within the Deanery system includes 3a and 3b The MSO receives a notification advising that an Applicant
19. that training involves a placement off site or only part of the programme is run within your organisation but then the remainder of the placement and pay arrangements are managed by an external trust _ Local awareness of date tracking in ESR update and correct insert amp replace ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 56 of 62 ESR Project 7 Frequently Asked Questions Business Process e My Deanery organisation uses version 9 of Intrepid can use the Streamlined Deanery Interface process No your Deanery must use Version 10 of Intrepid in order to us the Streamlined Deanery Interface process e How can our trust make use of the ESR Recruitment Module as we do not currently use this functionality in ESR The Recruitment module is available to all Employing Authorities as part of the whole ESR solution and can be utilised at any time The local ESR Administrator is able to allocate the Recruitment and Applicant Enrolment Administration URP and Medical Staffing Officer Notification Role to the appropriate users and no additional setup is required to begin using the module though some local training may be required e Do have to ask the ESR Central Team to switch the functionality on The recruitment module in ESR is nationally enabled This means as long as your system administrator allocates the Recruitment and Applicant Enrolment Administration URP and then you
20. the latest ae ery as trainees at your Trust are due to rotate to their next placement Check the details and undertake the C Remember my password ir new position or terminate their employee record Please Note Where the details related to the current a vacancy against the position and you should contact your Body of Deanery Lead for more information Notification DE_WES_180_MEDROT 20120213 155834 To access the information over the link you will need to supply the Deanery specific password Please obtain this from your local Deanery contact Return to Worklist J Display next notification after my response OK Reassign Request Information Close Window Preferences Help Copyright c 2006 Oracle All rights reserved Entering the agreed user name and password and clicking OK should result in the next prompt asking whether you would like to Open Save or Cancel the action Note Users should ensure that they save the spreadsheet locally for further reference as the notification and link will be deleted after it is first opened File Download Do you want to open or save this file 35 Name 7_20120213_155836_00000031 83esSak8w9z xls A Type Microsoft Excel Worksheet 33 5KB From esrnhshubdr1 mhapp nhs uk Always ask before opening this type of file A J While files from the Internet can be useful some files can potentially gQ harm your computer If you do not trust the source do
21. will be able to use this functionality to manage your medical trainee applicants However in order to utilise the Streamlined Deanery interface process the ESR NHS Central Team require a Service Request to be raised on the Remedy Helpdesk This will prompt the team to transition your organisation to the Streamlined interface process and disable the legacy process e Does the streamlined process still require users to create a vacancy and requisition and recruitment activity The new process has been streamlined to remove the need to create a vacancy vacancy requisition and recruitment activity It will match on position number and identifier A user can still create a vacancy if that is what your local process determines and organisations that have not upgraded to the new process will still need to create a Vacancy Vacancy Requisition e What happens for a Doctor in training if their post sits within a University or Hospice or other NHS site Will these appear in ESR Users will now need to enter the Workplace Organisation Code Workplace Org on the position DFF for those positions that are paid by ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 57 of 62 ESR Project their Employing Authority but where the work is actually undertaken on a location managed by another Employing Authority This additional data item enables users to comply with the following annual Medical amp Dental Workforce Census re
22. 8 Useful Contacts and Other Information Deanery Name SHA Deanery Code Database West West WMD Alister Lindsay westmidlands NHS UK Midlands Midlands Intrepid North NTH Brenda Bewick northeast nhs uk Intrepid KSS mwojtowiec KSSDEANERY AC UK KSS Intrepid Welsh WAL h i cf ac uk Wal Intrepid Foun ada pun mae Adrian Ashley southwest nhs uk South West South Intrepid John Thompson southwest nhs uk West r dawn day nesc nhs uk S Central Wessex WES mend Robert Pink nesc nhs uk amp SW OXF p East North EMD North m johnson NWpgmd nhs uk orth West Intrepid Dale eee nhs uk Mersey Martin eee nhs uk y Yorkshire Yorkshire Helan Raynor yorksandhumber nhs uk amp amp Intrepid Humber Humber East of EOE i England ideally ESRInterface londondeanery ac uk LDN Empower ESR Central Team Contacts Victoria Hartland victoria hartlandr nhs net mobile phone 0797 335 8208 Maria Scott maria Scott2 nhs net mobile phone 07800 774374 Sadhana Mittal sadhana mittal nhs net ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 62 of 62
23. Dental Trainee o Last Name o First Name o GMC Number o Withdrawal Reason Header Position Details o ESR Position ID Number DPN Managing Deanery Body Position title Job Organisation Location Occupation Code Host Lead Employer Status Lead Employer Host Employer Lead Trust to be derived from the ESR position record O O0 O O 0 0 OQO 0O O Once the user has reviewed the information provided they should end date the application for the trainee concerned so that the application may be included in the purge applicants process See the user manual for more details 5 2 1 4 Update to the Medical Rotation Notification Replacement Applicant This notification is sent by the Deanery systems to the MSO Role when an applicant previously transferred to ESR has withdrawn from the appointment and is due to be replaced by another trainee The user should access the notification as outlined in the above sections through the Workflow Worklist ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 35 of 62 ESR Project Worklist View Open Notifications Go Select Notifications Open Reassign Close Previous 1 Next 25 Select All Select None Select From Type Subject Sent y Due d XX Generic Inbound Interface Notification Workflow Update to Medical Rotations 18 Feb 2012 The user should click on the Update to Medical Rotations hyperlink shown below t
24. ESR Project THE ELECTRONIC STAFF RECORD PROJECT NATIONAL HEALTH SERVICE ESR NHS00111 THE STREAMLINED ESR AND DEANERY SYSTEM INTERFACE GUIDE Author Victoria Crowther Date 01 February 2012 Document Ref ESR NHS00111 ESR and Deanery System Interface Guide Version Draft v1 0 Approvals Name Lee Pacey Title ESR NHS Director of Operations Name lan Thorburn Title Business Manager and Chair of the Deanery Working Party ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 1 of 62 ESR Project 1 Document Control 1 1 Change Record Date Author Version Change Reference Date File Processed ee ee Lal icc R i and further updates applied 29 02 12 Victoria Crowther 0 3 Further updates following initial Kia icc a Fa ee f aaa a review 19 03 12 Victoria Crowther Updated ahead of formal review a 05 04 12 Victoria Crowther Updated swim lane diagrams and a issued for pilot review 19 06 12 Victoria Hartland 0 7 Updated in view of Pilot Feedback and author change of name 09 07 12 VictoriaHartland 0 8 Updated with reviewers comments _ 12 07 12 Victoria Hartland Updated version number and added tracked om ees oe removed from reviewers 12 07 12 Victoria Hartland 0 11 Document Name Update and approval 08 08 12 Victoria Hartland 1 0 Formal Approval Received and Document Published 1 Reviewers Maria Scott Sadhana Mittal Alan Milsom David Booth Jacq
25. Nationality British Disabled Effective Dates From 12JUN 2012 Latest Start Date 12 JUN 2012 IIl J Others Seconded To Professional Training Secondee Non Paid from External Body oe assignment then ignore the prompt that TE t ESR will prompt the user by asking them whether they want to update the record The user should click the Update button ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 42 of 62 ESR Project Upon successful hire of the Applicant the Person Type becomes Employee Ex Applicant as shown in the example above By clicking the Assignment button it is possible to update the employment details for the new starter 5 2 4 Hiring an existing employee into a new post This scenario is likely to occur when using the interface for internal rotations i e a Junior Doctor moving from one post to another within your organisation When an application is sent for an existing employee internal applicant a new Application record is created and associated with their Person record This changes their person type to Employee Applicant It is possible to view the new Application in the Recruitment and Applicant Enrolment Administrator URP This approach may be commonly used where there is an internal rotation i e the Trainee moves post but stays within the same employing organisation as part of a Junior Doctors training programme N
26. amlined ESR and Deanery System Interface Guide v1 0 Page 48 of 62 ESR Project The termination is now complete If the user datetracks ahead of the termination data in the Enter and Maintain screen they are able to see the new person type of Ex Employee Ex Applicant for the Medical Trainee as shown in the example below within the highlighted Person Type field Enter HR Personal Information Combined 29 SEP 2012 Mame Gender Male Action Last First Ferson Types Title l Ex Employee Ex Applicant Prefix Suffix Middle Harry Identification Employee 20100556 MI Number Personal Employment Office Details Applicant Further Name Other Benefits Birth Date 28 DEC 1976 Age 3 Town of Birth Status Single Region of Birth Nationality British Country of Birth United Kingdom Disabled Effective Dates From 29 SEP 2012 To Latest Start Date Ill Address Contact Assignment special Information Others 5 2 6 Terminating an Application Applicant Where a Medical Trainee withdraws from an appointment into a placement the Medical Staffing Officer will receive the Update to Medical Rotation Applicant Withdrawn notification The user is then required to end the application appropriately This is an important step as it also ensures that the New Starter Notification is not sent to the MSO role in error 5 days before the projected hire date The user should access the applicant record within the Recru
27. an Harry a X Organization Group Default Home l Job Medical and Dental Foundation Year 1 Position 256104 Foundation House Officer 2 040 Obste Grade NHS MN15 Foundation House Officer 2 Payroll 504 MonthlyTOO Location 504 ESR Hospital Status Active Assignment Vacancy Assignment Number 20100556 Collective Agreement Assignment Category Employee Category Salary Information Supervisor Probation amp Notice Period Standard Conditions Statutory Information Salary Basis Review Salary Review Performance Every Every Effective Dates From 01 SEP 2012 Grade Step Entries Salary Information Costing Others This confirms that the trainee has been hired into their new post ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 46 of 62 ESR Project 5 2 5 Terminating the Employment At the end of a medical trainee s placement their assignment should be appropriately ended If the trainee is staying within the same organisation but moving to a different post their assignment can be end dated as described in the previous section by appointing them into their new application If the trainee is leaving an organisations employment and moving to another employer their employment should be formally terminated to remove them from the employer payroll To end the employment the user should follow the navigation below Navigation XXX HR Administration gt Fast Path gt End Employm
28. avigation XXX Recruitment and Applicant Enrolment Administration gt Manage Applicants gt Enter and Maintain gt Application Application 15 JUL 201 2 Applicant Mr Dean Harry Received Terminated Projected Hire Current Employer Date 15 JUL 2012 01 SEP 2012 il Assignment Recruitment Activity Vacancy Organization 504 Obstetrics amp Gynaecology C Group Default Homel Job Medical and Dental Foundation Position 236104 Foundation House Officer Grade NHS MN15 Foundation House Off Location 504 ESR Hospital Status Offer Accepted Reason Tl Recruiter Application Source Supervisor Probation amp Notice Period Standard Conditions Miscellaneous 40 Name Number Effective Dates From 15 JUL 2012 To Interview End Application Extra Information In the example above Dean Harry Applicant is due to rotate into a new post in Obstetrics and Gynaecology His application status has been updated appropriately in readiness for hire Before attempting to hire an existing employee into a new post the application status should always be updated to Offer Accepted for the new post as with the standard hire process ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 43 of 62 ESR Project To complete the hire the user should date track to the Projected Hire date and follow the navigation back into the HR Administration URP Navigation XXX HR Administration gt
29. cessed Tuesday 10th April 2012 13 53 55 ESR interface start date Wednesday ist August 2012 ESR interface placement processing 3 month s The Workflow Displays the ESR process workflow and provides an interactive view to Ta ILT R ELE ESR INTERFACE WORKFLOW BACK oy PROCESSING INTREPID gt OS gt A INBOUND POSITIONS POSITION RECONCILIATIONS UPDATE INTERFACE 24 record s 44 record s 29 unprocessed record s 1 unmatched record s 13 unmatched record s v APPLICANT EXPORT PROCESSING APPLICANT EXPORT APPLICATION EXPORT PENDING EXPORT EXCEPTIONS 1139 record s 2 pending record s 740 record s v NOTIFICATION EXPORT PROCESSING NOTIFICATION EXPORT 0 record s Default and Interface Logs Displaying ESR interface defaults and interface logs DEFAULTS amp UPDATE INTERFACE LOGS ESR FIELD DEFAULTS Provides the ability to update field level settings used in processing the Update Interface UPDATE INTERFACE PROCESSED RECORDS View the field level audit trail of updates made via the Update Interface UPDATE INTERFACE IGNORED RECORDS View the field level audit trail of ignored update records made via the Update Interface ESR NHS 21 of 62 ESR Project 5 1 3 Setting up your Deanery Post Numbers in ESR Prior to updating your Deanery Post Numbers you will need to liaise with your local Deanery Body to understand which Deanery Post Numbers apply to your organisation s Training Do
30. ctor Positions Successful operation of the interface requires Deanery Post details to be recorded against each of your training posts within ESR The person who manages Workstructures ESR organisational hierarchy within the solution can only complete this activity They should have the Local Workstructures Administration User Responsibility Profile If you do not know who holds this responsibility within your organisation please contact your ESR Lead or System Administrator for further information File Edit View z8 we AY Navigator 504 Local Workstructures Administration Functions Documents Position Description Enter position names Organisation Top Ten List Position hi a vie hl ib i NHS Position Copy NHS Mass Position Update VVYorkstructures Requests Discoverer Reports The Workstructures Administrator is able to update the Deanery post details following the navigation below Navigation XXX Local Workstructures Administration gt Position gt Description gt Extra Information gt Medical and Dental Post Details gt Details Before applying updates to the Deanery Position information it is essential to note that each Training Post must be established within ESR as an individual post and not a bucket position This is because each Deanery Training Position has a unique identifier that relates to that particular position the Deanery Post Number DPN The interface proc
31. d Deanery Outbound Interface process see the Update Interface section in 5 2 7 The full listing of data items for the outbound flow is as set out below ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 13 of 62 ESR Project Deanery Training Post Record Grade Trust Grade Payscale Position Number Position Title Grade Description Grade Step Placement Step Grade Step Placement Date From ODS Employer Code Person Information Personal e Mail Address Ethnic Origin Person Record ESR Residency Status Assignment Assignment Number Work Permit Required Work Permit Number Work Permit Expiry Date NHS Entry Date Person Information Address Address Type Address Line 1 Deanery Number Managing Deanery Body Host Lead Employer Indicator Employing Organisation VPD Code ESR Organisation ESR Location Person Records Position Position Number Position Title Occupation Code Area Of Work Second Specialty Deanery Number Managing Deanery Body ODS Code Grade Trust Grade Payscale Grade Description Workplace Org Code Assignment Category Assignment Status Position Start Date Position End Date Staff Group Max Part Time flag Employee Category Start Date In Grade Address Line 2 Address Line 3 ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 14 of 62 ESR Project Person Information Qualification
32. d by the Deanery system and sent to the MSO Role when an applicant is due to start work in 5 days time The user should access the notification as outlined in the above sections through the Workflow Worklist Worklist Select Notifications Open Reassign Close Select All Select None Select From Type Subject Sent 17 Feb 2012 d xx Generic Inbound Interface Notification New Starter Reminder The user should click on the New Starter Reminder hyperlink shown below the subject field see the orange arrow in the above illustration and the ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 37 of 62 ESR Project notification will open up The user should now be able to review the person and post details of the new starter Information This notification does not require a respon New Starter Reminder OK Reassign Request Information To Medical Staffing Officer Sent 17 Feb 2012 16 31 23 ID 79888386 New Starter Reminder Title New Starter Reminder Date 13 02 2012 Body of Notification The following medical and dental trainees are due to commence their new placement within the next 5 days You should ensure that the necessary steps have been taken to hire them into their new positions on the hire date Please note If the trainee already occupies a post within your organisation please remember to action their current employee assignment accordingly If y
33. d is in use or the Empower system is in operation Please check with your partner Deanery to understand which interface process they are able to operate The Streamlined ESR and Deanery Interface process is fundamentally different to the legacy process A single organisation can only use the legacy process or the Streamlined process at one time Organisations wishing to use this process should ask their ESR System Administrator to raise a Service Request SR on the ESR Remedy Helpdesk This SR should be marked for the attention of the NHS ESR Central Team notifying them of their desire to go live The NHS ESR Central Team will take the appropriate action to disable the legacy process and enable the Streamlined interface process ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 6 of 62 ESR Project 4 How does the Streamlined ESR and Deanery Interface process work 4 1 Streamlined ESR and Deanery Interface Process 4 1 1 Process Overview The Streamlined Deanery Interface process brings the two legacy interfaces into one integrated process The outbound portion of the new link provides the deanery system with post information for all positions in ESR that include a Deanery Post Number DPN This allows the Deanery organisation to reconcile their post information against ESR It will therefore support them in the transfer of information of Junior Doctors to the appropriate employer within ESR following the
34. ded to the SR and once the first file is generated the SR can be updated and closed by the NHS ESR Central Team Note that if a Deanery is already live with at least one organisation on the interface the new VPD will be added to the existing Outbound interface file according to the rules defined for the first live VPD 5 2 Operating the Process This section outlines the operating principles of the Streamlined Deanery Interface processes It is intended to provide detailed information on the Interface functionality For further guidance and support with operating the interface processes please see the eLearning materials on the ESR website 5 2 1 Viewing Notifications Once the Medical Staffing Officer Notification Role has been allocated the user will be able to receive Notifications about various processes the Deanery interface performs Where a notification Is initiated by the Deanery system notifications detailed in blue text below the Intrepid System generates the notifications automatically The London Deanery system Empower will deliver capability to support these notifications at a later date TBD The notifications generated by the interface process are as follows e Deanery Applicant Notification ESR generates this notification where an applicant has successfully or unsuccessfully been created via the Deanery interface process ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 27 of 62
35. e sections through the Workflow Worklist View Open Notifications Go Select Notifications Open Reassign Close Select All Select None Select From d Sent 18 Feb 2012 Subject Update to Medical Rotations Type XX Generic Inbound Interface Notification Workflow The user should click on the Update to Medical Rotations hyperlink shown below the subject field see red arrow in the above illustration and the notification will open The user should now be able to review the person and post details of the withdrawn application ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 34 of 62 ESR Project NHS D Information I his notificatior does not equ re a response Update to Medical Rotations To Medical Staffing Officer Sent 13 Feb 2012 03 14 38 ID 79393471 Update to Medical Rotstiors Title Update to Medica Rotation Notification Applicant Withdrawn Trust ID 180 Date of Notification 20120213 The folicwing medical arc dental trainee has been withdrawn from their placemert See details below and take the necessary steps to withdraw their applicant record Position Details 10508084 e WAL 1DSPL S27 7YU 987 WAL e CCN 714 160 Prof Reg NMC Posrion3 180 Organisation 237638 Body of e location 171300 Dona s Trusted sitas This notification contains the following information Header Withdrawn Medical and
36. eam of Go Live Readiness In order to use the Streamlined Deanery Interface process a Service Request needs to be raised for the attention of the ESR Central team by each participating Trust Prior to raising the Service Request the following steps need to be completed e All Junior Doctor posts must be un bucketed at the NHS Organisation e ESR positions must be matched to Deanery Posts and Deanery Post References must be stored on ESR against ESR Positions e All ESR positions that are NOT junior doctor training posts MUST NOT have the Deanery Post Number or Managing Deanery Body fields populated Please note that the NHS ESR Central Team will ask organisations to confirm their compliance with the above requirements lf your organisation meets all the above conditions then the following implementation process should be followed 1 A Trust raises an SR to say they wish to go live with the Streamlined Deanery Interface The SR should include e Text which states Request Go Live with the Streamlined Deanery Interface Process with XXXX Deanery and include contact details of a person who will be the lead for the Streamlined Deanery Interface process e Anemail from the Deanery Body should be attached to the SR by the Remedy user which confirms that the Deanery wish to receive a file in either ALL Records or PART Records mode i ALL records mode is where the outbound transfer of information ESR to the Deaner
37. ect Once the Streamlined Deanery Outbound interface process has run within ESR overnight the position data will appear on the Inbound Positions Reconciliation section of the Intrepid system or made available to the Empower System for London Deanery Administrators The Deanery systems will attempt to match the information received from ESR with its own position information based on the Deanery Post Number as shown in the illustration below Where a match occurs the post is ready to be used for the inbound transfer of trainee information into ESR ESR INTERFACE INBOUND POSI Deanery number Matched post INBOUND POSITIONS Deanery number Position title Area of work Number Match gt NULLS CCN 705 Host Deanery Position4 Anaesthetics 10508165 x S WAL 1D9PL S27 TYU 987 CCN 705 Host Deanery Position1 Anaesthetics 10508182 w g WAL 1D9PL 527 TYU 987 CCN 705 Lead Deanery Position 1 Anaesthetics 10508202 w gt WAL 1D9PL 527 TYU 987 CCN 705 Host Deanery Position1 Child Protection 10508064 s gt WAL 1D9OPL S27 TYU 987 CCN 714 180 Prof Reg NMC Position3 Community Health Services 10508064 w gt WAL 1D9PL 527 TYU 987 CCN 714 296 Prof Reg NMC Position1 Community Health Services 10508082 wi gt WAL 1D9PL 527 TYU 987 CCN705 HostEmployer Position Child Protection 10508098 i g WES RHMO1 023 PCST 003 CCN 714 180 Prof Reg NMC Position4 Community Health Services 10508085 w gt WES RHMO1 023 PCST 003 CCN 714 296 Prof Reg
38. eeeeeeeeeeeeeeeeeeeeeees 13 4 1 4 Information Types Deanery Systems to ESR ccccceeeeeeeeeeeeeeeeeeeeeeeeeees 15 5 Employer Guidance Step By Step Operation of the Interface cceeeeceeeseeeeeeeeees 18 5 1 Preparing to use the Interface wesreccteardties Gvonsitd cadiaian tind riiadinanrsheatcanntinauneiadiane 18 5 1 1 Allocating the Recruitment and Applicant Enrolment Administration User FIESDONSIDINY IPO MG saneren an ancl dancta ashes idvakneutuelhuasddinas cmebel Gananien iamenplaaadiatat 18 5 1 2 Allocating the MSO Role assena o e a Gt eeeatienateletion 19 5 1 3 Setting up your Deanery Post Numbers in ESR 0 cccceceeeeeeeeeeeeeeeeeeeees 22 5 1 4 Informing the ESR Central Team of Go Live Readiness cccseeceeeseeeees 26 5 2 Operating INE Process ernea Bees erected Heino eas a cee 27 5 2 1 Viewing Notifications iss axbetatcanithte tetas tuucusiec Ge thonu Su inicanteeveatw atic oviviit bene svocnesdemetbans 27 5 2 1 1 Applicant NotificatiOns ten vetccns ee macectieritean sae E 29 5 2 1 2 Medical Rotation Notification cccccccssseecceccseseeeeeeeeeeeeesesseeeeeeeesegeeeeseeas 31 5 2 1 3 Update to the Medical Rotation Notification Applicant Withdrawn 34 5 2 1 4 Update to the Medical Rotation Notification Replacement Applicant 35 5 2 1 5 Update to the Medical Rotations Notification Change to the Projected Start GING ENG ACS 2 cata atd ties oe
39. ent File Edit View Folder Tools Window Help TIYE AY Navigator 504 HR Administration Functions Documents Fastpath End Employment Enter termination details Fastpath a Top Ten List Address Assignment Assignment Extra Information gt Consultant Job Plans e Contact Costing Development Support Disabilities Employment Checklist Employment History End Employment Entries Once the user has selected the End Employment function they should identify the employee through the Find function The user should enter the trainee s name and click Find a Find Person Full Name sdeanSsharry MI Number search by number Type Employee Number ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 47 of 62 ESR Project The user will be presented with the Terminate screen The user should enter the relevant termination dates ensuring the Actual termination date is completed and select an appropriate reason for leaving the field and the list of values options are highlighted by the red box File Edit View er Tools Window Help ZALESIE 2 e a ASI EiS o Length of Service This Service Total Service Date Start 12 JUN 2012 Years Months Years Months 0 a 0 3 Leaving Reason Leaving Reasons Termination Dates Find train Notified Projected 20 SEP Actual 28 SEP 2012 eas aes An GER Anas End of Fixed Term Contract Completion of Training Sche
40. ess uses this identifier to exchange information between ESR and the Deanery system In order for this exchange to operate effectively there must be a one to one relationship between a Deanery Post Number and ESR Position ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 22 of 62 ESR Project Within the Position Description form the Workstructures Administrator should recall the position they wish to update Once they have found the relevant post they should click on the Extra Information button highlighted by the orange arrow on the illustration below Position Name 2396103 Foundation House Officer 1 091 Anaesthetics Open Under Review Approved Future Actions Position Details Hiring Information Work Terms Additional Detail Budgets Start Date S Seon ite Date Effective Name 256105 Foundation House Officer 1 U91 Anaesthetics Type Shared Permanent Organization amp Jog Qrganization S04 Anaesthetics Proposed End Date Job Medical and Dentall Foundation ear 1 Proposed End Date Hiring Status Status Active Start Date O1 A4APR 2006 Proposed End Date Location 504 ESR Hospital Status Effective Dates From 01 A PR 2008 Further Info INH f Extra Information Valid Grades Others The Position Type must also be set to Shared and the Hiring Status set to Active as shown in the illustration above highlighted by the red boxes Once the Extra Posi
41. exchanges and activities for this process These allow information to pass between ESR and the Deanery systems All processes describe below assume the appropriate URP and Notification role have been allocated to the ESR user see section 5 1 1 and 5 1 2 for further details Individual Junior Doctor Appointment The first flow is illustrated in the diagram below Figure 1 The diagram shows the flow of information and activities for a Junior Doctor appointment This diagram illustrates the following steps 1 The Workstructures Administrator within the NHS organisation sets up the Deanery Post Number in ESR They should also identify whether they are the lead or host employer for the post where applicable ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 8 of 62 ESR Project Where there are no Lead Host arrangements then the field should be left blank See section 5 1 3 for further details of the workstructures maintenance process 2 ESR runs the overnight interface process and the Deanery system receives the position information the following day from ESR The Deanery system then applies the ESR position identifier position number and Lead Host employer details where applicable to a corresponding Deanery post in the Intrepid or Empower system This is visible to Deanery users within the Inbound Position Reconciliation section of the Intrepid System 3 Once the recruitment proces
42. face Guide v1 0 Page 38 of 62 ESR Project After selecting the Enter and Maintain option on the menu the user should Datetrack to the date that the applicant was created in ESR File Edit View Folder Tools Window Help Avo G teoe8 Oh SR 40092 RH Gender Unknown v Action Last Person Type for Action First Person Types Title Prefix Suffix Middle Identification s l NI Number Personal Employment Office Details Applicant Further Name Other Decision Birth Date Town of Birth d 9 Your current effective date is 02 MAR 2012 Do you want to i change it Region of Birth Country of Birth Effective Dates From 02 MAR 2012 To Latest Start Date Address Application Terminate Applicant Extra Information Others File Edit View Folder Tools Window Help AvS G 2968 4 1h4a4 409092 831 Gender Unknown Action Last Person Type for Action First Person Types Title im Find Person o hi Full Name Applicant Mir Dean MI Murmber search by number Type Applicant Mumber 18668 Person Fg E Bea Effective Dates From O2 MAR 2012 Latest Start Date Address Application Terminate Applicant Extra Information Others The user should search for the Junior Doctor s record by entering the name or Applicant number The user should select the Find button highlighted by the ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1
43. g number For example an East of England post which is actually managed by the London Deanery ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 59 of 62 ESR Project In this event the Managing Deanery Body field in ESR should be populated The Managing Deanery Body field is held in ESR on the same form where the Deanery Post Number is currently recorded This will allow the interface to post the vacancy file to the correct Deanery system When this field is completed the interface will override the DPN and use the Managing Deanery information as the destination for the vacancy file In the example above the Deanery Post Number field should be completed with the East of England Post number but the London Deanery value should be selected in the Managing Deanery field thus allowing London Deanery to receive the interface updates e Currently our deanery posts have many different pay scales that could be applicable to one Deanery post Is it possible to specify multiple pay scales i e mark valid grade on the position set up Yes it is possible to set up a Position with a number of valid pay scales Grades with the appropriate one being selected for each Assignment in order for the person to receive the correct payment This flexibility in ESR means that it is not necessary to create a separate version of the Position for each possible Grade that may be required However it is important to consult with your Fi
44. ge Application is from a NEW 4769160 INFO Applicant Jones Jack 10508064 WAL ID9PLS2Z7 ITYUSST Smith Heather 4769161 INFO 180008 WALTOSPLEZTTYUSET Bracken Finlay ronez mro RANPE Application is from a NEW Appacant Value for DISABILITY does 10508064 WAL 1D9PL S27 TYW987 Parker Tom 4769163 WARNING notexstinESR The vake NO wil be ignored 10508064 WAL D9PLS27 TYU987 Connor Samuel 4769163 INFO Appication is from a NEW Applicant OK Reassagn Request information Display nest notification after my response Preferences Help Cose Window Copyrgtt ic 2006 Oracle AS ngn merret gp V Trusted stes Rios lf the applicant record has failed to load and you receive a Message Type of Error Such as in the example below you should contact the Deanery Body and ask them to address the issue reported in the message and resend the applicant record This Notification requires user action The following applications have failed to load as part of the Deanery Recruitment Interface Please contact the appropriate Deanery Body to have the data resent or to make arrangements to have it entered manually Vacancy Ref Position i Message Hunbar Number Deanery Number Applicant Name T 2 5 CCN705Vaci 10508064 WALMDSPLIS2T TYUS87 ERROR Mandatory item LAST NAME not supplied Application rei ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 30 of 62 ESR Project 5 2 1 2 Med
45. h will notify the MSO Role holder in ESR that the application should be terminated If a replacement is appointed a further notification will also be generated to advise the MSO of the change in arrangements The final aspect of this interface process enables changes that are applied to the ESR record for the Junior Doctor by the Employing organisation either ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 7 of 62 ESR Project during the pre employment checks or once the Junior Doctor is hired to be transferred back to the Deanery system Helpful Hint Q What does the Intrepid System look like A Within the Intrepid system information and processes are accessed through the Intrepid Menu System on the left hand side of the home page under the Interfaces section ED GENERAL YOUR PROFILE Home Surname House MD Forenames Gregory Email address ru PIN 2 My Account Log Off General Medical Council CAREER PERFORMANCE GMC INTERFACE ESR INTERFACE STANDARD REPORTING amp PROFESSIONAL SUPPORT PERSON SEARCH SYSTEM TASK LIST Surname iY GMC Record Exceptions Forenames GMC GDC T Assessment Event Invitation Search T ESR Interface entries ROOT USER ONLY o Oe o nss Hicom Technology ANDREW 10 55b Data Protection Legal Disclaimer Hicom Technology 2012 4 1 2 Information Flow There are a number of information
46. he subject field see blue arrow in the above illustration and the notification will open up The user should now be able to review the person and post details of the withdrawn application NHS Information This nozification does not require a ressonse Update to Medical Rotations OK 2eassign Raquest Infnrmaticn To Medical Staffing Officer Sent 18 Feb 2012 08 14 25 ID 79893423 Update to Medical Rotations Title Update to Medica Rotation Notification Replacement Application Trust ID 180 Date of Notification 20120213 The folowing medical and certa trainee has been appointed into the following position and replaces the previcus applicant identified in the Mecical Rotations Notification previous sent See details below and take the necessary to hire this replacement trainee Position Details 10508084 e WAL 1D9PL 527 TYU 987 WAL Body of Notification CCN 714 180 Prof Reg NMC Position3 180 Oraanisation 737628 This notification contains the following information Header Replacement Medical and Dental Trainee o Last Name o First Name o GMC Number o Current Placement VPD and name of current placement o Projected Hire Date Header Position Details o ESR Position ID Number DPN Managing Deanery Body Position title Job Organisation Location Occupation Code Host Lead Employer Status Lead Employer Host Employer Lead Trust to be derived from the ESR position record
47. ical Rotation Notification The purpose of the Medical Rotations Notification is to minimise offline communications between trusts and Deanery organisations about Junior Doctor Rotations The notification is designed to enable the Deanery to share rotation information directly to the Medical Staffing Officer via an ESR notification process The Intrepid system automatically creates and sends this information to ESR The notifications that are pending or will be visible to the Deanery System Administrator within the Notification Export Processing or Notification Export aspect of the Intrepid system NOTIFICATION EXPORT PROCESSING NOTIFICATION EXPORT PENDING NOTIFICATION EXPORT 0 record s 55 record s The Deanery system runs the notification process and information is transferred to ESR A link to the Matrix is created and shared with the MSO within the body of the notification When the Medical Rotation Notification arrives the MSO will receive a popup message similar to the illustration in section 5 2 1 1 Once the MSO has accessed the Workflow Notifications Worklist as described in section 5 2 1 1 they should click into the Medical Rotation Notification within the Subject column shown below Worklist View Open Notifications Go Select Notifications Open Reassign Close xX Generic Inbound interface Notification Viorkfow New Starter Reminder 17 Feb 2012 yt Generic Inbound interface Hothication Viarkfl
48. icati Terminated Ferson Type Terminate Reverse Termination The user will be presented with the Terminate Applicant form shown above The termination date should be entered in the Terminated field and the Reason of Other in the Reason field ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 50 of 62 ESR Project Enter Recruitment Personal Information 22 FEB 201 2 Name Gender Female bg Action Person Type for Action First Applicant Person Types Title lrs Ex Applicant Prefix Sufix Middle Last Siri Identification Applicant 1662 MI Number NESS 1250 Personal Employment Office Details Applicant Further Name Other As this is the Doctor s only application this completes the termination and both the applicant and the associated application will be purged from ESR 13 months from the termination date If the user datetracks ahead to the day after the termination the user is able to see in the Enter and Maintain screen the person type for the Medical Trainee has been changed to Ex Applicant as shown in the example above For guidance on terminating applicants with multiple applications please see the eLearning support materials produced for the implementation of the Streamlined Deanery Interface process ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 51 of 62 ESR Project 5 2 7 The Outbound S
49. itment and Applicant Enrolment URP using the following navigation as described in previous sections ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 49 of 62 ESR Project Navigation gt Recruitment and Applicant Enrolment URP gt Enter and Maintain gt Application Application 21 FEB 201 2 Terminate Mrs Applicant Received Terminated Projected Hire Current Employer Date HAE 25 FEB 2012 Assignment Recruitment Activity Vacancy Organization 504 Anaesthetics Group Default Homel Job Medical and Dental Senior House Position 841 15 5 Anaesthetics 091 Grade NAS MN21 Senior House Officer Location 504 ESR Hospital Status Shortlisted 1st Interview Reason cll Recruiter Application Source Supervisor Probation amp Notice Period Standard Conditions Miscellaneous Marne Mumber Effective Dates From 20 FEB 2012 T Interview i End Application Extra Information i The user should click the End Application button as highlighted above Terminate Applicant 15 FEB 201 2 Terminate Mrs Applicant Application Dates Received 15 FEB 2012 Terminated 15 FEB 2012 Feason Other Status Terminate Appl
50. ld click on the Update Interface hyperlink Once in the ESR Interface Update Unprocessed form the administrator should use the Select check box against each unprocessed data item and use either the Ignore or Update button at the bottom of the list to process accordingly see the screen below for more information ESR INTERFACE UPDATE L SEARCH CRITERIA UPDATE INTERFACE Surname Forenames oP AEN B ACK S Search O Clear oJ UNPROCESSED RECORDS Name Anand Amit Anand Amit Anand Amit Anand Amit Anderson David Contact Anderson David Contact Anderson David Contact Anderson Franco Paul Damon Marie Anderson Franco Paul Damon Marie Anderson Franco Paul Damon Marie Anderson Franco Paul Damon Marie Crick Mark Jeanie Crick Mark Jeanie Crick Mark Jeanie Crick Mark Jeanie Crick Mark Jeanie Crick Mark Jeanie Field name Surname Title Sex DateOfBirth Surname Sex DateOfBirth Surname Forenames Title DateOfBirth Surname Forenames Title Sex DateOfBirth EthnicOrigin c Ignore ESR value Intrepid value CCN705EtoEEmployeeNintyNine Anand Mrs Dr Female Male 19690101 20120305 GMCEndtoEndLastName6 Anderson Male 19800101 19800313 CCN705EtoEEmployeeSix Anderson Franco E2ETest06 Paul Damon Marie Mr 19780101 19730221 GMCEndtoEndLastName4 Crick Test04 Mark Jeanie Mrs Dr Female 19800101 19930209 D Mixed White
51. lowing link http Awww electronicstaffrecord nhs uk esr projects deaneries interface ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 4 of 62 ESR Project 3 3 Benefits The benefits derived from the Streamlined ESR and Deanery Interface process are extensive to both the NHS Employer organisations and Deanery organisations wishing to utilise the link In summary the benefits are as follows Reduced administrative burden on the NHS Trust and Deanery personnel in entering and transferring recruitment and updated Employee data Uses the position number and ID to link the applicant in the Deanery system to the correct Deanery position in ESR thus removing the need for Vacancy and Requisitions to be created Facilitates the sharing of information for Medical Trainees with both lead and host employers NHS Trusts are made aware of the incoming and outgoing junior doctor much quicker both for rotations and for recruitment Enables preparatory employment checks to be undertaken in a more efficient and speedier manner such as the early running of the pre employment IAT process Improved data consistency and potential improvements on data quality within both ESR and the Deanery systems Consistent local and national reporting via the ESR Local Reporting solution the ESR Data Warehouse and also Deanery system reports Reminders about new starters will help prompt Trusts to hire a trai
52. me Last Standard Process 30 SEP 2012 inal Process 30 SEP 2012 man Dacianatian TA nade eya SRA ine rae Voluntary Resignation To undertake further education or training Person Type and Assignment Status for Terminated Employee ox Find OK Cancel Type Ex Employee Status Terminate Process Termination Accepted By Date Name Number ill J Terminate Reverse Termination Once the reason for leaving and other appropriate details including completing the Additional Period of Service Details form in the flexfield red box have been completed the user should click on the Terminate button shown above near the red arrow The user will be asked if they wish to continue with the termination If they are happy to proceed they should click on the OK button Length of Service This Service Total Service Date Start 12 JUN 2012 Years Months Years Months Leaving Reason End of Fixed Term Contract 0 3 0 Termination Dates Notified 02 SEP 2012 Projected 20 SEP 2012 Actual 28 SEP 2012 Last Standard Process 30 SEP 2012 Final Process 30 SEP 2012 Person Type and Assignment Status for Terminated Employee Type Ex Employee Status Terminate Process Caution Termination Accepted By oN Element entry information has been changed for this employee as a result of the termination Do you wish to continue with the termination Date 05 SEP 2012 Name Terminate Reverse Termination Cancel ESR NHS00111 The Stre
53. nance Team as this will have a direct impact on the use of subjective codes ledger and budget reports See the kbase links for further guidance on this activity http portal mhapp nhs uk esrusermanual html NAVU609 hitm for position instructions and http portal mhapp nhs uk esrusermanual html NAVU522 htm for assignment instructions e Doctor Jones is already on ESR in a Position in Trust X but it does not have a Deanery Post Number In the next Deanery recruitment round for training grade doctors starting in Trust X in August Doctor Jones applies and is appointed to a Deanery training grade doctor post This post does have a Deanery Post Number Once the Recruitment Interface is run and the person details for the same doctor become available how will ESR recognise that this person already has an ESR record Is it GMC number What if the GMC number is not on either the intrepid interface or ESR ESR will match existing records by comparing the all existing records in the VPD and the Date of Birth matches Surname matches case insensitive First name matches case insensitive National Insurance Number where provided GMC Number lf a match is found an applicant assignment will be created against the existing record ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 60 of 62 ESR Project ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 61 of 62 ESR Project
54. nditions Miscellaneous Number Effective Dates From 02 MAR 2012 Interview End Application Extra Information The user will be presented with the Application form as shown above The Projected Hire Date field highlighted by the orange box above and the Fixed Term Contract End Date in the Assignment Descriptive Flex field highlighted by the red box in the above illustration will be populated with the ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 40 of 62 ESR Project relevant dates from the Deanery system See red boxes on the screenshot above 5 2 3 Hiring the applicant External Applicant Once all of the relevant employment checks are completed and the applicant has confirmed that they will be commencing work the Junior Doctor can be hired in ESR The user must complete the recruitment process and change the status for the applicant in the Recruitment and Applicant Enrolment Administration URP before attempting to hire within the HR Administration URP Navigation XXX Recruitment and Applicant Enrolment Administration gt Manage Applicants gt Enter and Maintain gt Application Received Terminated Projected Hire Current Employer Date 02 MAR 2012 12 JUN 2012 Assignment Recruitment Activity Vacancy Organization 504 Anaesthetics Group 504 zclMed Sec Medl Job Medical and Dental Foundation ham TARLA Assignment Statuses Grade NHSIMN13
55. nee Improved working relations between the NHS Trusts and the Deanery organisations as the two organisations will be able to share the workload of updating relevant Employee Data Improved morale in Junior Doctors as they do not have to complete the same degree of new starter information each time they move to a new employing organisation ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 5 of 62 ESR Project 3 4 Process Overview Junior Doctors are often appointed to training programmes by Deaneries using e solutions Their information is subsequently stored on the Deanery systems for the purposes of managing their training programme As the medical trainee is actually employed by one or more NHS organisation s during the training programme information about the junior doctor must also be stored within ESR The Streamlined interface process allows information to flow from the Deanery system into ESR and back again into the Deanery system Information about a Junior Doctor is initially shared with ESR by the Deanery with the appropriate employing authority at the pre hire or applicant stage Once the new employer has made a change to the Junior Doctor s information in ESR such as updating the address this information will flow back into the Deanery system as an update to their record N B Your partner Deanery may only use the interface process described in this document where Version 10 of Intrepi
56. nformation are applied in Deanery System ESR Project Medical Rotations Notifications The next information flow and activity diagram Figure 2 shows the Medical Rotation Notification process Note the first two steps are the same as Figure 1 because these are pre requisite activities for use of the interface 1 The Workstructures Administrator within the NHS organisation sets up the Deanery Post Number in ESR They should also identify whether they are the lead or host employer for the position 2 The Deanery system receives the position information from ESR and applies the ESR position identifier position number and Lead Host employer details to corresponding Deanery post in the Intrepid or Empower system 3 The Deanery completes the Recruitment process offline the training rotations are agreed and input into the Deanery system includes steps 3a and 3b At this point the data can be seen by the Deanery user in the Notification Export Pending Records Processed Records aspect of Intrepid 4 The MSO user receives the Medical Rotations Notification and accesses the rotations spreadsheet to identify the Junior Doctors who should be either terminated or moved to their next post within the organisation See section 5 2 1 and 5 2 1 2 for more information about this process Figure 2 1 ESR user assigns Deanery Post Number in ESR Workstructures Electronic Staff Record ee d aligns ESR position 3b Deanery
57. nt record is for the next rotation that replaces the current employment and is to become their new primary assignment the user should select Yes This action will end date the current assignment and create this assignment as their new post from the system effective date the date to which the user is date tracked ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 44 of 62 ESR Project lf the Trainee has other active applications attached they will be presented with the Active Applicant Assignments form highlighted by the red box The application at Offer Accepted status should appear in the Accepted listing The user should review the details and if they are correct press Ok Gender Male v Action Hire Applicant recent Person Type for Action Employee First Dean Person Types Title Mr Employee Applicant Prefix Middle Accepted Primary Status Vacancy Position Organization Grade Retain End Hire 236104 Found 504 Obstetrics amp Gyn INHSIMN15 Fot v Flag Personal Retain End v Unaccepted i Application 236104 Found 504 Obstetrics amp Gyn INHSIMN1S F or OK Cancel Note where there are any default values set against the previous assignment which are missing from the new Assignment the system will automatically apply these values to the applicable fields in the new assignment A Note box is displayed APP xH 05076 Please check and Upda
58. onger associated with that particular individual In a sense the DPN reference is therefore re used when the next doctor is assigned to that position e How will ESR deal with the issue of junior doctors rotating within one trust maybe working in three different departments wards within a trust over a year and how the costing of this is to be handled to ensure that the correct information is transferred to the general ledger The approach to rotations within ESR is expected to vary from Trust to Trust However it is anticipated that the interface will initially be used for transfer of applicant data for the first post within the rotation within a single employer The internal movement of trainees between departments wards as they progress through their training programme may be handled on ESR as per the normal staff movement processes See the User Manual for details Each position a trainee occupies must have the appropriate DPN allocated to it Alternatively a trust may wish to use the Deanery ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 58 of 62 ESR Project Recruitment Interface to create an applicant record for the trainees next appointment e understand that it is proposed that the Deanery Post Number must be linked to a position on ESR Is this correct If so how can I do this In order for the interface to work correctly you must apply the correct Deanery Post Number DPN to each training p
59. osition within ESR Please refer to earlier sections for further details e What do I need to do when a trainee goes on maternity or adoption leave The trainee s assignment status in ESR must be updated to Maternity amp Adoption This status is then subsequently picked up by the update interface and enables a replacement to be recruited against the original DPN using the recruitment interface 00 Leesed9 Mrs Vivian i 2 Default Home Sho 84696 Director of Nursing NOA Administrati Se 504 Monthly oo User Status an dit Inactive Not worka E internal Second Maternity amp Adoption Out on External Secondment Paid Out on External Secondment Unpaid e What should we do when two people are allocated to the one position i e a job share It is possible for ESR to hold two employee records assignments against the same Position with a single Deanery Post Number as long as the position type is shared in ESR workstructures Note A post set up as single incumbent will not allow two people to occupy the same post This approach should be employed to accommodate Flexible Trainees However it is advised that the Trust are careful when they set up these records to ensure the correct number of hours and remuneration are applied to the Employee assignment e How will the interface work when a training post is managed by a Deanery with a different Deanery code to that within the trainin
60. ou are the host trust for the trainee please ensure that you hire the applicant as an honorary employee Position Number Last Name FirstName GMC Number Projected Hire Date 10508085 Chi Erte ncLastNeme E 6000022 16 02 2012 Information captured within the notification includes Position Number Last Name First Name GMC Number Projected Hire Date O O O O 0 The next step should be that the user accesses the applicant record via the HR Administration URP to ensure that all the required pre employment checks have been completed Once this is confirmed the user may date track to the projected hire date and hire the individual into their new assignment full details of this process are included in section 5 2 3 5 2 2 Viewing the applicant record To view the applicant record after receiving the Deanery Applicant Notification the MSO should select the following User Responsibility Profile Navigation XXX Recruitment and Applicant Enrolment Administration gt Manage Applicants gt Enter and Maintain AY Navigator 504 Recruitment amp Applicant Enrolment Administration Functions Documents Manage Applicants Enter amp Maintain Enter and maintain applicants Manage Vacancies k Top Ten List Manage Applicants Lase ee Interview Maintenance and Letti Applicant Enrolments Fastpath Folders View Positions 4 Co ESR NHS00111 The Streamlined ESR and Deanery System Inter
61. ow eae ation bothicastion 17 Feb 2012 yt Gen ric Inbound Interface Hobifiestion Vork ken New Starter Reminder 17 Feb 2012 xX Deanery Interface Notifications ery A mnt Motif 14 Feb 2012 XE Deanery Interface Notifications very Applicant Matificati 14 Feb 2012 KX Deanery Interface Notifications very A fea irgi 13 Feb 2012 Select Notifications Open Reassign Close umes Redirect or auto respond to notifications fy which users can view and act upon your notifications the link to access the rotations information ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 31 of 62 ESR Project Note To ensure that the rotations information is only accessible to NHS organisations the link is password protected The password should be obtained from your local deanery The notification will be available for 60 days from the sent date before it is removed NHS Q Information This notification does not require a response Medical Rotation Notification OK Reassign Request Information To Medical Staffing Officer Sent 17 Feb 2012 14 00 02 _ ID 79877387 Connect to esrnhshubdr1 mhapp nhs uk AA Medical Rotation Notification A Title Medical Rotation Notification The server esrnhshubdr1 mhapp nhs uk at ESR NHS Trust ID 180 Interface Hub requires a username and password Date of Notification 20120213 User name Below is a link which will take you to
62. quirement Please ensure all re charge doctors who are directly paid by your organisation are included In the case of Lead Employer arrangements it is necessary for the Lead Employer to create an Employee Record and the local organisation may wish to create an honorary non paid record in ESR Further guidance on this approach is provided separately Please see User Notice 559 for full details with regard to Workplace Org Code e How will the interface affect hosting trusts where the training posts are physically based at a different NHS Organisation It is now possible to record whether you have a host arrangement for a training post within your ESR VPD This information enables Deaneries to share information with the lead and host employers e What happens if received late notification of a new starter from the Deanery for example the day before they are due to commence work Use ESR s Direct Hire Functionality It is important to note that applicants in ESR cannot be hired on the same day as their applicant assignment is created as an overnight process has to be run before this is possible e What happens to the Deanery Post Number once the applicant leaves their post Is it recycled The Deaneries across England and Wales employ the principle that the Deanery Post Number is applied to the post and not the person Therefore when a person leaves a post the Deanery Post Number will continue to apply to that post but is no l
63. record has been created in ESR at the preferred applicant stage The Junior Doctor withdraws their application to the post as they may have decided to go Out of Programme for a year Consequently the Deanery user removes them from the post that they were previously allocated to includes steps 5a and 5b An update to Medical Rotations Notification is created in the Deanery system The notification will be visible in the Notifications Export Pending Records Processed Records aspect of the Intrepid system The MSO receives the Update to Medical Rotation Withdrawal of Application notification for the Junior Doctor previously allocated to the post See section 5 2 1 3 for further details about the ESR notification The MSO end dates the application using the Recruitment and Applicant Enrolment URP See section 5 2 6 for details of terminating an applicant in ESR The Deanery organisation seeks a replacement Junior Doctor and appoints them to the same training post within the Deanery system includes steps 8a and 8b The MSO receives an Update to Medical Rotation Replacement Applicant notification which is generated automatically within the Intrepid system for the new Junior Doctor The employer receives the Applicant information for the replacement junior doctor and undertakes the necessary pre employment checks before hiring the individual see Figure 1 for full details for the remainder of this process
64. recruitment process or prior to rotation changes The process will also facilitate the host and lead employer arrangement where a medical trainee occupies a position geographically situated within one organisation but is actually employed by another This information transfer is facilitated by the host and lead employer indicators included in the Position Description form Workstructures element of ESR see section 5 for more details Once the Deanery organisation has applied the ESR position identifiers to their database they are able to release trainee doctors information to the appropriate employer through this interface process this can be either the host or lead or both employers This will be an agreed number of weeks ahead of the start date for the junior doctor Intrepid Deanery systems will transfer information 12 weeks ahead of the start date The Medical Rotations spreadsheets which have been a traditional method of communicating changes to the Rotations between the Deanery and NHS Trusts to date will be made available through the interface process This will be through a notification produced for the Medical Staffing Officer MSO This will help organisations in end dating assignments or terminating employment for Junior Doctors when they are due to complete their placement lf a change occurs to the rotation such as the Junior Doctor withdraws their application a notification will be generated whic
65. rofessional Registration Body 2 Professional Registration Number 2 Professional Registration Expiry Date 2 Position Information Deanery Post Number ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 16 of 62 ESR Project 5 Employer Guidance Step By Step Operation of the Interface 5 1 Preparing to use the Interface 5 1 1 Allocating the Recruitment and Applicant Enrolment Administration User Responsibility Profile In order for a user to operate the interface the Recruitment and Applicant Enrolment Administration User Responsibility Profile URP must be allocated to them Only your ESR System Administrator can undertake this activity as they are able access the User form following the path Navigation XXX Local HRMS System and User Administration gt Setup Users File Edit View Folder Tools Window Help i St Gi ay 3 i a L fi a Mavigator 504 Local HRMS Systems and User Administration Functions Documents setup Users setup application users Setup Users Top Ten List Maintain Roles Maintain CRS Person UUID Maintain Local Values Requests Discoverer Reports When the correct user has been identified in the User Name field highlighted by the orange arrow below the Recruitment and Applicant Enrolment URP should be allocated within the Direct Responsibilities form shown in the blue highlighted box below This can be done by clicking into the
66. rwritten by ESR data but Forename may not be ESR INTERFACE FIELD DEFA FIELD DEFAULTS Type Field Name PER Surname PER Forenames PER MaidenName PER Title PER Sex PER DateOfBirth PER ESRNumber PER NINumber PER HomePhone PER MobileNumber PER SitePhone PER FaxNumber PER EmailNumber PER EthnicOrigin PER EEAResident PER WorkPermit PER WorkPermitRenewalDate PER NTN PER NHSStartDate PBD GMCNumber Page 1 of 3 Description Staff Surname Staff Forenames Staff Maiden Name Staff Title Staff Sex Staff Date of Birth Staff ESR Number Staff NI Number Staff Address Permanent Home Phone Number Staff Address Current Mobile Number Staff Address Site Phone Number Staff Address Current Fax Number Staff Address Current Email Address Staff Ethnic Origin Staff EEA Resident Staff Work Permit Staff Work Permit Renewal Date Staff NTN Staff NHS Start Date Staff GMC Number ia 4 gt bi Sa Default overwrite set Overwrite Do not overwrite Overwrite Overwrite only if field is currently Overwrite Never overwrite field will not be Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Overwrite Pages 1 v Total records ting BACK 4 4 4 4 4 4 4 454 4 4 4 4 4 4 44 4 4 4 4 oJ 57 In order to process the information provided by ESR Deanery administrators shou
67. s is completed for the next intake and a Junior Doctor is identified they are allocated into a post within the Deanery system includes 3a and 3b 4 The Junior Doctor s details are then released by the Deanery system at the agreed time prior to their start date usually around 12 weeks before The release of Junior Doctor information is an automatic process in the Intrepid Deanery system The timing of the release of information is defined locally by the Deanery within the ESR Interface placement processing field within the Main Menu gt Heading 5 The MSO receives a notification advising that an Applicant record has been created in ESR at the preferred applicant stage See section 5 2 1 1 for more information 6 Using the Recruitment and Applicant Enrolment URP the user completes the IAT process and pre employments checks for the Junior Doctor Any new information is then captured in ESR and the start date is confirmed 7 The MSO receives a New Starter Reminder notification 5 days prior to the projected start date which reminds them to hire the individual see section 5 2 1 6 for details Using the Recruitment and Applicant Enrolment URP the MSO updates the applicant s status to Offer Accepted which must occur at least 24 hours before their hire date 8 The Junior Doctor is hired into the post on their confirmed start date using the HR Administration URP See section 5 2 3 or 5 2 4 for further informa
68. system ESR The benefits of the process functional guidance and frequently asked questions are also included The lessons learned from users of the enhanced processes identified in the early pilots will also be included in this document later in 2012 3 2 Background There are currently two Deanery systems operated across the 16 Deaneries within England and Wales These systems are used to manage their HR business processes These are the Empower solution delivered by Northgate and the Intrepid solution delivered by HICOM The Deanery systems can be customised by the system supplier to deliver the requirements of the Deaneries Following discussions about the relationship between ESR and Deaneries a Gap analysis was undertaken in February 2003 COPMED determined that the most viable option to meet their business requirements was an electronic link between ESR and the existing Deanery systems The legacy interfaces were developed in 2008 and these processes subsequently enhanced in Quarter 1 2012 to further streamline the processes for NHS organisations and Deaneries this will be referred to as the Streamlined Deanery Interface process The legacy interfaces remain in place but it is anticipated that the Streamlined Deanery Interface process will ultimately supersede them These interface processes are described in another document ESR NHSO063_ _Guide_to_the Deanery_Interface_v4 0 which can be found on the ESR website at the fol
69. ta within the target file should be by Location then by Organisation then Job Role then Position Number and then by Last name The format of the spreadsheet should be as shown below ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 33 of 62 ESR Project ESR Position DPN Number Number WAL122 12345 34 WAL125 34567 62 WAL125 98765 62 Worklist VPD Proj d Next Current Proj d Lead Last First GMC End Place Last First GMC Placement Email Start Position Organisation Trust Name Name Number Date ment Name Name Number VPD Address Date 001 Donald last F1 02 Aug Cardi uknhs ne 03 Aug Trainee 001 Ward 10 Jones Carl 76543 11 ff Last Donald 12398 001 Cardiff t 11 001 Carl jones F1 Donal 02 Aug Cardi nhstrust 03 Aug Trainee 001 Ward 8 Last d 12398 11 ff Jones Carl 76543 001 Cardiff net 11 960 John_crowt Yorks 002 e i ty hire amp 960 University m Humb 02 Aug Yorks Crowth Hospital 03 Aug F2 001 Ward 3 er Scott Mark 76543 11 hire er John 98543 Birmingham 11 5 2 1 3 Update to the Medical Rotation Notification Applicant Withdrawn This notification is sent automatically by the Deanery systems to the MSO Role when an applicant previously created has subsequently withdrawn from the appointment This may be due to the Trainee deciding to go Out Of Programme or taking up an alternative post within a different NHS organisation The user should access the notification as outlined in the abov
70. te Deanery Interface Notification Deanery Applicant Notification shown within the red box below to review any messages that maybe included about the applicant processing ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 29 of 62 ESR Project Worklist View Open Notifications Go Select Notifications Open Reassign Close YX Generic Inbound Interface Hotification Workflow Hew 17 Feb 2012 XX Generic Inbound Interface Hotification Workflow Medical Rotation Notification 17 Feb 2012 XX Generic Inbound Interface Hotification Workflow 17 Feb 2012 XX Generic Inbound Interface Notification Workflow Medics Rotation Notification 17 Feb 2012 14 Feb 2012 14 Feb 2012 14 Febe 2012 14 Feb 2012 Mer Holi ations Ogen milk eal E TIP Vocation Rules Redirect or awto respond to notifications TIP Wordist Access Specify which users can view and act upon your notifications Note Clicking into the Subject hyper link should automatically open the notification Tiks notficaton does not require a response Deanery Applicant Notification OK _Reassign Request information To Semt 02 Feb 2012 17 00 31 79437387 This Notification requires user action The following new applications were successfully created by the Deanery Recruitment Interface Vacancy Ref Position Number Number 10508064 WAL 1D9PL S27 TYU987 Deanery Number Applicant Name a b e E Messa
71. te the continuous When the user Clicks OK on the message above the Note box will close and the record will be saved The user should follow the instructions in the Note box once before closing the Enter HR Personal Information form ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 45 of 62 ESR Project Decision 2 Do you want to retain the values of employee primary assignment for the fields which are not defined in the applicant assignment The user will also be prompted to decide whether they wish to retain the values of the employee primary assignment for fields which are not already defined by the application details The appropriate button should be selected on the popup illustrated above A local decision should be made when answering this question Clicking Yes would transfer a number of data items from the old assignment e g some elements supervisor etc that may not be appropriate for the new assignment Check with your ESR and or HR Lead about the locally agreed process for this Once all of the decision messages have been addressed the user will be presented with the new assignment details in the Primary Assignment form In the example below it is possible to see the new Effective From date which is the 1 September 2012 in the illustration below 01 SEP 2012 WTE Not set Primary assignment 1 assignments in total Total WTE Not set Applicant Mr De
72. thin your Trust Have you raised an SR with the ESR Central Team to notify them of your wish to go live with the Streamlined Deanery Interface process Have you confirmed your approach on rotating Doctors internally Have you added the Workplace Organisation Code onto your ESR Positions where you host on behalf of another NHS Trust such as a Lead Employer arrangement see User Notice 559 for details Have you agreed the use of IAT for rotating Doctors externally during their training programme Have you received notification from your partner Deanery Deaneries of the posts you will be hosting on their behalf Are you aware which Deanery manages each of your training posts For example sometimes training posts are managed by a Deanery which sits outside of your Geographical Area but the post has a local Deanery Post Number All Deanery Posts which are managed in this manner i e a local training post managed by a non local Deanery must be managed by ensuring that the ESR Position form holds the ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 55 of 62 ESR Project correct managing Deanery details This will ensure the Update interface file is sent to the correct Deanery in order to update trainee information Has an agreement been reached on management of training post which require training outside of the organisation For example a programme run and hosted within your trust but part of
73. tion Information form is opened by clicking the Extra Information button highlighted by the red arrow on the illustration above the user should click on the Medical and Dental Post Details Type shown next to the red arrow below Once the Medical and Dental Post Details tab is highlighted the user should click into the field below under the Details label shown next to the blue arrow in the illustration below Extra Position Information 236103 Foundation House Officer 1 091 Anaesthetics Type Care Groups Interfaces Medical and Dental Post Details NHS Learner Restriction Qualification Requirements for Position Registration and Membership Requirements for Positions Details ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 23 of 62 ESR Project The System Administrator should click into the Deanery Post Number field and complete the agreed detail They should also click into the Managing Deanery Body and complete the relevant detail if this is applicable These fields are highlighted in the diagram below by the red arrow The Managing Deanery Body field should only be completed if a Deanery manages the post on behalf of another deanery In addition the System Administrator should click into and apply an update to the Host Lead Employer Status field The Lead Employer holds the Employment Contract with the Medical Trainee who occupies a training post whereas the
74. tion on the hire process 9 Any changes made within ESR over the course of their employment including the termination of the assignment employment are extracted on a daily basis in readiness to share with the Deanery system Section 5 2 5 provides further information on terminating the employee 10 The Deanery user applies the updates received on a daily basis ensuring that both systems are closely aligned These changes are accessed in the Update interface module of Intrepid ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 9 of 62 ESR Project Figure 1 1 ESR user assigns Deanery Post Number in ESR Workstructures 2 Deanery system aligns ESR Position information againstits own position hierarch 5 Applicant Record is createdin ESR 3b Junior Doctor is appointed to training post in Deanery system 3a Junior Doctor recruitment and appointment process completed by the Deanery 6 Pre employment checks completed and recordedin ESR 4 Junior Doctor information is released to ESR ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 7 New Starter Reminder is generated in ESR 5 days prior Electronic Staff Record Page 10 of 62 Offline Activity 8 Junior Doctor is linked in ESR 9 Change to Junior Doctor records are capturedin ESR including termination of employment D 10 Updates to person and post i
75. treamlined Deanery Interface Process The outbound portion of the Streamlined Deanery Interface process transfers ESR information into the Deanery system on a daily basis This will ensure the Deanery system is kept up to date with regard to changes made to position and person information within ESR on a daily basis Before the decision is made to implement the Streamlined Deanery Interface process it must be agreed between the Trust and Deanery Body whether person information in the Deanery system should be updated by changes made in ESR The Deanery Body is expected to send a confirmation email to each trust they wish to implement the Deanery interface The email should be attached to the Go Live SR as described in Section 5 1 4 The outbound Streamlined Deanery Interface process has two running modes e All Records mode will extract both person and position information out of ESR and share this with the appropriate Deanery Body e Part Records mode will extract only position information out of ESR and share this with the appropriate Deanery Body The Streamlined Deanery interface process should be run in All Records mode where both position and person data may be updated in the Deanery Body system by ESR changes lf the Deanery Body wish to transfer Junior Doctor information to their partner NHS organisations but does not wish to process ESR updates then the Streamlined Deanery interface process should be run in
76. ueline Cullen Dave Mayall Mike Rigby John Sanderson Andrew Osborne John Thornley Pete Rogers Lisa Cain Kabir Merali Zebunnisa Ahmed 1 3 Distribution Copy No Name Location ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 2 of 62 ESR Project Copy No Name Location Library Master Project Librar et Project Manager 2 Contents Wz Document CON ON ase te ale a ad tees a cece ie le leet i dh 2 tts GEG STA CCON Gas totic cis Sir etlenct sec tia eal anes een r attain Aina aha a oe Anieatadauins 2 We2 gt FACVICWOIS ved secrete et teeta E Aah ket Niet aaut sd Seles 2 Toe ADISIMIDUTION ciie6 eS e hie estate al nae enact eae tion 2 2 COMEM S shoes these eat ac net eee etek ee sent tt ete eek 3 Bex MAO CU OT rarer etscct ue searches eo a ee eels 4 Sls Document CUMING raa ae aoa areata herbs else sate a 4 32 Background bane mr ere eaten nme net etree a ne ee erat rere a pce ee Oe ae 4 2o Bonel Sakata sities ee o ee Lala ue uiven ene eae wea ees a ewig dukes pete weet 5 OAs Process OV SIV OW eira a a a oe ae nent nen ede reweeeatate 6 4 How does the Streamlined ESR and Deanery Interface process work cccccseeees 7 4 1 Streamlined ESR and Deanery Interface Process cccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeas 7 4 1 1 PROCESS OVGRVI OW ainei a E T 7 4 1 2 MONA UON FHV OW siir a E E seenoueinats 8 4 1 3 Information Types ESR to Deanery SySteMS ccccee
77. updates a placement record either by changing start and end dates changing the post putting them Out of Programme or changing the record status to Inactive for a Person that has previously had an applicant recorded exported to ESR then a notification will be exported back to ESR ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 28 of 62 ESR Project 5 2 1 1 Applicant Notifications The Applicant Notification is generated each time a new applicant record is generated in ESR by the interface process The user is made aware that they have notifications when they first log into ESR They will see the popup message shown below Number of open notifications 9 Please use the Workflow Y orklist to view and respond to your notifications The user should select OK and then navigate to the Workflow Worklist within the Requests Function File Edit View Folder Tools Window Help Avs 2865 408481 480921 4Y Mavigator 504 HR Administration Functions Documents Requests Workflow Notifications View notifications 4 People Top Ten List Enrolments Fastpath Workstructures Histories Folders Requests submit Request View Feguest Workflow Notifications Discoverer Reports Once the Workflow Notifications screen is visible the user should click into the appropria
78. y Body will contain information that relates to both person and position information required for implementation of person and post updates from ESR into the Deanery system li PART records mode is where the outbound transfer of information ESR to the Deanery Body will contain information that relates only to position information 2 Once received the NHS Central Team will respond with a checklist asking the trust to confirm they are compliant with the items included and wish to proceed The response will also include a copy of the Guide to the Streamlined Deanery Interface Process The checklist will include e All Junior Doctor posts must be un bucketed at the NHS organisation ESR NHS00111 The Streamlined ESR and Deanery System Interface Guide v1 0 Page 26 of 62 ESR Project e ESR positions must be matched to Deanery Posts and Deanery Post References must be stored on ESR against ESR Positions e All ESR positions that are NOT junior doctor training posts MUST NOT have the Deanery Post Number or Managing Deanery Body fields populated 3 Once confirmation is received the ESR NHS Support Team should contact the Hicom Support Team for all Deaneries except London to confirm the date that the first file will be provided date when the NHS organisations data will be included in an existing file The London Deanery will be contacted directly for go live applications from London NHS organisations This detail should also be ad

Guide to the Streamlined Deanery Interfaces

Contents

Download Pdf Manuals

Related Search

Related Contents