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SWISS-DPUG-001 SWISS User Guide

1. Local intranet Where the search produces multiple matches then a screen with a list of matching employees is presented General selection using Surname Forename Known As Where the employee identity is not known exactly then a search on Surname and or Forename and or Known As can be used Where the number of hits is too great the system will display a message and the search will have to be refined The entries can be as general or as specific as appropriate and can be entered separately or combined The exact match tick box will ensure that the match is attempted on exactly what is entered For example entering H under Surname will present all employees where the surname starts with H restricted by the access permissions set up Please note that the Date of Birth has been removed from the list contents SWISS DPUG 001 Ver 11 Page 46 of 112 Date last updated 16 March 2011 Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help Q a aA EA JO search Sie Favorites 2 A Walt 33 Address http localhost eYou WorkForce WorkforceClerk Search aspx v Boa we del icio us v A orce Build 5 0 SCOTLAND Smith Mag 6000302 Show Employments Selecting the Edit link will open up the Employee page for the selected employee Alternatively selecting the Show Employments will display either the employment pages for a single employment or a list of employmen
2. Employer System Testing MS123 V Division Chp Acute Operating Division Code paket Name selected Division Chp New Operating Division NEVNE None Primary Care Operating Division Test Division ftestchp GEA TS Local intranet Selecting a Division CHP automatically populates the Code and Name fields which can then be updated and saved The page also provides the number of employments both current and terminated in the Division CHP F Edit Division Microsoft Internet Explorer Eile Edit view Favorites Tools Help O O NAQA trom O 8 Sm Oa s Address http flocahastjevoufWorkforce WorkforceManagement EdkDivision aspx Y Eco aF delicious frac SCOTLAND Employer System Testing ms123 Division Chp Acute Operating Division Mi Code SXA21 Name Acute Operating Division There are 186 Employment s in the selected Division Chp 3 Local intranet At this point it is possible to Amend the Code and or the associated Name of the Division and Save Alternatively if the Delete button is selected the following will be displayed SWISS DPUG 001 Ver 11 Page 35 of 112 Date last updated 16 March 2011 Edit Division Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help Ox O hd A P sn Borovets O Z m Live 3 Address http localhost eYou Workforce WorkForceManagement EditDivision aspx yE aF deicious faal NHS S SCOT
3. S3 Local intranet To update the Department name amend the description and select Save Select Delete to remove the Department from the list Departments can only be deleted if they are not in use any employments An error will be presented as follows F Edit Department Microsoft Internet Explorer O x A QD seach ferv 2 2 m we Address http flocalhost eYou WorkForce WorkforceManagementjEditDepartment aspx Y Eco gf delicious ag NHS Aam SCOTLAND In tr Please correct the following error s before continuing e You cannot delete the selected Department as there are Employments in this Department Employer System Testing MS123 Division Chp Acute Operating Division Directorate Ancillary Service Department Catering Name Catering There are 14 Employment s in the selected Department To create a new Department select Add new from the list enter a description in the Name box and select Save SWISS DPUG 001 Ver 11 Page 39 of 112 Date last updated 16 March 2011 F Edit Department Microsoft Internet Explorer Eile Edit View Favorites Tools Help OG rx x El p gt Search Sp Favorites O 2 B fial 2 233 Address http ilocalhostjeYou Workforce WorkforceManagement EdtDepartment aspx Y EJ co a delicious rac SCOTLAND n Employer System Testing M5123 Division Chp Acute Operating Division Directorate Ancillary Servi
4. SCOTLAND In the Personal Diversity Disclostire Professional Standards Von SSeS iI NAS Employments Ne Miss Billy Hunter 2000519 Next Employee National Staff 1d NMC Mentorship Practice Teaching MSntoisninyatans Please Select x pap roa cae i T i a ransferred To Mentor ER aa Register Registered Mentor j Registered Mentor Most Programme Completion Recent Update Date Date Mentor NMC Sign Off Date Date NMC Triennial a Review Met Date Mentor Sign Off ji Date Mentar Sign Off Mentor Lapsed From s Mentor Lapsed To Registered Practice Date NMC Practice Effective Date z Teacher Programme Successfully Completed Date of Most Recent g Date Met NMC Practice Update For Practice Teacher Triennial Teachers Reviews Requirements Date Practice Teacher Date Practice Teacher Lapsed From im Lapsed To 3 Local intranet Validation notes a Date Individual Transferred To Mentor Register Registered Mentor Programme Completion Date and Registered Mentor Most Recent Update dates may only be set if Mentorship Status has been provided Mentor NMC Sign Off Date may only be set if Mentorship Status is Sign Off Mentor Date NMC Triennial Review Met Date Mentor Sign Off Mentor Lapsed From and Date Mentor Sign Off Mentor Lapsed To may only be set if Mentorship Status is Registered Mentor Registered Practice Effective Date Date NMC Practice Teacher Prog
5. Telephone Number cannot be greater than 16 characters long Second Telephone Number cannot be greater than 16 characters long Relationship cannot be greater than 20 characters long Cannot be updated unless Address Line 1 exists except for Telephone Number which can be present on its own An Asterix in Address Line 1 flags all address details to be deleted If any field is blank and other fields in the group are present this field will be overwritten with blank in the database All fields should be present for group data if they exist If all are blank database contents will be left Address details should be provided in order Employment Registration Body 1 Fields Registration Required Employment Registration Body 1 and 2 will be classed as a group all must be valid and present where applicable for fields to be processed Registration Required must be Y or N If blank then all group fields must SWISS DPUG 001 Ver 11 Page 98 of 112 Date last updated 16 March 2011 FIELD ERROR be blank for it to be valid if valid the contents of the database shall be left Where the Registration Required flag is set to Y an entry at Employment Registration Body 1 on the file will be mandatory Registration Body 2 will be accepted if there is a Registration Body 1 Where the Registration Required flag is N then an entry at either Employment Registration Body 1 or 2 on the file will be rejected When the flag is
6. Done 4 Local intranet All entries are optional The EPAs APAs value is available for edit if the employment is an Honorary Doctor if not the EPAs APAs will be read only Validation notes a It is not possible for the main and second specialties of the employment to be the same b Main speciality and sub speciality are linked the sub speciality values offered will depend upon the main speciality selected c Consultant post can hold either Yes or No It will not be possible for the value No to be held if the pay scale for the associated employment is in the range L001 L249 or L301 L399 If left blank when the page is sent it will be set to Yes automatically if the pay scale is in this range It is always possible to set the value to Yes to indicate that a previous employment has been a consultant post d Itis not possible to have duplicate professional qualification bodies e Employee must have been at least 18 years old when the professional qualification was obtained f Where a Professional Body is held then a Year and Country Obtained must be entered g Professional Body Year cannot be a future date SWISS DPUG 001 Ver 11 Page 65 of 112 Date last updated 16 March 2011 h Total of Programmed Activities cannot be greater than Contracted Hours unless employment is an Honorary Doctor i Speciality Sub Speciality Second Speciality Medical Grade and Speciality of Training must be an active value 6 4 3 Recruit
7. Specialty 3 Sub Specialty 3 Specialty 4 Sub Specialty 4 Specialty 5 Sub Specialty 5 Specialty 6 Sub Specialty 6 Specialty 7 Sub Specialty 7 FtP Conditions Exist FtP Undertakings Exist Other names FtPWarningsExist PlaceofQualificationCountry Format Comments A 100 A 100 A 100 A 100 A 100 A 100 A 100 A 100 ago o A 100 ay f a A 100 Field in SWISS to be updated GMC Specialty 1 New GMC 1 New Sub Specialty GMC Specialty 2 New GMC Sub Specialty 2 New GMC Specialty 3 New GMC Sub Specialty 3 New GMC Specialty 4 New GMC Sub Specialty 4 New GMC Specialty 5 New GMC Sub Specialty 5 New GMC Specialty 6 New GMC Sub Specialty 6 New GMC Specialty 7 New GMC Sub Specialty 7 New FtP Conditions Exist FtP Undertakings Exist Will not SWISS be used by FtPWarningsExist GMC_QualificationCountry SWISS DPUG 001 Ver 11 Page 112 of 112 Date last updated 16 March 2011
8. so other employers should be contacted to ensure employee s details are up to date Employee Home Address has been modified Home address changes have been applied to the employee record attached to this Pay Number and multiple current employments across employers exist Data Administrator Duplicate Employee Found and Removed A full match on Surname Forename Date of Birth and National Insurance Number has been found in the database for an employee and has been removed All employments attached to the removed employee have been transferred to the remaining employee NB The employee with the Highest Nnss Number will remain Data Administrator Employment Termination Date Set To Termination Date Employment Termination Date has been set on an employment belonging to a workforce front end user Data Administrator SWISS DPUG 001 Ver 11 Page 92 of 112 Date last updated 16 March 2011 15 Appendix B Workforce Import Exceptions EXCEPTION DEFINITION ACTIONED BY SOLUTION Gold Employment Not Found No employment exists for import record in database Payroll Team Data Administrator Check it is not software problem Check import record Gold Update Employee Failed The import record has data that is not in the correct format for the database No employee data from the import record is added to the database Payroll T
9. All fields should be present if they exist and there is a change to any other registration group data Registration Number Cannot be greater than 20 characters long Cannot exist when Registration Body does not exist Must exist when Registration Body exists If all Registration Group are blank then database contents will be left for group If the Registration Body is GMC the number will be matched with the GMC LRMP data and where a match is found and the surname forname also match the data will be added to the employee registration record Registration Part Cannot be greater than 8 characters long Should only exist when there is a Registration Body Cannot have duplicate Registration parts Must exist with specified Body Must match with a valid active Registration part description Cannot have gaps between parts If all Registration Group are blank then database contents will be left for group If field is blank and other fields in the Registration Group exist this will overwrite database contents with blank All fields should be present if they exist and there is a change to any other registration group data Field will be ignored if Registration Body is GMC Registration Renewal Date Must be a valid date Must be 8 characters long Should only exist when a Registration Body exists If all Registration Group are blank then database contents will be left for group Must be a future date If the Registration Body is GM
10. Alternatively you can select another application from the Application menu by selecting Select Application This will direct you to the screen below where you can choose from a list of applications You will only be provided with a list of applications you have access rights for Login Microsoft Internet Explorer Ele gdt View Favorites Tools Help BEA amp Om O RAO Pao krens O 22a JDA Address http 10 248 0 228 eYoujAuthentication SelectApplication aspx n Be Search web 2 eTservices Ely G savetomyweb E3Yi Mal EP answers S7Personals K Y Moble Sionin T logn x N HS Shared Authentication for eExpenses SSTS Sw and Workforce SCOTLAND Select an application e eExpenses e SSTS e Workforce Done interet SWISS DPUG 001 Ver 11 Page 90 of 112 Date last updated 16 March 2011 14 Appendix A Payroll Import Exceptions EXCEPTION DEFINITION ACTIONED BY SOLUTION This record was not Check software New matched on NHSS database records Employee Employment Partial match on NI number number or Pay Number Record was matched on NI Number but not fully on Surname Forename or Date of Birth New employee and Employment records have been created Payroll Team Data Administrator Employee already found for Pay Number No NHSS Number has been passed but the pay number exists on the Workforce database associated with an emplo
11. Leaming Disal Rne Leaming Disabilities lewel 2 rns Children level 1 rns Fever level 2 RNC Children level 1 C RNLD Leaming Disabilities level 1 C RNMH Mental Health lewel 1 Validation notes Community Leaming Disabilities Nursing CI SCMH Speci actitioner Community Mental Health Nursing I SPAN Specialist r Adult Nursing Cl spec speci SPON speci C SPON Speci E SPGP Specialist Pr General Practice Nursing E SPLD Specialist Practitioner Leaming Disability Nurse sem speci r Mental Health E V100 Mode 1 Prescribin C V200 extended Nurse Prescribing C V300 Extended Supplementary Nursing Prescribing I xxxx Adult level 1 2 Local intranet a A maximum of 10 registration parts can be selected b Must be an active value if selected Inactive values will be disabled To delete an inactive value already attached to an employee select the Delete Inactive Parts check box and click save SWISS DPUG 001 Ver 11 Page 57 of 112 Date last updated 16 March 2011 6 3 5 NMC Mentorship Practice Teaching This tab will be available if the employee has at least one NMC Registration Workforce Microsoft Internet Explorer Fie Edit Yiew Favorites Tools Help Q ex gt x F EA P Search Sy Favorites amp A S o mm 2 a 33 Address a http fflacalhost eYou Workforce WorkforceClerk Employee EmployeeProfessio x Sq GO we del icio us TAG kforce Build 5 0 Employee Details
12. NHSS Id link which can be selected to redirect the user to the Employee Details page An option to search for a new employment is provided Enter the Pay Number and click on the Select button If the entered Pay Number is not an NHS employment the entry will be rejected It is necessary to click Save on each tab if changes have been made to avoid losing the changes Invalid data will prevent the page from saving all errors noted will be listed in red at the top of the page The deletion of data is effected in two ways If the data item appears in a simple input box simply empty the box If the data item is selected from a drop down list select the Please Select text In either case the corresponding items are deleted from the operational database when the Save button is clicked It is not possible to delete data which is mandatory Please note that changes applied via the web front end should take effect in the WIR the following working day Like the employee pages a user may be restricted within the Employment pages as to what data they may view edit SWISS DPUG 001 Ver 11 Page 61 of 112 Date last updated 16 March 2011 6 4 1 Employment Workforce Microsoft Internet Explorer File Edit View Favorites Tools Help O O AAG Paw yr O 228 Uw 3 SCOTLAND Employment Recruitment Contact Information Emergency Contacts Other NHS Employments 9501495 Maggie Smith 6000302 Next Emp
13. Page 42 of 112 Date last updated 16 March 2011 6 Employees and employments 6 1 Access This top menu option is available only to those who have been allocated the Workforce Clerk role and provides further functions e View or edit employee and employment data e Edit diversity data available e Professional data only e NMC Mentorship data only and can further restrict access within these functions to Medical Staff Only The Workforce Clerk role can be set up at Employer Division CHP Directorate Department and Sub department level The options set at any one level will apply to all lower levels unless other specific options are set at a lower level For example e Itis possible to set Edit Employee and Employment data access at Employer and to restrict edit access to Medical Staff only at an individual Department e It is possible to be set View access at Employer level but Edit access at an individual Directorate The following restrictions apply at any level e Edit Diversity Data and Professional Data only cannot both be set up e Edit Diversity Data and NMC Mentorship Data only cannot both be set up However it is acceptable to set both Professional Data Only and NMC Mentorship Data Only SWISS DPUG 001 Ver 11 Page 43 of 112 Date last updated 16 March 2011 6 2 Search facility Select Employees Employments from the main menu to display the above Search page See Section 7 Duplicate Employee Process for details
14. Service Area description must match with a valid active Service Area description and be appropriate for the High Level Service Area description An Asterix in High Level Service area flags all service area group data to be deleted If all are blank the database contents are left Service cannot exist on file without a High Level service area All Service Area fields should be present if exist and a change is being made to any of the group data Sexual Orientation Cannot be greater than 13 characters long Description must match with a valid active Sexual Orientation description An Asterix flags field to be deleted If blank the database contents are left Specialty Cannot be greater than 50 characters long Cannot be set for non medical employments SWISS DPUG 001 Ver 11 Page 105 of 112 Date last updated 16 March 2011 FIELD ERROR Description must match with a valid active Specialty description Cannot be the same as Second Specialty Where speciality is supplied and second speciality and or sub speciality are blank on the file then the database contents are removed for these All Speciality fields should be present if exist and a change is being made to any other speciality group fields An Asterix flags all speciality group data to be deleted If all speciality fields are blank the database contents are left Sub Department Cannot be greater than 30 characters long Must exist within the D
15. Terminated 19 01 2008 01 07 1996 System Testing MS123 x9000712 Nursing and Midwifery Trained Current 15 07 1996 Page 1 of 1 Select the Pay Number link to expand the full NHS employment details SWISS DPUG 001 Ver 11 Page 70 of 112 Date last updated 16 March 2011 Duplicate Employee Process An employee is uniquely identified by National Insurance Number Surname Forename and Date of Birth A duplicate employee record will exist where e a partial match on the above key items is established between an existing employee and a new start two employee National Staff IDs will result e a subsequent amendment to any or all of the above key fields to either of the records results in a full match the matching items with the two employee National Staff IDs remaining The payroll import process does not attempt to resolve duplicates A new process which will run immediately after the overnight payroll process is introduced with Build 3 2 to handle resolve duplicates For each duplicate employee record found the process will e Determine which employee record has the earliest lowest National Staff ID as this is the one that will remain in the database e For each of the duplicate employee records found in the database merge the employments to the employee of the record with this National Staff ID e All associated payroll and workforce data from the duplicates will be attached to the retained employee recor
16. are not in use by any employments amp Edit Subdepartment Microsoft Internet Explorer File Edit view Favorites Tools Help Qx x A G PO sen J Favorites eb J a 3S Address http flocalhost eYoulWorkforce WorkforceManagement EditSubDepartment as Y EJ co gf delicious ia Please correct the following error s before continuing e You cannot delete the selected Sub Department as there are Employments in this Sub Department Employer System Testing MS123 Division Chp Acute Operating Division Directorate Ancillary Service x Department Catering w Sub Department PRI Name PRI There are 1 Employment s in the selected Sub Department L hocal intranet To create a new Sub department select Add new from the list enter a description in the Name box and select Save SWISS DPUG 001 Ver 11 Page 41 of 112 Date last updated 16 March 2011 Edit Subdepartment Microsoft Internet Explorer File Edit Yiew Favorites Tools Help O O DAD Pas tyro O 2S a HAs Address http slocalhost eYou Workforce WorkforceManagement EditsubDepartment as Y NHS SCOTLAND Employer Division Chp Directorate Department Sub Department Name ce Build 5 0 y Girl In the System Testing MS123 Acute Operating Division Ancillary Service Catering he Sub New BE SWISS DPUG 001 Ver 11
17. for update This will operate in the same way that Edit User does with control returned to the list when the edit is completed or cancelled The facility to scroll through the list is provided by the page selection under the list It is also possible to make new selections and select List to display a new list of users When this is done please note that the list will be displayed at the same page number as the previous list To ensure that lists always start at page 1 it is necessary to select the List Users option SWISS DPUG 001 Ver 11 Page 23 of 112 Date last updated 16 March 2011 4 Exceptions Access to this top menu option is available only to those users with the Exceptions Manager role or the Reference Table Manager role The Exceptions Manager role is allocated if either or both of Payroll Exceptions and Workforce Exceptions functions are selected Where an option has not been set up it will not be available for selection The Exceptions Manager role can be set up at Employer or Division CHP or Directorate or Department or Sub department level Payroll exceptions are generated by the overnight import of new start termination and amendment data from Payroll SSPS Workforce exceptions are generated by the weekly or ad hoc import of workforce data additions and changes from local HR systems and from the GMC LRMP website via the GMC Interface Org Structure exceptions are available for selection if the user has the Refe
18. further confirmation of the employee employment being updated These cannot be amended as they come from payroll Validation notes Immigration Status Expiry Date Residence Expiry Date and Annual Check Due Date if entered must be a future date Immigration Status Expiry Date and Annual Check Due Date cannot be selected without an Immigration Status being selected Immigration Status Expiry Date must be set if Immigration Status is selected Immigration Status must be an active value Nhs Start Date cannot be after earliest Employment Start Date Next of Kin details must have a Surname and Forename if data is to be entered SWISS DPUG 001 Ver 11 Page 51 of 112 Date last updated 16 March 2011 6 3 2 Diversity This tab will be enabled only when the user has been granted access to the Equality and Diversity Data Available function i Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help Q sak hg amp a EA JO search ie Favorites H A amp i lo 218 23 i Address a http j localhost evou Workforce workforceClerk Employee EmployeePersonal za GO del icio us v Tac Topov Scale 6000071 Next Employee National Staff Id Equality Diversity information Transgendered Please Select fal Sexual Orientation Please Select Disabled Please Select Ethnic Group Please Select Disability Description 1 Disability Description 2 Please Select Religion Please
19. ignored note that the user will still exist Control is then passed back to the Create User entry page A separate function Remove all roles is provided in order that all access set up can be removed and the administrator can start again The function can also be used to disable rather than delete a user This function does not include the National File Manager and System Admin SWISS DPUG 001 Ver 11 Page 19 of 112 Date last updated 16 March 2011 roles access is maintained by Atos Origin 3 1 1 Email notification When the new user has been set up successfully notification of the new username and password are sent to the entered email address Workforce Access Message Plain Text Bile Edt View Insert Format Tools Actions Help Ronen Pareply toal Fomr S BX e AB From DoNotReply NHSScotland com Sent Tue 01 07 2008 16 11 To Hunter Kate Cer Subject Workforce Access sername bowmanj1 Password ifty0143 You may use these security credentials to access Workforce 3 2 Edit User Select Edit User from the Administration menu T Edit User Enter Username Microsoft Internet Explore Eile Edit view Favorites Tools Help Q eek gt x A D SO search She Favorites J eo Se m LJ 42a 2s Address http localhost eYou workforce AdminjUsers EnterLisername aspx gt eal asou hae SCOTLAND In ple s Enter Username brownl1 _ 2 Local intranet Enter a username
20. its name being highlighted in white text A new employee search can be initiated from the employee page by entering an NHSS Staff ID at the top of the page and by clicking on the Select button If the entered Staff ID is for an employee with no NHS employments the entry will be rejected Please note It is necessary to click Save on each tab if changes have been made to avoid losing any changes If any data is invalid the Save will be rejected and the errors will be presented in red above the employee tabs There is no prompt that changes have been applied but not saved To remove data held use one of the following options e If the data item appears in a simple input box simply empty the box using the Delete key or the backspace key try to avoid using the spacebar as there may be unpredictable results e If the data item is selected from a drop down list select the Please Select text except for the Diversity Tab where drop down lists have a Cancel option The data will be removed when the Save button is actioned Mandatory data cannot be removed If a user only has view permissions the pages will be displayed but the data cannot be amended all input boxes drop down lists etc will be disabled All pre existing details will be displayed and these may be amended or ignored as appropriate The contents of drop down lists are taken from the Core Data Standard and any q
21. list of matching employees will be displayed SWISS DPUG 001 Ver 11 Page 48 of 112 Date last updated 16 March 2011 Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help Geox x a g l JO search Sie Favorites Kz B amp a y oaa 33 i Address E hit ilocalhost eYou Workforce WworkforceClerk SearchResults aspx gt i del icio us om N j S Workforce Build 5 0 SCOTLAND 6000062 Show Employments Employer Pay Number Staff Category Status Start Date a Testing MS123 CLE Nursing and Midwifery Trained Terminated 19 01 2008 B77 G Edit System Testing M5123 x9000658 Nursing and Midwifery Trained Currant 05 07 1996 Edit javascript __doPostBack ctl00 ContentPlaceHolder1 _avEmployees showEmployments 0 On selecting Show Employmenis a list of all NHS employments will be presented or where there is only 1 NHS employment the Employment Page will be presented The selected employee will remain highlighted on the employee list 6 3 Employee Details Within the Employee Details page seven tabs are used to identify various data groups e Personal e Diversity e Disclosure e Professional Standards e NMC Mentorship Practice Teaching e NHS Employments e Non NHS Employments SWISS DPUG 001 Ver 11 Page 49 of 112 Date last updated 16 March 2011 The identifying details at the top of the page are shown regardless of the tab in use The selected tab is identified by
22. must be set toAorD Record Type is not A or D Employer Code must be 5 characters Employer Code is not 5 Characters Division Chp Code must be 5 characters Division Chp Code is not 5 Characters Division Chp Name cannot Division Chp cannot be null or empty be Null string Directorate Name cannot Directorate Name is greater than 30 be greater than 30 characters characters SWISS DPUG 001 Ver 11 Page 107 of 112 Date last updated 16 March 2011 Department Name cannot be greater than 30 characters Department Name characters is greater than 30 Sub Department Name cannot be greater than 30 characters Sub Department Name is greater than 30 characters All entries must be present if Record Type A All entries not present when Record Type isA None is not a valid value None is present in any field when Record Type is A Employer Code does not exist Employer does not exist Org Structure Already Org structure to be processed already Exists exists in database Cannot delete Org Employments are attached to the org Structure as there are structure employments attached Org Structure does not exist or is invalid The Org Structure does not exist in the database DivisionChp Code already exists with another DivisionChp Name for employer The DivisionChp code already exists with another DivisionChp Name in the database for the e
23. no gaps No duplicate Competency Titles An Asterix will flag field to be deleted Consultant Post Can be set to Yes or No Can only be set if employment is medical If payscale is between LO01 L249 or L301 L399 consultancy Post cannot be set to No An Asterix will flag field to be deleted If blank database contents will be left Consultant NUAHP e Can be Y orN e Ifall Consultant NMAHP group blank database contents will be left e All fields must be valid for group to be updated e f Y then there must be a valid Consultant NMAHP Specialty e f Nand a Consultant NMAHP Specialty is present then the group will be rejected e f N and Consultant NMAHP Specialty is not present on file then the contents of the database will be removed Consultant NMAHP Specialty e Ifall Consultant NMAHP group blank database contents will be left e All fields must be valid for group to be updated e Consultant NMAHP Specialty must match with a valid acitve description e To remove a Consultant NMAHP Specialty from the database set Consultant NMAHP to N with no specialty present on file Country Recruited From e Cannot be greater than 20 characters long e Description must match with a valid active Country Recruited From description An Asterix will flag field to be deleted If blank database contents will be left Criminal History e Disclosure Level cannot be greater than 1 character long e SCRO Ref Number cannot be greater than 30 charac
24. updated unless Mentorship Status Registered Mentor or Sign Off Mentor e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Date Mentor Sign Off Mentor e Must be a valid date Lapsed To e Must be 8 characters long e Must have an NMC Registration e Cannot be updated unless Mentorship Status Registered Mentor or Sign Off Mentor e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field e Date Mentor Sign Off Mentor Lapsed From must be set Date Met NMC Practice Teacher e Must be a valid date Triennial Review Requirements e Must be 8 characters long e Must have an NMC Registration e Cannot be updated unless Mentorship Status Practice Teacher e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being
25. useful facility with more users switching to the nhs net addresses Change Email Microsoft Internet Explorer DAX File Edit Yiew Favorites Tools Help Q sxx amp Bi a A JO search E Favorites amp B n jw POR 6 3 Address g http st workforce nds scot nhs uk eVYouST Authentication ChangeEmail aspx zA GO w delicious ltag Shared Authentication for eExpenses SSTS and Workforce Current Email New Email Confirm Email Internet SWISS DPUG 001 Ver 11 Page 86 of 112 Date last updated 16 March 2011 12 3 Change own username A user can change their username from the My Account menu This option will change the users Username if their surname and or forename have been changed In this instance the following will be displayed Shared Authentication for eExpenses SSTS N H S and Workforce a A Your username has been changed to smithl3 The user should now use the new username to login to the system If the surname and or forename have not been changed the following screen will be SWISS DPUG 001 Ver 11 Page 87 of 112 Date last updated 16 March 2011 displayed Shared Authentication for eExpenses N H S SSTS and Workforce SS SCOTLAND Your username matches your forename and surname registered with the system and as such will not be changed Pressing the OK button will return the user to Workforce SWISS DPUG 001 Ver 11 Page 88 of 1
26. 1 and select Save amp Edit Directorate Microsoft Internet Explorer File Edit View Favorites Tools Help Om O DAD Swe ira 2 Se Owes Address http ilocalhost eYoufWorkforce WorkforceManagement EditDirectorate aspx Y EJ co a del icio us racl N HS AAN force Build 5 0 SCOTLAND In the event of any difficulty please contact your local S Employer System Testing ms123 Division Chp Acute Operating Division Directorate ada new B Name Eo 3 Local intranet 5 2 3 Department updates Select an Employer from the Employer list Select a Division CHP from the Division CHP list Select a Directorate from the Directorate list Select a Department from the Department list Selecting a Department populates the Name box with the Department name and provides the number of employments current and terminated in the Department SWISS DPUG 001 Ver 11 Page 38 of 112 Date last updated 16 March 2011 i Edit Department Microsoft Internet Explorer File Edt view Favorites Tools Help O O AQ Omen wm O B S OM LI a Address http flocalhost eYou Workforce WorkfarceManagement EditDepartment aspx Y EJ co af del icio us iacl NHS Sy V SCOTLAND Employer System Testing MS123 Division Chp Acute Operating Division z Directorate Ancillary Service Department Cateri x Name Catering There are 14 Employment s in the selected Department
27. 12 Date last updated 16 March 2011 13 Application There are two secure methods for logging off Both involve closing your Web Browser Window which is essential for data security Either close your browser Window by clicking on the X button at the top right hand corner of your screen browser Window Workforce Default Page Microsoft Internet Explorer DER File Edit View Favorites Tools Help Q sax 7 x E Ph J search Sip Favorites 2 amp ia W Fel 3 Address E http localhost evou Workforce default aspx Go del icio us aa NHS 4 a ii Ness wet Wai SCOTLAND 2 Local intranet or click on Logout on the Application menu This action will direct you to the following page below which will force you to close the session properly SWISS DPUG 001 Ver 11 Page 89 of 112 Date last updated 16 March 2011 Login Microsoft Internet Explorer TER File Edit Yiew Favorites Tools Help ap Q ea amp a C JO search Sie Favorites EA B s m 2 oo 233 Address http flocalhost eYou Authentication Logout aspx a Go i del icio us tag Links 2 RI H S Shared Au SCOTLAND thentication for eExpenses Payroll SSTS and Workforce A User signed out successfully You have successfully signed out For security reasons please click the button below to close the browser Close Browser Local intranet Click on the Close Browser button
28. 9 STO01 Acute Services FAILED REASON Cannot delete Org Structure as there are employments attached a nl Racord RECORD INVALID D ST999 5T001 Acute Services Admin Services FAILED REASON 6 Cannot delete Org Structure as there are employments attached pe eRe RECORD INVALID D 5T999 5T001 Acute Services Admin Services HR Health and Safety FAILED REASON 6 Org Structure does not exist or is invalid o eee Rama RECORD INVALID D ST999 STO01 Acute Services Admin Services RH Training FAILED REASON 6 Org Structure does not exist or is invalid o a re eases RECORD INVALID A ST999 ST001 Acute Services Surgical Laboratory FAILED REASON s All entries must be present if Record Type A o SAR Rensa RECORD INVALID A ST999 5T001 Acute Services Laboratory Results FAILED REASON s All entries must be present if Record Type A o Org Structure Record Invalid RECORD INVALID A ST999 STO01 FAILED REASON G Division Chp Name cannot be Null All entries must be present if Record Type A o SWISS DPUG 001 Ver 11 Page 74 of 112 Date last updated 16 March 2011 9 National files 9 1 Base Locations This function is restricted to users with the National Reference File Manager role currently restricted to the NHS Payroll Project Team Select Base Locations from the top menu Z Base Locations Microsoft Internet Explorer File Edit View Favorites Tools Help Q ex S E EA pe Search JY Fav
29. ATOS ORIGIN Alliance NHSScotland Scottish Workforce Information Standard System User Guide SWISS DPUG 001 Version 11 Copyright 2008 Atos Origin The copyright in this work is vested in Atos Origin and the information contained herein is confidential This work either in whole or in part must not be modified disclosed or disseminated to others or used for purposes other than for which it is supplied without the prior written consent of Atos Origin If this work or any part hereof is furnished to a party under a contract between that party and Atos Origin use of this work by that party shall be governed by the express contractual terms between Atos Origin and that party Atos y Origin sopra group m Contents 1 1 1 1 2 1 3 2 2 1 2 2 3 3 1 3 2 3 3 4 4 1 4 2 4 3 5 5 1 5 2 6 6 1 6 2 6 3 6 4 7 8 9 9 1 10 11 12 About this document Purpose Applicability Owner Accessing the Workforce application Connecting to the application Logging on Administration Create user Edit User List Users Exceptions Payroll exceptions Workforce exceptions Org Structure exceptions Workforce Management Departmental transfers Updating the organisational structure Employees and employments Access Search facility Employee Details Employment Details Duplicate Employee Process Bulk Organisational Structure Process National files Base Locations System Ad
30. C this field will be ignored and all relevant data will be taken from the GMC LRMP supplied data Registration Required Fields Registration Required Employment Registration Body 1 and 2 will be classed as a group all must be valid and present where applicable for fields to be processed Registration Required must be Y or N If blank then all group fields must be blank for it to be valid if valid the contents of the database shall be left Where the Registration Required flag is set to Y an entry at Employment Registration Body 1 on the file will be mandatory Registration Body 2 will be accepted if there is a Registration Body 1 SWISS DPUG 001 Ver 11 Page 104 of 112 Date last updated 16 March 2011 FIELD ERROR Where the Registration Required flag is N then an entry at either Employment Registration Body 1 or 2 on the file will be rejected When the flag is N then any employment registration body held on the employment will be removed Employment Registration Body 1 and 2 will be rejected if they are not valid Registration Bodies or if they are inactive Cannot have duplicate Employment Registration bodies Where both employment registrations are held in the database and the requirement is to remove one of them then the file should be populated with the registration required flag and the registration to remain in registration 1 fields and the registration 2 field left blank Registration T
31. ETA Do Address Rowan Cottage Surname O Reilly Abernethy Relationship prother Perthsire Post Code IPH13 67F 1st Telephone Use Home Address 2nd Telephone Local intranet Emergency Contact details are optional The Use Home Address button can be used to populate emergency contact data with the home address and will populate 1 Telephone with the home telephone number A second emergency telephone number is now provided 6 4 6 Other NHS Employments Select this tab to list any other NHS employments for the employee If the end user has the Medical Staff Only access set up the list will be restricted to other medical NHS employments SWISS DPUG 001 Ver 11 Page 69 of 112 Date last updated 16 March 2011 T Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help k A Q sax gt E Eh LO search iE Favorites 2S r bd oe A 23 i Address a http jlocalhost eYou Workforce WorkforceClerk Employment EmploymentMair x B del icio us i fraa i N iH Ss orce Build 5 0 S x I ome Pa SCOTLAND nt Details Employment lt Recruitment Contact Information Emergency Contacts 2 n ca nnan 9000828 Topov Scale 6000071 Next Employment Pay Number Employer Pay Number Staff Category Employment Status Start Date System Testing MS123 x9000704 Nursing and Midwifery Trained
32. G 001 Ver 11 Page 102 of 112 Date last updated 16 March 2011 FIELD ERROR Programmed Activities Cannot be set for non medical employments Clinical Care Out Of Hours must not be greater than 99 99 Supporting Prof Activities must not be greater than 99 99 Clinical Care Other must not be greater than 99 99 The total of the above three fields must not exceed Contracted Hours if the employment is anything other than an Honorary Doctor An Asterix in fields flags field to be deleted If any fields are blank and other fields in the group exist then the field will be overwritten with blank All fields should be present if exist and a change is being made to any group field If all fields are blank the database contents are left Public Body Must be set to Y or N An Asterix flags field to be deleted Reason Registration End e Cannot be greater than 30 characters long e Should only exist when a Registration Body exists e Must match with a valid active Reason Registration End Description e Can only exist if End Date of Registration exists e Ifall Registration Group are blank then database contents will be left for group e If field is blank and other fields in the Registration Group exist this will overwrite database contents with blank All fields should be present if they exist and there is a change to any other registration group data e If the Registration Body is GMC this field will be ignored a
33. JO search Shp Favortes O 2 BS ag 26 33 7 Address a http localhost eYou Workforce Admin Users EnterPayNumber aspx bdl Go Ha del icio us TAG rce Build 5 0 r Enter Pay Number SCOTLAND n th Enter Pay Number X9642242 Local intranet Enter the Pay Number and click on Select The Pay Number must identify an employment e Which is not the administrator s own pay number e Which is a current NHS employment in one of the employers in which the administrator has access rights The following page will be presented for all accepted pay numbers Create User Microsoft Internet Explorer Eile Edit View Favorites Tools Help O sxx eA aA EA PO Search sie Favorites Kz 2 W Wee 33 Address http localhost eYoufWorkForce Admin Users EnterPayNumber aspx i gt co af del icio us EEA SCOTLAND User Employee Name Tane Ling National Staff Id 2000538 Employee e Mail X9646342 Terminated X9642242 Current Employments For confirmation the employee s name the NHS Staff ID and the status of the all employments held for the employee within the administrator s areas of responsibility are displayed An entry box is provided for the insertion or amendment of a business email address It will not SWISS DPUG 001 Ver 11 Page 16 of 112 Date last updated 16 March 2011 be possible to create a new user without an email address as this is the means by which the system will co
34. LAND Please correct the following error s before continuing e You cannot delete the selected Division Chp as there are Employments in this Division Chp Employer System Testing MS123 4 DivisionfChp Acute Operating Division Name Acute Operating Division There are 186 Employment s in the selected Division Chp It is only possible to delete a Division CHP if there are no employments attached to it To create a new entry select Add New from the Division CHP list amp Edit Division Microsoft Internet Explorer Eile Edit view Favorites Tools Help O 2 search Sfp Favorites 2 2 m Wwe 3 Address http localhost eYou Workforce WorkforceManagement EditDivision aspx E af ceticious ac Employer System Testing MS123 Division Chp Add new Complete the code and description and select Save It is not possible to add a new entry which has the same code as an existing Division CHP 5 2 2 Directorate updates Select Directorates from the Administration menu to create amend delete view Directorates SWISS DPUG 001 Ver 11 Page 36 of 112 Date last updated 16 March 2011 held Select an Employer from the Employer list Select a Division CHP from the Division CHP list Select a Directorate from the Directorate list Selecting a Directorate populates the Name box with the Directorate
35. N then any employment registration body held on the employment will be removed Employment Registration Body 1 and 2 will be rejected if they are not valid Registration Bodies or if they are inactive Cannot have duplicate Employment Registration bodies Where both employment registrations are held in the database and the requirement is to remove one of them then the file should be populated with the registration required flag and the registration to remain in registration 1 fields and the registration 2 field left blank Employment Registration Body 2 Fields Registration Required Employment Registration Body 1 and 2 will be classed as a group all must be valid and present where applicable for fields to be processed Registration Required must be Y or N If blank then all group fields must be blank for it to be valid if valid the contents of the database shall be left Where the Registration Required flag is set to Y an entry at Employment Registration Body 1 on the file will be mandatory Registration Body 2 will be accepted if there is a Registration Body 1 Where the Registration Required flag is N then an entry at either Employment Registration Body 1 or 2 on the file will be rejected When the flag is N then any employment registration body held on the employment will be removed Employment Registration Body 1 and 2 will be rejected if they are not valid Registration Bodies or if they are inactive Cannot have d
36. Select x Equality and Diversity Data recorded for NHSS employees is regarded as sensitive In order to fully protect confidentiality of this data there is now a requirement to ensure that the data held is never displayed on screen once recorded For those end users with access to Employee Equality and Diversity data when the Employee Diversity Page is selected all pick lists will be set to Please Select irrespective of what data is held in the database All details within the Diversity tab are entered by selecting from pick lists whose contents are made visible by clicking on the button at the right hand side of the box Only codes are present in the drop down lists Diversity details may be entered amended or deleted To set an item from a pick list on the Diversity tab to Don t Know set the pick list to Cancel and click the save button This will remove the data from the database and reset the pick list to Please Select on screen All change will continue to filter through to the WIR reporting database SWISS DPUG 001 Ver 11 Page 52 of 112 Date last updated 16 March 2011 Validation notes a Disability descriptors cannot be set up unless the Disabled flag is set to Y b A description in Other Description is needed if the Descriptor is Other please specify c Q in the diversity fields indicates that the employee has requested a questionnaire to complete d Cannot have duplicate disabi
37. This account is locked New password required D Internet In both the above circumstances a confirmation will be provided that a new password will be sent along with the email address which will be used This email should arrive almost immediately provided that local email servers are responding The following page will be displayed if you have access rights to more than one application otherwise you will be passed to the SWISS Home Page SWISS DPUG 001 Ver 11 Page 11 of 112 Date last updated 16 March 2011 Select Application Microsoft Internet Explorer BAE File Edit View Favorites Tools Help ae Q ex xe A EA J gt search sip Favorites 2 Se ital Address E http st workForce nds scot nhs uk eYouST Authentication Pa g c a del icio us X foal gt Shared Authentication for eExpenses SSTS n i H S j and Workforce SCOTLAND Select an application eExpenses e SSTS e Workforce D Internet Selecting Workforce will direct you to the following screen SWISS DPUG 001 Ver 11 Page 12 of 112 Date last updated 16 March 2011 Workforce Default Page Microsoft Internet Explorer BEE Eile Edit View Favorites Tools Help ay Q ex x E EA pO search Sie Favorites 2 ey i 2 rel 3 Address amp http st workforce nds scot nhs ukjeYouST Workforce default aspx v gt Go kA del icio us gt TAG rce Build 5 1 0 me Party Girl In the event of any difficu
38. Ver 11 Page 82 of 112 Date last updated 16 March 2011 a System Administration Microsoft Internet Explorer File Edit View Favorites Tools Help O O DAG P Yr 2 Sm Las Address ES http localhost eYou Workforce SystemAdmin viewLists aspx v BS Go af delicio us F E i SCOTLAND Reference Data Registration Body View Inactive Records There are no records matching the above criteria Validation e All reference table entries must be unique SWISS DPUG 001 Ver 11 Page 83 of 112 Date last updated 16 March 2011 11 GMC Daily Update Process With effect from the start of April 2010 the data held for each GMC registration in SWISS will be maintained by the contents of the GMC List of Registered Medical Practitioners LRMP rather than by the end users It will be the responsibility of local workforce HR teams to determine how this data will be fed back into local HR systems A full GMC LRMP file will have been picked up and its contents will have been loaded into the SWISS workforce database For each GMC registration held in the SWISS workforce database a matching exercise will have undertaken and where there is an exact match on GMC Number Surname and Forename the contents of the LRMP file will populate the employee s GMC Registration Record in both the workforce front end and reporting databases Workforce exceptions will have been generated for any mismatches found Thereafter a da
39. YoufWorkforce Systemadminj ViewLists aspx Eeo aA delicious fael NHS bea f SCOTLAND In the Reference Data Country Recruited From x x View All Records el 6 Yes Europe non EEA 7 yes Northern Ireland 4 ae ee of Ireland 5 Yes 8 esas ee Soot a st 3 Yes Select 2 Local intranet To delete a reference table value select it and click the Delete button You will then be asked to confirm you wish to delete the value Clicking OK will remove it from the table Microsoft Internet Explorer 2 Are you certain you want to delete this record However if the reference table value is attached to any employments the value will be set to inactive but not deleted from the table It will no longer be displayed in active results To view inactive values select View Inactive Records from the pick list and click select SWISS DPUG 001 Ver 11 Page 81 of 112 Date last updated 16 March 2011 System Administration Microsoft Internet Explorer File Edit View Favorites Tools Help Om O HBG Pan zero O E D a Ds Address a http localhost evou Workforce System dmin ViewLists aspx Eo aF dlous fac N H S Workforce Build 5 0 M z SCOTLAND i Reference Data Country Recruited From name codel England 2 Select View Inactive Records Select If no inactive records exist for a reference table the following will be displayed SWISS DPUG 001
40. abase If all WTR group data is blank then the database contents are left WTR Opted Out Review Date Must be a valid date Must be 8 characters long Should only exist when WTR Indicator is Y If left blank and WTR Indicator the database contents will be overwritten with blank if WTR Indicator is set If all WTR group data is blank then the database contents are left SWISS DPUG 001 Ver 11 Page 106 of 112 Date last updated 16 March 2011 17 Appendix D Org Structure QPAORGDATA CSV a COMMA SEPARATED FILE Field Notes Definition Ws Record type A if new entry D if deleting the full entry Alphanumeric 1 Mandatory for both record types 2 Employer code This is a 5 character code e g ST999 Tayside Alphanumeric 5 Mandatory for both record types 3 Division CHP code This is a unique 5 character code Alphanumeric 5 Mandatory for both record types 4 Division CHP Name Must be the name associated with the 5 character code Alphabetic 50 Mandatory for both record types 5 Directorate Name Alphabetic 30 Mandatory for record type A 6 Department Name Alphabetic 30 Mandatory for record type A 7 Sub Department Name Alphabetic 30 Mandatory for record type A Org Structure Exceptions Resulting Message Definition Record Type must be 1 character Record Type is not 1 character Record Type
41. ager As a result of changes applied by the System Admin function entries in the drop down list tables will be recorded as either Active or Inactive Inactive records are records which have been deleted but cannot be removed from the database due to their being in use on Employee and Employment records Linked drop down lists are accommodated e g when there is a change to the Sub Specialty both the Specialty and Sub Specialty entries will be impacted Once an entry is Inactive it will no longer be included in the drop down list for selection when Employee and Employment records are being updated Changes to the text description of an entry will be applied automatically to the employee or employment record Changes applied by the National Project Team will be effective immediately When a value presented on the gold interface is validated against a drop down reference list and the value is established as being inactive then a workforce exception will be produced and the entry will be rejected Select System Admin from the top menu Workforce Default Page Microsoft Internet Explorer File Edit view Favorites Tools Help O O DA G lam fem O 2 D m Las Address http flocalhost eYou workforce default aspx Go a delicious has N IK S workforce Build 5 0 J WWelcome Party Girl SCOTLAND In the event of any difficulty please contact your local SWISS contact 2 Local intranet Select the re
42. ame PayNumber NhssNumber GMC Registration Number Matthew Grumph 31000519 6000065 231645 SWISS DPUG 001 Ver 11 Page 110 of 112 Date last updated 16 March 2011 19 Appendix F GMC Daily Upload File Data description Format Comments Field in SWISS to be updated GMC reference number N 7 Main key GMC ref no Must be a full match Surname A 50 Second key Must be a full match Forename A 50 Third key Must be full match Gender Not used GMC Qualification Name of A 30 the Doctor s Primary Medical qualification GMC Qualification new Year of Qualification the CCYY year when Primary Medical Qualification exams were passed GMC Qualification Year New Place of Qualification A 100 country or university GMC Place of Qualification New Provisional Registration PR ddmmyyyy Date date this first granted Registration Type Full Registration FR Date ddmmyyyy date this first granted Registration Type Specialist Register Date ddmmyyyy date when doctor entered into the specialist register Date of Specialist Registration New GP Register Date ddmm GP Register Date New GMC Registration Status A 70 GMC Registration Status Annual Retention Fee ARF ddmmyyyy GMC Expiry Date Due Date SWISS DPUG 001 Ver 11 Page 111 of 112 Date last updated 16 March 2011 Data description Specialty 1 Sub Specialty 1 Specialty 2 Sub Specialty 2
43. arch 2011 System Administration Microsoft Internet Explorer File Edit Yiew Favorites Tools Help Q x aA O J Search Sie Favorites ole Se a LJ a2 3 Address http flocalhost eYou WorkForce SystemAdminjViewLists aspx x e delicious rac N HS orkforce Build 5 0 Se ae SCOTLAND In the Reference Data Country Recruited From View All Records Sa Sn ad EDS non EEA 7 Select Republi o of Ireland 5 esd 1 ew eae a Yes Select To edit a reference table value select it and click the Edit button then edit the data and click Save System Administration Microsoft Internet Explorer File Edit Yiew Favorites Tools Help Q OB BOD Pow Perens O E D M Wwe 3 Address http localhost eYou Workforce SystemAdmin ViewLists aspx B F delicio us gt EX N Hi S orkforce Build 5 0 w ae SCOTLAND In thi of any difficulty ntact your loc ntact m Admin Reference Data Country Recruited From x View All Records a n oae Europe non EEA 7 Republic of Ireland 5 wales Used by 0 Employees Employments Code Z Name Tester The change is instant SWISS DPUG 001 Ver 11 Page 80 of 112 Date last updated 16 March 2011 E System Administration Microsoft Internet Explorer Eile Edit View Favorites Tools Help Q ex a EA J gt search Sie Favorites amp B p Address http localhost e
44. are case sensitive lower case Clear will blank out the username and password for retyping A successful Login will present a confirmation screen for security purposes This advises when your username last logged on to the system As the confirmation box indicates if this is not correct you should notify the Data Administrator as an unauthorised person may have used your username and password Zi Show Last Login Microsoft Internet Explorer File Edit View Favorites Tools Help Q sxx gt amp x a EA P Search Sie Favorites g A S amp S wi P ret 3 ERT ane Gal Address g http st workForce nds scot nhs uk eYouST Authentication Login aspx vij Go HA del icio us ltag Shared Authentication for eExpenses SSTS hd H S and Workforce a COTLAND You last signed on at 08 58 4M on 20 May 2010 There have been 0 failed login attempts since your last successful login If these details are incorrect please log out and contact your local administrator Internet Select Confirm to continue When you first access the Workforce application you will be prompted to change your initial password which is valid for one access only Microsoft Internet Explorer Your password must be changed in this session otherwise your account will be locked Select OK SWISS DPUG 001 Ver 11 Page 8 of 112 Date last updated 16 March 2011 Change Password Microsoft Internet Explorer File Edit Yiew Fa
45. ation e Cannot be updated unless Mentorship Status Practice Teacher e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field e Date Practice Teacher Lapsed From must be set Date Started In NHS e Must be a valid date e Must be 8 characters long e An Asterix will flag field to be delete e f blank then database contents will be left e Will only overwrite the current value in the database if there is an earlier date on file Date Transferred To New Practice e Must be a valid date Teacher Register e Must be 8 characters long e Must have an NMC Registration e Cannot be updated unless Mentorship Status Practice Teacher e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Department Cannot be greater than 30 characters long Must exist within the Directorate for the relevant pay number Division CHP Directorate Department amp Sub Department should all be present on the file if updating one of these fields If all are bla
46. ayed on this page details File Edit View Favorites Tools Help O O DAD Lsm firn 2 Sea was fore 1 0 any difficulty please contact your local S Personall Diversity Disclesure SSS Sas AS El INAS IEmpleyments NorNHSiEmplayment Sharon Stone 6000305 Next Employee National Staff Id Body Number Expiry Date T i Date of most I recent Validation Date of Reason for Please Select Registration end 1 registration a ending Notes Registration Information Please Select Expiry Date E I Date of most recent i Validation Date of Reason for Please Select E Registration end registration ending Notes Registration Information SWISS DPUG 001 Ver 11 Page 54 of 112 Date last updated 16 March 2011 File Edit view Favorites Tools Help Os O x A GD seach she ravorites A LJ we 2d a del icio us gt ha Addre O ss http localhost eYou Workforce WorkForceClerk Employee EmployeeProfessional aspx Mandatory Standards Standards Achievement Date withdrawal Date Please Select Li E I 1 CET I I Competency Licence Title Achievement Date Withdrawal Date Please Select Li Professional Voluntary Body Body Please Select i Update Employment Registrations Update Employment Registrations v Save GMC Registra
47. ce x Department Add new x Name Dept New 3 Local intranet 5 2 4 Sub department updates Select Sub departments from the Administration menu to create amend delete view Sub Departments Select an Employer from the Employer list Select a Division CHP from the Division CHP list Select a Directorate from the Directorate list Select a Department from the Department list Select a Sub department from the Sub department list Selecting a Sub department populates the Name box with the Sub department name and provides the number of employments both current and terminated associated with the Sub department SWISS DPUG 001 Ver 11 Page 40 of 112 Date last updated 16 March 2011 Edit Subdepartment Microsoft Internet Explorer Eile Edit view Favorites Tools Help O O HAG Pas ke O 2S me Oa s Address http localhostjevou Workforce WorkforceManagement EditsubDepartment as EJ so g delicious racl SCOTLAND In the event ol epartments Employer System Testing MS123 Division Chp Acute Operating Division Directorate Ancillary Service Department Catering he Sub Department PRI Name PRI There are 1 Employment s in the selected Sub Department To update the Sub department name amend the description and select Save Select Delete to remove the Sub department from the list Sub departments can only be deleted if they
48. contents for identification e Clinical Nurse Specialist Area cannot be set unless Clinical Nurse Specialist is Y f If Clinical Nurse Specialist Area is set to Other please specify then a description is required g Clinical Nurse Specialty WTE can only be set if Clinical Nurse Specialist is Y and Clinical SWISS DPUG 001 Ver 11 Page 63 of 112 Date last updated 16 March 2011 Nurse Specialist Area is selected Clinical Nurse Specialty WTE cannot be greater than 99 99 High Level Service Area Service Area Patient Pathway Age of Population Planned Emergency Care Location of Service Delivery Clinical Nurse Specialist Area must be active values CAJE Reference Number can only be entered if the Job Family is not Medical And Dental Employment Registration Body 1 and 2 can only be set if Registration Required Indicator is set to Y No duplicate or inactive bodies allowed to be set for an employment Setting Registration Required Indicator to N will remove all previously held employment registrations If Registration Required Indicator is Y then an employment registration must be set Consultant NMAHP Specialty can only be set if Consultant NMAHP Indicator is set to Y No inactive Consultant NMAHP Specialties allowed to be set for an employment If Consultant NMAHP indicator is Y then a Consultant NMAHP specialty must be set Setting Consultant NMAHP indicator to N will remove any held Consultant NMAHP specialty f
49. contents will be left CAJE Reference Number e Cannot be greater than 20 characters e Cannot exist if Job Family Medical And Dental e AnAsterix will flag field to be deleted e f blank database contents will be left Clinical Nurse Specialist Area Cannot be greater than 60 characters long Description must match with a valid active Clinical Nurse Specialist Area description e Clinical Nurse Indicator must be Y e Must be a nursing employment e If left blank and other fields in group exist this will be overwritten with blank All Clinical Nurse Specialist fields should be present if they exist and a change is being made to any other group field e Ifall Clinical Nurse Specialist data is blank then the database contents will be left Clinical Nurse Specialist Area Other e Cannot be greater than 60 characters long Desc e Clinical Nurse Indicator must be Y e Must be a nursing employment e Clinical Nurse Specialist Area must be Other please specify e Ifall Clinical Nurse Specialist data is blank then the database contents will be left e If left blank and other fields in group exist this will be overwritten with blank All Clinical Nurse Specialist fields should be present if they exist and a change is being made to any other group field Clinical Nurse Specialist Indicator e Must be set to Y or N e Must be a nursing employment e An Asterix will indicate a delete all Clinical Nurse Specialist data e Ifall Clinical Nurse Specialist da
50. d using the latest version of each data item e Remove the employee record s with the later higher National Staff IDs e Write an exception to the payroll import exceptions screen in the workforce front end e Write these changes back to payroll for all the newly merged employments with the new National Staff ID so that SSPS can update its records e Apply the same changes to the employee and employment records in the WIR SWISS DPUG 001 Ver 11 Page 71 of 112 Date last updated 16 March 2011 8 Bulk Organisational Structure Process Facilities are provided within the Workforce Web Front End which allows SWISS users to maintain the contents of the Organisation Structures within each NHSS Board Division CHPs Directorates Departments and Sub Departments For many NHSS Boards this detail is recorded in a local HR system Therefore a new process has now been provided which will operate in a very similar way to the workforce gold file processing This will e Allow NHS users to send an update file each week if necessary e Pick these files up and apply as an all employer update to the workforce front end database organisation tables e Generate a new set of exceptions if any transaction presented is not accepted The format of the update file and exceptions that may be generated can be seen in Appendix D Employer contacts should transfer the file to the same folder location as the QPAWIRGOLD files using the same tra
51. details in the Release Letter Web page screen shots updated to reflect all changes New URL on page 7 Agreed development in Build 4 1 incorporated summary details in the Release Letter Web page screen shots updated to reflect all changes Minor wording amendments based on user feedback for Build 4 1 Minor wording amendments based on user feedback for Build 4 1 Changes added for development 103 for Build 5 0 Agreed developments in Build 5 0 incorporated summary details in the Release Letter Web page screen shots updated to reflect all changes Agreed developments in Build 5 1 incorporated summary details in the Release Letter Web page screen shots updated to reflect all changes Document renamed using reference SWISS DPUG 001 That reference also applied to internal labels Agreed developments in Build 5 5 incorporated summary details in the Release Letter Web page screen shots updated to reflect all changes Agreed development in Build 6 0 incorporated summary details In the Release Letter Web page screen shots updated to reflect all changes Page 6 of 112 Date last updated 16 March 2011 2 Accessing the Workforce application 2 1 Connecting to the application Use Internet Explorer Version 6 or higher to connect to the Web site https workforce mhs scot nhs uk eYou Authentication login aspx This URL may be stored within your Favourites folder and given an easily remembered na
52. e 26 of 112 Date last updated 16 March 2011 2 Workforce Microsoft Internet Explorer File Edit View Favorites Tools Help O O DAD Pw frome 2 Se OMS Address http st workforce nds scat nhs uk eYouST Warkforce Exceptions ViewExcepti Beo WF decou sac Il Import Exceptions ct Date Raised Please select There are no Exceptions to view for the selection made Save Delete All Excepctons 4 2 Workforce exceptions A full list of the exceptions is in Appendix B of this guide Workforce Microsoft Internet Explorer TENE Ble Edt wiew Favorites Tools Help Ou O HAGA Pau ras O A 2e Leas Address E http st workforce nds scot nhs ukjeYouST Workforce Exceptions YiewExcepti Beo aP del icio us ra N H S force Build 5 0 4 E ENEN ome Par force Import Exceptions SCOTLAND Rai fficulty ct Please select 13 10 2009 12 10 2009 SWISS DPUG 001 Ver 11 Page 27 of 112 Date last updated 16 March 2011 Exceptions are stored in the system with the date when the exception was raised effectively the date when the change was applied to SWISS Only NHS Employments with exceptions will be displayed A drop down list of dates where there are exceptions held is presented Dates will only appear where there are exceptions still to be checked in any of the organisational levels to which the Exceptions Manager has access Dates disappear f
53. e g brownl1 and Select A username will only be accepted if It is a valid username with at least 1 employment associated with the username s SWISS DPUG 001 Ver 11 Page 20 of 112 Date last updated 16 March 2011 employee ID which is with an employer to which the current administrator has access e Itis not the administrators own username The following page will be displayed for entry or amendment of the email address and roles and access Edit User Microsoft Internet Explorer File Edit View Favorites Tools Help pack ze E Ee ps Search SOE Favorites amp s SS had Fog 23 z L http localhost evou WorkForce Admin Users EnterUsername aspx E deic ras User Username brownl1 Employee Name Lucas Brown National Staff Id 6000077 Employee e Mail luc brown atos com Employments X100008X Current User Roles Current Location NHSScotland System Testing ST999 Select System Testing MS123 Select ir ore i workforce Manager Exception Manager Remove ALL Roles 2 Local intranet This page will operate in the same way as described for the Create User function 3 3 List Users Select List users from the Administration menu The following page is displayed with the options to select e Anemployer from the list of available employers e A role from the list of available roles SWISS DPUG 001 Ver 11 Page 21 of 112 Date last updated 16 March 2011 Z List Users Microsoft Internet Exp
54. eam Data Administrator Check software Check import record Gold Update Employment Failed The import record has data that is not in the correct format for the database No employment data from the import record is added to the database Payroll Team Data Administrator Check software Check import record Gold Import Record Parse Fail The import record has data that is not valid Payroll Team Data Administrator Check software Check import record Gold Import Record Transaction Fail The import record has failed to load general catch all error Payroll Team Check software Check import record Gold Import Record Invalid Import record is not in a valid format Data Administrator Check the import record SWISS DPUG 001 Ver 11 Page 93 of 112 Date last updated 16 March 2011 16 Appendix C Gold Import Parsing Failures FIELD ERROR Advance Practice If blank database contents will be left Must be Y N or space Age Of Population Clients Treated Cannot be greater than 30 characters long Must match with a valid active Age Of Population Clients Treated description An Asterix flags field to be deleted If blank database contents will be left Base Location e Cannot be greater than 5 characters long e Must match with a valid active Base Location Code e An Asterix flags field to be deleted e f blank database
55. ecific restrictions to the data can be set up with the viewing and editing to provide the flexibility which the Workforce user community requires Base Locations The National Files Manager role is only available to members of the NHS Payroll Project Team who are responsible for the updates to the Base Locations file This role is not accessible for allocation within the Administration function and will be handled by Atos Origin upon request from the SWISS System Manager System Admin The System Administration role is not accessible for allocation within the Administration function and will be handled by Atos Origin upon request from the SWISS System Manager This role will cover the maintenance of all reference table values and will be managed by NHS National Project Team My Account Allows you to change e Your own password and e Your business email address Application Allows you to logout or select another application e g SSTS based on your access rights returning you to the logout page or to the select application page General points on using the system e The system screens should operate in the same way throughout irrespective of whether the Mouse or Keyboard is preferred by the end user e Where it is necessary to remove the contents of any entry on the screen it is recommended that the data held is selected highlighted and then the Delete or Backspace key is used to clear the contents Using the spacebar can produce unpr
56. ed Web page screen shots updated to reflect all changes All SWISS and Shared Authentication software now built using Microsoft Visual Studio 2005 Agreed Development SW032 enabled Web page screen shots updated to reflect all changes Agreed Development SW000 115 enabled Web page screen shots updated to reflect all changes Name of User Guide changed in line with the AOA AO guidance for document management Agreed developments SW031 SW033 SW035 SW036 and SW045 Changes to look and feel on most pages Changes to Login additional security functionality Changes to Payroll Exceptions section Appendix A Name of User Guide changed in line with the AOA AO guidance for document management Agreed developments SW048 SW045 SW000 151 SWO000 155 Web page screen shots updated to reflect all changes Agreed developments in Build 3 2 incorporated summary details in the Release Letter Agreed development in Build 3 4 incorporated summary details in the Release Letter Web page screen shots updated to reflect all changes Page 5 of 112 Date last updated 16 March 2011 4 0 5 0 6 0 6 0 6 0 7 0 8 0 9 0 9 1 10 11 05 March 2009 29 April 2009 15 September 2009 28 October 2009 05 November 2009 16 December 2009 11 March 2010 20 May 2010 6 September 2010 29 October 2010 16 March 2011 SWISS DPUG 001 Ver 11 Agreed development in Build 4 0 incorporated summary
57. edictable results SWISS DPUG 001 Ver 11 Page 14 of 112 Date last updated 16 March 2011 3 Administration Access to the facilities described in this section is restricted to those users who have been allocated the Administrator role Those previously with user administration access will automatically be set up with this role following the introduction of the new roles and access in August 2008 Administrators will operate at Employer level and can operate across a number of employers The Administrator can set up other users in the Employers for which the Administrator role is set up For example If the Administrator has been give access to Highland Orkney and Shetland then the administrator can set up new users with access in any or all of these employers provided that the users have at least 1 current employment in one of these employers Workforce Default Page Microsoft Internet Explorer Eek ar File Edit View Favorites Tools Help O 9 AG JO search ie Favorites O 2 4 E POR eg 33 http flocalhost eYou Workforce default aspx 7 O Mo delicious jac Under the Administration top menu there are three options Create User Edit User List Users SWISS DPUG 001 Ver 11 Page 15 of 112 Date last updated 16 March 2011 3 1 Create user Select Create user from the Administration menu Create User Enter Pay Number Microsoft Internet Explorer File Edit Yiew Favorites Tools Help Q sax x E CA
58. epartment for the relevant pay number Division CHP Directorate Department amp Sub Department should all be present on the file if updating one of these fields If all are blank then the database contents will be left Sub Specialty Description Cannot be greater than 50 characters long Cannot be set for non medical employments Must match with a valid active Sub Specialty for Specialty Where speciality is supplied and second speciality and or sub speciality are blank on the file then the database contents are removed for these All Speciality fields should be present if exist and a change is being made to any other speciality group fields If all speciality fields are blank the database contents are left Transgender Must be set to Y N X or Q An Asterix flags field to be deleted If blank the database contents are left Training Specialty Description must match with a valid active Training Specialty description Can only be set for medical employments An Asterix will flag field to be deleted If blank database contents will be left Immigration Status Expiry Date Must be a valid date Must be 8 characters long Must be a future date Immigration Status must exist Must exist if Immigration Status is present If all immigration group data is blank the database contents are left WTR Opted Out Indicator Must be set to Y or N Where N is present it will remove any WTR Opted Out Review Date from the dat
59. evel in the Current Location select the level above e g to redisplay the Employer List then select NHSScotland to redisplay the directorate list then select the Division CHP Roles not available at the selected level will be disabled e g Administrator and Workforce Manager are only available at Employer level and will be disabled at any lower location Validation rules at the selected location Employees Employments Either View Employee Employment Data or Edit Employee Employment Data must be selected if access to this function is to be set up Diversity Data Available can only be selected if Edit Employee Employment Data is ticked it is an optional entry Professional Data Only cannot be ticked if Diversity Data Available is ticked it is an optional entry NMC Mentorship Data Only cannot be ticked if Diversity Data Available is ticked it is an optional entry Medical Staff Only can be ticked with all valid combinations it is an optional entry Workforce Management SWISS DPUG 001 Ver 11 Page 18 of 112 Date last updated 16 March 2011 e Reference Table Manager allows the user to update Division CHPs Directorates Departments and Sub departments e Departmental Transfers allows the user to transfer employees between organisational units e Either or both of these options can be ticked to grant access to the Workforce Management function e These functions are enabled at Employer level only Exceptions Ma
60. ference data that is to be viewed edited from the pick list and click the select SWISS DPUG 001 Ver 11 Page 76 of 112 Date last updated 16 March 2011 button T System Administration Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help Om O A A Dawe eros Be High Level Service Area Immigration Status Location of Service Delivery Sexual Orientation Specialty Specialty of Training Sub Specialty Z System Administration Microsoft Internet Explorer File Edit View Favorites Tools Help DER Ar O O AAG Pao ke O 8 2 a was Address a http localhost evYou Workforce SystemAdminj iewLists aspx SCOTLAND Reference Data Country Recruited From View All Records f neme Joie Active EEA 6 Select Europe non EEA 7 Yes Select and 4 ves Select Yi Select es gt G aF delicio us gt Fy SWISS DPUG 001 Ver 11 Page 77 of 112 Date last updated 16 March 2011 From here you can choose whether to view all records view only active records or view only inactive records i System Administration Microsoft Internet Explorer File Edit View Favorites Tools Help O d A A Pen Gere O 2 Sm Lise 3 Address http localhost evou workForce SystemAdminjViewLists aspx E co aF delicious EA Reference Data Country Recruited From view All Records View Active Records view Inactive Records EEA 6 Yes File Edit Y
61. g 1 Employments found in selection Select Transfer to action the transfer A confirmation window will appear SWISS DPUG 001 Ver 11 Page 33 of 112 Date last updated 16 March 2011 Microsoft Internet Explorer 4re you sure you wish to proceed with the transfer Cancel Select OK to proceed or Cancel to abandon the transfer Microsoft Internet Explorer x A Your changes were successfully applied Select OK to return to the Home Page 5 2 Updating the organisational structure 5 2 1 Division CHP updates Select Edit Division from Workforce Management amp Edit Division Microsoft Internet Explorer File Edit View Favorites Tools Help O O BD Ox Yorum S D mw Wwe 3 Address http j localhost evou WorkForce WorkforceManagement EditDivision aspx al Go a delicious pac Employer Please select i She System Testing MS123 Code Robert Gordon University System Testing ST999 Name 3 Local intranet Select an employer from the Employer list which holds only those employers to which the user has access This populates the Division CHP list with Division CHP entities for that employer SWISS DPUG 001 Ver 11 Page 34 of 112 Date last updated 16 March 2011 Gi Edit Division Mi t Internet Explorer Tools Help a r SCOTLAND Ir rkforceManagementiEditDivision aspx fa delicious racl a sen frr D A S M Lda 2s
62. ganisational units to which data access can be granted The right panel provides details of the roles which can be ticked Where it is not possible to tick a box in the roles panel the box will be disabled The current level at which access is being granted is displayed in the Current Location line The starting position is always NHSScotland No roles can be allocated at that level The same effect can be achieved by granting access to all employers SWISS DPUG 001 Ver 11 Page 17 of 112 Date last updated 16 March 2011 By default access granted at any level will cascade down to all lower levels Access granted at lower levels e g at Department Level will not apply to levels above The Change Location to panel operates as follows The list will initially display those Employers available to the administrator selecting from this list will add the Employer to the Current Location The list will then change to a list of Division CHPs selecting from this list will add the Division CHP to the Current Location The list will then change to a list of Directorates selecting from this list will add the Directorate to the Current Location The list will then change to a list of Departments selecting from this list will add the Department to the Current Location The list will then change to a list of Sub departments selecting from this list will add the Sub department to the Current Location Please note To get back to any l
63. genda for Change Whitley Medical and Whitley non Medical currently the value is determined by the Employment Type and or the Pay Scale Prefix Staff Group Location details SWISS DPUG 001 Ver 11 Page 62 of 112 Date last updated 16 March 2011 Division CHP Directorate Department and Sub department are all mandatory The contents will be determined by the Employer for the selected employment These items are linked the contents of each list will be constrained by the previous selections e g the Department list will include only those departments in the selected Division CHP and Directorate The Base Location can be selected from a pick list whose contents are normally restricted to those of the selected employment s Area as identified by the first character of the Pay number Some Areas have many base locations and to help the users in their search they can filter the base location pick list by selecting a Base Location Type i e H Hospital A Admin Offices B Surgery C Clinic V Nursing Home L School Q School E Extra mural Clinics J Joint user Hospital K Contractual Hospital Pre 1990 M Non NHS Maternity N Non institutional e g Domiciliary P Prison Young Offenders Institution R Home for the Elderly S Other Home T Miscellaneous premises from the Base Location Type pick list which will then only return base locations for that particular type The Base Location p
64. group To remove all registration data i e 1 amp 2 an Asterix should be entered in Registration Body 1 field To remove one registration when only one exists an Asterix should be supplied in Registration Body 1 Where both registrations are held in the database and the requirement is to remove one of them then the file should be populated with the registration to remain in registration 1 fields and the registration 2 fields SWISS DPUG 001 Ver 11 Page 103 of 112 Date last updated 16 March 2011 FIELD ERROR left blank All GMC data will be supplied by the GMC LRMP List of Registered Medical Practitioners website Therefore there is only a need to supply Body Number and or Notes all other registration data will be ignored for GMC Registrations Registration Information 1 Cannot be greater than 250 aphanumeric characters Asterix in field flags field to be deleted If field is blank leave the database contents Registration Information 2 Cannot be greater than 250 aphanumeric characters Asterix in field flags field to be deleted If field is blank leave the database contents Registration Notes Cannot be greater than 250 characters long Should only exist when a Registration Body exists If all Registration Group are blank then database contents will be left for group If field is blank and other fields in the Registration Group exist this will overwrite database contents with blank
65. he drop down list will revert to Please Select Delete all Exceptions will effectively check all exceptions after which the date should be removed from the drop down list and a confirmation that there are no exceptions remaining for the date selected previously Paging is not provided where there are significant numbers of exceptions e g after a one off bulk update of data which may be incorrectly formatted scrolling will be necessary to view all exceptions SWISS DPUG 001 Ver 11 Page 30 of 112 Date last updated 16 March 2011 5 Workforce Management Within the Workforce Management option which is available only to users allocated the role of Workforce Manager either or both of the following can be selected depending on which options have been applied to the role e Departmental Transfers e Updates to Division CHPs Directorates Departments and Sub departments Only those sub functions which have been set up will be available for selection under the top menu option The Workforce Manager role is set up at Employer level This means that changes can be applied to all organisational levels below the employer and transfers can be set up between all departments within the employer 09 aa JO search Sie Favorites O 2 A um 22 2 SE aA aeticious fac 5 1 Departmental transfers Select Departmental transfers from Workforce Management SWISS DPUG 001 Ver 11 Page 31 of 112 Date last updated 16 March 2011 De
66. hin the employer for this pay number Must match with a valid Division CHP Code Cannot be greater than 5 characters long Division CHP Directorate Department amp Sub Department should all be present if updating one of these fields otherwise they will not be updated Emergency Contact Forename cannot be greater than 11 characters long Surname cannot be greater than 18 characters long Address Line 1 cannot be greater than 30 characters long Address Line 2 cannot be greater than 30 characters long Address Line 3 cannot be greater than 30 characters long PostCode cannot be greater than 8 characters long First Telephone Number cannot be greater than 16 characters long Second Telephone Number cannot be greater than 16 characters long Relationship cannot be greater than 20 characters long Cannot be updated unless Forename amp Surname exist An Asterix in Forename and Surname will flag all group data to be deleted If all are blank database contents will be left If any field is blank and other fields in the group are present this field will be overwritten with blank in the database All fields should be present for group data if they exist Address details should be present in order Employment Contact Address Line 1 cannot be greater than 30 characters long Address Line 2 cannot be greater than 30 characters long Address Line 3 cannot be greater than 30 characters long PostCode cannot be greater than 8 characters long
67. icator is Y An Asterix in Other Employer field flags all other employer data to be delete If any field is blank and other fields are present for Other Employer group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other Other Employer group field If all group fields are blank the database contents are left Address details should be presented in order Patient Pathway Cannot be greater than 50 characters long Must match with a valid active Patient Pathway description An Asterix flags field to be deleted If blank database contents are left Pay Number Must be valid Planned Emergency Care Cannot be greater than 50 characters long Must match with a valid active Planned Emergency Care description An Asterix flags field to be deleted If blank database contents are left Post Number Cannot be greater than 8 characters long An Asterix flags field to be deleted If blank database contents are left Professional Body Name 1 6 Cannot be greater than 60 characters long Description must match with a valid active Professional Body Name description Must be presented in order i e no gaps If all fields are blank database contents are left If any field is blank and other fields are present for Professional Body group data this will be overwritten in the database with blank All fields should be presen
68. ick list also has functionality to enable users to key in the first few letters of the base location they are looking for or they can type the full word and have it automatically narrow down the option they require within the pick list It may be appropriate to select a Base Location from outside the home Area e g for seconded employments In such cases another Area may be selected from the pick list to the right of Base Location and the Base Location pick list will then be populated with Base Locations appropriate to that Area For historical reasons the Location Codes used by the Scottish Ambulance Service do not start with an E the Area code but an xX Post details Healthcare Support Workplace Supervisor is disabled for medical staff High level service area and service area are linked the service area values offered will depend upon the high level service area selected Validation notes a Night worker indicator has been defaulted to N for all employees at 31 July 2008 and N will be the default for all New Starts thereafter b WTR opt out review date must be entered if WTR opt out is set to Y The WTR opt out indicator has been defaulted to N for all employees at 31 July 2008 and N will be the default for all New Starts thereafter c WTR opt out review date cannot be entered if WTR opt out is set to N d Clinical Nurse Specialty fields will only be enabled for nursing employments using the Job Family
69. iew Favorites Tools Help O O d lA 0 Pees Person O Z ML we S Address http localhost eYou Workforce Systemadmin ViewLists aspx yE co WF delicious fasl force Build 5 0 Girl ny difficulty please contact your local Reference Data Country Recruited From View All Records fname oode active EEA 6 Yes Select Northern Ireland Republic of Ireland Scotland Used by 6 Employees Employments Code 2 Name England Active No This provides the ability to Edit Delete or create a New value The number of Employee or Employment records that use the selected reference value is SWISS DPUG 001 Ver 11 Page 78 of 112 Date last updated 16 March 2011 displayed To create a new value click the New button input the new information into the input boxes and click Save a System Administration Microsoft Internet Explorer File Edit View Favorites Tools Help E Q sa s E a JO search sie Favorites B amp a wee 33 Address http jlocalhost eYou Workforce SystemAdminj ViewLists aspx Eeo PR delicious ac NHS SCOTLAND difficulty please contact your loca Reference Data Country Recruited From View All Records fname eadelActive EEA 6 Yes Select Select Select This will result in the new reference value being added to the table SWISS DPUG 001 Ver 11 Page 79 of 112 Date last updated 16 M
70. ily file of changes only will be picked up and will be used to update the GMC registration data for matched employee Registration Records Please note that there will be neither front end functionality nor reporting capability within the Workforce Information Repository WIR associated with the LRMP reference data stored in SWISS There will be checks built into the daily process to report on any failures to access the GMC web site or where the transfer fails for some reason An email will be sent to the AO support team so that such fails are noticed and appropriate action can be taken With this new approach the SWISS end users will be restricted to the following activities a adding new GMC registrations b adding amending removing Registration Notes c amending GMC Numbers d deleting GMC registrations See appendix F for further details of fields that will be affected SWISS DPUG 001 Ver 11 Page 84 of 112 Date last updated 16 March 2011 12 12 1 My account Change own password The system will prompt the user to change password on first access or if password has expired Alternatively the password can be changed at any time by selecting My Account The process is the same as the login process The current password the new password and the new password again are required Valid passwords consist of 8 to 30 characters and are case sensitive Passwords will be valid for a maximum of 90 days Passwords cannot match any p
71. k El E JO search JF Favorites B Se E Address E http st workForce nds scot nhs uk eYouST Authentication Pa g co ja del icio us EA and Workforce Shared Authentication for eExpenses SSTS s iN H S r SCOTLAND Your password has been changed Internet If an incorrect password is entered the following prompt will be provided if an email address is held invalid Login Microsoft Internet Explorer Ces ae File Edit View Favorites Tools Help gt Q oe z x E Eh search Sie Favorites B ae wl Address http st workforce nds scot nhs uk eYouST Authentication Lo Go wo del icio us eal Invalid Login Username not recognised or password incorrect Please check your spelling and try again Egrgotten your password SWISS DPUG 001 Ver 11 Page 10 of 112 Date last updated 16 March 2011 By selecting the link an action is taken to send an email to the user s email address with details of the new password This new password will be used once and a new password will have to be set up by the user A similar process is followed if three wrong passwords are entered and the user is locked out T Locked Out Microsoft Internet Explorer Eile Edit View Favorites Tools Help Back gt El E ps Search ip Favorites 23 Address http fist workForce nds scot nhs ukfeYouST Authentication La Go w del icio us v TAG Account Locked Out
72. left Known As Cannot be greater than 11 characters long An Asterix flags field to be deleted If blank database contents are left Location Of Service Delivery Cannot be greater than 50 characters long Must match with a valid active Location Of Service Delivery description An Asterix flags field to be deleted If blank database contents are left Mandatory Achievement Date Must be a valid date earlier than present date A mandatory field but can only exist if mandatory standard exists If blank and a mandatory standard exists this field will be overwritten in the database with blank Mandatory End Date Must be a valid date not earlier than mandatory achievement date Not a mandatory field but can only exist if mandatory standard exists and mandatory achievement date exists If blank and a mandatory standard exists this field will be overwritten in the database with blank Mandatory Standards Cannot be greater than 30 characters Must match with a valid active mandatory standard description If all Mandatory Standard Group are blank then database contents will be left SWISS DPUG 001 Ver 11 Page 100 of 112 Date last updated 16 March 2011 FIELD ERROR e Must be in order i e no gaps e No duplicate Mandatory Standards e Can only be set for medical employments e An Asterix will flag field to be deleted Medical Grade Cannot be greater than 60 characters long Must ma
73. lity descriptors 6 3 3 Disclosure Workforce Microsoft Internet Explorer Edit View Favorites Tools Help O O i A Ga Loser she Favorites 2 gt E Wwe 3 Address http flocalhost evou Workforce WorkforceClerk Employee EmployeeDisclosure Go i aA del icio us lac SS ww k SCOTLAND kal 7 Personal Oes E eaS aaas E SEE Non NHS Employments Topov Scale 6000071 Next Employee National Staff Id Criminal History Disclosure Level Basic disclosure Date Obtained 01 2009 Reference No 2 Local intranet Disclosure details may be entered amended deleted Validation notes a If there is a disclosure level there must be a date obtained entry and a reference number b Date obtained cannot be a future date c Criminal History Level must be an active value SWISS DPUG 001 Ver 11 Page 53 of 112 Date last updated 16 March 2011 6 3 4 Professional Standards This tab is available for all staff groups Two sets of Professional Registration details are maintained Registration Parts will only be presented where the Registration Body has parts for selection Up to six Mandatory Standards can be selected with duplicates being prohibited Up to six Competencies can be selected with duplicates being prohibited Up to six Professional Bodies can be selected with duplicates being prohibited Remember to use the slider bar to see all the detail which can be displ
74. lorer File Edit Yiew Favorites Tools Help O m Address A E amp A P search g Favortes oeg a Ld a 3 x SE a delicio us gt rey N H S Workforce Build 5 0 e aoe 3 SCOTLAND amp http localhost eYou Workforce Admin Users List aspx Employer System Testing ST999 o 3 Local intranet Make the selections and then select List A list of users is provided where the included users Have an employment in any of the employers available in the list and e Have the selected role in the selected employer List Users Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help O O DAG Sse kren 2 2 me was Address http flocalhost eYou Workforce AdminjUsers List aspx Go gf delicious frac Employer System Testing MS123 hs workforce Manager Username Surname Forename Staff Id Employment Status in Selected Employer brownli Brown Lucas 6000077 Current Included in each line is information regarding the user s employment status with the SWISS DPUG 001 Ver 11 Page 22 of 112 Date last updated 16 March 2011 selected Employer This will be one of e Current there is at least 1 employment without a date of termination or the date of termination is later than today e Terminated all employments have a date of termination earlier than today e Blank there are no employments The Select link allows the administrator to select that user
75. loyment Pay Number Employer System Testing MS123 APDIGCIPP XTSIERIO2 Ts and Cs Agenda Employment Start 0104 2004 Termination Date For Change Date DivisioniCHP Acute Operating Division v Directorate Medical v Department Materniy Sub Dept Ninewells Base Location Type 4 x Area x x Base Location Please Select Workforce Microsoft Internet Explorer File Edit view Favorites Tools Help O x A CA Osn Pernes O A S EJ AA 3 Address J http flocalhost evou wWorkforce WorkforceClerk SearchResults aspx i Post Postid CAJE Reference Number Healthcare Support Worker Supervisor Registration n Required Employment Please Select Registration Body 1 Employment Please Select Registration Body 2 High Level Service Please Select Area Service Area Patient Pathway Please Select Age of Population Please Select PlannedfEmergency Please Select Care Location of Service Hospital delivery Night Yorker WTR Opt Out WTR Opt Out Review Date Clinical Nurse Specialist Clinical Nurse Pleas ect Clinical Nurse Specialist Area Specialist WTE Consultant NMAHP Consultant NMAHP Specialty Advance Practice The Terms and Conditions of the employment are shown for information There are three possibilities A
76. lty please contact your local SWISS contact n n Internet The functions which will appear in the menu bar will depend upon the Role s which the user has been allocated By moving the Mouse over the menu option further options for selection will appear To select the required option simply click the option Where there are no further options provided then the top menu option should be clicked My Account and Application will be available to all users Administration The Administrator role can only be assigned at Employer level and is restricted to setting up amending removing and listing users Exceptions The Exceptions Manager role can be assigned from Employer down to Sub Department Level and comprises Payroll Exceptions and Workforce Exceptions The Exceptions Manager can have access to one or other or both of these options Where the option is not set up it will not be enabled Workforce Management The Workforce Manager role can only be assigned at Employer level and is restricted e To the maintenance of the Organisational Structure Division CHP Directorate Department and Sub Department and e Employee transfers between organisational units Employees Employments SWISS DPUG 001 Ver 11 Page 13 of 112 Date last updated 16 March 2011 The Workforce Clerk role can be assigned from Employer down to Sub Department level and covers the viewing or editing of employee and employment data Additional functions and sp
77. made to any other NMC group field Date Met NMC Triennial Review e Must be a valid date Requirements e Must be 8 characters long e Must have an NMC Registration e Cannot be updated unless Mentorship Status Registered Mentor or Sign Off Mentor e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Date Of Most Recent Registration e Must be a valid date e Must be 8 characters long e Cannot be a date in the future e Should only exist when a Registration Body exists e Ifall Registration Group are blank then database contents will be left for group e If field is blank and other fields in the Registration Group exist this will overwrite database contents with blank All fields should be present if they exist and there is a change to any other registration group data e If the Registration Body is GMC this field will be ignored and all relevant data will be taken from the GMC LRMP Date Of Most Recent Update For e Must be a valid date Practice Teachers e Must be 8 characters long e Must have an NMC Registration e Cannot be updated unless Mentorship Status Practice Teacher e Ifall Mentorship Group data is blank then database contents will be left e If field is bla
78. me You will then be presented with the Logon Web page which is shared with SSTS and eExpenses NHS Scotland Login Microsoft Internet Explorer File Edit View Favorites Tools Help Q sak 7 x El e Search 5p Favorites g2 Cas wi P rel 3 Address EES http st workforce nds scot nhs uk eYouST Authentication Login aspx v Go w del icio us tac Shared Authentication for eExpenses SSTS and Workforce Please enter a valid Username and Password Username Password NOTICE TO USERS This computer system is the property of NHSScotland It is for authorised use only Unauthorised or improper use of this system may result in disciplinary action Crown Copyright 2003 Internet 2 2 Logging on With effect from August 2008 new users to SWISS will be required to supply the SWISS administrator with a business email address This will provide the system with a method of sending initial username and password details to the new user Subsequently forgotten passwords or user being locked out situations can be resolved without the need to contact the local administrator Your Username takes the form surname first initial a serial number For example the Username of the first Smith with initial J to be accredited with access to the SWISS DPUG 001 Ver 11 Page 7 of 112 Date last updated 16 March 2011 Workforce application will be smithj1 Please note that both Username and Password
79. ment Select the Recruitment page to enter or update the recruitment data collected SWISS DPUG 001 Ver 11 Page 66 of 112 Date last updated 16 March 2011 Workforce Microsoft Internet Explorer Bile Edit View Favorites Tools Help Om O AAG Preach feros A I m Bee amp Address hetp flocalhost eYou Workforce WorkforceClerk Employment EmploymentMed V EJ Go g delicious ac SCOTLAND n ficulty your loca Employment medical 2 Contact Information Emergency Contacts Other NHS Employments X9501037 Patrick O Reilly 6000033 Next Employment Pay Number Country 1 Scotland Method 4 Professional Journal Bat Entry Source A NHS Scotland All entries are optional Validation notes a Country Method and Entry Source must be active values 6 4 4 Contact information SWISS DPUG 001 Ver 11 Page 67 of 112 Date last updated 16 March 2011 Workforce Microsoft Internet Explorer i File Edit View Favorites Tools Help Q peck kd a EA gt search Sp Favorites E B amp tl mm 28 33 Address http flocalhost eVou Workforce WorkforceClerfEmployment EmploymentConl Y EJ co a delicious rac ime Party Girl Employment Details N j i S Workforce Build 5 0 In the event of any difficulty please contact your local 5 contact Employment Medical Recruitment 0000000000 Emergency Contacts Other NHS Empl
80. min GMC Daily Update Process My account SWISS DPUG 001 Ver 11 Page 2 of 112 KR A A A N N 15 16 20 21 24 25 27 29 31 31 34 43 43 44 49 61 71 72 75 75 76 84 85 Date last updated 16 March 2011 12 1 Change own password 12 2 Change own email address 12 3 Change own username 13 Application 14 Appendix A Payroll Import Exceptions 15 Appendix B Workforce Import Exceptions 16 Appendix C Gold Import Parsing Failures 17 Appendix D Org Structure 18 Appendix E Email Alerts 19 Appendix F GMC Daily Upload File SWISS DPUG 001 Ver 11 Page 3 of 112 85 86 87 89 91 93 94 107 109 111 Date last updated 16 March 2011 1 1 1 2 1 3 About this document Purpose This document describes the facilities available within the Web Front end to Workforce data how these facilities are managed and made available to end users and how those end users interact with the application when entering amending workforce data Applicability The document is designed to support end users who wish to maintain workforce data The Web front end accesses the operational Workforce database and applies the appropriate data changes Amended details are subsequently applied to the reporting Workforce database the Workforce Information Repository WIR Owner Matthew Little Workforce Systems Development Manager owns this document The owner is responsible for approval of this documen
81. mmunicate new passwords to the user An existing email in the entry box is an indication that the user is already a user in SSTS or possibly SWISS but with an employer not in the administrator s area of responsibility Only valid email addresses will be accepted If Cancel is selected control is passed back to the Create user entry page no new user is created If Create is selected the new user is created and the following page is displayed At this point there are no roles or access set up for the user so if Cancel is selected on this page the user will exist but with no roles This is acceptable To add roles subsequently Edit User would have to be used Edit User Microsoft Internet Explorer Eile Edit view Favorites Tools Help Q pa gt E EA Search Sie Favorites E raba f R oe rok 33 Address amp http localhost eYou Workforce Admin Users Create aspx v Go Pi del icio us TAG User Username lingt1 Employee Name Tane Ling National Staff Id 2000538 Employee e Mail tane ling atos com X9646342 Terminated Erplesments 9642242 Current User Roles Current Location NHSScotland Change location to Workforce Clerk System Testing ST999 Select BG aS NS System Testing MS123 Select Workforce Manager Administration Exception Manager Remove ALL Roles 2 Local intranet The above page is split into two panels The left panel provides an expandable view of the or
82. mployer SWISS DPUG 001 Ver 11 Page 108 of 112 Date last updated 16 March 2011 18 Appendix E Email Alerts A process will run every night which will combine generated alerts for each employer into a single email The email address will be as notified by each employer to the NHSS SWISS Project Team The email address should ideally be a group address for the local Workforce Systems Team rather than an individual s email address Changes to the email address should be directed to the NHSS SWISS Project Team who will then raise a change with Atos Origin The alerts included will arise from the following being applied via the front end the gold interface the initial full GMC update and the daily GMC changes Email Alerts will Occur From the Following Changes The GMC Registration Status of the following employees has changed to Registered with Licence The GMC Registration Status of the following employees has changed to Registered without a Licence The GMC Registration Status of the following employees has changed to Suspended The GMC Registration Status of the following employees has changed to Not Registered Administrative Reason The GMC Registration Status of the following employees has changed to Not Registered Deceased The GMC Registration Status of the following employees has changed to Not Registered Erased after Fitness to Practise panel hearing The GMC Registration Status
83. nagement e Payroll Exceptions allows the user to inspect check and remove the exception messages which are generated by the overnight update from payroll e Workforce Exceptions allows the user to inspect check and remove the exception messages which are generated by the workforce update the gold update e Either or both of these options can be ticked to grant access to the Exceptions function Administration e Administrator must be ticked to grant access to this function This will be enabled at Employer level only Options to Save Delete and Cancel are provided at the bottom of the page Save must be selected to action any and all changes applied on this page A confirmation box is displayed Microsoft Internet Explorer FAN Your changes were successfully applied By selecting OK the updated data will be redisplayed At this point the user can select the link to Create another user or select another top menu option Delete should be selected to delete the user from SWISS It may not be possible to do this if the user is also set up with access in employers other than those in which the current administrator can operate An option to confirm the Delete is provided and then a confirmation of the delete Users with access to SSTS and SWISS which are then removed from SWISS will still be able to access SSTS but they will not appear in any SWISS user lists Cancel must be selected if the changes applied on this page are to be
84. name and provides the number of employments both current and terminated associated with the Directorate Z Edit Directorate Microsoft Internet Explorer NHS a i SCOTLAND forkforceManagement EditDirectorate aspx Y J Go del icio us rac System Testing ms 23 Acute Operating Division ancillary Service Ancillary Service There are 29 Employment s in the selected Directorate 2 Local intranet To update the directorate name amend the description and select Save Select Delete to remove the Directorate from the list Directorates can only be deleted if they are not in use in any employments T Edit Directorate Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help O ba a G JO search she Favorites O as m Wwe a Address http localhost eYou Workforce WorkforceManagement EditDirectorate aspx EJ co a delicious racl Please correct the following error s before continuing e You cannot delete the selected Directorate as there are Employments in this Directorate Employer System Testing MS123 Division Chp Acute Operating Division Directorate Ancillary Service Name Ancillary Service There are 29 Employment s in the selected Directorate S Local intranet To create a new Directorate select Add new from the list enter a description in the Name box SWISS DPUG 001 Ver 11 Page 37 of 112 Date last updated 16 March 201
85. nd all relevant data will be taken from the GMC LRMP Recruitment Description e Cannot be greater than 24 characters long e Description must match with a valid active Recruitment Method description An Asterix flags field to be deleted If blank the database contents are left Registered Mentor Most Recent e Must be a valid date Update e Must be 8 characters long e Must have an NMC Registration e Mentorship Status must exist e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Registered Mentor Programme e Must be a valid date Completion Date e Must be 8 characters long e Must have an NMC Registration e Mentorship Status must exist e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Registration Body e Cannot be greater than 8 characters long e Cannot have duplicate Registration bodies e Must match with a valid active Registration body description e Ifall Registration Group are blank then database contents will be left for
86. ng Telephone Number cannot be greater than 16 characters long Relationship cannot be greater than 20 characters long Cannot be updated unless Forename amp Surname exist An Asterix in Forename amp Surname flags group to be deleted If all group fields are blank the database contents are left If any field is blank and other fields are present for Next of Kin group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other Next of Kin group field Address details should be presented in order NES Training Number Cannot be greater than 12 character Can only be set for medical employments An Asterix will flag field to be deleted If blank database contents will be left NES Post Id Cannot be greater than 17 characters Can only be set for medical employments An Asterix will flag field to be deleted If blank database contents will be left Night Worker Must be set to Y or N Other Employer Name cannot be greater than 30 characters long Address Line 1 cannot be greater than 30 characters long Address Line 2 cannot be greater than 30 characters long Address Line 3 cannot be greater than 30 characters long SWISS DPUG 001 Ver 11 Page 101 of 112 Date last updated 16 March 2011 FIELD ERROR PostCode cannot be greater than 8 characters long Non NHS employment details cannot be set unless ind
87. nisational levels to which the Exceptions Manager has access Dates disappear from the list when all exceptions have been checked SWISS DPUG 001 Ver 11 Page 25 of 112 Date last updated 16 March 2011 i Workforce Microsoft Internet Explorer File Edit Yiew Favorites Tools Help O O DA A Pawn Yr O A D La a Address http st workforce nds scot nhs uk eYouST Workforce Exceptions ViewExcepti Y EJ co a delicious racl Date Raised 26 02 2010 Exception Type Pay Number Message Import Record Data Change X9006745 Employee Home Address has been modified C To check an individual exception click on the Actioned check box and then Save The list will be redisplayed and the drop down list will revert to Please Select Workforce Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help O O x A amp PP sean Yo revetes A GB a aAa Address http st workforce nds scot nhs ukjeYouST Workforce Exceptions viewExcepti Y SE w del icio us frac Workforce Build 5 0 oll Import Exc SCOTLAND Date Raised 14 11 2009 nd Exception Type Pay Number Message Import Record Data Change 9996532 Employee Home Address has been modified Delete all Exceptions will effectively check all exceptions after which the date should be removed from the drop down list and a confirmation that there are no exceptions remaining for the date selected previously SWISS DPUG 001 Ver 11 Pag
88. nk and other fields are present for NMC group data this will SWISS DPUG 001 Ver 11 Page 96 of 112 Date last updated 16 March 2011 FIELD ERROR be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Date Of Successful Completion Of e Must be a valid date New NMC Practice Teacher e Must be 8 characters long Programme e Must have an NMC Registration e Cannot be updated unless Mentorship Status Practice Teacher e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Date Practice Teacher Lapsed e Must be a valid date From e Must be 8 characters long e Must have an NMC Registration e Cannot be updated unless Mentorship Status Practice Teacher e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Date Practice Teacher Lapsed To e Must be a valid date e Must be 8 characters long e Must have an NMC Registr
89. nk then the database contents will be left Directorate Cannot be greater than 30 characters long Must exist within the Division Chp for the relevant pay number Division CHP Directorate Department amp Sub Department should all be present on the file if updating one of these fields If all are blank then the database contents will be left Disability Descriptor Can only be set if Disabled is set to Y SWISS DPUG 001 Ver 11 Page 97 of 112 Date last updated 16 March 2011 FIELD ERROR e Cannot be greater than 30 characters long e Must match with a valid active Disability Descriptor description e Only required if Disability Descriptor set to Other please specify e Cannot have duplicate disability descriptors Disability Description Can only be set if Disabled is set to Y and Disabiltiy Descriptor is set to Other please specify If all Disability Group are blank then database contents will be left If field is blank and other fields in the disabled group are present this field will be overwritten with blank in the database All fields should be present for group data if they exist Cannot have duplicate disability descriptions Disabled Code Must be set to Y N X or Q If all disability group are blank then the database contents will be left An Asterix flags field to be deleted This will also remove any current disability descriptors from the database Division CHP Must exist wit
90. nsfer username and password The process will be run every Friday evening to pick up all employer data files and combine them into a single update file Updates and exceptions will be viewable on the Monday morning Changes will also be reflected in the WIR Please note Employers should be aware that when changes are applied to the organisation tables there will be a requirement to refine the access to the reporting service which is set up at Employer Division Directorate Department and Sub Department level It is also recommended that entries on the Gold Interface file for employments with new Division CHP Directorate Department and Sub Department data should be held back until the following week s gold file processing to avoid exceptions being generated unnecessarily should there be any operational glitch with the new process The new process will allow for e the addition of new Divisions Directorates Departments and Sub Departments type A e the removal of Divisions Directorates Departments and Sub Departments type D At the request of the NHSS National Project Team no provision has been made for amendment to the Division CHP name This will require a deletion followed by an addition or a change applied through the front end function Adding new entries Record type A All columns must be populated The software will recognise if the Division CHP or Directorate or Department is new If the entry already exist
91. ntries the Sub Department will be removed Reporting Exceptions A new type of exception Org Structure Exceptions is provided under the Exceptions top menu tab T Workforce Default Page Microsoft Internet Explorer Eile Edit View Favorites Tools Help 2 Local intranet Users with the Workforce Manager Reference Table Manager role will be able to view the Org Structure Exceptions for the Employers Division CHPs Directorates Departments and Sub SWISS DPUG 001 Ver 11 Page 73 of 112 Date last updated 16 March 2011 Departments to which they have access with this role As usual a date when the exceptions were reported has to be selected from the list 24 Workforce Microsoft Ir ternet Explorer Ble gdt wew Favortes tools Help O QO dja Gh Pern rrn O A D Mm BAS Address http st workrored nds scot nhs uk evous Tworkforce Exceptions ViewExcepti EJ so g delicous Gac NHS SCOTLAND Organisational Structure Import Exe Date Raised pEr Lo intemee And the exceptions are listed as below for taking action on and removing from the list F Workforce Microsoft Internet Explorer Ble Edt vew Favortes Tools Help g O O HAG Pah krone BS mw UAA aF delicious Address http st workforce nds scot nhs uk eYouST workforce Exceptions ViewExcepti Y EJ Go Date Raised Exception Type sage PS RBCS RECORD INVALID D ST99
92. of the following employees has changed to Not Registered Having relinquished registration GMC Fitness to Practice Conditions have been added for the following employees GMC Fitness to Practice Undertakings have been added for the following employees GMC Fitness to Practice Conditions have been removed for the following employees GMC Fitness to Practice Undertakings have been removed for the following employees Example Email Alert SWISS DPUG 001 Ver 11 Page 109 of 112 Date last updated 16 March 2011 fi FW Email Alert Notification for Registration Change of Employee Message HTML Original Message From DoNotReply NHSScotland com mailto DoNotReply NHSScotland com Sent Monday March 08 2010 10 51 AM To Hunter Kate Fraser Jamie Subject Email Alert Notification for Registration Change of Employee Importance High Alert Notification for Registration Change of Employee The GMC Registation Status of the following employees has changed to Not Registered Administrative Reason Name PayNumber NhssNumber GMC Registration Number Trevor Sweetie 9000380 6000062 1387467 Donald Morton X9994041 6000041 1651249 Donald Morton 9994009 6000041 1651249 Donald Morton X9996044 6000041 1651249 Donald Morton X9996184 6000041 1651249 Charles Chester 2020203 6000030 6057252 The GMC Registation Status of the following employees has changed to Not Registered Having relinquished registration N
93. oft Internet Explorer File Edit Yiew Favorites Tools Help O 2 Eh O seah Pp Favorites 2 a s eer Address http jlocalhost eYou Workfarce WorkforceManagement DepartmentalTransfer J Go NHS SCOTLAND Transfer Employments From Employer System Testing MS123 DivisionjChp Acute Operating Division Directorate Ancillary Service Department Catering x Sub Department PRI To Division Chp Please select Directorate x Department Sub Department j 1 Employments found in selection S Localintranet Select Division CHP from Division CHP list Select Directorate from Directorate list Select Department from Department list Select Sub department from Sub department list i Departmental Transfer Microsoft Internet Explorer Eile Edit view Favorites Tools Help O O HA Osen Berane O 2 4 Lee 3 Address http flocalhost eYou Workforce WorkforceManagement DepartmentalTransfer Go a delicious ac NHS ae SCOTLAND n nt of any difficulty please contact your local S Transfer Employments From Employer System Testing MS123 Division Chp Acute Operating Division Directorate Ancillary Service Department Catering 25 Sub Department PRI To Division Chp Acute Operating Division Directorate Ancillary Service Department Catering Se Sub Department Porterin
94. on how employees are identified Ai Workforce Microsoft Internet Explorer BAR File Edit Yiew Favorites Tools Help Q ax 7 x a EA pe Search Sip Favorites Kz 2 oS E Ll PO rel 33 Address g http localhost eYou WorkForce WorkForceClerk Search aspx x Go H del icio us fea Workforce Build 5 0 Welcome Party Girl Search In the event of any difficulty please contact your local S contact Employee Search Employment Search National Staff Id OR Pay Number OR NI Number OR Surname Forename Known As Exact Match Only Fl Either Employee Search or Employment Search should be selected It is possible to get to employee data from an employment search just as it is possible to get to employment data from an employee search Employment Search is the more direct method if it is employment data which is wanted Where the user is set up with the Medical Staff Only function the results will be restricted to those employees and employments where at least 1 employment for the employee is a medical one Only the medical employments will be displayed The results will also be restricted to those employees and employments where at least 1 employment for the employee is an NHS Employment Only the NHS employments will be displayed SWISS DPUG 001 Ver 11 Page 44 of 112 Date last updated 16 March 2011 Employee searches Where any of the following matching items is kn
95. ons after which the date should be removed from the drop down list and a confirmation that there are no exceptions remaining for the date selected previously Paging is not provided where there are significant numbers of exceptions e g after a one off bulk update of data which may be incorrectly formatted scrolling will be necessary to view all exceptions SWISS DPUG 001 Ver 11 Page 28 of 112 Date last updated 16 March 2011 4 3 Org Structure exceptions A full list of the exceptions is in Appendix D of this guide Workforce Microsoft Internet Explorer Eile Edit view Favorites Tools Help O O AG Pen Yer O BS mM LI we amp 5 Address hetpsitst hs uk eYouST Workforce Exceptions ViewExcepti Y EE Go del ico us frag Exceptions are stored in the system with the date when the exception was raised effectively the date when the change was applied to SWISS A drop down list of dates where there are exceptions held is presented Dates will only appear where there are exceptions still to be checked Dates disappear from the list when all exceptions have been checked It is obviously good practice to review the exceptions on a regular basis and not to let them accumulate SWISS DPUG 001 Ver 11 Page 29 of 112 Date last updated 16 March 2011 2 Workforce Microsoft Internet Explorer File Edit Yiew Favorites Tools Help O x AGA seach grr O 2 2 LI se 3 Address amp http fst workf
96. or the employment Advance Practice can be set to N or Y and is not dependent on any other fields If any changes are applied the Save button must be selected before moving to another tab 6 4 2 Medical This page will be enabled for medical employments only currently where the Pay Scale is a J K or L scale or Job Family is Medical And Dental SWISS DPUG 001 Ver 11 Page 64 of 112 Date last updated 16 March 2011 A Workforce Microsoft Internet Explorer BAE File Edit view Favorites Tools Help ae Address http localhost eYoujWorkforce WorkfarceClerk Employment EmploymentMair E Go gy del ico us fag X9501037 Patrick O Reilly 6000033 Next Employment Pay Number Medical Speciality Child amp Adolescent Psychiatry x Sub Speciality Adolescent Psychiatry 2nd Speciality GP other than Obstetrics Sd Medical Grade Other v Consultant Post No y Date appointed to i consultant grade Medical Notes NES Training Number NES Post ID Specialty of Training Psychotherapy v EPAs APAS Prog Activities Direct Clinical Care Out of Hours 0 00 Supporting Professional Activities g 99 Direct Clinical Care Other 0 00 JKL Band Protected Please Select V Professional Qualification Body 1 Body BDA Year 1999 Country luk Professional Qualification Body 2 Body Year Country Save a amp
97. orce nds scot nhs ukjevyouST Workforce Exceptions YiewExcepti Go del icio us lac Date Raised EN Exception Type Message Org Structure RECORD INVALID D ST999 S5T001 Acute Services FAILED REASON s Cannot delete Org Structure as o Record Invalid there are employments attached Org Structure RECORD INVALID D ST999 ST001 Acute Services Admin Services FAILED REASON S Cannot delete Record Invalid Org Structure as there are employments attached m Org Structure RECORD INVALID D ST999 ST001 Acute Services Admin Services HR Health and Safety FAILED REASON Record Invalid s Org Structure does not exist or is invalid Org Structure RECORD INVALID D ST999 ST001 Acute Services Admin Services RH Training FAILED REASON S Org o Record Invalid Structure does not exist or is invalid Org Structure RECORD INVALID ST999 ST001 Acute Services Surgical Laboratory FAILED REASON s All entries o Record Invalid must be present if Record Type A Org Structure RECORD INVALID 4 ST999 5T001 Acute Services Laboratory Results FAILED REASON s All entries Record Invalid must be present if Record Type A Org Structure RECORD INVALID 4 ST999 STO01 FAILED REASON S Division Chp Name cannot be Null All entries Record Invalid must be present if Record Type A To check an individual exception click on the Actioned check box and then Save The list will be redisplayed and t
98. orites amp 2 Se fe 22 rel 33 Address amp http localhost eYou Workforce NationalFiles BaseLocations aspx x Go w del icio us Has N H S Workforce Build 5 Welcome Party Girl SCOTLAND In the event of any difficulty pl contact your loc ra Location Selection Abbey Health Centre T3058 v Area T Location Update Code 305p Status ACTIVE NOT USED hamia Abbey Health Centre Address lEast Abbey Street Arbroath Post Code DD11 1EN Local intranet Select a code from the Area list This populates the Location Selection list with appropriate base locations Choosing a location will then automatically populate the Code Name and Address fields which can then be updated if required and saved by clicking the Save button To remove a base location select Delete Base locations can only be deleted if they are not in use i e there are no employments with the location held To add a new base location select the Area that the base location is to be added to complete all the relevant details in the text boxes provided then click the Save button SWISS DPUG 001 Ver 11 Page 75 of 112 Date last updated 16 March 2011 10 System Admin This function is restricted to users with the System Admin role currently restricted to the NHS SWISS Project Team This role will be managed by Atos Origin on request from SWISS Systems Man
99. own use this for a more efficient search Only one of these can be selected at a time National Staff ID enter the 7 digit NHSS number if known and select Search to display an individual employee OR Pay Number enter the 8 digit pay number and select Search to display the individual employee to which the employment is linked If the Pay Number is not recognised it is possible that the employment has not yet been notified to workforce from SSPS an update is run every night OR National Insurance Number NI Number enter the first 8 characters of the NI Number This should be unique unless a temporary number such as TN131074M where the date of birth and gender comprise the number has been allocated If several employees with the same NI Number are displayed then this will be as a result of partially matched employee data Subsequent amendments applied within payroll should resolve in due course OR Surname and Forename Where the search key fails to find a match an error is produced as illustrated below Workforce Microsoft Internet Explorer File Edit view Favorites Tools Help Q rex Q x a EA JO search JE Favorites amp B amp ial 22 ren 33 Address amp http flocalhost eYou Workforce WorkforceClerk Search aspx vij Go w delicious tac Welcome Party Girl N i S Workforce Build 5 0 i oe SCOTLAND In the event of any difficulty please contact your loc Please correct the following er
100. oyments 9501037 Patrick O Reilly 6000033 Next Employment Pay Number Sele Home Rowan Cottage Abernethy Perthsire Post Code PH13 67F Telephone Address Abernethy Perthsire Post Code PH13 67F Telephone Telephone The Home Address for the employment is displayed for information is controlled by SSPS and therefore cannot be amended The Home Address is held at employee level and will be updated each time any employment update for the employee is passed from SSPS The Home Telephone Number is optional Contact Address details are optional The Use Home Address button will automatically populate the contact address fields with the home address details if preferred Note that this update does not include telephone number Two contact telephone numbers are provided 6 4 5 Emergency Contact Use this tab to enter emergency contact details for the selected employment Where an employee has more than 1 employment then it is possible to have different emergency contact SWISS DPUG 001 Ver 11 Page 68 of 112 Date last updated 16 March 2011 details for each T Workforce Microsoft Internet Explorer i Elle Edit Yiew Favorites Tools Help Qm O HB Pn rons O Z S T Wwe 3s 2 http f localhost eYou Workforce WorkforceClerk Employment EmploymentEme Go kA del icio us ER nt Details X9501037 Patrick O Reilly 6000033 Next Employment Pay Number BE Emergency Contact T
101. partmental Transfer Microsoft Internet Explorer Cee File Edit Yiew Favorites Tools Help O bA A C JO search Se Favorites O 2 22 a 23 Address http sit tieYouyWorkForce WorkfarceManagement DepartmentalTransfer Go a delicious rac NHS Se eT SCOTLAND I Employer Division Chp Acute Operating Division Directorate Ancillary Service Department Catering aa Sub Department PRI x To Division Chp Please select Directorate Department Sub Department 1 Employments found in selection intense Transfer Employments From Select Employer from Employer list Select Division CHP from Division CHP list Select Directorate from Directorate list Select Department from Department list Select Sub department from Sub department list the user will have the choice of selecting All or individual Sub departments Please note that None is now a valid description for all of the elements of the organisation s structure particularly relevant for Department and Sub department e All will transfer the employments within the selected Department and any within its Sub departments e Selecting an individual Sub department will only transfer employments from within that Sub department The number of selected employments for transfer is displayed for information SWISS DPUG 001 Ver 11 Page 32 of 112 Date last updated 16 March 2011 E Departmental Transfer Micros
102. ramme Successfully Completed Date of Most Recent Update For Practice Teachers Date Met NMC Practice Teacher Triennial Reviews Requirements Date Practice Teacher Lapsed From and Date Practice Teacher Lapsed To may only be set if Mentorship Status is Practice Teacher Mentorship must be an active value SWISS DPUG 001 Ver 11 Page 58 of 112 Date last updated 16 March 2011 6 3 6 NHS Employments From the NHS Employments tab a user can view the employee s NHS employments NHS Employments for an employee are displayed as a list and to open up the employment details the Pay Number link should be selected Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help Q sax lm EA JO search Sip Favorites Kz 2 amp zi W A 33 Address 2 http flocalhost eY qu Workforce WorkforceClerk Employee EmployeePersonal x B o iw del icio us a Employee Details Professional Standards Sa MESSE NSAaNAS Employment Topoy Scale 6000071 Next Employee National Staff Id Employer Pa Number Staff Category Employment Status Start Date System Testing MS123 X9000704 Nursing and Midwifery Trained Terminated 19 01 2008 01 07 1996 fem Testing Ms Current 05 07 1996 System Testing MS123 Xx9000658 Nursing and Midwifery Trained Current xooo0712 Nursi Page 1of1 The Employment Start Date is included for further identification SWISS DPUG 001 Ver 11 Page 59 of 112 Date last upda
103. rence Table Manager role These exceptions are generated by the bulk update facility for organisation tables Select Exceptions from the top menu and then either Payroll Workforce or Org Structure from the Exceptions menu 2 Workforce Default Page Microsoft Internet Explorer File Edit view Favorites Tools Help OQ x A GD seen Ppress O Z LI sie Address http flocalhost evou Workforce default aspx E co aF delicious rac NHS poan See oe SCOTLAND I ficulty please contact your local 2 Local intranet SWISS DPUG 001 Ver 11 Page 24 of 112 Date last updated 16 March 2011 4 1 Payroll exceptions A full list of the exceptions is in Appendix A of this guide Workforce Microsoft Internet Explorer Eile Edit view Favorites Tools Help Q sak E C Search Sip Favorites amp A B C jm 22 rel 23 Address http st workforce nds scot nhs ukjeYouST Workfarce Exceptions ViewExcepti Go we del icio us tac NHS ce 4 n Import Exceptions SCOTLAND In thi of culty ase contact your loc ntact Exceptions are stored in the system with the date when the exception was raised effectively the date when the change was passed from payroll and applied to SWISS Only NHS Employments with exceptions will be displayed A drop down list of dates where there are exceptions held is presented Dates will only appear where there are exceptions still to be checked in any of the orga
104. resent date when input g Competency Achievement dates are mandatory when a Competency Tile is selected but must be earlier than the present date when input h Mandatory Withdrawal dates are not mandatory but must not be earlier than the achievement date and can only exist if the achievement date and Mandatory Standard exist SWISS DPUG 001 Ver 11 Page 56 of 112 Date last updated 16 March 2011 i Competency Withdrawal dates are not mandatory but must not be earlier than the achievement date and can only exist if the achievement date and Competency Title exist j GMC Registration number must match with a valid number and surname forename must be an exact match from the data supplied by the GMC LRMP website k Registration Information fields are independent and can be added with or without a Statutory Registration Nursing registrations for illustration File Edit View Favorites Tools Help QO lt A GD search se Favorites 62 lPersonall Diversity Disclesure DESTETE Maggie Smith 6000302 Next Employee National Staff Id Body NMC Nursing and Midwifery Council Number 2907886 Expiry Date i I Date of LI Registration end 5 Date of most I I recent Validation Reason for Please Select registration ending Notes Registration Information Parts C RFHN Family Health Nurse RHY Health Visitor Cem midwifery Corns Adult level 1 E RN14 Test addition of new reg part IRNS
105. revious 12 passwords must contain Upper lower and numeric characters and cannot be too similar to your current password Passwords can consist of any alpha numeric characters of either case as well as any recognised special character Passwords cannot contain the account s username Once the details have been entered click on Save and the new password will be stored provided that it passes validation or click on Cancel which will pass control back to the home page without updating the password Now remember it and remember that it is case sensitive i Change Password Microsoft Internet Explorer E EEA Eile Edit view Favorites Tools Help ar gt Q sack gt El EA 2 Search sp Favorites CJ E Address Kl http fst workforce nds scot nhs ukfeYouST 4uthenticationfch Go we delicious toc Shared Authentication for eExpenses SSTS n N H S n and Workforce SCOTLAND Current Password New Password Confirm Password Internet SWISS DPUG 001 Ver 11 Page 85 of 112 Date last updated 16 March 2011 12 2 Change own email address With the introduction of the use of email for notification of new passwords when there is an incorrect login or the user is locked out after three unsuccessful accounts this new facility is provided so that each SWISS user can change the business email address without having to notify the local administrator of the change This should provide a
106. rom the list when all exceptions have been checked It is obviously good practice to review the exceptions on a regular basis and not to let a situation arise as illustrated above Workforce Microsoft Internet Explorer Eile Edit View Favorites Tools Help Q peck Q E E EA 2 Search sie Favorites amp B gt s fia Lamas 22 ma 3 Address e http flocalhost eYou WorkForce Exceptions VviewExceptions aspx Role 5 Go w del icio us tac Date Raised l 18 08 2008 E Pay Exception Type Nioenber Message Gold Import Record Parse Programmed Activities Group Rejected Incomplete Invalid Fail 9501517 Entry Gold Import Record Parse 9501517 Programmed Activities Group Rejected Incomplete Invalid Fail Entry Gold Import Record Parse Fail Gold Import Record Parse Programmed Activities Group Rejected Incomplete Invalid Fail 9501517 Entry Gold Import Record Parse Programmed Activities Group Rejected Incomplete Invalid Sh X9501517 ge Gold Import Record Parse x Programmed Activities Group Rejected Incomplete Invalid Fail 9501517 E ntry ee ee er eee oa ES Done Local intranet 9501517 Pomen Activities Group Rejected Incomplete Invalid To check an individual exception click on the Actioned check box and then Save The list will be redisplayed and the drop down list will revert to Please Select Delete all Exceptions will effectively check all excepti
107. ror s before continuing e The search produced no results Employee Search O Employment Search National Staff Id OR Pay Number OR NI Number OR Surname Forename Known As Exact Match Only J Local intranet Any request to select the requesting user s details will be rejected SWISS DPUG 001 Ver 11 Page 45 of 112 Date last updated 16 March 2011 Where a single employee record is identified by the search the following screen is displayed Workforce Microsoft Internet Explorer i Fie Edit View Favorites Tools Help Q ex i x E EA pO search Sip Favorites 2 ira Wwe 33 Address a http localhost e ou Workforce WorkforceClerk SearchResults aspx x Go H del icio us Tac Welcome Party Girl Employee Details N S Workforce Build 5 0 SCOTLAND In the event of any difficulty p contact your local S contact ESE Diversity Disclosure Miss Martina Smith 6000108 Next Employee National Staff Id Personal Details Other Surname Known As Date Of Birth 06 05 1965 Sex Female NI Number EE458451C NHS Start Date log lo4 2000 Immigration Status Please Select x Immigration Status FE R Expiry Date Residency Expiry l Annual Check Due Date Memberships Public Body o Retained Reserve Service Forename Address Surname Relationship L Post Code Telephone
108. rsity Diselesurel m SSeS Sac S Sl NES Employments Nor NHS employments Maggie Smith 6000302 Next Employee National Staff Id J Body GMC General Medical Council iM Number 2907886 Expiry Date 16 03 2011 Date of Registration end Notes Registration Information GMC Registration Details Qualification MBBS Qualification Country Qualification Year Specialist Reg Date 16 05 1996 GP Reg Date Registration Status Registered with Licence Registration Type Specialist FtP Conditions Exist No FtP Undertakings Exist FtP Warnings Exist No Speciaity 1 Moncal microbiology and Suh specialty 1 Specialty 2 Sub Specialty 2 Specialty 3 Sub Specialty 3 Specialty 4 Sub Specialty 4 Specialty 5 Sub Specialty 5 Specialty 6 Sub Specialty 6 Specialty 7 Sub Specialty 7 2 Local intranet Note that Professional Qualification Body Country and Year Obtained are now on the Medical Page Validation notes a Where a Registration Body is held the Registration Number and the Expiry Date are mandatory b Expiry Date must be a future date c Date of most recent validation cannot be a future date d Reason Registration End cannot be set unless Date of Registration End is set e Registration Body Reason for Registration End Mandatory Standard Competency Title and Professional Body must be active values f Mandatory Achievement dates are mandatory when a Standard is selected but must be earlier than the p
109. s a new Org Structure exception will be generated Removing entries Record type D Employer Code Division CHP code and name are mandatory SWISS DPUG 001 Ver 11 Page 72 of 112 Date last updated 16 March 2011 e The number of additional columns populated will depend on what is to be deleted e A delete will fail if there is no match on the columns populated and the database entries held e A delete will fail if there are employments current or terminated with the data held e To remove a Division CHP then only the three mandatory entries are required o The Directorate Name Department Name and Sub Department Name should not be populated o If there is a match on all entries the Division CHP and all subordinate Directorates Departments and Sub Departments will be removed e To remove a Directorate then the Directorate is required after the three mandatory items o The Department and Sub Department should not be populated o If there is a match on all entries the Directorate and all subordinate Departments and Sub Departments will be removed e To remove a Department then the Directorate and Department are required after the three mandatory items o The Sub Department should not be populated o If there is a match on all entries the Department and all subordinate Sub Departments will be removed e To remove a Sub Department then the Directorate Department and Sub Department are required after the three mandatory items o If there is a match on all e
110. t and all related feedback should be addressed to him SWISS DPUG 001 Ver 11 Page 4 of 112 Date last updated 16 March 2011 Version history Version 0 1 0 2 0 3 2 0 2 0 2 0 2 0 3 0 Date 3 June 2005 8 June 2005 13 June 2005 17 June 2005 16 August 2005 17 October 2005 27 October 2005 20 January 2006 1 February 2006 23 June 2006 17 November 2006 26 January 2007 07 March 2007 25 September 2007 28 February 2008 31 July 2008 29 October 2008 SWISS DPUG 001 Ver 11 Comment Initial draft Reflecting some initial comments and including details of Administration facilities Response to further initial comments and user acceptance testing Web page screen shots revised to reflect initial production version of the Front end Web page screen shots updated to reflect the current production version of the Front end Web page screen shots updated to reflect the current production version of the Front end Web page screen shots updated to reflect the current production version of the Front end Web page screen shots updated to reflect the current production version of the Front end Agreed Developments SW001 SW002 SW009 and SW011 enabled and some bug fixes applied Web page screen shots updated to reflect all changes Agreed Developments SW004 SW006 SW017 and SW019 enabled Web page screen shots updated to reflect all changes Agreed Developments SW037 amp SW038 enabl
111. t for further selection Entering Hall at surname and P at forename would present SWISS DPUG 001 Ver 11 Page 47 of 112 Date last updated 16 March 2011 a Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help ex x PEA JO search Se Favorites e 82 Ld a 33 i Address http localhost eVou Workforce WorkforceClerk Search aspx v g o aF del icio us lt gt Diversity Disclosure Miss Phoebe Hall 6000084 Next Employee National Staff Id Personal Details Other Surname Known As Date Of Birth 19 05 1967 Sex Female NI Number RR1245124 NHS Start Date l15 04 1993 Immigration Status Tier 1 Entrepreneurs x Immigration Status a1 12 zoos z Expiry Date 31 12 2008 Residency Expiry 31 Jos 2009 Annual Check Due Date Memberships Public Body i Retained Reserve o Service Forename fioe Address 3 High Road Surname Blogs Dundee Relationship prother cotan s SsSCiY Post Code Telephone goo Employment searches Pay Number is the unique employment identifier and is the quickest way to find an employment Where the Pay Number is not known then any of the following can be used in an Employment Search National Staff Id OR National Insurance Number NI Number OR Surname and Forename where the entry can be as general or specific as required then a
112. t if they exist for the group if a change is being made to any other Professional Body group field An Asterix in Professional Body Name 1 will flag a delete all in group Professional Qualification Body Cannot be set for non medical employments Cannot have duplicate Professional Qualification bodies Cannot be greater than 6 characters An Asterix in Professional Body 1 will flag a delete all qualifications from the database i e 1 amp 2 Where both professional bodies are held in the database and the requirement is to remove one of them then the file should be populated with the Professional body to remain in Professional Body 1 field and then Professional body 2 field left blank If all Professional Qualification fields are blank the database contents are left Professional Qualification Country Obtained Cannot be greater than 20 characters long Cannot exist when Professional Qualification Body does not exist Must exist when Professional Qualification Body exists If all Professional Qualification fields are blank the database contents are left Professional Qualification Year Obtained Must be a valid year Must be 4 characters long Cannot be a date in the future Must be after 18th birthday Cannot exist when Professional Qualification Body does not exist Must exist when Professional Qualification Body exists If all Professional Qualification fields are blank the database contents are left SWISS DPU
113. t match with a valid active Ethnic Group description An Asterix flags field to be deleted If blank database contents are left FtPConditions Exist For GMC Registrations only and will be supplied by the GMC LRMP website No user input required FtPUndertakings Exist For GMC Registrations only and will be supplied by the GMC LRMP website No user input required Home Telephone Number Cannot be greater than 16 characters long An Asterix flags field to be deleted If blank database contents are left Immigration Annual Check Due Date Must be a valid date Must be 8 characters long Immigration Status must exist Must be a future date If field is blank and other fields in immigration group exist this will overwrite database contents with blank All fields should be present if they exist and there is a change to any other immigration group data If all immigration group data is blank then the database contents will be left for group Immigration Status Type Cannot be greater than 60 characters long Description must match with a valid active Immigration Status Type description An Asterix flags all immigration group data to be deleted If all immigration group data is blank then the database contents will be left for group JKL Band protected Cannot be greater than 3 characters long Cannot be set for non medical employments An Asterix flags field to be deleted If blank database contents are
114. ta is blank then the database contents will be left Clinical Nurse Specialty WTE e Must be numeric decimal and cannot be greater than 99 99 e Must be a nursing employment if present e Ifall Clinical Nurse Group is blank then the database contents will be left e Clinical Nurse Specialist Indicator must be Y if this field is populated e Clinical Nurse Specialist Area must be set if this field is populated e If blank and other fields in the group exist i e this will be overwritten in the database All fields should be present if exists and a change is being made to any group field Competency Achievement Date Must be a valid date earlier than present date A mandatory field but can only exist if competency title exists If blank and a competency title exists this field will be overwritten in the database with blank Competency End Date Must be a valid date not earlier than competency achievement date Not a mandatory field but can only exist if competency title exists and SWISS DPUG 001 Ver 11 Page 94 of 112 Date last updated 16 March 2011 FIELD ERROR achievement date exists If blank and a competency title exists this field will be overwritten in the database with blank Competency Title Cannot be greater than 30 characters Description must match with a valid active competency title description If all Competency Title Group are blank then database contents will be left Must be in order i e
115. tch with a valid active Medical Grade description Valid for Medical employments only An Asterix flags field to be deleted If blank database contents are left Medical Notes Cannot be greater than 250 characters Can only be set for medical employments An Asterix will flag field to be deleted If blank database contents will be left Mentor NMC Sign Off Date Must be a valid date Must be 8 characters long Must have an NMC Registration Cannot be updated unless Mentorship Status Sign Off Mentor If all Mentorship Group data is blank then database contents will be left If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if they exist for the group if a change is being made to any other NMC group field Mentorship Status Cannot be greater than 60 characters long Description must match with a valid active Mentorship Status description Must have an NMC Registration An Asterix will flag a delete all NMC data If all Mentorship Group data is blank then database contents will be left Next of Kin Forename cannot be greater than 11 characters long Surname cannot be greater than 18 characters long Address Line 1 cannot be greater than 30 characters long Address Line 2 cannot be greater than 30 characters long Address Line 3 cannot be greater than 30 characters long PostCode cannot be greater than 8 characters lo
116. ted 16 March 2011 6 3 7 Non NHS Employments The system allows employers to record details of any employments the employee has outside the NHS i Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help Q ax E eA p Search Sie Favorites Ee A ica T 22 a 233 i Address 2 http localhost eYou Workforce WorkforceClerk Employee EmployeeNHs asp gt Go Pil del icio us lrac N IK S Workforce Build 5 0 ww vwelcome Party Girl SCOTLAND In the event of any difficulty please contact you Other non NHS Employment Other Employment Other Employer Name Address Tesco Dundee l l Hours Per Week 4 Validation notes a If the Other NHS employment box is ticked the system expects an entry in the Other Employer name address line 1 and hours per week b If the Other NHS employment box is un ticked then the associated name and address details will be removed by the system when the page is saved SWISS DPUG 001 Ver 11 Page 60 of 112 Date last updated 16 March 2011 6 4 Employment Details Within the Employment Details page the following tabs are available for selection By default the Employment tab is opened up Employment Medical Recruitment Contact Information Emergency Contact Other NHS Employments The identifying details at the top of the page are shown regardless of the tab in use i e pay number employee name an
117. ters long e Effective Date must be a valid date and cannot be a future date e Effective Date must be 8 characters long e Code must match with a valid active Criminal History Code e f Criminal History Level is other than N then Ref Number amp Effective Date must be present e f Criminal History Level is N then SCRO Ref Number amp Effective Date should not be present e An Asterix in Disclosure Level indicates all criminal history data to be deleted e Ifall Criminal History Group are blank then database contents will be left Date appointed to consultant Grade e Must be a valid date e Can only be set if employment is medical e AnAsterix will flag field to be deleted e f blank database contents will be left Date Individual Transferred To e Must be a valid date Mentor Register e Must be 8 characters long e Must have an NMC Registration e Mentorship Status must exist e Ifall Mentorship Group data is blank then database contents will be left e If field is blank and other fields are present for NMC group data this will be overwritten in the database with blank All fields should be present if SWISS DPUG 001 Ver 11 Page 95 of 112 Date last updated 16 March 2011 FIELD ERROR they exist for the group if a change is being made to any other NMC group field Date Mentor Sign Off Mentor e Must be a valid date Lapsed From e Must be 8 characters long e Must have an NMC Registration e Cannot be
118. tion data will now be supplied by the GMC LRMP List of Registered Medical Practitioners website via a daily upload The majority of this data will be read only except for Registration Notes and Registration Number which can be updated See Appendix F and the Daily GMC Upload Process section for further details The GMC reference number will be matched against the data from the GMC LRMP website and if found the full set of registration data will be updated and viewable If not found the new number will be rejected and an error will be displayed It will still be possible to remove a GMC registration for an employee by setting the Registration Body to Please Select and saving the page Email Alerts will be generated when certain changes occur to Registration Status FtP Conditions or FtP Undertakings details See Appendix E for further details The Update Employment Registration checkbox when selected will update the employment Registration Body 1 and 2 on every current employment belonging to the employee with the Registration Body 1 and 2 contents on the Professional Standards Page If the Update Employment Registration checkbox is not selected no change will be applied to the employment registrations SWISS DPUG 001 Ver 11 Page 55 of 112 Date last updated 16 March 2011 GMC Registration Z Workforce Microsoft Internet Explorer Eile Edit view Favorites Tools Help O A A Gd Psh Qeraotes O B So Lh 3 Personal Dive
119. ueries should be addressed to the SWISS Project Lead Caroline Hutchinson On some pages it is not possible to include all data on a visible page Note the slider bar at the right hand side of the page By moving it up and down move the mouse pointer over the bar and move the mouse while holding down the left button the rest of the page is displayed This is especially important as the Save button is at the bottom of the page SWISS DPUG 001 Ver 11 Page 50 of 112 Date last updated 16 March 2011 6 3 1 Personal Workforce Microsoft Internet Explorer i Eile Edit View Favorites Tools Help Q sxx Z x A A JO search Sy Favorites amp A LJ 26 33 i Address http localhost eYou Workforce WorkforceClerk SearchResults aspx SE aF del icio us X tac N H S Workforce Build 5 0 Employee Details Topoy Scale 6000071 Next Employee National Staff Id Personal Details Other Surname Known As sid Date Of Birth 15 06 1966 Sex Female NI Number EA1231224 NHS Start Date loi o7 1996 Immigration Status Please Select v Immigration Status fi 5 Expiry Date Residency Expiry I Annual Check Due Date Memberships Public Body Retained Reserve Service Forename Address Surname Relationship Post Code Telephone The Previous Surname Date of Birth NI Number and Gender are displayed as
120. uplicate Employment Registration bodies Where both employment registrations are held in the database and the requirement is to remove one of them then the file should be populated with the registration required flag and the registration to remain in registration 1 fields and the registration 2 field left blank End Date of Registration Must be a valid date Must be 8 characters long Should only exist when a Registration Body exists If all Registration Group are blank then database contents will be left for group If field is blank and other fields in the Registration Group exist this will overwrite database contents with blank All fields should be present if they exist and there is a change to any other registration group data If the Registration Body is GMC this field will be ignored and all relevant data will be taken from the GMC LRMP Entry Source Cannot be greater than 32 characters long Description must match with a valid active Entry Source description An Asterix flags field to be deleted SWISS DPUG 001 Ver 11 Page 99 of 112 Date last updated 16 March 2011 FIELD ERROR If blank database contents are left EPA APA Hours Must not be greater than 99 99 Must be numeric Can only be set for medical employments An Asterix will flag field to be deleted If blank database contents will be left Ethnic Group Description Cannot be greater than 30 characters long Description mus
121. vorites Tools Help eak amp xe E e Search Se Favorites A Address g http st workForce nds scot nhs ukfeYouST Authentication Ch Y EA Go Shared Authentication for eExpenses SSTS and Workforce Current Password New Password Confirm Password Internet If the password is not changed within this session the account will be locked Valid passwords consist of 8 to 30 characters and are case sensitive Passwords will be valid for a maximum of 90 days Passwords cannot match any previous 12 passwords must contain Upper lower and numeric characters and cannot be too similar to your current password Passwords can consist of any alpha numeric characters of either case as well as any recognised special character Passwords cannot contain the account s username The system will display a reminder to change the password from 14 days prior to the password expiring The application passwords generated by the system for self service password resets and when a new user is created will now not contain vowels to minimise risk of an offensive password being generated Once a password has expired it must be changed on the next login session or you will be locked out Select Save to continue and press OK on the following window SWISS DPUG 001 Ver 11 Page 9 of 112 Date last updated 16 March 2011 Untitled Page Microsoft Internet Explorer File Edit View Favorites Tools Help sa
122. yee The employment is added to the database linked to the matched employee Payroll Team Data Administrator Check software database records Employee NHSS Number could not be matched An NHSS Number has been passed but the NHSS number could not be matched in the database The employment record is not added or updated Payroll Team Data Administrator Check software database records Employee Pay Number could not be matched An NHSS Number has been passed but the Pay Number could not be matched in the database The employment record is not added or updated Payroll Team Data Administrator Check software database records Import Record Parse Fail The import record has data that is not in the correct format The employment is not added to the database Payroll Team Data Administrator Check the additional information passed with this exception Assess whether this is to be resolved with import software change SSPS software change or action by Data Administrator Once this has been resolved trigger a re send SWISS DPUG 001 Ver 11 Page 91 of 112 Date last updated 16 March 2011 EXCEPTION DEFINITION ACTIONED BY SOLUTION Employee Update Cross Employer The changes applied to this pay number s employee record affect employments with other NHSS employers Data Administrator Employee data should be consistent across employers
123. ype For GMC Registrations only and will be supplied by the GMC LRMP website No user input required Registration Status For GMC Registrations only and will be supplied by the GMC LRMP website No user input required Religion Description Cannot be greater than 30 characters long Description must match with a valid active Religion description An Asterix flags field to be deleted If blank database contents are left Residency Expiry Date Must be a valid date Must be 8 characters long Must be a future date An Asterix flags field to be deleted If blank database contents are left Retained Service Body Must be set to Y or N An Asterix flags field to be deleted If blank database contents are left Second Specialty Cannot be greater than 50 characters long Cannot be set for non medical employments Description must match with a valid active Second Specialty description Cannot be the same as Specialty Where speciality is supplied and second speciality and or sub speciality are blank on the file then the database contents are removed for these All Speciality fields should be present if exist and a change is being made to any other speciality group fields If all speciality fields are blank the database contents are left Service Areas Service Areas cannot be greater than 50 characters long High Level Service Area description must match with a valid active High Level Service Area description

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