Workforce Supply Assessment Tool user guide
Contents
1. Staff falling between 55 and 65 A T 2 0 Cardiac Surgery pi 4o oO Clinical Governance Clinical Governance 9 Oo Facilities Education amp Development oO Finance Bank 7 0 Human Resources Occupational Health Ba 0 Fig 2 10 Retirement Forecasting Report Female age group reports This report shows the pay band wise count of female staff falling between age group of 25 and 35 categorised on basis of directorates department etc Assessing Workforce Supply Tool NHS Female Age Group Healthcareworkforce nhs uk gg Back to reports page Female Staff falling between 25 and pee Surgery Clinical z 0 asa Surgery Clinical 4 Oo Clinical Governance Clinical Governance Clinical 9 oO Facilities Education amp Development HF 5 0 Finance Bank Financial 7 o Human Resources Occupational Health HR Aa p Fig 2 11 Female Age group Report Assessing Workforce Supply Tool user guide 8 Number of staff contract wise This report shows the number of staff on the basis of their contract types Total Staff represents the number of employees belonging to a specific Contract Type Assessing Workforce Supply Tool2. Fig 2 27 Modify front Page Contents Pop up 3 Click SE to save changes 4 Click Mis to go back to front page without changing contents 30 Assessing Workforce Supply Tool user guide Appendix A Glossary ee Export data To take data from one file to another by copying it to the target file Front page First main page that is displayed when you start this Workforce Supply Assessment Tool see figure 2 1 FTE Full Time Equivalent Input data To enter data in some file etc OCC code National Occupational Code Customer support Ikonami Ltd offers a Helpdesk service for its customers The Helpdesk will give you help for the use of the system and will answer all questions you might have while using NWP Supply Assessment Tool The Helpdesk can be contacted via email E mail support ikonami net 31 Assessing Workforce Supply Tool user guide aM ikonami Managing Technology and Transformation www ikonami com NHS National Workforce Projects part of Skills for Health 3000 Manchester Business Park Aviator Way Manchester M22 5TG Tel 0161 266 2300 Fax 0161 266 1001 Email communications nwpnhs org uk www healthcareworkforce nhs uk Product code NWPTO 0809 001 UG The content of this document remain the copyright and intellectual property of NHS National Workforce Projects
3. Number of Staff Contract Wise Healthcareworkforce nhs uk lt lt Back to reports page Contract Type Total Staff Re wW Mee M Total Staff Agency Staff Bank Staff Fixed Term Fermanent Students Temporary Contract Type Fig 2 12 Number of Staff Contract Wise Report 9 Staff recruitment source report This report shows the total number of staff being recruited from a particular source Aipena borile Supply Too Staff Recruitment Source dg Back io reparti page Healthcareworkforce nhs uk Recieitwant Suercd SSeS Bolton Hospitals WAS Trust Cambridqeshire Cornwall Partnership WAS Trust Dartford and Gravesham MAS Trust Heart of Birmingham Primary Care Trust Li Ceredigion amp Mid wales MHE Trust Leeds Teaching Hospitals WHS Trust Lifespan Healthcare Merthyr Tydfil LHE Morth west Anglia Morthumberland Tyne amp wear WAS Trost Rhondda Cynon Taff Local Health Board South of Tyne and Wearside Mental Health HAS Trust Wale of Glamorgan Local Health Board Walton Centre For eat and eae MHE ain Total St aif Fa _ at ry a m a a a ie lhaia af p a HHG TrA a ol k i ol k ol le a Le en ee Pa E Tahera iiig teii Puti dip WHE Trt Dewtfced wed Groveciium RHE Trea Hear cf Branja Primaay Gare Tract Wi Gangaa k Pied euler WHS Trasi MoeT h Dipp Hpi g Hipath Neat Akay Herimabrhid T weir HH
4. 5 Sickness Analysis report Snow Report i Show Report 6 Upcoming retirement forecasting report w Report 7 Female staff falling between the age group of 25 and 35 miam 8 Number of Staff Contrct Wise EE S w Report 9 Number of staff being recruited from a particular source vane how Report 10 Number of staff leaving for a particular destination PHO Show Report 11 Staffs that belongs to a particular age group enor Graphical Reports 1 Number of staff that has left the organisation Show Graph 2 Number of staff by Directorate and Department who are absent Show Graph 3 Sickness Analysis report Show Gaph 4 Upcoming retirement forecasting report Show Gaph 5 Female staff falling between the age group of 25 and 35 w Gaph Export Reports Export Reports Export Reports to new Excel Workbook posal he Fig 2 4 Show Reports Main Page 15 Assessing Workforce Supply Tool user guide Show Report 2 To view each report click button in front of that report name Let s discuss each report one by one Show Report Clicking will only display the reports without refreshing it To see updated recent reports refresh and regenerate it first see section Refreshing Regenerating Reports Statistical reports Statistical reports represent the current workforce supply statistics and forecast its future implication to an organisation 1 Competency report This report shows the total number of sta
5. Number of staff leaving for a particular destination Staffs that belongs to a particular age group Export Fig 2 21 Export reports Pop Up From this page you can select the report s you want to export to new Excel Sheet You can select the reports by clicking the checkboxes with that particular report name Once you select the reports and click you will be asked to give the path where you want to save this new sheet Doing this will export the report s to a new Excel workbook with the specified name and at specified location Assessing Workforce Supply Tool user guide Refreshing regenerating reports The Workforce Supply Assessment Tool allows you to refresh or regenerate the reports at any time The reports will only be refreshed and won t be displayed To view these reports you will have to follow the same procedure as described in section Generating Reports Reqenerate Retresh Reports 1 Click time from figure 2 4 to refresh or regenerate the reports at any Following pop up displays Regenerate Refresh Reports Workforce Supply Tool Reports Select desired reportis to refresh regenerate l Check All Staff who has a particular competence based on KSF Dimension and it s corresoodina level Staff with FTE Establishment for their teams Number of staff that has left the organisation Number of staff by Directorate and Department who are absent Sickness
6. Age Group Report All the information in these reports comes trom the two input sheets and calculated automatically by the tool while generating report To go back to Show Reports page trom any report click link provided on top left corner of all reports 20 Assessing Workforce Supply Tool user guide Graphical reports The Workforce Supply Assessment Tool provides you with an option to view the reports in graphical format Show Gaph 1 To view each report click button in front of that report name Let s discuss each report one by one The description of each of these reports can be seen in Statistical Reports section in this chapter 1 Leaver Analysis Report The report displays as follows Aiaia Wrorkfonde Supply Tool NHS Leaver Analysis Healthcare workforce nhs uk cc Back io repos pape Total Staff Pay Baal Total Staff 1 TE Blackpool PICT 1 12 d 1 Development 1 05 1 Li Ceredigion amp Mid wales WHS 1 OB 1 Pembrokeshire LHE 1 OT 1 ob 1 Bd 2 03 5 Total Staff Pay Band hn A a nf 7 da j Airedale WAS Trust Blackpool PCT i Mid wales MHS Trust Pembrokeshire Development Li Ceredigion Directorate Fig 2 16 Leaver Analysis Report The graphs show the total staff leaving the organisation w r t directorate and pay band X axis represents the respective pay band or directorate whereas the Y axis represents the total
7. Analysis report Upcoming retirement Forecasting report Female staff Falling between the age group of 25 and 35 Number of Staff Contract wise I Murber of staff being recruited from a particular source Number of staff leaving For a particular destination Staffs that belongs to a particular age group Fig 2 22 Refresh reports pop up From this page you can select the report s you want to refresh or regenerate You can select the reports by clicking the checkboxes with that particular report name Once you select the reports Refresh and click Doing this will refresh the selected report s ie the previous ones will be replaced with the updated recent versions of reports 27 Assessing Workforce Supply Tool user guide Password protecting the exported file and sheets You can protect your Excel files sheets with a password after exporting these to a new Excel Workbook To protect the Tiles follow these steps 1 Under Tools tab click Options link Following screen displays Options View Calculation Edit General Transition Custom Lists 4 Color International Save ErrorChecking Spelling File encryption settings For this workbook File sharing settings For this workbook L Read only recommended Digital Signatures Privacy options C Remove personal information From file properties on save Macro security Adjust the security level For Files that mig
8. Managing front page contents sscccsssseccecssssencenssessnecsasseseesanssnsesaassssensanssssenansenees 30 APPENA JA uien ea EEE A E AEEA EEE 31 GIOSSALY oo eecceeeecceeeeeeeceeeeeeeeeeeceaneseaaneeeceneeeeesseeeeaeeseaaaseceaeseseaeeseoasessaanessannessons 31 CUSO mMer SUPDOF U isinge GN E EEE EEEE EEO GEE EEE S 31 Assessing Workforce Supply Tool user guide Chapter 1 Intr ion NWP supply assessment tool overview It is an Excel based tool designed to generate the workforce supply oriented reports automatically based on the data entered These reports can be used for analysis and workforce planning for the future This tool can be used to assess the current workforce supply statistics and forecast its future implication to an organisation The purpose of the tool is to support step 4 of NWP s 6 step guide to workforce planning by providing an accurate starting point for workforce improvement workforce plans Moreover this tool will be used for decision making purposes by the managers of an organisation This tool has two main components input section and output section The detailed information can be seen in respective chapters however a brief introduction of these is as follows Input section of tool This section deals with acquiring the data from users ESR administrator in this case It comprises of two excel sheets i Employee sheet ii Department target FTE sheet The Employee Sheet contains data about all em
9. Code for a team or department Actual absents will be evaluated against this target absence in output section You can enter required text numeric data in this field manually This is an optional field Click to go back to home page from any report 14 Assessing Workforce Supply Tool user guide Output sheets As mentioned above the output section deals with report generation and data export to external Tiles Each of the functionality is discussed below Generating reports This page displays the list of all reports generated by tool At this page you will be able to view three types of reports namely e Statistical Reports e Graphical reports e Export Reports Each of the above enlisted report categories has a special purpose having different reports within Details regarding these reports and more is what this section will brief you with Show reports 1 Click trom figure 2 1 numbered 3 Following page displays Assessing Workforce Supply Tool NHS Assessing Workforce Supply Tool Reports lt lt Back to home page Healthcareworkforce nhs uk Regenerate Refresh Reports Statistical Reports 1 Staff who has a particular competence based on KSF Dimension and it s correspoding level MES Usu Aiai 2 Staff with FTE Establishment for their teams snow Report sa ae tao tere tia es ee Oa a Orr E AEE ___S80w Report 4 Number of staff by Directorate and Department who are absent Snow Report
10. E Tract l I z Wah od Gime grea Lera Haii Bleed F biede Tapk Mergers HHS Tree Tees Cama Her HaHa j Meter peng p BAG TA Pieoadide Cesa Tall Loo Hiski Bord omii cel Tys cae fees Ped Haale HS T rect Fig 2 13 Staff Recruitment Source Report 19 Assessing Workforce Supply Tool user guide 10 Leaver s destination report This report shows the total number of staff leaving for a particular destination JL ng wn force Supply i l NHS Leaver s Destination Healthcareworkforce nhs uk 2 Back io reper page on a I Great Yarmouth Gwynedd Local Health Board Hart of Birmingham Primary Care Trust King s College Hospital Foundation WHS Trust Micrthyr Tydfil LHE Morth East Lincolnshire PICT Morth week Anglia Morthumberland Tyne amp wear WHE Trust South of Tyne and wearside Mental Health MHE Trafford Healthcare WHS Trust Wale of Glamorgan Local Health Board F Total Statt Be n FEY Uf fF PE ggd r o F amp of fpe 2 p E E 8 Jt Ee tiia igg Ef ff TE E T 7h gt oF Gi E 3 Gt Ear g i g l 3 5 Leavers Deaton Fig 2 14 Leaver s Destination Report 11 Staff age group report This report shows the total number of staff who belong to a particular age group NHS Healthcareworkforce nhs uk Staff Age Group ot Hack to reports page Total Staff 18 To 27 28 Tos 38 To 47 45 ToS Fe To 60 Above 60 Age Group Baad Fig 2 15 Staff
11. NHS National Workforce Projects part of Skills for Health Workforce Supply Assessment Tool user guide About this guide The NWP Supply Assessment Tool User Guide is organised as follows Chapter 1 Introduction provides detailed start up information and a brief description of the major components of the tool Chapter 2 Assessing Workforce Supply Tool contains a description of the over all functionality of the tool features provided description of sheets intended for acquiring the data from users and description of the sheets involved with report generation Who is it useful for The tool is intended for any member of staff who would benefit from assessing elements of their workforce supply to enable and facilitate effective workforce planning at a fully scalable level How can it help me and my organisation Whether you re looking for individual statistics such as sickness and absence or attempting to display a more holistic report this tool illustrates the process for you It s designed to profile the current staff at a trust PCT and help the organisation illustrate their workforce supply issues and aid workforce planning Documentation conventions The Workforce Supply Assessment Tool User Guide uses the following conventions Refers to positioning the mouse pointer or cursor over a page button image or Click a link and clicking the left mouse button If pressing the right mouse button is required this is state
12. O seorenreer rennan E ete oats sentencesaseecesteca teh eoeeaoseeeetes eee 17 4 Apsence analysis f 016 eee eee ee nee eee eT ene eee TERE enter eee eee mee eee EE IZ EE ES ON EEE E EAT EE E 18 6 Reliremermnt TorecasUnNg TepOrT ie icucticcitecssuctns spharesavechinsdewneulawntcusotaviastedduuiseate EAEAN EERE 18 Pe Female ade OCU TEDOS serssniosser niinn ESET E EEEE ES T aeons 18 6 NUMOS Or SIE COMMA WIGS sperra a I EEEE ES EEEE Eri 19 9 Staff recruitment SOuUrce report eseeeessrrriinierennnrrrrrrriirennrrrrrirrrrrererrrrrrirrrrrrrrrrrrn 19 10 Leaver s destination report eessn nsesnnrinseesnirrirrnrrrrrrrrnrrrrrrrerrrriirnnrrrrirnrrrrrrrnrrrrrret 20 ES o E E EE E E E we ss ts E eso nee 20 Ea E EE 010 E TAEAO ENAA AEA AENEA AE AE E ee 21 1 Leaver AVIA SIS REDONI ccgetecrncsts hottie ole da daca slanctey EEE EE E i Ei erien 21 2 Absence analysis TEDO aaa cc eee 22 ia a cere o E ET E E TE E N EE 23 4 Retirement forecasting repoft eesssssnnniseeessnrrirnruerrerrrrrrrrirrrnnrrrrrrrrirerennnrrrrrrrrrernnn 24 5 Female age group report sieneccsicadecuctiae done ctueaedeneantasedacccabinevancohtieonvanctietialcentaeeseectianSoarcuts Zo EXON POO OES cite car ses E E E E E 26 Refreshing regenerating reports scccccsssseseccccccsenssssssssneesannsesseeeseaaasnesssssseasaananssssseseaaans 27 Password protecting the exported file and sheets s1sssscceccnessececcnensenseeenesssnenenaaees 28
13. S Assignment Title Represents the Assignment title of employee In case employees have multiple assignments you can enter another row for the same employee but with different assignment title You can enter any required text data in this field manually 11 Assessing Workforce Supply Tool user guide Assignment Work Usage Represents a numeric FTE value You can enter any required text data in this field manually KSF Dimension Represents the core and specific KSF dimensions for employee You can add another row s in case a person has more than one dimension for a particular assignment Manual entry is not allowed KSF Dimension Level Represents the level of employee against each core specitic KSF dimension Manual entry is not allowed Overtime Represents the extra number of hours that the employee has put in You can enter any required text data in this field manually 12 Assessing Workforce Supply Tool user guide Using Department target FTE sheet At this sheet the user can enter the data in respective fields about estimated targets for employees grouped on basis of OCC Code department directorate and trust Here each row represents the data for a Trusts hierarchal group Enter department data 1 Click Following page displays from figure 2 1 numbered as 2 nacre seston m Tool r Department sheet gg Back to home page a an ners Name Department Name a
14. age group report The report displays as follows Arn Workfaire Foggy Tek Female Age Group ate Lack ie repeats page B Female Skaff Falling betucen 5 and 5 Blackpool PCT Washington Dire ctersts Fig 2 20 Female Age Group Report The graphs show the total female staff falling between age 25 and 35 w r t directorate as well as w r t pay band X axis represents the respective pay band or directorate whereas the Y axis represents the total number of female staff falling between this age group 25 Assessing Workforce Supply Tool user guide 26 Export reports The Workforce Supply Assessment Tool provides you with an option to export all these reports or any of these as required to a new blank Excel workbook 1 Click Reports Main Page to export a report to new work book sheet from figure 2 4 Show Following pop up displays Export Reports Workforce Supply Tool Reports Select desired reports to export into new excel workbook Staff who has a particular competence based on KSF Dimension and it s correspoding level Staff with FTE Establishment for their teams Sumber of staff that has left the organisation Sumber of staff by Directorate and Department who are absent Sickness Analysis report Upcoming retirement Forecasting reoort Female staff Falling between the age group of 25 and 35 Sumber of Staff Contract Wise Number of staff being recruited From a particular source
15. al ta 1002004 Heart of Birmingham Primary Care Trust Blackpool PICT Go g l General Internal Gd 1102004 Bolton Hospitals WHS Trust Blackpool PCT Go on Geriatric Wledicine o3 dioiii King s College Hospital Foundation MHE Trust Blackpool PET Go O12 Medical Oncology o3 WNON2004 South of Tyne and Wearside Mental Health WAS Blackpool PICT Go O14 Clinical Neurophysiology o3 W1f2004 Vale of Glamorgan Local Health Board Blackpool PCT Go O15 Renal Medicine o3 WOO2004 Heart of Birmingham Primary Care Trust Blackpool PET Go O15 Renal Medicine o3 1002004 Morthumberland Tyne amp wear WAS Trost Blackpool PICT Go 015 Renal Medicine od W1O2004 Merthyr TydFil LHE Blackpool PCT Go O15 Renal Medicine o3 WOO2004 Bolton Hospitals MHE Trust Blackpool PET Go O18 Renal Medicine o3 WNON2004 South of Tyne and Wearside Mental Health WAS Development Programming oo Infectious Diseases 05 1512 2007 Great Yarmouth Li Ceredigion amp Mid wales MHE Rowal National Hospital for Rheumatic Diseases MHS O06 Heuroloqy Od Tet2004 Trafford Healthcare MAS Trust Pembrokeshire LHE Programming 005 Dermabolaqu OB Wet2004 Morth west Anglia Fig 2 7 Leaver Analysis Report 4 Absence analysis report This report shows the total number of staff categorised on basis of Directorate or Department who are absent Number of Episodes of Absence means the total number of absents made so far and number of absent staff means the total number of staff who have made these abse
16. all users of this worksheet to Select locked cells Select unlocked cells L Format cells L Format columns Format rows C Insert columns F Insert rows Insert hyperlinks Delete columns Delete rows Fig 2 25 Protect Sheet 4 Enter password in field titled Password to Unprotect Sheet highlighted in fig 2 25 Confirm Password screen displays see fig 2 23 5 Enter the same password in screen shown in fig 2 23 6 Click LOK J 29 Assessing Workforce Supply Tool user guide Managing front page contents NWP Supply Tool provides you with the functionality to change front page contents as you desire O Manage frontpage contents 1 Click 3 pag You should be authorised to change the contents You can t use this feature without having an administrator password from figure 2 1 numbered 4 Following pop up displays Administrator Password Administrator Login Enter Password Fig 2 26 Administrator Password Pop up 2 Enter the password provided to you by the supplier Following pop up displays Front Page Text Add Modify Contents Front Page Text The tool can also be used to assess current workforce supply statistics and forecast their Future implication to an organisation Motes on how to use this tool can be Found here finsert link to any instructions All queries about this tool should be addressed to communicationsi nwponhs org uk
17. ave Vv l Regenerate refresh Show reper SRT on local drive Enter password Show report 2 Select SRT by Change contents i I i specifying path d Export Reports i gt gt Sh rt 11 i Show repo Export R Links on Main Page E Main Functions C Intermediate tasks ia Reports C Pre Post Conditions Fig A Workforce Supply Assessment Tool Process Flow Diagram Assessing Workforce Supply Tool user guide Chapter 2 A 5 ing Workforce only Tool You will learn e Getting Started e Input Sheets e Generating outputs reports and exporting data e Using Excel Sheets e Managing Front Page Contents This chapter provides detailed information about Workforce Supply Tool using the sheets for entering data and generating outputs in the form of reports or exporting to other external files tool and customising the main interface of tool Assessing Workforce Supply Tool user guide Getting started Workforce Supply Tool is an Excel based tool You must download it to the system from Healthcare Workforce Portal www healthcareworkforce nhs uk to use it within your organisation lt p The tool will work only with Microsoft Excel 2003 The NWP Supply Assessment Tool needs to be configured for macros before launching it successfully For using this tool the macro security level should be set to low To do the task perform these steps 1 Go to Tools menu in task bar 2 Select Macro from this me
18. ble shows the details of columns used in the Employee Data Sheet For fields marked with the following instruction applies Click LZ in front of required field and select a value from given drop down list Column Name Column Description Represents the user ID of employee User ID It should be unique for every Job of an employee Same User ID will need to be repeated for every Competency Dimension with which employee is associated for a particular job OCC Code Represents National Occupational Code values that are currently provided by the ESR system Values can also be entered manually Age Represents the age of employee Click number hyperlink marked as red in fig 2 5 to drill down and see details of awaiting post outlines Ethnicity Represents the ethnicity group of the employee These values are also provided by ESR Values can also be entered manually Area Of Work Pay Band Represents the salary band of employee Pay Point Represents the pay point of employee Values can also be entered manually The drop down will be available only if the Pay Band is selected first Directorate You can enter any required text data in this field manually Department You can enter any required text data in this field manually You can enter any required text data in this field manually D D 10 Assessing Workforce Supply Tool user guide Staff Group Represents the staff group to
19. d as right click Refers to typing letters or numbers on the computer keyboard Note Calls your attention to additional information Tip Calls your attention to a useful tip Warning Calls your attention to an important warning Bold type Field names and images names within an explanation Assessing Workforce Supply Tool user guide Contents Chapter MUOU CHOD siperian EEE A 2 NWP supply assessment tool overvieW scsssccccscenensncccnenenansnennseeansnecansnensnsssanesenanens 2 WUE SGT oni E D E E EEE ie A Z CEE ES MOON E E E E E E E E E EE 2 Process flow for NWP workforce supply assessment tOOl ccccceccceccccee ee eeeeee ee eeseeeeeeeeeennenes 3 Chapter 2 Assessing Workforce Supply Tool cccccesseeceseeeeeeeeeeeenes 4 Genn Sarl oU ree ene ener nner enn ner eee eee ele ree eee eer 5 LOOM T Wires cecuntsevetesieess oaesete ces E S EE 7 TOG SIV CCUG A EEEE epee E E E EE E A E EE E E E 8 Using Empioyee data SNEEU sssr seen cream astassaciosiah aetero ners ekaneecnoniennei seep nenrnulanectsmcucones 9 Using Department target FTE sheet oo ceccccce ce eeeeeeee ee eeeeeseeeeeeesaeeseeseeeeeeeeseneeeeeeans 13 TIE SI SOUS onirin rarr E EEO AE EEANN OEA 15 CnN TOO e a E E E N E EE E EE E E E 15 SIS UCA FEDON T S errr nee eee ee ene ne ee EEEO OE EEE 16 l OTIS TODON errire nare aR EEEE E EERE TETE REEE E EREN 16 hae pacer C C16 gener me en nee eae TY See eet meee ne ee eee 7 3 Leaver aa VSS TED
20. e Code Target Attendence Target Absence Education amp Healthcareworkforce nhs uk Bedfordshire HA Facilities Development HF Qang4 78 00 25 001 Cambridgeshire Finance Bank Financial HROO2 500 00 45 00 Great Yarmouth Human Resources Occupational Health HF HROOS 151 00 100 00 Lifespan Healthcare Cardiac Surgery Clinical AFOO1 12 00 15 00 Morth West Anglia Clinical Governance Clinical Governance Clinical AFOO2 10 00 23 00 Lifespan Healthcare Clinical Governance Surgery Clinical EROOS 2 00 10 00 Figure 2 3 Department Sheet Following table shows the details of columns used in the Department Sheet Trust Name Represents the name of trust nee OO Directorate Name Represents the subject directorate within each trust You can enter any required text data in this field manually Department Name You can enter any required text data in this field manually Team Name You can enter any required text data in this field manually This is an optional field National Occupational Represents the group of employees on basis of National Occupational Code Code of employees within a team or department Values can also be entered manually Target Attendance Represents the target attendance for this OCC Code for a team or department You can enter any required text data in this field manually 13 Assessing Workforce Supply Tool user guide Column Description Target Absence Represents the target absence for this OCC
21. el sheet where you can enter Employee data ENTER DEPARTMENT DATA Click to open an Excel sheet where you can enter Department data The above mentioned areas comprise input section of the tool where you can enter the required data It is explained in detail in section Using Input Sheets SHOW REPORTS Click to open a new screen trom where you can view all reports Show Reports area comprise output section of the tool where you can get the reports based on data entered in input section It is explained in detail in section Using Output Sheets MANAGE FRONTPAGE CONTENTS Clicking this will let you change the contents of main page as desired For more details refer to Managing Front Page Contents section in this chapter Assessing Workforce Supply Tool user guide 8 Input sheets As mentioned above the input section comprises of two sheets where data can be entered Each of the sheets is discussed below Keep saving your work while entering data to prevent any data loss Click lal in upper left corner of main window to save the work All the following fields should be filled appropriately with meaningful data for effective reporting as the reports are mainly based on these fields User ID OCC Code OCC Description Age Pay Band Pay Point Directorate Department Team Contract Type Termination Date Trust Employer Number of days absent Number of days sick Destinati
22. ff possessing a particular competency based on KSF dimension and its corresponding level Here the data under Total Staff in each row represents the number of staff possessing a particular KSF Dimension at a particular KSF level e g First row of report highlighted in figure 2 5 shows that there is only one staff having level 4 of KSF s Assessment and Treatment Planning dimension Assessing Workforce Supply Toal NHS Competency Back to reports page ASSESSMENT AND TREATMENT PLANNING Hk a Cee pi Te ay A P a Pl TC apy COMMUNICATION EQUALITY AND DIVERSITY EQUIPMENT AND DEVICES TO MEET HEALTH AMD WELLBEING HEALTH SAFETY AND SECURITY INFORMATION COLLECTION AND ANALYSIS INFORMATION PROCESSING Healthcareworkforce nhs uk oO mM Oh bh oo DO ODO e Oh bh oo clolmlolalalana il O O W oe oo ee Oe Oo A O Total Staff atLoevel Og Total Skaff atlLowel1 O Total Staff atLovel 2 O Total Staff ak Lovcl m Tokal StaFF at Lowel QUALITY 2 E o a AHD WELLBEING HEEDS SYSTEMS VEHICLES AND EQUIFMENMT EQUIFMEHMT AND DEVICES TOMEETHEALTH INFORMATION COLLECTION AHD AHALYS 1S FERS OHAL AND PEOPLE DEVELOPMENT Fig 2 5 Competency Report 16 Assessing Workforce Supply Tool user guide 2 FTE Establishment report This report shows the total number of staff belonging to this particular hierarchy group The Directorate represents highest level of hierarchy while moving left to right within colum
23. ht contain macro viruses and Macro Security specify names of trusted macro developers Fig 2 22 Password Protection File 2 Select Security tab from the screen in fig 2 22 3 Enter password in field titled Password to Open highlighted in fig 2 22 Following screen displays Confirm Password Reenter password to proceed fT Caution IF you lose or forget the password it cannot be recovered Ibis advisable to keep a list of passwords and their corresponding workbook and sheet names in a safe place Remember that passwords are case sensitive Sy Fig 2 23 Confirm Password 4 Enter the same password in screen shown in fig 2 23 m 5 Click Once you password protect the file the file cannot be opened without entering correct password 28 Assessing Workforce Supply Tool user guide To protect the sheets follow these steps 1 Go to Tools menu in task bar 2 Select Protection from this menu 3 Select Protect Sheet from sub menu D Spelling FF Data Window Help Research Alk click Error Checking Shared Workspace Share Workbook Online Collaboration Formula Auditing Macro E Probect and Share Workbook Customize Qptions it Fig 2 24 Password Protection Sheet Following screen displays Protect Sheet Protect worksheet and contents of locked cells Password to unprotect sheet Allow
24. keshire LHE 32 Washington DC 10 T F E T a cu Li 5 i ET i 5 8 I cl mE E mE SaR a a E O a Ee Soe SE m S 2 we 89 p P ta v gt coal EH T rz a D c D In m m oO 55 Doy D 7 n E z a5 I7 g ED T aS ces Directorate Fig 2 18 Sickness Analysis Report The graph shows the number of Days Lost w r t directorate X axis represents the directorate whereas the Y axis represents the number of days lost Assessing Workforce Supply Tool user guide 4 Retirement forecasting report The report displays as follows Aea Wrorkionce Supay Tool NHS Retirement Forecasting ah ee en 1 OTE TOPE I SLIR a2 Back bo reparis paget Staff falling betweee 55 and 64 Pap Gas Staff falling between 55 and 65 1 a i 1 Blackpool POT a 03 1 B Stal Falling between 55 and amp Li Ceredigion amp Mid wales MHE 1 g 1 Gc 1 Ei 1 d Pag Baad B Staff falling between 55 and 6 a F mo OE Zu I oe 5 Blackpool Li Ceredigion amp Mid Wales MHE Trust Directorate Fig 2 19 Retirement Forecasting Report The graphs show the total staff falling between age 55 and 65 w r t directorate and pay band X axis represents the respective pay band or directorate whereas the Y axis represents the total number of staff falling between this age group 24 Assessing Workforce Supply Tool user guide 5 Female
25. ns Each row represents the total number of employees working in this particular group For example the highlighted row represents that a total of 1 employee is working in group bearing OCC Code QA004 as member of Clinical team within department Clinical Governance under Clinical Governance directorate Assessing Workforce Supply Tool FTE Establishment lt lt Back to reports page Healthcareworkforce nhs uk TE Code mi Code Decription Total FTE r z Cardiac j ip oo GEO Clinical Governance Clinical Governance E re RES A004 1 acilities Education amp Developmen HR AU Description WiALL4 Finance Bank Financial HROOZ Description HROO Z 1 Human Resources Occupational Health HR HROD3 Description HROD3 1 Fig 2 6 FTE Establishment Report 3 Leaver analysis report This report shows the total number of staff that has left the organisation Turnover percentage is calculated on basis of total number of leavers and the number of total users of trust Aiia Workforce funny Too NHS Leaver Analysis 2 Back bo reports pane Healthcareworkforce nhs uk OCC Col OCC Description Par Biasl Termination Da Destination Trast Tarsorer Percentage Aired HH f Cardioslogy q22i2004 Gwynedd Local Health Board Blackpool PICT Go O01 General Internal F 002004 Worth East Lincolnshire PET Blackpool PCT Go oof General Internal oT 112004 Bolton Hospitals MHE Trust Blackpool PET Go on General Intern
26. nts ie sum of all staff having 1 or more absents Here the report viewers can compare total number of absents against the target absent values for analysis purpose Airbag Workforce Sunply Tool Absence Analysis 22 Back bo mpar pape Healthcarevorkforce nhs uk OCC Col OCC Descriptions Hambeer of Episodes of Abs Hambeer of Absent Bassetlaw PICT oo7 Cardiology Target Abseace 1 Go oo1 General Internal aN 00 5 25 00 Go oo4 Respiratory Medicine 5 00 3 00 4 15 00 Go 205 Dermatology 0 00 0 00 1 23 000 co O03 Genite Urinary Wale dicine 5 00 1 00 1 co Oo Geriatric Medicine 1 00 1 00 1 Go ol Medical Oncology 1 00 1 00 1 Go O14 Clinical Neurophysiology 1 00 1 00 1 Blackpool PICT Go on Renal Medicine 5 00 5 00 5 Development Programming O03 Infectious Diseases 1 00 1 00 1 100 00 King s College Hospital Foundation WHE Development on2 Paediatrics 2 00 1 00 1 45 00 Li Ceredigion amp Mid wales WHS Trust Royal National Hospital for Rheumatic Diseases WHS O06 Aleurobagqy 4 00 1 00 1 10 00 Pembrokeshire LHE Programming 005 Dermatology 2 00 1 00 1 23 00 Washington OC Support 001 General Internal 5 00 1 00 1 25 00 Fig 2 8 Absence Analysis Report 17 Assessing Workforce Supply Tool user guide 18 5 Sickness analysis report This report shows the total number of staff by OCC code group with their sickness percentage Days Lost means the total number of leaves made so far and Headcount means the to
27. nu 3 Select Security from sub menu Tes ae window Help S spelling FF rel Research Alt Click b i Error Checking Shared Workspace Share Workbook Protection Online Collaboration Formula Auditing macro Macro Ji IE Macros Alt FS Customize Record New Macro L 22 e y e E TE Basic Editor Alt F11 Mptions y Microsoft Script Editor Alt 5hifk F11 Fig B Macro Settings Menu Assessing Workforce Supply Tool user guide 4 A pop up will open In this pop up under Security Level Tab select low option by clicking on the respective radio button See figure C Security ed Publishers O Very High Only macros installed in trusted locations will be allowed to run All other signed and unsigned macros are disabled High Only signed macros from trusted sources will be allowed to run Unsigned macros are automatically disabled O Medium You can choose whether or not to run potentially unsafe macros eC Low not recommended You are not protected From potentially unsafe macros Use this setting only iF you have virus scanning software installed or you have checked the safety of all documents WOU Open Virus scannerts installed Fig C Macro Security Level Settings 5 Click Lok The settings will be saved 6 Close the tool and reopen it for using You will have to configure these se
28. number of staff 21 Assessing Workforce Supply Tool user guide 2 Absence analysis report The report displays as follows Asecsimg Workforce Supply Tow Absence Analysis ag Back to reports page Healthcareworkforce nhs uk SI ESS EES ESS EE Oooo d o d d d d d d d B Number of Episodes of Absent iT Li Directorate Humber of Episodes of Abs T 7 T I uw a Z pall Blackpool PCT Development 1 Ceredigion amp Mid Wales WHS Trust Fembrokeshire LHE Washington OC Blackpool PCT Development Washington OC T j wa E m a 2 King s College Hospital Foundation MHS Trust L1 Ceredigion amp Mlid Wales MHE Trust Fembrokeshire LHE Directorate TR a D 2 T T I m ui is T m a a w a I ow E he Fig 2 17 Absence Analysis Report The graph shows the Number of Episodes of Absence w r t directorate X axis represents the directorate whereas the Y axis represents the total number of absences 22 Assessing Workforce Supply Tool user guide 23 3 Sickness analysis report The report displays as follows Assessing Workforce Supply Tool Sickness Analysis ga Back to reports page a F Dags Lost Airedale WHS Trust 14 _ Bo Lost Blackpool PCT i lai Development 32 King s College Hospital Foundation MHS Trus 5 Li Ceredigion amp Mid wales MHS Trust 32 Fembro
29. on on leaving Source on Recruiting Assignment work usage KSF Dimension Achieved Level Gender Target Absence Assessing Workforce Supply Tool user guide Using Employee data sheet By using this sheet you can enter the employee data in respective fields Here each row represents the data about a single individual But if a person is associated with multiple Competencies ie Dimensions then the whole record will be repeated again for each competency or dimension Enter employee data P from figure 2 1 numbered as 1 1 Click Following page displays Assessing Workforce Supply Tool Employee sheet lt lt Back to home page user moct code age Ethnicity Area of work l 1 AF001 22 White 2 Cardiac Surgery Clinical vical al o 2 HROO3 44 White 8a Human Resources Occupational Health HR Clinical 3 3 QA4004 40 Swiss Ethnicities 9 Governance Clinical Governance Clinical sical al Continued 4 HROO2 39 Mixed 7 Finance Bank Financial Education amp 5 QA004 25 Mixed 5 20 Facilities Development OHR 7 AFOO1 Bt Mived O o 1 4 Cardiac _ Surgery Clinical jical al 7 AF001 31 Mixed 1 4 Cardiac Surgery Clinical sical al 7 AFOOL 31 Asian or Asian British 4 15 Cardiac Surgery Clinical jical al Education amp 5 Q4004 25 Mixed 5 20 Facilities Development HR Figure 2 2 Employee Sheet Assessing Workforce Supply Tool user guide Following ta
30. ployees whereas the Department Target FTP Sheet will contain data about estimated targets for employees grouped on basis of either OCC Code department directorate or trust Details of both sheets can be seen in Chapter 2 Assessing Workforce Supply Tool of this document Q Keep saving your work while entering data to prevent any data loss Click lal in upper left corner of main window to save the work Output section of tool This section of the tool deals mostly with report generation All the data entered in input section will be used in generating reports in this section This section comprises of two parts e Report Generation The report generation part comprises generation of 11 different reports details of which can be seen in Chapter 2 Assessing Workforce Supply Tool e Exporting Data to SRT The data export part deals with exporting the data to an existing empty SRT tool workbook How this can be achieved is discussed in detail in Chapter 2 Assessing Workforce Supply Tool Assessing Workforce Supply Tool user guide 3 Process flow for NWP workforce supply assessment tool The process flow diagram tor NWP Workforce Supply Assessment Tool is as follows FS Workforce Supply Tool Homepage _ z w 3 gt Ss 5 Manage frontpage Enter employee data Enter department data _ S Show Reports _ Export _ to contents lt lt Pre Condition gt gt Download and S
31. tal number of staff who have availed these leaves ie sum of all staff having 1 or more leaves Total staff represents the total number of staff within a particular group Assessing Workforce Supply Tool Sickness Analysis Healthcareworkforce nhs uk gg Back to reports page OCC Code OCC Description Headcount TotalStaff pmi General Internal Medicine 56 00 6 00 6 Zz 002 Paediatrics 00 1 00 1 003 Infectious Diseases 32 00 1 00 1 004 Respiratory Medicine 22 00 4 00 4 O05 Dermatology 41 00 2 00 2 Fig 2 9 Sickness Analysis Report Retirement forecasting report This report shows the upcoming retirement forecasting for the total number of staff categorised on basis of directorates department etc Assessing Workforce Supply Tool Retirement Forecasting NHS a Healthcareworkforce nhs uk Gm
32. ttings only while launching application for first time If user tries to exit design mode before reopening the file he she will get the following message Microsoft Excel Macros are disabled because the security level is set to High and a digitally signed Trusted Certificate is nok attached to the macros To run the macros Change the security level to a lower setting nok recommended or request the macros be signed by the author using a certificate issued by a Certificate Guthority Show Help gt gt Assessing Workforce Supply Tool user guide 7 Logging in 1 Launch Workforce Supply Assessment Tool Following page displays NHS Healthcareworkforce nhs uk Assessing Workforce Supply Tool powered by This Excetbased tool can be used to compile workforce supply Entar emplayee data sePAe reports for an organbation These reports can be used to nform future workforce pBns A an Enter department data The toolcan abo be used to assess current workforce supply SIX statbtics and forecast ther future impication to an organization d Notes on how to use this toolcan be found here waw healthcareworkforce nAs uk Manage frontpage content i Allqueres about this tool should be addressed to communcatons nwpnhs org uk ikonami amp Managing Technology amp Transtormaton AA A WWW ikonami com Fig 2 1 Workforce Supply Assessment Tool Main Page ENTER EMPLOYEE DATA Click to open an Exc
33. which the employee belongs fo You can enter any required text data in this Tield wry manually Contract Type Represents the contract type of employee Manual entry is not allowed here Job Title fo You can enter any required text data in this field Sr manually Gender Represents the gender of employee Manual entry is not allowed here Disability Indicator Represents either employee has some disability or not Disability Indicator Represents the details of disability in an employee Description You can enter any required text data in this field manually Date Of Hiring EEN You can enter any required text data in this field E manually The format should be dd mm yyyy Date Of Termination You can enter any required text data in this field manually The format should be dd mm yyyy Trust Employer Represents the employer trust s name of employee The values can be selected trom pre populated lists of trusts Manual entry is not allowed Number Of Days Absent You can enter any required text data in this field manually Number Of Days Off Sick Displays total number of days of employee s absence on grounds of sick leave You can enter any required text data in this field manually Destination On Leaving Represents the name of the trust where employee has moved after switching the job Source on Recruiting Represents the organisation name that the employee joined in initially under NH
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