OLM Executive Briefing Yorkshire

1
OLM Executive BriefingYorkshire Humber

• 2 June 2008
• Simon Willcock
• ESR Programme Director

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Objectives for the day

• Strategically position ESR within the NHS
  workforce agenda
• Demonstrate that OLM provides the end to end
  solution for all training and development
  requirements
• Promote the Oracle Learning Management (OLM)
  functionality within ESR including the
  implementation approach and benefits
• To provide information about the National
  Learning Management System (NLMS) functionality
  to be made available within ESR

3
Programme for the Day

• 10.30 Welcome and Introduction
• 10.35 ESR Strategic Overview
• 10.50 ESR Solution Overview (OLM in context of
  the Expansion Pack)
• 11.00 OLM Benefits of using OLM
• 11.20 OLM Case Study
• 11.35 Questions
• 11.45 BREAK
• 11.55 OLM Myths Dispelled
• 12.10 OLM What is in it for your organisation?
• 12.25 OLM/NLMS Solution Overview
• 12.45 OLM Implementation Approach
• 1300 SHA Position
• 13.15 Questions, next steps and Lunch

4
ESR is THE Complete Workforce Solution for the NHS

• Complete workforce management solution, bringing
  people and costs together in one place
• Enables improved workforce management by
  providing timely and accurate information
• Single point of data entry, across integrated
  ESR functionality
• Single solution used across the organisation
  ensures consistency of information and ease of
  workflow
• Management of the employee end to end life cycle

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ESR Employee Life Cycle
Security/ URPs ( Allocation of URPs )

• ESR gives complete information about
• employee record
• pre employment checks
• appraisal and development
• registration status
• access to elearning

The Future (Self-Service/OLM )
Work Structures
Recruitment/ Erecruitment
Absence
Enter Maintain
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ESR PDP/Appraisal Life Cycle
Stage 1 manager and employee review work
against KSF post outline. ESR self-service
competency review completed and learning needs
identified (create learning path).
Note By using Employee Self Service the employee
is able to view the Learning Path agreed with
their manager and participate in any shared
development reviews.
Stage 4 - Joint evaluation of applied learning
and development.
Stage 2 manager and employee agree PDP and
complete in self-service.
Stage 3 employee undertakes training and
development agreed during development review. OLM
accessed and updated.
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Key Strategic Messages

• ESR is the master workforce and learning
  management system for the NHS (People Matters
  Forum, March 2008)
• and is the only source of workforce information
  from April 2009
• ESR continues to facilitate NHS efficiency
  through linkages to national initiatives,
  including
• E-Learning (National Learning Management System
  project)
• Registration Partnership Project (RPP)
• Availability of established ESR interfaces (e.g.
  Time Attendance)
• ESR Data Warehouse enables significantly enhanced
  regional and national reporting. Current
  developments include a set of Dashboard
  Reports, enabling accurate benchmarking of key
  productivity metrics, including

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Productivity Metrics
Better use of productive time ESR interfaces to
TA and Rostering Systems
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Productivity Metrics
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ESR Programme the next chapter

• All NHS organisations now LIVE on ESR
• The current stage of the ESR Programme is
  specifically focusing on supporting
• gt progression through Readiness Assessment 5
  (within 6 months)
• gt deployment of all ESR expansion pack
  functionality (OLM - within 7 months,
  Self-service within 14 months)
• gt planning for and quantifying all ESR benefits

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Video Message

• From Mike Farrar, Chief Executive, NHS North West

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• ESR Solution Overview
• (OLM in context of the Expansion Pack)
• Helen Gilbert
• Account Manager Lead

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ESR The Complete Solution
Data Warehouse - Central Reporting
Standard Interfaces BACS E-KSF E-Recruitment Gener
al Ledger Inland Revenue NHS Pensions
Agency Optional Interfaces Occupational
Health Time Attendance Planned
Interfaces Deanery E-Learning Content via
OLM GMC NHS Mail Occupational Health Smart
Card Registration Authority
Local Reporting
Recruitment App. Quick Entry App.
Management Mass Interview
Core HR Inter-Authority Transfers Employee
administration (New Hire Changes
-Termination) Employee Relations
Payroll Processing Data Capture Absence Pensions
Travel Expenses
Learning Administration (OLM) E-Learning
Talent Management
Self Service (Manager, Supervisor, Administrator
Employee)
Work Structures Organisation, Location,
Department, Position
Security (URPs, Local Systems Administration)
Underpinned by ESR National Business Processes
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OLM Solution Overview

• OLM is the Training Administration functionality
  within ESR
• OLM enables management and control of all
  activities associated with training and
  development of staff, including
• Set up of training events via the Course
  Catalogue hierarchical structure covering
  categories, courses, delivery mechanism
  (offerings) and classes (events)
• Administration of training courses (enrolment,
  joining instructions, delegate lists, etc)
• Enables management of external and internally
  provided courses
• Standard reports include, learning analysis,
  monitoring of staff training, identification of
  success/failure, knowledge gaps etc

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OLM Solution Overview

• Provides an automatic update of ESR employee
  records with training undertaken, associated
  competencies and qualifications
• Learning paths can be created to deliver a range
  of objectives
• Learner Access Restrictions can be set (by
  employee or position held) to ensure training is
  targeted to position and personal development
  plans
• Facilitates shared training centres across
  multiple organisations

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OLMIntegration to the Expansion Pack

• Talent Management
• Manage definition of local competencies which can
  then be linked to OLM catalogue entries
• Appraisal / Personal Development Plans tie in to
  skills / competency frameworks Learning Paths
• Direct entry and maintenance of qualifications,
  schools colleges, competency profiles
• Self Service
• Managers or Employees can view the course
  catalogue and request enrolment on any class
  (subject to restriction rules)
• Learning Evaluation feedback is available

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Integration of ESR Expansion Modules
Learning Management
Administration of
available courses and
attendees
Talent Management
Self
-
Service
Enrolment on
Competence
Go
-
Live
training
Detection of
Frameworks
courses
skills gaps
Footprint
Recording of
Competencies and
Development
Changes to records
Development
Review
instigated by managers
Reviews
process
and/or staff
ESR Expansion Pack
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Expansion Pack Implementation
Information correct as at April 2008
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Expansion Pack Implementation OLM percentage
within SHA
Information correct as at April 2008
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• OLM Benefits of using OLM

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Benefits of using OLM / TM

• OLM / TM provided FREE to NHS Organisations,
  saving costs on procurement, system
  implementation and associated maintenance
• Integration within core ESR plus Self Service
  provides a single, comprehensive solution for
  workforce development
• Workflow provides an integrated real time
  approach to the update and reporting of
  information
• Single complete employee record created and
  maintained with training history, competency
  profile, qualifications, appraisal details
• Employees can view all course offerings either
  via self service (or by publication of lists on
  an intranet site)

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Benefits of using OLM / TM

• Training can be targeted to match career
  frameworks, reducing costs and improving employee
  experience
• National competency frameworks are built in (KSF,
  NOS, NWC) plus ability to define local
  competencies
• Skills matching, skills gaps requirements can
  be highlighted
• E-learning enhancements will deliver all content
  rom national providers (CfH, eLfH CLU) via
  OLM/ESR as well as enabling delivery of local
  content
• Training history, competencies etc are
  transferred with all other employee data via the
  IAT process

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OLM Case Study

• Jane Cawthorne
• North Lincolnshire Goole Hospitals NHS
  Foundation Trust

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• Questions

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Programme for the Day

• 10.30 Welcome and Introduction
• 10.35 ESR Strategic Overview
• 10.50 ESR Solution Overview (OLM in context of
  the Expansion Pack)
• 11.00 OLM Benefits of using OLM
• 11.20 OLM Case Study
• 11.35 Questions
• 11.45 BREAK
• 11.55 OLM Myths Dispelled
• 12.10 OLM What is in it for your organisation?
• 12.25 OLM/NLMS Solution Overview
• 12.45 OLM Implementation Approach
• 1300 SHA Position
• 13.15 Questions, next steps and Lunch

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• OLM Myths Dispelled
• Simon Willcock

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OLM Myths

• OLM doesnt work
• INCORRECTOLM is already used (implemented or
  piloted) within 167 NHS organisations
• Organisations have to pay to use OLM
• INCORRECTall functionality within ESR remains
  FREE to the NHS (within current contract)
• OLM is not part of the ESR solution
• INCORRECTOLM is fully integrated within the
  ESR solution
• ESR does not incorporate competency management
  functionality
• INCORRECTcompetency management is a
  fundamental aspect of the Talent Management
  solution

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OLM Myths

• OLM is clunky
• PERCEPTIONthe ESR team is aware of such
  comments and addresses concerns via established
  forums. However, OLM is also rated highly
  across the user community.

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OLM Myths - Response

• We listen and accept requests for change via
  Special Interest Groups, Regional User Groups and
  the National User Group
• We continue to work with Oracle and McKesson to
  ensure the solution meets the needs of the NHS
• OLM should be seen in context of the complete
  integrated ESR solution and overall benefits,
  rather than just from a perspective of training
  administration
• Use of OLM ensures a single consistent approach
  throughout the NHS to training administration and
  staff development
• DH position is that ESR is the Workforce system
  for all employee records

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• OLM What is in it for your organisation?
• Helen Gilbert

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What is in it for your organisation?

• As an Employer
• Training Needs Analysis can be conducted by gap
  analysis (negative reports)
• Statutory and Mandatory Training requirements can
  defined against position
• Tie up to CNST premiums where training has / has
  not been undertaken
• Reports can flag qualifications due for expiry
• Promotes an ability to plan and target training
• Ensures staff are competent for the position they
  hold leading to improvements in patient care
  and reduced risk

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What is in it for your organisation?

• As an Employee
• Consolidates training history in one place
• Leads to efficiencies and integrity as data is
  keyed once to complement the employee record
• Full training history and employee record is
  portable across the NHS (via IAT)
• Enables access to elearning across the
  organisation
• Supports national programmes provided by CLU,
  CfH, eLfH

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What is in in it for your organisation -
Questions

• Can you report on how many of your staff have
  completed statutory and mandatory training?
• Can you demonstrate how many of your staff are
  trained in a CfH application in readiness for go
  live?
• Can you pull all of this together for coherent
  board level reporting on the skills of your
  workforce?
• OLM can assist with these types of queries by
  using standard reports

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• OLM/NLMS Solution Overview
• Stuart Fox
• NLMS Project Manager
• Nick Adcock
• ESR Senior Development
• Consultant

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elearning - Key Facts

• OLM / ESR functionality to be upgraded 31 May
  2008 to include elearning
• Pilot project June August 2008 thereafter
  available across the NHS
• National Content to be automatically added
  maintained in all OLM catalogues
• All key national content providers signed up to
  provide material via ESR
• Course content can be accessed on site and
  remotely
• Local content can be delivered via OLM
• Full OLM deployment not necessary for elearning

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elearning - Architecture Access
N3 Environment (at work access)
ESR Elearning Functionality
ESR Core Application (including OLM)
Interface
elearning users accessing at work
Remote access elearning users
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Employee OLM Lifecycle
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Employee OLM Lifecycle
1
Successful applicant is identified using the ESR
recruitment module
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Employee OLM Lifecycle
1
Successful applicant is identified using the
ESR recruitment module
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Employee OLM Lifecycle
1
Successful applicant is identified using the ESR
recruitment module
2
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Employee OLM Lifecycle
1
Successful Applicant is identified using the ESR
recruitment module
Training administrator books successful applicant
onto induction course prior to commencing
2
3
Employee commences work
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Employee OLM Lifecycle
1
Successful Applicant is identified using the ESR
recruitment module
Training administrator books successful applicant
onto induction course prior to commencing
2
3
Employee commences work
4
Employee attends induction
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Employee OLM Lifecycle
1
Successful Applicant is identified using the ESR
recruitment module
Training administrator books successful applicant
onto induction course prior to commencing
2
3
Employee commences work
Employee self enrols on Core Learning Unit
elearning Courses, e.g. Health Safely,
Infection control and fire training
5
4
Employee attends induction
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Employee OLM Lifecycle
1
Successful Applicant is identified using the ESR
recruitment module
Training administrator books successful applicant
onto induction course prior to commencing
2
3
Employee commences work
Employee self enrols on Core Learning Unit
elearning Courses, e.g. Health Safely,
Infection control and fire training
Employee completes elearning modules either
at work or from home
6
5
4
Employee attends induction
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Employee OLM Lifecycle
1
Successful Applicant is identified using the ESR
recruitment module
Updated competencies held against staff record
Training administrator books successful applicant
onto induction course prior to commencing
ESR tracks progress and test scores
2
3
Employee commences work
Employee self enrols on Core Learning Unit
elearning Courses, e.g. Health Safely,
Infection control and fire training
Employee completes elearning modules either
at work or from home
6
5
4
Employee attends induction
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Employee OLM Lifecycle
1
Successful Applicant is identified using the ESR
recruitment module

• Supporting Reports
• Class Listings
• Non Attendance
• Candidate Enrolments
• Employees Without Specific Courses
• Test Completion Statistics
• Equal Opportunity Monitoring

Training administrator books successful applicant
onto induction course prior to commencing
2
7
3
Employee commences work
Employee completes elearning modules either
at work or from home
Employee self enrols on Core Learning Unit
elearning Courses, e.g. Health Safely,
Infection control and fire training
6
5
4
Employee attends induction
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Employee OLM Lifecycle
Ongoing Staff Development
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Employee OLM Lifecycle
Ongoing Staff Development
Connecting for Health education is required
either book employees on classroom based courses
or through elearning
As part of professional development, employee
completes professional elearning courses offered
by eLearning for Healthcare
Other local classroom elearning courses managed
8
9
10
Provides NHS organisations consolidated reporting
on all training education undertaken
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Employee OLM Lifecycle
Ongoing Staff Development
Connecting for Health education is required
either book employees on classroom based courses
or through elearning
As part of professional development, employee
completes professional elearning courses offered
by eLearning for Healthcare
Other local classroom elearning courses managed
8
9
10
Competencies position requirements and personal
competency profiles can be analysed by managers
and reported on by Learning Administration
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Employee OLM Lifecycle
Ongoing Staff Development
Connecting for Health education is required
either book employees on classroom based courses
or through elearning
As part of professional development, employee
completes professional elearning courses offered
by eLearning for Healthcare
Other local classroom elearning courses managed
8
9
10
One stop, consistent point for access to all
elearning content
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Employee OLM Lifecycle
Ongoing Staff Development
11
Connecting for Health education is required
either book employees on classroom based courses
or through elearning
As part of professional development, employee
completes professional elearning courses offered
by eLearning for Healthcare
Other local classroom elearning courses managed
8
9
10
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Employee OLM Lifecycle
Ongoing Staff Development
11
Employee leaves organisation to work elsewhere in
the NHS
Connecting for Health education is required
either book employees on classroom based courses
or through elearning
As part of professional development, employee
completes professional elearning courses offered
by eLearning for Healthcare
Other local classroom elearning courses managed
8
9
10
12
Portable training record goes with employee
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Employee OLM Lifecycle
Ongoing Staff Development
11
Employee leaves organisation to work elsewhere in
the NHS
Connecting for Health education is required
either book employees on classroom based courses
or through elearning
As part of professional development, employee
completes professional elearning courses offered
by eLearning for Healthcare
Other local classroom elearning courses managed
8
9
10
12
Portable training record goes with employee
65

• OLM Implementation Approach
• Allan Morris
• ESR Project Manager

66
Implementation Approach Key points

• Implementation toolkit available including a
  comprehensive Guide to Implementing OLM
• Proven methodology and approach documented
  within the OLM implementation Guide and used by
  organisations having deployed OLM
• Benefits need to be quantified and measured
  locally
• Delivery mechanisms for training (current and
  planned) need to be determined
• Requirement to understand how accurate and
  complete your current data is?
• Need to determine if OLM / TM will be used
  centrally or devolved?
• Is a bureau service in operation?

67
Implementation Support

• Data migration (course catalogue, training
  history)
• Education available via eLearning course, access
  to TPLY
• Access to NHS Operations and Benefits Team
  (assisting with vision, benefits, planning,
  data migration, familiarisation sessions, SIGs
  etc)
• Regional networking
• Kbase documentation (OLM Implementation Guide,
  Case Studies, Project Plans, Business Processes
  etc)
• ALL AVAILABLE FREE!

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Implementation Key Resource Requirements

• Executive Sponsor
• Project Manager
• Training Manager/Lead
• Local ESR Expert Users (systems administrator,
• Workstructures Lead, Reports Lead, IT Lead)
• NHS ESR Operations Benefits Team for support

69
Implementation Approach
Month 1
Month 2
Month 3
Month 4
Month 5
Month 6
Project Initiation
Pre-Implementation

• Governance
• Resources
• Determine plan
• Decision Making
• Document-ation
• Support

Implementation

• IT Set up
• Process reviews
• Collect data
• Plan data migration
• Agree naming conv
• Training
• Set up system access
• Define training pgms
• Reporting reqs

• Enter catalogue data (manually or by migration)
• Input additional data (classes, enrolments,
  resources, trainers etc)
• Set up standard letters mail merge
• Set up local competencies
• Enter or migrate employee training history
• Enter other employee data (competency profiles,
  qualifications etc)
• Set up reporting

Roll Out Close

• Publish Catalogue
• Initiate use of revised policy procedure
• Deploy reports
• Monitor use of system procedure
• Review benefits
• Lessons Learned

Time Scales are suggested only and may vary
according to local needs, size of organisation etc
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Implementation Next Steps

• Ensure attendance at the follow-up event,
  targeted at training and development managers
• Ensure all available resources are exploited
  during the planning stages of implementation
• Draw on experience of others for resource
  planning and how to put OLM to best use
• Exploit the support offered by the NHS
  Operations and Benefits Team
• Plan the integration of Core ESR, OLM/NLMS,
  Talent Management and Self Service
• Revisit Vision and Assess Benefits

71

• SHA Position
• Jonathan Brown
• Yorkshire Humber SHA Learning Lead

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Programme for the Day

• 10.30 Welcome and Introduction
• 10.35 ESR Strategic Overview
• 10.50 ESR Solution Overview (OLM in context of
  the Expansion Pack)
• 11.00 OLM Benefits of using OLM
• 11.20 OLM Case Study
• 11.35 Questions
• 11.45 BREAK
• 11.55 OLM Myths Dispelled
• 12.10 OLM What is in it for your organisation?
• 12.25 OLM/NLMS Solution Overview
• 12.45 OLM Implementation Approach
• 1300 SHA Position
• 13.15 Questions, next steps and Lunch

73

• Questions