Maximising the Potential of the AHP Workforce in NHSScotland
National Data Available to Support Workforce Planning
Challenges & Benefits
10th June 2009David Baird and Steven Williamson
Maximising the Potential of the AHP Workforce in NHSScotland
National Data Available to Support Workforce Planning - Challenges & Benefits
• ISD Data sources– Types of data available– Uses made of the data– Importance of capturing accurate information
• Data capture of workforce information
• Workforce Information– Types of data available– Uses made of the data– Importance of capturing accurate information
Maximising the Potential of the AHP Workforce in NHSScotland
ISD Data Sources AAS - Notification of an Abortion
CMR/PTI - Continuous Morbidity Recording in General Practice/Collection of Practice Team Information
GP17 - NHS Dental Service Registration Form
ISD(D)1Q - Cervical Cytology - Quarterly
ISD(D)2 and 3 - Notifiable Infectious Diseases and Food Poisoning
ISD(D)4 - Cervical Cytology Screening
ISD(D)5 - Genito-urinary medicine
ISD(D)6 - Notification of Tuberculosis
ISD(S)1 - Hospital Activity Statistics
ISD(S)8 - Chiropody Services
ISD(S)12/2 - BCG Vaccinations
ISD(S)29/30 - Community Nursing Services
ISD(S)37 – Action plan monitoringSMRP
PAS
Both updated on a daily basis.
ISD
SMR00-Outpatients
SMR02-Maternity discharges
SMR01-Acute
hospital discharges
SMR04-Mental health
discharges
SMR01 (1E) –Geriatric long
stay discharges
•Where does the data come from
SCRUGS - Scottish Care Resource Utilisation Groups
SHRUGS - Scottish Health Resource Utilisation Groups
SMR00 - Outpatient Record
SMR01 - General Acute Inpatient / Day Case Record
SMR02 - Maternity Record
SMR3 - Waiting List Census
SMR04 - Mental Health inpatient Record
SMR11 - Neonatal Record
SMR13 - Community Dental Service RecordSMR24 - Scottish Drug Misuse Database
SMR30 C - A&E Waiting Times Survey
SMR44 - New Referrals to Prosthetic Services in Scotland
SMR50 - Geriatric Long Stay Record
SMR6 (SOCRATES)
Maximising the Potential of the AHP Workforce in NHSScotland
ISD Data Sources – types of data available
• Approx 210 different topic areas within our A-Z
• 37 national statistic publications each yearWorkforceChild HealthCancerWaiting TimesDentalAcute activityUnintentional Injuries
• Approx 50 data sources / collectionsData going back as for as 1964
Many are published quarterly, therefore
approx 148 releases each
year
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data
• Used to answer• Information Requests (approx 3,800 per year)• Parliamentary Questions (approx 750 per year)
• Monitor HEAT Targets
• Help to Inform policy• Better health, better care• Reduce number of admissions to hospital• Monitoring of oral health
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data - ExamplesDental Registrations• Heat Target - 80% of all 3-5 year old children to be registered
with an NHS dentist by 2010/11
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data - ExamplesDental Registrations• Heat Target - 80% of all 3-5 year old children to be registered
with an NHS dentist by 2010/11
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data - ExamplesReadmissions to hospital• Heat Target - By 2008/09 reduce the proportion of older people (aged 65+) who
are admitted as emergency inpatients two or more times in a single year by 20 per cent compared with 2004/05, and reduce by 10 per cent emergency inpatient bed days
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data - ExamplesBreastfeeding Rates• Heat Target - to increase the proportion of newborn children
exclusively breastfed at 6-8 weeks in Scotland from 26.2% in 2006/07 to 32.7% in 2010/11 (an increase of 25%)
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data - ExamplesBreastfeeding Rates• Who do you need to target to increase the rate?
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
• How heavy was Scotland’s heaviest baby?
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
• Weight is recorded in kilograms
• Usually referred to in pounds and ounces22lbs = 10 kilos
• Likely that a 10lb baby has been incorrectly recorded as weighing 10
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
• From heavy babies to heavy children (a.k.a. media frenzy)
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
• MMR – the Wakefield Effect
Maximising the Potential of the AHP Workforce in NHSScotland
Data Capture of Workforce Information –
A SWISS Overview
Maximising the Potential of the AHP Workforce in NHSScotland
SWISS - Overview
• Workforce information is now captured through the Scottish Workforce Information Standard System (SWISS) - Workforce Information Repository (WIR).
• SWISS is the data collection and analysis system that is now being used by the whole of NHS Scotland, for local, regional and national reporting.
• The aim of SWISS project is to develop a workforce information system to support the needs of NHS Scotland, linking Human Resources, Payroll and other systems (including finance).
Maximising the Potential of the AHP Workforce in NHSScotland
How is the database populated?
• Data feeds into Workforce Information Repository (WIR)
Payroll update – nightlyWeb front end – nightlyHR interface – weekly
Maximising the Potential of the AHP Workforce in NHSScotland
Workforce Information Repository (WIR)
The Workforce Information Repository
(WIR)Payroll
NHSBoards
Regions
NHSBoards
NHSBoards
NHSBoards
National(ISD)
Maximising the Potential of the AHP Workforce in NHSScotland
Information in SWISS
• Individual level information held for all staff
• Employee – contains personal identifiable fields :– E.g. NI number, Name, Age
• Employment – contains information about your current job :– E.g. Employer, Division/CHP, Service Area, Hours, Start Date, AfC details
• Absence – contains information about employees absence periods :– E.g. Start and End of Absence, Absence Type, Hours Lost
• Employment Earnings – contains information about the employees earnings :– E.g. Financial Year, Pay Period, Payscale, Gross Pay, Hourly Rates
Maximising the Potential of the AHP Workforce in NHSScotland
Access to SWISS
• Web Front End– Can be restricted to organisational structure level– Can be restricted to type of role e.g. update professional
data only
• Reporting– Can be restricted to organisational structure level– Can be restricted to specific variables
• Check with SWISS local contact for access
Maximising the Potential of the AHP Workforce in NHSScotland
SWISS Fields – Who Can Update?
• Post Descriptor, Job Family, Sub Job Family – Payroll
• Contracted Hours – Payroll
• Division/CHP, Directorate, Department, Sub Department – SWISS local contact
• Service Area fields – SWISS local contact
• Registration information – SWISS local contact
Maximising the Potential of the AHP Workforce in NHSScotland
SWISS - Updates
• SWISS team look to update key fields in a yearly update – around ISD’s publication
• SWISS team are always looking to make the data more robust
• Post descriptor list is currently be reviewed – implement April 2010
Maximising the Potential of the AHP Workforce in NHSScotland
Uses of SWISS data
• National – – Staff Governance Returns– Sickness Absence– Equal Pay– eKSF– SACDA
• NHS Board – – Registration monitoring– NMC Mentorship
Maximising the Potential of the AHP Workforce in NHSScotland
SWISS Local Contacts
NHS Board SWISS Local Contact
NHS Board SWISS Local Contact
NHS Ayrshire & Arran Bob Moffat NHS Shetland
NHS Borders Claire Burke NHS Tayside Harry Bowden
NHS Dumfries & Galloway Tracy Davidson NHS Western Isles Mary Joyce
NHS Fife Douglas Kidd National Waiting Times Centre
Fiona Lawrie
NHS Forth Valley Gillian Swanson
NHS Education for Scotland Morag McElhinney
NHS Grampian Anne Millar NHS Health Scotland Diana Hudson
NHS Greater Glasgow & Clyde Douglas Allan NHS NSS
NHS Highland Philip Walker NHS QIS Tom Williamson
NHS Lanarkshire Bill Gilmour NHS 24 Kerry O’Neill
NHS Lothian Ian Stuart Scottish Ambulance Service Val Kane
NHS Orkney Mark Sinclair State Hospital Ross Blackman
Maximising the Potential of the AHP Workforce in NHSScotland
Workforce Information
Maximising the Potential of the AHP Workforce in NHSScotland
Workforce Data Sources – types of data available
Trend information (1996-2007)
Overall staff in post summary
Medical and dental information, including;- Staff in post- Hospital, Community and public health
services (HCHS)- Consultants, including vacancies- Consultant contract- Drs in training – compliance with new
deal
• Nursing and Midwifery, including;- Staff in post- Vacancies- Student intake- Clinical nurse specialists- Agency and bank usage
Allied Health professionals, including;- Staff in post- Vacancies
• Other therapeutic staff and personal social care
• Healthcare science
• All other staff, including emergency, admin and support services
• Psychology
• Child and Adolescent Mental Health Services
Maximising the Potential of the AHP Workforce in NHSScotland
Workforce Data Sources – types of data available
Non Medical Workforce
– Individual Bands (1 to 9)
– Band Groupings (1 to 4 and 5+)
– Age (5 year age bands)
– Contract type (Part time or Whole time)
– Gender (Male and Female)
– NHS Board
– NHS Region
Head Count
&
Whole Time Equivalent
Maximising the Potential of the AHP Workforce in NHSScotland
Workforce Data Sources – types of data available
Medical Workforce
– Year
– Age (5 year age bands)
– Gender (Male and Female)
– Contract type (Part time or Whole time)
– Specialty
– Grade
– Country of qualification
– NHS Board
– NHS Region
Head Count
&
Whole Time Equivalent
Note not all of the above is available for all staff groups
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)
• Used to answer• Information Requests (approx 200 per year)• Parliamentary Questions (approx 100 per year)
• Monitor HEAT Targets
• Help to Inform policy– Better health, better care– Planning tomorrows workforce today– Force for improvement– NMWWPP
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Objective Policy LinkData quality Issues N&M Workforce & Workload Planning – Recommendation
three
Better Health Better care, planning tomorrows workforce today4
Nursing & Midwifery Workforce & Workload tools
N&M Workforce & Workload Planning – Recommendation three
Better Health Better care, planning tomorrows workforce today1
Better Health Better care, a force for improvementNational Workforce planning model N&M Workforce & Workload Planning – Recommendation threeHigher Education Intake (HEIs) N&M Workforce & Workload Planning – Recommendation eight
Better Health Better care, planning tomorrows workforce today3
Workforce Data-Mart N&M Workforce & Workload Planning – Recommendation threeNational Statistics Reporting N&M Workforce & Workload Planning – Recommendation three
Better Health Better care, planning tomorrows workforce today4
Better Health Better care, a force for improvement
Projection Template Better Health Better care, planning tomorrows workforce today4
Better Health Better care, a force for improvementSupply and demand model Better Health Better care, planning tomorrows workforce today3,4
Information Gaps - Primary care Better Health Better care, planning tomorrows workforce today2
Better Health Better care, a force for improvement
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Sickness Absence• Heat Target - NHS Boards to achieve a sickness absence
rate of 4% from 31 March 2009
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Usage of Bank and Agency Nurses
Agency Staff
2006/07 - £8m saving (31%)
2007/08 - £6m saving (34%)
Bank staff
2006/07 - £9m increase
2007/08 - £11m increase (14%)
Maximising the Potential of the AHP Workforce in NHSScotland
Have I got news for you…
_____ ___ in agency nursing costsBBC News Online, Wed 27 Aug 2003
____ ____ on agency nurses forces leading firm
into the redThe Herald, Wed 09 April 2008
Sharp rise
NHS curb
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Working populations
– Increasing Scottish population over next 20 years (+4.1%), (2008:- 5.2m, 2028:- 5.4m)
– Decreasing working population over next 20 years (-5.4%), (2008:- 3.4m, 2028:- 3.2m)
– The retiring population (ages 65+) set to increase over the next 20 years by 49.9%.
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Working populations• Across NHS Scotland, 12.2% of current nurses will reach retirement age (65) in 10 years time.
• Across NHS Scotland, 41.5% of current nurses will reach retirement age (65) in 20 years time.
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Working populations• Across NHS Scotland, 9.3% of current AHPs will reach retirement age (65) in 10 years time.• Across NHS Scotland, 34.7% of current AHPs will reach retirement age (65) in 20 years
time.
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)Recent Requests• Parliamentary Questions (PQs)
– How many Nurses and AHPs currently employed by NHS Scotland will have reached retirement age of 60 from each year from 2005 to 2020
– How many physiotherapists are employed in the NHS and how many were employed in May 2000 and May 2007
– How many cleaning staff are employed by NHS Greater Glasgow and Clyde and, in particular, at the a) Vale of Leven and b) Royal Alexandra hospitals
• Information Requests (IRs)– Minimum and Maximum salary by age and staff group(s)– Number of School Nurses– Information supplied for inclusion in ‘Health for All’ and ‘Eurostat’
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
• Workforce Planning Community Profile
• Visible Accessible Integrated Care (VAIC)
• Welsh Model
• Scottish Government Projection Templates
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
• Workforce Planning Community Profile
ISD Baseline Data (WTE)
Local Data (WTE)
Diff
Glenrothes and North East Fife CHP–District Nurses 1.0 56.91 -55.91
Edinburgh CHP–District Nurses–Health Visitors–School Nurses
8.2107.511.5
213.86144.7619.25
-205.66-37.26-7.75
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Assimilation Process - Nursing and Midwifery for Scotland at September 2005 - District Nursing
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Assimilation Process – Allied Health Professionals for Scotland at September 2005 - Dietetics
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Assimilation Process – Allied Health Professionals for Scotland at September 2005 - Physiotherapists
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Medical and Dental Staff in Post
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Scottish Government Projection Templates
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Scottish Government Projection Templates (Nursing – Mental Health)
2009 demand – 2,807.6 (wte)
ISD 2008 Baseline – 1,904.6 (wte) NHS Board 2008 Baseline – 2,832.6 (wte)
Diff +903 (wte) Diff -25 (wte)
Maximising the Potential of the AHP Workforce in NHSScotland
?Flow of Data?
Projections Template
ISD
SWISS
NHS Board HR
NHS Board Payroll
Maximising the Potential of the AHP Workforce in NHSScotland
?Flow of Data?
Projections Template
ISD
SWISS
NHS Board HR
NHS Board Payroll
Maximising the Potential of the AHP Workforce in NHSScotland
Future - Working Together and the Benefits
• Uses made of the data– Inform and shape policy and – Workforce planning cycle
• Importance of capturing accurate information (Benefits)– Leads to a robust Workforce planning cycle– Informs service redesign– Supply and demand
• Data Quality (Working together) – it’s a journey or several years!
DQ Bus
Maximising the Potential of the AHP Workforce in NHSScotland
Questions
Maximising the Potential of the AHP Workforce in NHSScotland
Group Work1. Discuss the national data capture process highlighting
any issues or points of clarity
2. Discuss any known data quality issues within your local area, list what these are
3. Are candidates clear on how they;– can feed into the workforce planning process– the role they play ensuring accurate information is
captured and reported on.
– How do you intend to achieve these two objectives?
Maximising the Potential of the AHP Workforce in NHSScotland
Scottish Government Projection Templates (reference slide)
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data - ExamplesReadmissions to hospital• Heat Target - By 2008/09 reduce the proportion of older people (aged 65+) who
are admitted as emergency inpatients two or more times in a single year by 20 per cent compared with 2004/05, and reduce by 10 per cent emergency inpatient bed days
Maximising the Potential of the AHP Workforce in NHSScotland
Uses Made of data (Workforce)KSF PDP• Heat Target - NHS boards to ensure that all employees covered by
Agenda for Change have an agreed KSF (Knowledge and Skills Framework) personal development plan by March 2009
Maximising the Potential of the AHP Workforce in NHSScotland
Importance of capturing accurate information
Assimilation Process - Nursing and Midwifery for Scotland at September 2005 - Paediatrics