maximising the potential of the ahp workforce in nhsscotland national data available to support...

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


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


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)


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


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


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


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


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%)


Uses Made of data - ExamplesBreastfeeding Rates• Who do you need to target to increase the rate?


Importance of capturing accurate information

• How heavy was Scotland’s heaviest baby?



• 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



• From heavy babies to heavy children (a.k.a. media frenzy)



• MMR – the Wakefield Effect


Data Capture of Workforce Information –

A SWISS Overview


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).


How is the database populated?

• Data feeds into Workforce Information Repository (WIR)

Payroll update – nightlyWeb front end – nightlyHR interface – weekly


Workforce Information Repository (WIR)

The Workforce Information Repository

(WIR)Payroll

NHSBoards

Regions

NHSBoards

NHSBoards

NHSBoards

National(ISD)


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


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


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


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


Uses of SWISS data

• National – – Staff Governance Returns– Sickness Absence– Equal Pay– eKSF– SACDA

• NHS Board – – Registration monitoring– NMC Mentorship


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


Workforce Information


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



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



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


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


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, a force for improvementNational Workforce planning model N&M Workforce & Workload Planning – Recommendation threeHigher Education Intake (HEIs) N&M Workforce & Workload Planning – Recommendation eight


Workforce Data-Mart N&M Workforce & Workload Planning – Recommendation threeNational Statistics Reporting N&M Workforce & Workload Planning – Recommendation three


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


Uses Made of data (Workforce)Sickness Absence• Heat Target - NHS Boards to achieve a sickness absence

rate of 4% from 31 March 2009


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%)


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

http://en.wikipedia.org/wiki/Image:Have_I_Got_News_For_You_titlescreen.jpg


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%.


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.


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.


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’



• Workforce Planning Community Profile

• Visible Accessible Integrated Care (VAIC)

• Welsh Model

• Scottish Government Projection Templates



• 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



Assimilation Process - Nursing and Midwifery for Scotland at September 2005 - District Nursing



Assimilation Process – Allied Health Professionals for Scotland at September 2005 - Dietetics



Assimilation Process – Allied Health Professionals for Scotland at September 2005 - Physiotherapists



Medical and Dental Staff in Post



Scottish Government Projection Templates



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)


?Flow of Data?

Projections Template

ISD

SWISS

NHS Board HR

NHS Board Payroll


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


Questions


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?


Scottish Government Projection Templates (reference slide)


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


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



Assimilation Process - Nursing and Midwifery for Scotland at September 2005 - Paediatrics

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