ESR In Wales

Welcome to the NHS Wales Workforce Information Systems (WfIS) National Programme Webpage

The WfIS Programme was established May 2010 to manage a strategic ESR and Workforce Information System (WfIS) programme aimed at standardising, streamlining and simplifying workforce processes and enhancing the quality of workforce information available to NHS Wales.

 The WfIS Programme Team is based in NHS Wales Shared Services Partnership (NWSSP) and links strategically with Welsh Government and all NHS Wales Trusts and Health Boards (Click here for governance structure).

NHS Wales is driving the use of the full ESR solution by deployment of the following key projects:

  • Self Service (including Manager, Supervisor, Administrator and Employee)
  • Job Planning functionality NHS Wales implementation
  • Deanery Bi-Directional Interface (pilot)
  • Occupational Health two way Interface
  • ESR Business Intelligence
  • OLM & Talent Management including Shared Training Centres
  • Engaging Undergraduate Healthcare Students
  • Employee Relations


Full implementation of ESR and maximisation of benefits is one of the 2014/15 objectives assigned to each Workforce & OD Director within NHS Wales, who are required to:


a)     Support and steer the work of the WfIS Programme Board in the formulation and delivery of the WfIS Programme objectives and work plan


b)     Establish local HB/Trust WfIS Programme Management arrangements to ensure the delivery of the WfIS objectives and work plan.  Promote and prioritise the achievement of full implementation ESR functionality at local level.




The Wales ESR Agenda for the last quarter (Jan-Mar 2014)

Recording Medical and Dental Job Plan Outcomes in ESR

Cwm Taf University LHB piloted the Medical & Dental Enhanced Job Plan functionality on behalf of NHS Wales.  Phase 1 testing - data entry and reporting is working well.  An implementation pack including Lessons Learnt, Best Practice, Data Dictionary, Minimum Dataset and Implementation Action Plan have been developed and shared with Job Plan Leads across NHS Wales.

A communication event held in January 2014 to share the pilot outcomes and set out how NHS Wales organisations can effectively use the new ESR functionality.  Presentations included: Developing ESR to Record Job Plan Outcomes; Cwm Taf UHB Case Study; Reporting Job Plan Outcomes using ESR Business Intelligence; Best Practice and Data Standards; Benefits of using ESR Job Plan functionality and Implementation Plan for NHS Wales. 

Key Project Stages include:

    • Publication of two NHS Wales Case Studies in ESR News in August 2013 and Spring 2014 
    • Development of ESR Business Intelligence Dashboard and Discoverer Reports to report and monitor Job Plan Outcomes
    • Develop e-Learning materials to support ESR Job Plan functionality - available in Kbase
    • Develop reports to link Job Plan Outcomes with Payments made
    • Develop Data Warehouse Report to monitor Job Plan activity with payments
    • Implement across NHS Wales in progress, complete by Summer 2014

      For further information please contact



    Deanery Bi-Directional Interface

    In partnership with the Wales Deanery, four organisations in NHS Wales piloted the Streamlined ESR and Deanery System Interface and captivate e-learning for the August 2013 Junior Medical and Dental staff intake.

    Pilot evaluation includes a summary of lessons learned, benefits realised and recommendations about further use of the interface for NHS Wales.  Victoria Hartland from the ESR Interface Team has provided invaluable support to this pilot.

    Project Benefits include:

    • Removal of duplicate data entry and 'Direct Hires'
    • Introduction of streamlined, standardised process
    • Improved data consistency and data sharing between ESR and Deanery


    For further information please contact


    Occupational Health (OH) Bi-directional Interface

    Three organisations are scheduled to 'go live' with this two way interface summer 2014, so still a few weeks remaining before 'go live'.

    Projected benefits include:

    • Standardisation of OH IT systems
    • Standardisation of immunisations
    • Introduction of streamlined, standardised and paperless processes across occupational health departments
    • Removal of duplicate data entry
    • Reduced immunisation costs
    • Improved sharing of data via the ESR inter authority transfer (IAT) functionality
    • Reduced time from job advertised to start date

    For further information please contact

    Self Service Implementation

    As at March 2014, 52,000 NHS Wales employees have been set up with an ESR Self Service account.  This includes Manager Self Service users, Supervisor Self Service users and Administrator Self Service users.  The target for Wales is 60,000 active Self Service users across NHS Wales by March 2015. 

    A Self Service Lessons Learned and Implementation Toolkit has been developed which may be of use to organisations across both Wales and England embarking upon Self Service implementation. 

    An NHS Wales Self Service Case Study was published in ESR News in December 2013

    ESR Business Intelligence

    A NHS Wales Business Intelligence (BI) network has been established and a case study featured in ESR News in December 2013.

    Organisations are now in a position to promote ESR BI reporting to workforce, finance, HR business partners, managers, supervisors and other groups of staff accountable for performance and improvement.

    Contact  for further information

    Data Quality and Data Standards

    The Staff Group, Job Role, Area of Work and Occupation Code values for the Healthcare Science (HCS) workforce changed on 31 December 2013.  All NHS organisations that employ Healthcare Science staff need to audit and correct their ESR records.  NHS Wales Organisations used the HSCIC guidance to implement Healthcare Science workforce classifications in ESR by 31 March 2014. 

    The WfIS Team are monitoring the uptake of the new coding, using ESRBI Workforce Information Verifier Dashboard, Percentage Healthcare Scientist 'T' & 'U' Matrix Assignments as a table to show the Staff Group, Job Role and Occupation Code numbers in the T and U Matrix.

    OLM & Talent Management including Shared Training Centres

    The OLM agenda is currently focused on maximising the Shared Training Centre for statutory and mandatory training.  This will remove the requirement for organisations to create hundreds of classes.  This supports the WfIS Vision to Simplify, Streamline and Standardise processes and data flows.  A case study will be developed for ESR News.

     We are evaluating the return on investment of e-learning for level 1 statutory and mandatory training and e-learning.  Indicative calculations suggest an economic saving of circa 1 million per annum.

     The OLM group are reviewing the reports required by organisations and agreeing the business intelligence reports to be standardised. 

     Contact for further information.

    Engaging Undergraduate Healthcare Students

    University of Wales is undertaking a pilot scheme to utilise the Core Skills and Training e-learning materials as part of their Healthcare undergraduate syllabus.  This will enhance employability for students who would have gained their minimum level of statutory and mandatory competence prior to joining NHS Wales.  This in turn will enable efficiency gains, as the competence will be valid on entry and negate the requirement for this training to be repeated.  This pilot commenced December 2013 with a cohort of nursing students.


    Contact for further information.



    ESR Employee Relations

    At the request of the NHS Wales Workforce Directors, an NHS Wales Task & Finish group has been established to review the Employee Relations (ER) module for use in line with NHS Wales Capability, Dignity at Work, Disciplinary and Grievance ER policies.

    Minimum data sets, data definitions, revised end to end processes, guidelines and training on use of ER across NHS Wales are being developed.   Further information on this project will be available shortly.

    For the full NHS Wales ESR Programme, please contact