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Payroll  
ESR automates every aspect of the payment of staff, and is fully integrated with the HR functionality in order to save time and eliminate errors. ESR holds all the information needed to produce accurate and timely payments to staff. This includes personal details that are shared with the HR functionality of the system so that there is no duplication of information. Other data specific to pay is added, such as tax and National Insurance details, allowances and deductions, and pension arrangements. ESR holds all the relevant pay grades and rates for allowances and deductions allowing NHS organisations local flexibility. A particular feature is Date Tracking whereby the entire payment history for each staff member can be amended in the past or into the future. This enables back-dated or post-dated changes to be implemented very simply and quickly, and in the former case, for back-dated payments to be made automatically using the Retro Pay feature. The reporting module allows control and audit of all aspects of the payroll process, and produces the mandatory information required for all relevant internal and external bodies. Payroll processing within ESR requires that all due processes and reports are run in a given order to ensure that payrolls are processed accurately and on time; with this in mind the Payroll Best Practice Guide has been developed.  Benefits ESR holds the full range of Agenda for Change and Medical and Dental rates of pay and allowances, together with a full set of national deductions elements. The Date Track facility enables the calculation of future-dated and backdated changes. The Retro Pay facility enables arrears dating back over any period to be cleared within the normal payroll cycle. Interfaces with third party Time and Attendance Systems and travel expenses systems. Flexibility over input of time sheet information – Batch Input facilities or Web ADI to allow mass input of data. Full suite of Interfaces with NHS Pensions for New Joiners, Leavers, Changes and Year-End. Inbound and outbound EDI interfaces with HMRC enabling Real Time reporting. Facility to hold both default and alternative pension schemes for Auto Enrolment purposes. The Quick Pay facility enables an on-screen “gross to net” calculation for any employee, for example to preview the effect of any change to rates or circumstances. The Retry facility allows for the recalculation of payments to individuals rather than a full re-run of the payroll – which reduces the number of queries and need for supplementary payments. Four levels of security control access to payroll information and facilities. Register to use ESR Kbase Link to Case Studies Full functional brochure  
Junior Doctor Interface  
The Streamlined ESR and Junior Doctor Interface operates between the ESR solution and the Health Education England (HEE) Local Office/Deanery systems. The Interface enables information about Junior Doctors to be shared across the HEE Local Office/Deanery and ESR. Benefits The benefits derived from the Streamlined ESR and Junior Doctor Interface process are extensive to both NHS Employer organisations and all NHS organisations wishing to utilise the link. These are as follows: Reduces the administrative burden of entering and transferring recruitment and updated employee data for the NHS Trust and Junior Doctor personnel; Facilitates the sharing of information for Medical Trainees with both ‘lead’ and ‘host’ employers; Employers are aware of the incoming and outgoing junior doctor much quicker (both for rotations and for recruitment); Enables preparatory employment checks to be undertaken in a more efficient and speedier manner, such as the early running of the pre-employment IAT process; Improved data consistency and potential improvements on data quality within both ESR and the HEE Local Office/Deanery Systems; Supports consistent local and national reporting – via the ESR Local Reporting Solution, the ESR Data Warehouse, and also HEE Local Office/Deanery System reports; By removing the need to complete the same new starter information each time a Junior Doctor rotates to a new employing Trust each Junior Doctor can focus on their training and not have the burden of multiple form filling; The transfer of the competencies can be carried out via the IAT functionality and the ‘Statutory and Mandatory’ role holder, enabling core and essential training to be transferred with the trainee as they rotate from Trust to Trust. Register to use ESR Kbase Link to Case Studies Full functional brochure  
Absence Management  
ESR allows staff absence to be recorded, monitored and managed at local, regional and national levels, while all the associated payments and entitlements are processed automatically. Recording, monitoring and managing the times when your staff are away from work – including sickness, annual leave, special leave and maternity with ESR means every aspect of the calculation of entitlements and payment to employees is processed automatically, while minimising the amount of data entry needed. A wide range of standard reports enables local monitoring of absence by individual, staff classification or organisational hierarchy; and for those with access to the ESR Data Warehouse, by staff classification organisational, regional and national levels.  Benefits Absence analysis at staff group, organisation, regional and national level via the ESR Data Warehouse. Local absence management reports. Recording all categories of absences. Full integration with payroll functionality. Managing of entitlements. Register to use ESR Kbase Full functional brochure  
Case Studies  
Data Warehouse ESR Reporting Aside from the core HR and Payroll functionality within ESR, the solution offers NHS organisations a suite of workforce planning, management and reporting tools.  The wide range of functionality available means that NHS organisations that examine their local workforce management processes, and identify where improvements can be made, can use ESR to help them to streamline processes, improve productivity  and reduce costs.  The NHS ESR Team supports organisations to identify, plan and implement local projects that help them meet their workforce aims and objectives. Here you will find helpful Case Studies that detail what NHS organisations have achieved using ESR, with insights into what works best, lessons learned and more importantly the overall benefits for the organisation. Core HR Talent Management Self Service Payroll Learning Management Junior Doctor Interface Occupational Health Inter Authority Transfer Recruitment  
Electronic Staff Record  
A valuable tool for managers “Self Service is a valuable tool for our employees and managers.  It gives greater visibility of staff data in real time at the click of a button.  It provides managers with an end to end solution for managing employee information from new starters, staff changes, absence management and ending employment all in one system without the need to complete any paper based forms”.  Lindsey Smith Workforce Information, Employee Services City Hospitals Sunderland NHS Foundation Trust The total package “As a Trust we do the majority of our mandatory training via e-Learning and ESR Learning Management is the perfect platform.  It updates employee records automatically and the competency data is portable via the IAT function, therefore it’s not necessary for new employees to redo training when they join our Trust. ESR Learning Management assists our L&D administrators to manage their courses effectively, from sending out automated joining instructions, scheduling signing sheets, highlighting low numbers and more.  Other L&D departments should really look at what ESR Learning Management offers, it’s the total package and it works for us”. Debra Robinson Compliance Manager & OLM Lead Worcester Health & Care NHS Trust  Essential HR solution “The ESR BI tool is exceptional and the most advanced tool I have used as an HR Professional.  Data tables and graphs can be exported into various applications which can simply be placed in a workforce report, or data can be manipulated to provide further bespoke analysis.  The estimated cost of absence is an additional valuable element, among many others. The functionality allows finite analysis for meaningful interpretation.  The BI tool has provided efficiencies in production of reports and improvements in the data provided and feedback from customers who we provide with workforce reports has been excellent.  I would definitely recommend this product.” Sonia Weavers   HR Business Partner  NHS South, Central and West Commissioning Support Unit What our users say about ESR Compliance Maintaining compliance and registration is easy via the ESR Portal  Access Access ESR on any device anywhere in the UK Control Self Service gives your employees control of their information Key Benefits My ESR An employee self service interface Your ESR A workforce solution for the NHS Twitter Our latest announcements Tweets by nhsesr HR Functionality Shaping A Dynamic Health Service As the workforce solution for the NHS, ESR supports the delivery of national workforce policy and strategy.  It provides NHS organisations with a range of tools that facilitate effective workforce management and planning; thereby enabling improved quality, improved efficiency and improved patient safety. The comprehensive suite of workforce management functionality within ESR is exclusive to managers and employees within the NHS in England and Wales.  
Recruitment  
ESR manages the entire recruitment process – from the identification of the initial vacancy, through the selection of suitable applicants, to an offer being made to the successful candidate. The data that is captured during this process creates and builds the Employee Record, so this information never needs to be entered again. Benefits Integrates with the online NHS Jobs service already in use in 95% of NHS organisations and with other e-Recruitment systems. Integrated with the Junior Doctor Interface to facilitate the junior doctors in training rotation programmes. Helps you keep track of recruitment advertising costs. Applicant data is built up throughout the recruitment process and forms the basis of the employee record.  In the event of staff transferring between different NHS organisations, their employment record is instantly available to the new employer, thus reducing overheads and further supporting the ethos of the ‘NHS family’ wherever they work. Provides a comprehensive reporting suite for HRDs and senior managers across the organisation. Links the establishment of posts to the organisational hierarchy. Register to use ESR Kbase Link to Case Studies Full functional brochure  
Occupational Health  
The ESR Occupational Health (OH) module accommodates the recording of immunisations and checks and occupational health clearance for NHS employees. Once captured in ESR, the immunisations and checks transfer from one NHS employer to another via the pre-employment Inter-Authority Transfer process. This gives portability to the information and negates the need for NHS organisations to carry out duplicate inoculations or checks for NHS employees who move around the National Health Service. Many organisations use a third party Occupational Health system to manage their Occupational Health processes. The functionality of these systems goes beyond the scope ESR's capability and so these organisations are unable to use ESR to manage their end to end OH processes in isolation. To ensure the seamless flow of pre-employment data the Occupational Health Clearance interface enables the two systems to share employee, OH Clearance and Immunisation information. Benefits The benefits of using the Occupational Health Interface in collaboration with the IAT process are as follows: Availability: Occupational Health clearance data is available to HR and Recruitment Teams prior to employment; Quality improvements: Starter, leaver and OH Clearance information is transferred electronically therefore reducing data entry time and improving data quality; Streamlining: The electronic transfer of immunisation information reduces the necessity to repeat immunisation/vaccination checks, thereby reducing costs to NHS organisations, improving the working lives of staff, streamlining and speeding up the recruitment process; Safety Improvements: Portable data that is accurate, up to date and readily available, improves patient safety, streamlines the recruitment process, and improves the working lives of staff. Register to use ESR Kbase Link to Case Studies Full functional brochure  
Core HR  
Register to use ESR Kbase Link to Case Studies Full functional brochure At the heart of ESR is Core HR.  This functionality contains all the core employee information used by other components of the system. HR encompasses the three scenarios of HR Management: new joiners, changes and leavers. The information held includes employee personal details (name, address, emergency contacts, equal opportunities  data, competencies, registrations and memberships, qualifications etc.) and “Assignment” information (grade, post, contracted hours, place of work, salary etc.). Three levels of user access ensure the privacy and security of this information. Benefits Data maintained by the HR functionality within ESR is available to all other functional components of ESR. Three levels of access for HR teams control the security of this sensitive information. A full suite of reports allows you to plan workforce changes, development and re-organisation. All of the six mandatory NHS checks can be recorded and monitored.  
Self Service  
Register to use ESR Kbase Link to Case Studies The Self Service capability within ESR enables NHS employees to access their personal data through an easy to use browser-based interface that can be accessed in the workplace or on the move via the internet. Little or no training or support is needed to use Self Service. It has been designed to be intuitive and new portlets from the landing page gives each manager and employee the ability to see key information as soon as they log in.  For more information about the new Portal and portlets, go to the My ESR section of this website. Self Service is the gateway to managing your own data, or that of your team if you are a Manager.  With five levels of access managers can utilise additional functionality and controls, whilst employees have greater ownership of their personal information; this helps Organisations reduce costs on admin based tasks and supports local strategies around compliance, engagement and wider productivity and efficiency plans. More detail about each level of Self Service access and its associated benefits can be found in the top left menu above. Benefits Empower your managers to have greater control of their workforce data and targets. Easy to use Reporting with ESR BI gives you access you key information such as absence and compliance presented visually with the use of BI Dashboards (and this data will be available on the Portal page once rolled out to your organisation) Reduce costs by utilising the online payslip functionality so all employees can see the payslip in Self Service (this includes accessing it in pdf format). Managers can support the career development of their team via learning paths, qualifications, competencies and development reviews. Employees are empowered to manage their own data; they can view and amend their personal address, phone number, next of kin, and their bank details. Employees can access their  Total Reward Statement  
Get in Touch  
If you want to contact your NHS Regional Account Manager or Functional Advisor about implementing ESR functionality you can find their contact details in our Team Directory. I have forgotten my login/password for ESR Every NHS organisation provides local system support for employees via their local ESR or e-Learning Leads.  Contact details can be found here I am having problems accessing ESR. Who is my ESR or eLearning Lead? Every NHS organisation provides local system support for employees via their local ESR or e-Learning Leads.  Contact details can be found here These local leads can raise Service Requests to the ESR Programme Team if your problem cannot be resolved locally. I have received an encrypted message from esr.wfmPROD@nhs.net; is this genuine? You are receiving an encrypted email from ESR as you do not have an NHSMail (nhs.net) email address held in your record in ESR.  If you choose not to register with the Trend Micro site, you can use the emails as a reminder that there are notifications for you in ESR. Where can I find more detailed User Guides for ESR functionality? You can access wide range of User Guides and other helpful material on ESR KBase Note:  You will need an account to access ESR KBase.  If you have a question about ESR KBase please contact us at esr.pmo@nhs.net I want to learn more about how use ESR. How can I access ESR Education and Training? You can find out about the ESR Education schedule and details about  how to book onto courses on ESR Infopoint Employees can also access free e-Learning – details can be found on ESR Infopoint Note:  you will need an ESR Infopoint account to access these resources.  If you have a question about ESR Infopoint please contact us at is.esrcentralpmo@nhs.net  I would like to make a suggestion about a change to the ESR Solution, who do I contact? You should contact your local ESR Lead who will be able to provide advice on the action necessary and explain the development request process. Where can I access information about previous employment in the NHS? You should contact the HR Department at the NHS organisation where you were employed.  As an NHS organisation is the data owner, the ESR Programme Team is unable to provide information to individuals. How can I receive updates about Business Intelligence? You should register for BI updates through BI itself.  In the national dashboard called NHS Introduction to ESR Business Intelligence there is a box to include your email address to receive updates about BI. How do I subscribe to updates about ESR? You can subscribe to our online magazine -  ESR News by registering here. You can download the My ESR App from your mobile provider App store.