Human Resources - processing of organisation staff

The request was successful.

Dear NHS West London Clinical Commissioning Group,

Please could you provide the following information:

How many joiners, movers, and leavers do you process per year?

How many staff/whole time equivalents manage this process?

Do you have an automated system to manage ESR?

Do you use a single sign on solution across the organisation to manage the accounts?
If so, which solution do you have?

How many people are in your organisation's data quality team?

Yours faithfully,

Clive Townsend

CCGFreedomofInformation (NORTH WEST LONDON COLLABORATION OF CLINICAL COMMISSIONING GROUPS), NHS West London Clinical Commissioning Group

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Dear Mr Townsend,

 

Thank you for your Freedom of Information request sent to NHS West London
CCG.

 

Please take this email as acknowledgement for your request. The CCG will
respond as soon as possible and within 20 working days in accordance with
the Freedom of Information Act.

 

Regards

Freedom of Information & Communications Team

North West London Clinical Commissioning Groups

[1][NHS West London CCG request email]
15 Marylebone Road, London NW1 5JD

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CCGFreedomofInformation (NORTH WEST LONDON COLLABORATION OF CLINICAL COMMISSIONING GROUPS), NHS West London Clinical Commissioning Group

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Dear Mr Townsend,

 

Thank you for your request. Please could you provide some clarification -
where to mention "movers" what do you mean.  What is it that you would
want included ? Please let me know and the HR team will see if information
is possible to be extracted for the personnel database.

 

Regards 

Freedom of Information & Communications Team

North West London Clinical Commissioning Groups

[1][NHS West London CCG request email]
15 Marylebone Road, London NW1 5JD

[2]Description: Description: Description: Description:
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Dear CCGFreedomofInformation (NORTH WEST LONDON COLLABORATION OF CLINICAL COMMISSIONING GROUPS),

Thank you for requesting further confirmation.
Movers relate to staff members who move between job roles within your organisation, or the organisations you support, depending on the remit of your response - noting you have asked for the same clarification for the FOI request sent to NHS Brent CCG.
I have seen there can be additional effort involved with processing staff members who move between job roles within organisations than associated with new starters or leavers. Overheads incurred within system processes, such as creating new secondary accounts or processing back-end mapping tasks from old to new are not often included in assessment of support needed for the full joiners, movers and leavers tasks.

Yours sincerely,

Clive Townsend

CCGFreedomofInformation (NORTH WEST LONDON COLLABORATION OF CLINICAL COMMISSIONING GROUPS), NHS West London Clinical Commissioning Group

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Dear Mr Townsend,

 

Thank you for your information request and subsequent clarification sent
to NHS West London CCG. 

 

Your request has been received for the eight CCGs that make up the North
West London Collaboration of Clinical Commissioning Groups - NHS Brent
CCG, NHS Central London CCG, NHS Ealing CCG, NHS Hammersmith & Fulham CCG,
NHS Harrow CCG, NHS Hillingdon CCG, NHS Hounslow CCG, and NHS West London
CCG. This is a joint reply as sent to the North West London Collaboration
of CCGs request.

 

You requested:

 

Please could you provide the following information:

 

How many joiners, movers, and leavers do you process per year?

How many staff/whole time equivalents manage this process?

Do you have an automated system to manage ESR?

Do you use a single sign on solution across the organisation to manage the
accounts?

If so, which solution do you have?

How many people are in your organisation's data quality team?

 

Our response is as follows:

 

The eight North West London CCGs (NHS Brent CCG, NHS Central London CCG,
NHS Ealing CCG, NHS Hammersmith & Fulham CCG, NHS Harrow CCG, NHS
Hillingdon CCG, NHS Hounslow CCG, and NHS West London CCG) work together
collaboratively and operate a number of Teams as shared services; HR being
such a team. In order to facilitate this, staff are employed by a single
CCG but work across the eight CCGs. There are also many instances of staff
working across a number of the CCGs and again, employed by a single CCG.
The arrangements differ across the teams. To provide information on a
single CCG level would be misleading and would not represent the staff
across the NW London CCGs accurately. The information has been provided at
a NW London CCGs level.

 

Question 1)    How many joiners, movers, and leavers do you process per
year?

 

In 2018/2019 there were 334 joiners and 337 leavers across the NW London
CCGs.

 

Thank you for your clarification of “movers”.  We have reviewed our HR
system and it is not possible to easily extract the information to provide
a figure for the number of movers. As explained above, the CCGs work
together collaboratively and have a number of shared resources across the
eight CCGs and teams/individuals who work across a few CCGs. In order to
establish a figure we would need to filter out those not applicable and
also determine whether change would be as a result of job title change,
promotion or transfer to a new position within a different team. This
would have to be a manual check of all records. The NW London CCGs
consider this would exceed the appropriate cost limit as set out in the
Freedom of Information Act.

 

Question 2)    How many staff/whole time equivalents manage this process?

 

There is a single Human Resources Team covering the eight NW London CCGs.
At any one time, in total there were six staff members that managed
joiners and leavers during 2018/2019.

 

Question 3)    Do you have an automated system to manage ESR?

 

ESR (Electronic Staff Record) has certain processes that are automated but
only with manual input beforehand.

 

Question 4)    Do you use a single sign on solution across the
organisation to manage the accounts?

If so, which solution do you have?

 

No. There is not a single sign on solution for users to manage these
accounts.

 

Question 5)    How many people are in your organisation's data quality
team?

           

We do not have a specific data quality team within the organisation.

 

If you are dissatisfied with your response or how it has been handled you
can request a review by emailing [1][NHS West London CCG request email].  Please state
your complaint or dissatisfaction and the matter will be reviewed.  The
outcome would be reported back to you.  Where you feel your request has
still not been dealt with properly, you can refer your complaint to the
Information Commissioner by writing to: The Information Commissioner,
Wycliffe House, Water Lane, Wilmslow SK9 5AF which can investigate the
matter.

 

Further information on the Freedom of Information Act is available at:
[2]http://www.ico.org.uk.

 

Regards 

Freedom of Information & Communications Team

North West London Clinical Commissioning Groups

[3][NHS West London CCG request email]
15 Marylebone Road, London NW1 5JD

[4]Description: Description: Description: Description: Description:
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