Human Resources - processing of organisation staff

The request was successful.

Dear South Western Ambulance Service NHS Foundation Trust,

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

Information Governance, South Western Ambulance Service NHS Foundation Trust

2 Attachments

Dear Clive

 

Thank you for your request for information regarding the Trust which we
received on 18/12/19.

 

We will deal with this request in accordance with your right of access to
information we hold under the Freedom of Information Act and I attach a
leaflet containing further information about both your rights and our
obligations under this legislation. You will see from this that we are not
obliged to generate information we do not already hold in order to provide
what we are asked for, such as by collating data or formulating direct
answers to questions, but you are entitled to receive copies of records
(or extracts from them) that contain the information you have requested.

 

We will research the information you have requested and we will respond
providing what we hold no later than 20/1/20 in accordance with the
timescales set by the Act.

 

We will inform you if:

a) We are unable to provide you with any of the information you have
requested, and explain the reason for this; and

b) Any fee that is payable for the information we are able to provide.

 

In the meantime, if you have any queries or require clarification on any
aspect of your request or how we will respond, please do not hesitate to
contact me.

 

Kind regards

 

Clare Lunk | Assistant Information Governance Manager

South Western Ambulance Service NHS Foundation Trust

[1]cid:[email address]

 

Direct Line 01392 261 603

Web [2]www.swast.nhs.uk

E-Mail [3][email address]

Abbey Court, Eagle Way, Exeter EX2 7HY

References

Visible links
2. http://www.swast.nhs.uk/
3. mailto:[email address]

Information Governance, South Western Ambulance Service NHS Foundation Trust

1 Attachment

Hi Clive,

 

Our Head of IT has asked for clarification on your third question – what
sort of tasks on ESR are you referring to?

 

Also please note in terms of question five we do not have a specific ‘data
quality’ team.  

 

Kind regards,

Clare Lunk | Assistant Information Governance Manager
South Western Ambulance Service NHS Foundation Trust

 

Direct Line 01392 261 603 | Web [1]www.swast.nhs.uk | E-Mail
[email address]

Trust Headquarters, Abbey Court, Eagle Way, Exeter, EX2 7HY, TrustHQ

 

 

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Information Governance, South Western Ambulance Service NHS Foundation Trust

2 Attachments

Dear Clive

 

 

A PDF copy of our response is also attached – we are aware of a formatting
issue on the WDTK website which may affect the legibility of the tabled
response below.

 

 

I refer to our acknowledgement on 31/12/19  in respect of your request for
information under the provisions of the Freedom of Information Act.  We
are able to provide the following information:

 

Information requested Trust response
1.       How many joiners, movers, For the period 1/1/19  -31/12/19:
and leavers do you process per year?
 
 
New Starters – 757

Leavers – 611

Change Forms Processed- 4513

 

This above figures relate to both
permanent and fixed-term staff. We do
not capture the number of “movers”
however there were 4513  change forms
processed. These are however all
types of changes, i.e. job title,
base, unsocial allowance, etc.

 
2.       How many staff/whole time 5 HR administrators/ 4.20 Whole Time
equivalents manage this process? Equivalent (WTE).

 
3.       Do you have an automated On the 8^th January 2020 we emailed
system to manage ESR? you for clarification on this
question; we await your response.
 
 
4.       Do you use a single sign on No.
solution across the organisation to
manage the accounts?

5.       If so, which solution do
you have?

 
6.       How many people are in your We do not have a specific ‘data
organisation's data quality team? quality team’; individual teams
across the organisation are
  responsible for ensuring quality
standards in their data. We also have
an Information Assurance Steering
Group who meet periodically to look
at ways in which we can maintain and
improve standards of quality in our
data. This team is made up of
representatives across a range of
departments.

 

 

Please note that, under the Re-use of Public Sector Information
Regulations, if you wish to publish or otherwise use this information
besides for your own means, you will need to seek our permission to do so.

 

Please feel free to contact me if you require further clarification of the
information provided, or to discuss any aspect of the way in which we have
responded to your request. 

However, if you are dissatisfied with our response, you also have the
right to make use of the following complaints procedures:

 

In the first instance you may write to the Chief Executive of this Trust

 

Mr Ken Wenman

South Western Ambulance Service NHS Foundation Trust

Abbey Court

Eagle Way

Exeter  EX2 7HY

 

Mr Wenman will then either make arrangements for your complaint to be
reviewed and for the outcome to be communicated to you, or will convene a
panel of Trust Directors to consider an appeal against a decision to
withhold information.

 

If you are unhappy with the response to your complaint, or findings of the
Panel, you can contact the Information Commissioner at:

 

Information Commissioner’s Office,

Wycliffe House,

Water Lane,                                 

Wilmslow,

Cheshire.  SK9 5AF

 

Tel: 01625 545 700

Fax: 01625 524 510

 

Kind regards

 

Clare Lunk | Assistant Information Governance Manager

South Western Ambulance Service NHS Foundation Trust

[1]cid:[email address]

 

Direct Line 01392 261 603 

Web [2]www.swast.nhs.uk

E-Mail [3][email address]

Abbey Court, Eagle Way, Exeter EX2 7HY

References

Visible links
2. http://www.swast.nhs.uk/
3. mailto:[email address]

Dear Clare,
Thank you for reviewing my questions and providing your responses, both inline and in the PDF format to overcome the presentation challenges.

Thanks also for drawing my attention to the clarification request, I'd missed that in your previous reply.

"Our Head of IT has asked for clarification on your third question – what
sort of tasks on ESR are you referring to?"
ESR solutions in use are often used as a stand-alone system to manage staff employment information and is not linked in such a way to help with the creation and updating of the many staff records within operational systems without human involvement. I am looking to ascertain whether the process of managing staff records from and to your ESR with relevant local systems is solely conducted by people within, or working for, your organisation, or whether any or all of the steps required are processed by batch, macro, or other automated approach which reduces or mitigates any human interaction.

I hope this clarification is not too late to be considered however if it would be easier for me to generate a new FOI request,please let me know.

Yours sincerely,

Clive Townsend

Information Governance, South Western Ambulance Service NHS Foundation Trust

Hi Clive,
I'll check with IT and get back to you, hopefully should be able to respond fairly quickly so don't worry about making a new FOI for now!
Clare

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Information Governance, South Western Ambulance Service NHS Foundation Trust

1 Attachment

Hi Clive,

 

In answer to your question we can confirm that we partially automate the
process of updating the Active Directory information from ESR using a
third party solution. In the future we will also be able to automate the
creation of user objects.

 

Kind regards,

Clare Lunk | Assistant Information Governance Manager
South Western Ambulance Service NHS Foundation Trust

 

Direct Line 01392 261 603 | Web [1]www.swast.nhs.uk | E-Mail
[email address]

Trust Headquarters, Abbey Court, Eagle Way, Exeter, EX2 7HY, TrustHQ

 

 

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