Rota Supplier Information

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Dear East London NHS Foundation Trust,

I am writing to request information under the Freedom of Information Act regarding Rota Supplier information. Please can you complete the below questions.

1. Does your organisation use any third-party software to support the creation of staff rotas? If yes, please state the name of the supplier. (a rota is a pattern of shift work with no individuals attached to it. A rota is used to form a blueprint of compliance or rules based on working patterns for a department, team or unit e.g. to create junior doctor rotas compliant to the 2016 Junior Doctor contract. Rotas are not to be confused with rosters (when shifts are allocated to workers))
2. Out of the following options, which staffing groups are rotas utilised for via your Rota system?
a. Medical- Consultants
b. Medical- Junior Doctors
c. Nursing and Healthcare Assistants (HCAs)
d. Admin and Estates
e. Scientific, Therapeutic & Technical (STT) Staff and Allied Health Professionals (AHPs)
3. What is the contract start date for your rota supplier? (dd/mm/yy)
4. What is the contract end date for your rota supplier? (dd/mm/yy)
5. What was the annual cost of your rota supplier for the financial year 19/20 (April 2019 - March 2020)?
6. Are there any exit costs incurred for changing rota supplier? If yes, please state the exit cost
7. What framework was used to procure the rota supplier? Please state the specific name of the framework e.g. G-Cloud, HealthTrust Europe, etc
8. Is your Rota supplier the same as your rostering supplier?
9. Does your rota system integrate with your rostering system?
10. 10a. Does your rota system integrate with your organisation’s Payroll system?
10b. If so, is the integration with payroll through an open API?
11. What other third-party systems does your rota system integrate with?
12. Is your rota system used for the creation of rotas?
13. Is your rota system used for the validation of rotas after they have been created?
14. Does your rota system provide exception reporting? (Exception reporting is the formal mechanism that workers can use to register variations from their agreed work schedule, in terms of their working hours and training.)
15. Does your rota system automatically send completed rota patterns to the associated worker?
16. Does your rota system provide online rota approval that can be accessed by multiple teams?
17. Are there two separate teams in place at the organisation for supporting your rota system and your rostering system?

Please do not hesitate to contact me if you have any questions.

Yours faithfully,
James Allen

FOI (EAST LONDON NHS FOUNDATION TRUST), East London NHS Foundation Trust

Please note that whilst we will try to respond to you as quickly as
possible, there may be a delay due to the rapidly changing situation
regarding COVID 19.

 

Thank you for your patience and understanding.

 

Kind regards,

Freedom of Information, Information Governance Team

East London NHS Foundation Trust

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FOI (EAST LONDON NHS FOUNDATION TRUST), East London NHS Foundation Trust

Information Governance Department

The Green

1 Roger Dowley Court

Russia Lane

London

E2 9NJ

 
Email: [East London NHS Foundation Trust request email]

 

 

Our Ref:  FOI DA3671

  

Thank you for your recent Freedom of Information request received by the
Trust on 20^th January 2021.

 

Your request is being dealt with under the terms of the Freedom of
Information Act 2000 and will be answered within twenty working days.  For
your information, the Act defines a number of exemptions which may prevent
release of the information you have requested. There will be an assessment
and if any of the exemption categories apply then it will not be released.
You will be informed if this is the case.

 

If the information you request was obtained from or relates to a third
party then they may be consulted prior to a decision being taken on
whether or not to release the information to you.

 

In some cases there may be a fee payable for the information requested.
This will be considered and you will be informed of the fee payable if
this is the case. In this event the fee must be paid before the
information is processed and released. The 20 day time limit for responses
is put on hold until receipt of the payment. If you have any queries about
this request do not hesitate to contact us. Please remember to quote the
reference number above in any future communications.

 

Whilst we will make every effort to respond to your request within the
statutory timeframe of 20 working days, it may not be possible to respond
on time due to the pressures of COVID 19 and the need to ensure the
well-being of our staff and service users. We will write to you if we
anticipate a delay and hope in advance that you will accept our apologies
if this should occur.

 

Yours sincerely, 

 

FOI Team
East London NHS Foundation Trust

 

If you are dissatisfied with the Trust’s response to your FOIA request
then you should contact us and we will arrange for an internal review of
this decision. If you remain dissatisfied with the decision following our
response to your complaint, you may write to the Information Commissioner
for a decision under Section 50 of the Freedom of Information Act 2000.
The Information Commissioner can be contacted at:

 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

Web: [1]www.ico.org.uk

 

 

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FOI (EAST LONDON NHS FOUNDATION TRUST), East London NHS Foundation Trust

1 Attachment

Dear Mr Allen,

 

Please find attached the Trust’s response to your Freedom of Information
request.

 

 

Kind regards,

 

FOI Team
East London NHS Foundation Trust

 

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