Age Profile and Retirement Tool

User Guidance Notes

The data contained within this tool is restricted and

unpublished data and must only be used for management

purposes within NHS Wales.

Please Note: Microsoft Excel 2007 or a later Excel version is needed to run the tool

2 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes

Introduction

The Age Profile and Retirement Tool is a benchmarking tool that provides easily available comparative information that enables organisations to compare themselves with other organisations and track workforce configuration in terms of Age Profile and Retirement over time. The tool provides the functionality to filter the data by Staff Group (AHP, Admin, M&D etc) or by Occupation Group (which include services areas, such as Physiotherapy, Audiology etc, and Medical & Dental Specialities, such as Cardiology, General Surgery etc). The Age Profiler and Retirement Tool is designed as a comparative tool and should not be used for reporting. The data contained within this tool is restricted and unpublished data and must only be used for management purposes within NHS Wales.

What is included in the Age Profile and Retirements Tool?

The Age Profile and Retirement Tool uses the following data source to provide benchmarking

information for the 7 Welsh Health Boards and 3 Welsh Trusts. The available data is set at March 2016.

Data Source Area Units ESR Data Warehouse

Staff in Post FTE (Contracted) Headcount

What can it be used for? The Age Profile and Retirement Tool can be used to assist organisations in:

Highlighting opportunities to improve performance through benchmarking with others.

Understanding trends in their organisation and whether they are consistent with national

(Welsh) patterns.

Identify the age of the workforce currently and from 2016 – 2029 by single age or age band.

Who is the intended audience? The Age Profile and Retirement Tool has been designed for Executive Directors and Senior Managers.

Limitations The Age Profile and Retirement Tool uses Risk ratings which identify potential areas for concern. They

are categorised as Red, Amber and Green. Red risk rating is not necessarily always an indication of a

danger zone but invites the user to investigate further.

Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 3

How can the Age Profile and Retirement Tool be accessed? Access to the tool will be via permission of your Workforce and OD director.

Feedback

This guidance is intended to be a ‘living’ document which will be reviewed and updated as required, and we welcome feedback and ideas for development. Please contact Workforce Education & Development Services, NWSSP with your

comments and suggestions weds@wales.nhs.uk

Document Control The controlled copy of this document is maintained in the nww.sharedservicespartnership.wales.nhs.uk website. Any copies of this document held outside of that area, in whatever format (e.g. paper, email attachment), are considered to have passed out of control and should be checked for currency and validity.

The following pages provide a visual guide on how to use the tool.

4 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes

User Guide – For all tools

1. Starting the tool Microsoft Excel requirements: Excel 2007 or a later Excel version. On opening the Excel sheet macros must be enabled by pressing the ‘Options’ button at the top of the excel sheet and enable the content. This will ensure all the code and functions within the tool work correctly.

Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 5

SELECTION

FILTERS

GRAPH

DISPLAY

DATA

TABLE

Workforce Age Profiler and Retirements (as at March 2016)

6 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes

Sample View – selection = Occupation Group / Select Occupation Area/Single Organisation /UHB B / Staff in Post / Grades Groups / Consultant

Select Occupation Group – e.g. Medical &

Dental – Surgery then Select Occupation

Area for deeper level, e.g. Trauma &

Orthopaedic

Select a View

Single Organisation / Organisation &

Gender / Compare two Organisations

Select

Organisation Select an Area –

Staff in Post /

Retirement

Select a Grade

Grades Groups = Grouped Grades, e.g. SAS

doctors, and Consultant, Pay Bands 1 – 4, or

Individual Grades e.g. Band 1, Band 2, etc,

Foundation 1, Specialty Registrar, etc

Occupational Grades e.g Admin & Clerical,

Ambulance Personnel, Assistant, Consultant

Therapist, District Nurse, Health Visitor, School

Nurse, etc

Drop down menu –

select further Grade

detail

Select a group

Occupation Group

Staff Group

(See notes page at

end of the guide for

definitions of

terms)

Risk Button

Illustrates areas at risk, identifying potential

gaps in workforce as a result of the

retirement profile

SELECTION

FILTERS

Workforce Age Profiler and Retirements (as at March 2016)

Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 7

Data Table View

Showing the selected organisation (on

left) or all of them (below) if you select

VIEW ALL

GRAPH

DISPLAY

DATA

TABLE

Graph Control

FTE / Headcount

Actual Figures / Percentage

Chart Type – Bar chart or Line graph

Units – Single age / Age band in 10 or 5 year groups

8 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes

Age Rating The example above is based on selecting a retirement age

of 60.

If more than 50% of the workforce is in the under 50 age

band, the age rating will become Green

If more than 50% of the workforce is in the 50 to 59 age

band, the age rating will become Red

If more than 25% of the workforce is in the 50+ age band,

the age rating will become Red

If none of these conditions are true, the result will be

Amber

Risk View

To get Risk View click the Risk Tab

on the Control Page. To return to the Control

page click on the Control Tab on Risk page.

Risk is shown in percentage format although if

you select Data icon the format changes to

number format but the risk is no longer illustrated

Workforce Resources –– Age Profile and Retirement Tool User Guidance Notes | 9

Age Rating The example above is based on selecting a retirement age of 58.

If more than 50% of the workforce is in the under 48 age band, the age

rating will become Green

If more than 50% of the workforce is in the 48 to 57 age band, the age

rating will become Red

If more than 25% of the workforce is in the 58+ age band, the age rating

will become Red

If none of these conditions are true, the result will be Amber

The example below shows Age Ratings if the age retirement age is altered from age 60 to 58 and the organisation has changed to UHB A. In this instance, the staff group is Medical and Dental – Specialty X.

Risk View

10 | Workforce Resources – Age Profile and Retirement Tool User Guidance Notes

NOTES There is no Risk View available when comparing two organisations: you must choose organisations individually to identify potential risks.

SCREEN SHOTS OF NOTES TAB

There is more than one way to find an answer – e.g. To Find District Nurses:

Definition of terms

Occupation Group – This provides a greater level of detail in segmenting the workforce, e.g. Physiotherapy,

Cardiology, Community Nursing, Genetics, Hotel, Property & Estates.

Occupation Area – this provides over 190 different specialties or areas of work

Staff Group – The broad area of staff – Health care Scientists, Nursing & Midwifery, Medical and Dental

Grades Groups – Bands of grades such as SAS Doctors, Pay Bands 1 – 4, Non AfC

Individual Grades – Band 1, Band 2, Band 3, Foundation 1, Consultant, Dental Trainee

(This is the grade which determines the payment of salary)

Occupational Grades – Children’s Nurse, District Nurse, Paramedic, etc

(This is the grade which describes the job role of staff)

Your attention is also drawn to the tab on the tool called “Notes” where criteria tables are located which

determine categories of grades, specialties – based on Occupational Codes, and risk parameters, etc.

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There is more than one way to find an answer – e.g. To find District Nurses: -

1) Select Occupation Group: Nursing, Midwifery, & Support

2) Occupation Area: All

3) Select a grade: Occupational Grade and select District Nurse from drop down menu

Or

1) Select Staff Group: Nursing & Midwifery

2) Select a grade: Occupational Grade and select District Nurse from drop down menu.

Updated May 2016 Electronic copies of this document are available from: http://nww.sharedservicespartnership.wales.nhs.uk/what-is-working-differently-working-toge