FUNCTIONS AND PEOPLE MAPPING

MAY 2012

FUNCTIONS AND PEOPLE MAPPING

• Background• NHS South of England overall• NHS South of England – by ‘old’ SHA• Changes from second to last return• Staff numbers by Tab• People Tracker

FUNCTIONS AND PEOPLE MAPPING

• Background• The HR Workstream has undertaken a Functions and People mapping

exercise (mid 2011 to February 2012).

– To identify the DH, NHS and ALB functions that will transfer into other organisations

– To count the number of staff currently carrying out these functions– To map functions to Receivers

Proposed Framework: The ‘People Tracker’

• An Excel based spreadsheet tool for each Sender and Receiver• Monthly mandatory reports to the HR Workstream will be automated if the

People Tracker tool is used• Initial effort is required to populate the People Tracker with all existing staff

(Senders); most of the data is available in existing staff databases and should be able to be copied and pasted saving manual effort

• Once populated, staff moves must be recorded as they occur during each reporting period to ensure data is always up-to-date to support Transition activity; this will also avoid excessive month-end workload

• For Receivers, the Tracker will be populated as decisions are made regarding transfers/redeployment/recruitment during Transition

People Tracker: System-wide reports

• Once the HR Workstream team have received and consolidated the Sender and Receiver reports, a variety of System-wide reports will be available

• It is anticipated that the following reports will be provided monthly:– Equality report (on 4 protected characteristics: gender, ethnicity, age,

disability)– Current headcount and FTE (Senders)– Current headcount and FTE (Receivers)– Headcount and FTE transferred– Headcount and FTE redeployed– Headcount and FTE recruited– Headcount and FTE redundancy

Proposed People Tracker framework

A high-level view of the framework:

Tracker Tool• Spreadsheet containing individual staff level data• Maintained by each Sender and Receiver• Enables easy monthly submission of returns

Sender/Receiver returns• Automated returns from the People Tracker tool• Monthly reporting cycle• Reports staff moves from Senders to Receivers

System-wide reports• Consolidated view of staff moves across the system• Produced monthly by HR Workstream• Reviewed by HR Strategy Group and other Boards

Senders and Receivers maintain their staff datain their People Tracker, recording the change in Transition status of their staff as it occurs. An automated return is sent to the HR Workstream at the end of each monthly reporting period

The HR Workstream receive automated returnssfrom each Sender and Receiver team at the end of each monthly reporting period. These returns contain aggregate data only (i.e. no staff data) and areconsolidated to enable System-wide reporting

The HR Workstream use the consolidated data to provide System-wide reports to support the provision of effective governance and oversight of TransitionHR activity