Workforce Dashboard Narrative April 2012 Page 1 of 9 Workforce ...

Workforce Dashboard Narrative April 2012 

Page No: Sheet Name Component Key Figure(s) 

1 Total Staff in Post Contracted FTE: 6764.42 

Worked FTE: 7044.89 

Variance FTE: 280.47 

Comment 

These are FTE & HC figures for contracted in-post staff. The figures are for all assignments 

and are run as at the first of the month. 

The average contracted in-post figure for March was 6764.42 (taking an average of March 

and April’s figures). 

The worked FTE figure taken from the Meantime PayView system was 7044.89. Therefore, 

excluding Agency workers, the Trust used an additional 280.47 WTE over and above its 

contracted base. 


1 Total HC:FTE Ratio 1.15 

Comment 

This is the ratio of HC to FTE. It is an indicator of the number of part-time workers within the 

organisation. 

This is included in the regional dashboard metrics, but is not measured against the cluster. In 

April we have a slightly reduced HC:FTE of 1.15 from March’s figure of 1.16, which would 

indicate a marginal reduction in the number of part-time staff to full-time staff. This is below 

the median ratio for the benchmark group (1.18). 


1 Total Sickness (Rolling 12 4.04% 

months) 

Comment 

Sickness for March was 4.04%, which is the third month in a row that the rolling 12 monthly 

figure has increased. 

Case reviews have been carried out regarding Long-term sickness and as part of the Health & 

Wellbeing action plan, the worst performing departments are required to attend the Health 

& Wellbeing Committee to present their action plans for reducing sickness. A self-care course 

is also being developed for short-term sickness and will be piloted in a division. 

Workforce Dashboard Narrative April 2012 Page 1 of 9


1 Total Investigations (Live) 31 

Comment 

These are the number of live investigations going on within the month being reported. 

The HR team together with management representative conduct an ‘initial assessment of 

facts’ prior to the initiation of a formal investigation. This is to determine if a formal 

investigation is in fact necessary. 

The progression of investigations is also reviewed centrally to determine any issues that 

prevent an early conclusion, the availability of appropriate representation, and 

administration support to compile management reports have been identified as contributing 

factors. 

The number of cases live or initiated in April went down to 31 from 38 in March. 

31 cases represents 0.4% of the workforce being investigated. 


1 Total Suspensions (on-going) 2 

Comment 

As with investigations, this figure highlights the number of suspensions that are ongoing 

within the month being reported. 

The number of ongoing suspensions has remained at 2 (although within different Divisions) 

for a number of months. 


1 Total Recruitment Admin Time 14 Weeks 

Comment 

This is the median recruitment time it takes to process the paperwork for getting an advert 

onto NHS Jobs to the point where a formal offer is made to a prospective employee. The 

desired admin time is 9 weeks, taken from Recruitment Standards. The primary delays in the 

system are time taken for managers to distribute paperwork, time taken over shortlisting, 

and possible employment checks. 

The April average has reduced from 15 weeks in March to 14 weeks in April. 



1 Total Variance (Establishment v 

actual) 

Establishment FTE (March 

2012): 7218.21 

Average March Contracted 

FTE: 6764.42 

Worked FTE (March2012): 

7044.89 

Comment 

This is the under/over establishment figure when you compare in-post numbers to the 

establishment figures, which are obtained from the finance department. This has been called 

variance, as at a top level it is not possible to identify vacancies, as many of the posts may be 

held for savings, or are being filled by bank etc. 

The latest establishment figures we have are for March 2012 (7218.21). Finance recognises a 

different organisational structure to ESR, so the establishment figures have been reconciled 

back to the ESR structure. The establishment v actual variance will match the bottom line 

figure (7218.21); however, this will not necessarily match at a divisional level, if compared to 

a finance report. 

The comparisons for April are: 

Establishment FTE (March 2012): 7218.21 

Average March Contracted FTE: 6764.42 

Worked FTE (March2012): 7044.89 

Work will be carried out with the Transformation Office to identify which posts have been 

identified as part of the savings plan. It is the intention, over the next few months to be able 

to produce reports which detail actually vacancies. 


1 Total Posts (advertised in 39.06 FTE 

month) 

Comment 

These are the number of posts that are advertised within the recorded month as reported by 

NHS Jobs. 

April (39.06) was significantly lower that March (72.46). 


1 Total Prof Reg Actual Lapses 2 

Comment 

These are the number of employees who are being investigated for actual lapses of 

registration. 

The number of lapses in April was 2. 

Registrations are captured within ESR, and monthly reports are distributed detailing 

‘overdue’, and upcoming renewals. 



1 Total PDRs 70.53% 

Comment 

The current PDR compliance target is 85%. The compliance figure for April (70.53%) is below 

target, however, it is an improvement on the March position. 

LIA events are in the process of being set-up to look at the current PDR process to see if it 

can be improved. 

PDRs remain a focus within Hot Topics. With the continued roll-out of Manager Self Service, 

more supervisors/managers are now able to update PDR dates directly via ESR, rather than 

have to submit a PDR5 via email. 


1 Total Leavers (Rolling 12 8.18% 

months) 

Comment 

This is a headcount and % figure. The % leavers figure is below our historical average of 

around 10%. As yet no determination has been made as to what is a healthy/unhealthy 

leaving rate. 

Our leavers % (8.18) has increased very slightly from 8.15% in March, however, that 

percentage remains the 3 rd lowest compared to our benchmark group, with the median 

leaving rate being 8.72%. 


1 Total Mandatory Training 74.06% 

Compliance 

Comment 

These figures are taken from the CDA system. Following a decline in compliance from the 

start of the year, the overall figure rose slightly from 71.92% in March 2012 to 74.06% in April 

2012. There are subject areas where compliance is well below target and there are still large 

numbers of staff who are 6 months or more out of date. Future bookings for the next few 

full mandatory training days are positive and there are dates available until 2013. Managers 

are urged to ensure their staff complete the necessary training within timescales and that 

people who have DNA’d are re-booked to attend. A number of new reports are available on 

the CDA system to enable managers to review compliance levels. 

Competence in the use of medical devices is still below target. Managers are asked to 

urgently review the central records and update them where required or ensure that staff are 

trained. 



2. SIP & Sickness Staff in Post (Contracted) circa 13 FTE Increase 

Comment 

These are the SIP figures by Division. The colour formatting indicates whether, compared to 

the previous months figures, that: 

SIP is greater – red; 

the same – amber; 

lower – green. 

The median figure formatting indicates, based on the above criteria, whether it is higher, 

lower, or the same as the April figure. 

The SIP figure increased by circa 13 FTE from March 2012 to April 2012. 


2. SIP & Sickness Sickness N/A 

Comment 

These are the rolling 12 month sickness figures by Division. 

Community Child Health is no longer reported separately, as they are part of Women & Child 

Health. The ‘Miscellaneous’ division are now included within the sickness reports. 


3. PDRs & Leavers Leavers N/A 

Comment 

These are the rolling 12 month figures by Division. 


4. Vacancies Vacancies advertised in N/A 

month 

Comment 

These are the number of vacancies advertised in each month by division. 


4. Vacancies Variance (Establishment v N/A 

Actual) 

Comment 

These are the establishment v actual variance figures broken down by division. A minus value 

indicates an over establishment. However, as noted above, this is simply the difference 

between the establishment and in-post figures. These will include posts being filled by bank, 

posts held as part of the TSPs, etc. 



5. Prof Reg & MT Prof Reg (Actual Lapses) N/A 

Comment 

These are the number of actual lapses by division. 


5. Prof Reg & MT Mandatory Training N/A 

Comment 

The monthly MT figures by Division. 


6. CIFP Investigations N/A 

Comment 

The current, live investigations (in-month) by division. 


6. CIFP Suspensions N/A 

Comment 

The current, live suspensions (in-month) by division. 


7. Diversity (SIP) N/A 

Comment 

The figures are presented as FTE & HC numbers in-month, taken at the same time as the SIP 

figures. The comparison column looks at the median values (expressed as a percentage), 

versus a reasonable comparator. For SIP, these are the local population figures, where 

available. 

Local population figures for disability & Sexual Orientation are not available. 

Gender – SWBH employs more female staff when compared to local population numbers. 

This is a well understood health sector bias. 

Religious Belief – It is difficult to draw conclusions from these figures as we have a significant 

number of staff who are recorded as ‘undefined’ or ‘do not wish to disclose’. 



8. Diversity (Leavers) N/A 

Comment 

Trends do not suggest any untoward variances across the diversity strands. 


9. Diversity 

White Promotions: 70% 

(Promotions) 

White SIP: 60% 

Comment 

Promotions are broadly defined as an increase in grade when comparing one month with the 

next. This can include permanent changes of acting up. 

For the Ethnicity figures it would appear that White staff are being promoted more than 

other staff, when compared to the in-post percentages. A further piece of work has been 

done to drill-down further. Two areas were highlighted where White staff were being overpromoted 

by greater than 5%, when compared to other Ethnic Groups. These areas have 

been passed on to the relevant HR Manager to investigate further. 


10. Diversity 

N/A 

(Recruitment) 

Comment 

Comparison is difficult at this stage due to the high number of undisclosed staff across the 

protected areas. However, what is positive, is that the number of undisclosed staff has 

reduced significantly for those being recruited over the last 12 months. The recruitment 

department has worked hard to explain the reasons behind capturing this data at the 

recruitment stage. 


11. Diversity (PDR) N/A 

Comment 

PDR figures show a good correlation with SIP figures across the protected areas. PDRs are 

measured as to whether a member of staff has had a PDR/review within the last 12 months. 

Doctors in training have their reviews carried out by the deanery, therefore, ‘assumption’ 

figures are put into ESR, to ensure that they are recorded. 



12. Diversity (CIFP) N/A 

Comment 

Based on previous dashboards, we know that there has been concern regarding a 

disproportionate number of investigations being carried out on non-white staff. HR have 

investigated a number of the cases and the reasons for the investigation have been found to 

be valid. 

The Trust has raised the profile of diversity with the HR team, prior to the acceptance of a 

case into a formal procedure. 

Diversity training is now included within the mandatory training programme. 


13. Occupational Health New Starter 100% 

Comment 

KPI showing percentage of new starters who are screened within 2 days (out of around 100 

received per month). The higher this figure the more quickly new staff can be vaccinated if 

required and start work. 


13. Occupational Health Sickness appts (OH 67% 

Consultant) 

Comment 

KPI showing percentage of appointments with an OH Consultant within 10 working days. 

Whilst this has dropped slightly this quarter this is due to reduced consultant clinics due to 

long term sickness and flexible leave, no junior doctor in post (so more work for consultants) 

plus an increase in demand for consultant appointments of 72% compared with 2011. 

Monitoring continues with discussions on new ways of working to ease the demand. 


13. Occupational Health Sickness appts (OH Non- 100% 

Consultant) 

Comment 

KPI showing percentage of appointments with a Non-OH Consultant within 10 working days. 

This is n/a as there were no junior doctors in post in this quarter (due to recommence in April 

2012) 



13. Occupational Health Sickness appts 

(Specialist/Qualified 

Nurse) 

91% 

Comment 

KPI showing percentage of appointments with a specialist/Qualified Nurse within 10 working 

days. There is a dip in February explained by an unfortunate cluster of serious unrelated 

sickness absence among the OH specialist nurses and a 70% increase in referrals in the 

quarter. 


13. Occupational Health Reports to managers 99% 

Comment 

KPI showing percentage of reports to managers within 5 days (upon receipt of consent). The 

higher this figure the more quickly managers receive outcome information from 

appointments, allowing them to make management decisions in sickness absence cases. 

Time taken should decrease further with the planned electronic system. 


13. Occupational Health General Immunisation 87% 

Clinics 

Comment 

KPI showing percentage of clinic appointments for immunisations completed within 10 days 

of request. The aim for this KPI is about 90% as some immunisations have to be booked in 

advance as they are part of a course. 


13. Occupational Health Sickness Wasted Hours & 11.92 FTE 

Cost 

£697.00 

Comment 

This is sent to DGM’s showing the wasted time per month from people not attending and 

cost associated with non attendance (based on how much we would charge an external 

customer) The result is intended to be a guide to stimulate management action. While the 

costs have remained the same over six months this represents a drop in real terms because 

of the increase in appointments. IT developments should allow us to send reminders soon 

and only one DNA is permitted for a consultant clinic, this policy is likely to be extended to 

nurse sickness absence clinics. 


13. Occupational Health General Clinics Wasted 18.73 FTE 

Hours & Cost 

£319.00 

Comment 

As above but for General Clinics.

Workforce Dashboard Narrative April 2012 Page 1 of 9 Workforce ...

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