planned review sa-pgn-01 august 2020 may 2020… · 2020. 6. 1. · booking and compliance...

Staff Appraisal Practice Guidance Note

Training & Development Needs Analysis Process & Attendance Management V01

Date Issued

Issue 9- Feb 2020

Issue 10 – May 2020

Planned Review

August 2020 SA-PGN-01 Part of CNTW(HR)09 – Staff Appraisal Policy (Non-Medical)

Author / Designation Michelle Evans

Deputy Director of Workforce & Organisational Development

Responsible Officer / Designation

Lynne Shaw– Acting Executive Director of Workforce and Organisational Development

Contents

Section Description Page No.

1 Introduction 1

2 Definitions 2

3 Process of TNA Development 3

4 Training Plan and Prospectus 4

5 Management of Attendance 4

6 Monitoring 5

Appendices – attached to Practice Guidance Note

Appendix 1 Process for Training Needs Identification and Agreement 6

Appendix 2 Sample of Training Needs Analysis Document 7

Appendix 3 Sample Annual Training Plan 8

Appendix 4 Statutory and Essential Training (Individuals Responsibility) Booking and Compliance Monitoring

9

Appendix 5 Statutory and Essential Training (Managers Responsibility) Booking and Compliance Monitoring

10

Appendix 6 Monitoring Framework 11

SA-PGN-01

1 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust SA-PGN-01 Training and Development Needs Analysis Process; Attend-Management – V01 Iss10 – May 2020 Part of CNTW(HR)09 - Joint Development and Review (Appraisal)

1 Introduction 1.1 This Practice Guidance Note (PGN) reflects Northumberland, Tyne and Wear

NSH Foundation Trust’s (the Trust) commitment to the safety of staff and service users through the application of Mandatory and Essential Training. It identifies the training programmes relevant to staff groups to comply with Health and Safety Legislation and the NHS Litigation Authority Minimum Data Set to ensure staff have appropriate risk management training to their roles and responsibilities. It also details the processes around Training Needs Analysis Development and Attendance Management, which apply to all substantive employees.

2 Definitions 2.1 For the purpose of this Practice Guidance Note and the associated Training

Needs Analysis the following definitions apply:

Statutory Training Is training that is written in law and passed by a legislative body and is therefore compulsory;

Essential Training

Is training that is deemed essential by Northumberland Tyne and Wear NHS Foundation Trust (including the NHS Litigation Authority Minimum Data Set) to ensure safe practice across all areas of the Trust;

Training Needs Analysis

A document which details the training requirements by staff group, including the frequency and methods of delivery, updated regularly and signed off annually;

Individual Training Dashboard

A Trust intranet based document that details the individual’s specific training requirements taking into account any exemptions for service area. This also shows the individuals current levels of compliance with regards to attendance at the training and is updated daily;

Training Plan

An annual assessment of the required number of training courses required to provide sufficient training for all staff requiring training during that period;

SA-PGN-01


Training Prospectus

A document on the Training and Development intranet site which details all courses available to Trust staff including Statutory and Essential. Details include Course Outline / Learning Objectives, duration, relevancy, linked KSF dimensions and contact information

DNA

A Did Not Attend (DNA) is recorded when an individual fails to attend a training session on which they were booked. An Individual for the purposes of this process will not be considered to have DNA’d if the non-attendance was at the request of the service.

Staff Groups:

Staff Group Title Disciplines / Roles

Admin and Clerical

All staff working in an administrative role in either corporate or clinical services

AHP (Registered and Non-Registered)

Includes professionally registered, Physiotherapists, Occupational Therapists, Speech and Language Therapists, Art and Drama Therapists

Professional, Scientific & Technical

Including Psychologists, Pharmacists and Chaplains

Managers (Clinical)

Ward Managers and Clinical Nurse Manager

Managers (Non-Clinical)

Executive Directors and Board Members, Group Directors, Associate Directors.

Estates Staff

Including all Building maintenance, Engineering, Electrical and Plumbing staff

Facilities Staff

Including all Domestics, Catering, Laundry, Housekeeping and Portering staff

Medical Staff

All grades including Trainees on placement

Non-Registered Nurses (In-patient & Residential)

Including Support Worker, Health Care Assistants, Nursing Assistants

SA-PGN-01


Non-Registered Nurses (Community)

Including Community Support Workers, STR Workers

Registered Nurses (In-Patient & Residential)

Staff Nurses, Charge Nurses

Registered Nurses (Community)

CPNs, Link Nurses

Non-Registered Clinical Support staff

OT assistants, Physio Assistants, Technical Instructors, Sports / Fitness Instructors

Line Managers

Staff with responsibility for the day to day management of a team of staff

2.2 Senior Managers 2.2.1 Senior Managers include all Executive Directors and Non-Executive Board

Members. Training is delivered in line with TNA requirements for Manager (Non-Medical) via Board training days, or via the scheduled training courses and E-learning provision. Training is recorded using the Electronic Staff Records System and compliance is monitored as with all staff via the Trust Dashboards and Compliance Reports to Workforce Training and Development Sub Group.

3 Process for TNA Development

3.1 The Trust has an on-going process for the development and updating of the

Training Needs Analysis document (Appendix 1). This process allows for the addition of essential training requirements throughout the year, subject to Group Business Meeting sign off.

3.2 An annual ratification of the Training Needs Analysis document (Appendix 2)

with any additional Trust priorities gleaned from National Initiatives, CQUIN or Contract Targets or Trust Priorities is approved by the Corporate Decision Team.

3.3 The approved document is available to view on the Training and Development

Intranet pages Training & Development Intranet with a hyperlink button taking the member of staff to an Individual Training Dashboard which has a Personalised Training Plan and up to date information on current compliance with the Training required.

http://nww1.ntw.nhs.uk/services/?id=3796

SA-PGN-01


3.4 Individual continuous professional development identified through the Appraisal process is addressed and attendance co-ordinated through the Ward / Department Manager and sits outside the Training Needs Analysis process.

4 Training Plan and Prospectus 4.1 Using the information in the Training Needs Analysis and Trust staffing data an

Annual Training Plan (Appendix 3) is developed for the number of staff requiring training that year and sufficient learning opportunities are arranged to meet the projected demand. Learning opportunities can be a mixture of taught sessions, cascade training and E-learning, depending on the subject.

4.2 A Training and Development Prospectus detailing all Statutory and Essential

Training along with other available training is available on the Training and Development Intranet site and as hard copies in all Trust Libraries. This document is updated to reflect changes in the Training Needs Analysis.

4.3 The prospectus does not hold dates for training these are available by

contacting a booking telephone line or via a booking email TrainNTW. 5 Management of Attendance 5.1 It is of vital importance to adequately protect our service users, staff, visitors

and the public that the practices of the Trust are safe and performed by a competent workforce. To maintain the competence of the workforce all Trusts are required to ensure staff participate in Statutory and Essential Training and thereby satisfy legal and regulatory standards.

5.2 The Trust are committed to ensuring organisational risk is managed across a

range of practices through achieving high levels of compliance with Statutory and Essential Training.

5.3 As detailed in Sections 3 and 4 above, the Trust will identify, notify and make

available the Statutory and Essential Training required for staff. 5.4 It is the individual employee’s contractual responsibility to comply with these

training requirements and maintain that compliance. In order to achieve satisfactory performance in the job role it is expected that an individual employee is compliant with all Statutory and Essential Training as specified on their Individual Training Dashboard based on the Training Needs Analysis, or have made a reasonable attempt to be compliant (Appendix 4).

5.5 It is the manager’s responsibility to manage and monitor the attendance of all

staff in their service to ensure they are compliant in all required Statutory and Essential Training (Appendix 5).

Appendix 4 and 5 should be read in conjunction with each other.

mailto:TrainNTW

SA-PGN-01


6 Monitoring 6.1 Performance and Compliance Monitoring are dependent on the accurate and

comprehensive recording of attendance at Statutory and Essential Training. All training attendance is recorded within the OLM function of ESR and on a daily basis uploaded into the Trust Dashboards.

6.2 Individuals should inform Workforce Training and Development as soon as

possible of any inaccuracies in the data and where required provide evidence of attendance / completion.

6.3 The Trainer will ensure that information relating to attendance is passed to the

Workforce Directorate Support Team in a timely manner to ensure records are up-to-date and accurate. Where the Trainer has access to OLM the updating of candidates records should be completed on the day of the training by the Trainer.

6.4 Managers should monitor the compliance including DNA’s via the Dashboards

through planned supervision to ensure no member of staff becomes non-compliant and should follow the process detailed in Appendix 5.

6.5 Performance / Compliance information is made available via the Dashboards

to Service, Directorate and Business Group Managers to enable discussion and action planning at their monthly Quality and Performance Meetings.

6.6 Trust-wide data is also provided by the Workforce Directorate for discussion at

Quality and Performance, monthly, Corporate Decision Team as requested and at Trust Board, monthly, who set the required compliance levels and agree actions plans for areas of concern.

SA-PGN-01


Appendix 1

Process for Training Needs Identification and Agreement

Policy and a clear rationale for Identified training needs for inclusion of training in Training Needs

Analysis and delivery methods presented to Group Business Meeting

Agreed by Group Business Meeting

Training Needs Information passed to Workforce, Training and Development Sub

Group for inclusion on Trust’s TNA and planning of delivery

Dashboards updated

Annual submission of TNA Matrix to Corporate Decision Team for

annual review and sign off

Additional Trust Priorities added by Corporate Decision Team to Trust TNA based on Service, National or

Trust Priorities

Full document uploaded to intranet site as spreadsheet, Individual

Dashboards updated

TNA Matrix updated

Trust subject expert or policy author identifies Training Needs

SA-PGN-01


Appendix 2

Sample of Document

Training Needs Analysis 2012-13

Delivered in single course

Subject Values and Attitudes

Fire Manual

Handling (Awareness)

Health and

Safety

Slips/Trips/Falls (Patient)

Slips/Trips/Falls (staff)

Safeguarding Children

Refresh Rate Once Yearly 3 Yearly 3 Yearly 3 Yearly 3 Yearly 3 Yearly

How Delivered Class Class & E-learning

Class & E-learning

Class & E-learning

Inc in Manual Handling Techniques (Patient)

inc in Health & Safety

E-learning

Admin & Clerical Staff

AHP (Registered and Non-Registered)

Professional, Scientific & Technical

Managers (Clinical) e.g. Ward Managers, Clinical Nurse Managers

Managers (Non-Clinical)

Estates Staff

Facilities Staff

Medical Staff

Non-Registered Nurses (In-patient & Residential)

Non-Registered Nurses (Community)

Registered Nurses (In-Patient & Residential)

Registered Nurses (Community)

Non-Registered Clinical support Staff

Line Managers (Required in addition to those above)

SA-PGN-01


Appendix 3

Sample of Training Plan

Training Plan 2012-13

Subject Fire Manual

Handling (Awareness)

Health and Safety

Slips/Trips/Falls

(Patient)

Slips/Trips/Falls (staff)

Safeguarding Children

Safeguarding Adults

Refresh Rate

Yearly 3 Yearly 3 Yearly 3 Yearly 3 Yearly 3 Yearly 3 Yearly

How Delivered

Class & E-learning

Class & E-learning

Class & E-learning

Inc in Manual Handling Techniques (Patient)

inc in Health & Safety

E-learning E-learning

Number of staff requiring training 2012-13

6500 785 1833 1404 1833 2190 2190

Maximum Number of courses to be scheduled

350 54 120 115 120 0 0

SA-PGN-01


Appendix 4

Statutory and Essential Training (Individuals Responsibility) Booking and Compliance Monitoring

Individual identifies Training requirements from the on line Dashboard and TNA for their role

Individual checks Dashboard for Current Compliance

Currently Compliant

No further action required

DNA Definition An Individual for the purposes of this process will not be considered to have DNA’d if the non-attendance was at the request of the service.

Individual Receives DNA Email

Individual re books

Individual Attends Records updated on ESR/OLM and Dashboard

Not currently compliant

Attends Training/ Completes E Learning. ESR/OLM and Dashboards updated

Individual DNAs

Individual Receives DNA Email

Individual will be subject to Appropriate Disciplinary Action

Individual books place on course or undertakes E Learning

Individual DNAs

SA-PGN-01


Appendix 5

Statutory and Essential Training (Managers Responsibility) Booking and Compliance Monitoring

Manager identifies staff training requirements from the Dashboard and TNA and checks the teams

level of compliance

Discusses with individuals, areas of non-compliance and agrees training to be undertaken

and timescales

Individual books place But DNAs

Individual books places and attends

Records updated on ESR/OLM and Dashboard

DNA Definition An Individual for the purposes of this process will not be considered to have DNA’d if the non-attendance was at the request of the service. However, it is the Managers responsibility to ensure all staff achieve and maintain compliance.

Manager receives Email linking to DNA Report for service

Manager arranges for individual to re book

Individual Attends Records updated on ESR/OLM and Dashboard

Individual does not book place

Manager raises issue and ensures a booking is made

Individual DNAs

Manager receives Email linking to DNA Report for service

Manager Takes Appropriate Disciplinary Action

SA-PGN-01


Appendix 6

Monitoring Framework

Auditable Standard / Key Performance

Indicators

Frequency / Method / Person Responsible

Where Results & Any Associate Action Plan Will Be Reported To &

Monitored; (this will usually be via the

relevant Governance Group)

Agreement of TNA and Prospectus Development Annual TNA and Prospectus available on Training and Development Intranet site

Annual check that up-to-date TNA and Prospectus up loaded to intranet site by Workforce Directorate

Corporate Decision Team

Timely updating of candidate compliance information relating to course attendance

Quarterly sample of Registers by Workforce Directorate to ensure all updating is within a week of receipt Issues with compliance raised at Workforce Training and Development Sub Group

Workforce Training and Development Sub Group

Monitoring of Trust-wide compliance with TNA requirements

Trust wide data provided by the Workforce Directorate for action at relevant Performance meetings, (Trust and Group Q&P Meetings) monthly. Trust wide data provided by the Workforce Directorate to Corporate Decision Team and Trust Board for agreement of required compliance levels.

Workforce Training and Development Sub Group

SA-PGN-01


Auditable Standard / Key Performance Indicators

Frequency / Method / Person Responsible

Where Results & Any Associate Action Plan Will Be Reported To & Monitored; (this will usually be via the relevant Governance Group).

Monitoring and management of staff compliance and follow up

Managers should monitor the compliance including DNA’s via the Dashboards on a regular basis to ensure no member of staff becomes non-compliant. Actions taken should be in line with Appendix 5. Any compliance issues and actions taken should be fed into monthly Business Group, Suitability of Staff meeting.

Business Group Suitability of Staff meeting

planned review sa-pgn-01 august 2020 may 2020… · 2020. 6. 1. · booking and compliance...

Documents