Sheet 1: Definitions

	
	

		
E-Job Planning meaningful use standards checklist 
	
	

		


	
	

		
1. Include all clinical employees in scope for job planning, as defined in the published 'Meaningful Use Standards'.  Clinical staff "who work exclusively in one clinical area" are excluded, as job planning is reserved for specialist staff undertaking a complex array of activities.
	
	

		
2. In scope clinical staff should be included in the category that matches their professional registration.
	
	

		
3. The medical & dental category includes consultant, SAS doctors and physician associates not on a junior doctor rota.
	
	

		
4. AHP groups not explicitly stated in one of the groups should be included in 'AHP other' eg podiatrists and orthoptists 
	
	

		


	
	

		
E-Rostering meaningful use standards checklist 
	
	

		


	
	

		
1. Include all registered staff in the category will matches their professional registration.
	
	

		
2. Include all unregistered staff in the category that matches the clinical area of work, as we expect support staff will be rostered alongside registered staff.  Support staff includes technicians, health care assistances, therapy assistants, doctor assistants and all other support staff working in a clinical area.
	
	

		
3. "All clinical staff within the ward establishment and budget who are rostered and contribute to care provision" as defined in Care Hours per Patient Day (CHPPD) guidance should be included in the 'ward based nursing & midwifery' category.  This includes AHP and nursing associate roles included within a ward budget.
	
	

		
4. All nurses and midwives and associated support staff who do not work on a ward, should be included in the 'non ward based nursing and midwifery' category.  
	
	

		
5. On scene clinical support staff, such as ambulance technicians, should be included under the clinical profession of their work e.g. paramedics. However, clinical call handlers within an ambulance setting should be included within their relevant registered professional group e.g. nurse, doctor, occupational therapy
	
	

		
6. SAS grade doctors who do not work on a junior doctor rota should be included in the 'consultant and SAS' category
	
	

		
7. SAS grade doctors who work on a junior doctor rota should be included in the 'junior doctor' category, along with trainee doctors, clinical fellows, trust grades and physician associates.
	
	

		
8. Advanced practitioners should be included in the category which matches their professional registration.
	
	

		
9. Administrative staff can be rostered, but are not in scope for rostering 'Level of Attainment'.  This includes administrative staff with limited training eg emergency operation centre (EOC) call-handlers.
	



Sheet 2: Glossary

	
	
	

		
Glossary of terms
		


	
	

		
DCC 
		
Direct clinical care - this normally means care provided either directly or indirectly relating to a patient or group of patients 
	
	

		
SPA 
		
Supporting Professional Activities - this normally means activities not directly related to patient care, such as clinical governance training and education 
	
	

		
ANR
		
Additional NHS responsibilities - this normally relates to activities which are undertaken by individuals but may be outside of the direct employment of the organisation (e.g. sitting as a college rep) 
	
	

		
tariffs
		
Tariffs relating to job planning terminology often relate to standardised units of hours or Pas for particular activities (such as units of time associated with an outpatient clinic or MDT) 
	
	

		
"active job plan" 
		
agreed job plan entered on to the e- job planning system
	



Sheet 3: E-Job planning LOA

	
	
	
	
	
	
	
	

		
E-Job Planning meaningful use standards checklist 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Name of organisation: 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Sector:
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Region :
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Completed by:
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		
Medical & 
Dental
		
Nursing & 
Midwidery
		
Pharmacy
		
Healthcare Scientists
		
Allied Health Professionals
		
Other
	
	

		
Standard
		
Action
		
Evidence of Attainment
		
Medical and dental (Consultant & SAS not on a junior doctor rota)
		
Nursing and Midwifery 
		
Pharmacists
		
Life sciences 
eg pathology 
		
Physiological sciences 
eg respiratory
		
Physical sciences & biomedical engineering
eg medical devices 
		
Occupational therapists 
		
Physiotherapists
		
Dietitians
		
Speech and language therapists
		
Paramedics 
		
Radiographers 
		
AHP other 
		
Additional Clinical Services 
eg psychologists
	
	

		

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Comment:
    What do we mean by active job plan? (account vs. signed off)
		Level 1: Basic individual e-job planning: the trust has procured e-job planning software and trained its staff to use it. 
Trust-wide policies detail the e-job planning process and its governance. At least 90% of employees have an active e-job plan.
		
	

		
Standards 1.1: The trust has procured e-job planning software
		
E-job planning software is procured using available supporting documents, such as a procurement framework, the national technical specification and contract guidance
		
Is the software procured? Have you got enough liciences to provide for 90% of clinical staff. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Staff access to the e-job planning system complies with local information governance policy
		
Is there a written Information Governance policy and Job planning Policy? 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
E-job planning software utilisation is embedded in trust workforce strategy
		
Is there a workforce strategy paper / document 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standards 1.2: Staff have been trained in the e-job planning process
		
An ongoing training programme is in place, tailored to specific roles
		
As a minimum, training materials are available either via an e-learning platform or through a rolling programme. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
A training record is kept for relevant training modules
		
these records can be locally held or if bespoke training is required this is kept alongside other local tools
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Competencies for e-job planning key roles are agreed and embedded through a training programme and the appraisal process
		
Trust JD's aligns with expectations of roles within job planning (e.g. budget reconcillation, having challenging conversations etc) 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 1.3: Trust-wide policies detail the e-job planning process
		
A trust-wide e-job planning policy covering all clinical workforce groups is live and aligned to other relevant policies, specific local and national contractual requirements and National Quality Board guidance 
		
Are there job planning policies in place to support all groups on an e job planning system (multiple policies acceptable)
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
An e-job planning workforce group is in place, led by a single accountable officer responsible to the trust board.  This can be combined with the e-rostering group
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
A project group meets regularly to establish and implement the process with escalation to the accountable officer
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Roles with budgetary responsibilities for e-job planning have had these responsibilities included in job descriptions
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 1.4: At least 90% of employees have an active e-job plan
		
At least 90% of in scope employees have an active e-job plan 
		
Can the trust provide a report of clinicians with a job plan and reconcile to ESR data 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Individual e-job plans detail the employees' objectives as well as their expected clinical, non-clinical and additional to contract activity
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Level 2: Advanced individual e-job planning: the trust allocates time and resources to e-job planning. The trust uses the full functionality of e-job planning software to include details of the expected output of planned activity. It maintains a fair and transparent culture around e-job planning.
		
	

		
Standard 2.1: The trust allocates time and resources to e-job planning
		
Line managers and other staff responsible for agreeing team and individual e-job plans have adequate time allocated to achieve the job planning scheduled timelines
		
Has the trust articulated a clear job planning cycle with windows of expected delivery. This can be included as part of the mandatory training / core SPA's. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Adequate time is allocated for training 
		
Does the job planning policy make reference to how to allocate time for training. This can be included as part of the mandatory training / core SPA's. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 2.2: Trusts use the full functionality of e-job planning software to include details of the expected output of planned activity
		
Each recorded activity details the agreed average output per session and established activity tariffs are made available for team job plans
		
Activity described in job plans align with agreed trust templates / royal college guidelines and agreed tariffs (e.g. clinical agreed admin time per outpatient clinic) included in trust policy (i.e. for Outpatients etc)
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 2.3: The trust maintains a fair and transparent culture around e-job planning
		
Mediation and appeals are timely and responsive
		
Does the job planning policy make reference to mediation and expected timescales 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
A mediation template is used to focus discussion and ensure a transparent process that is clearly documented; all outcomes are recorded and auditable
		
Is there a mediation template available via job planning policy 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Level 3: Team e-job planning: teams establish team e-job planning meetings that align individual e-job plans to team objectives and service needs, as defined through team capacity and demand analysis. Planned and delivered activity is reconciled at least quarterly using data from the trust’s e-rostering system, with objectives annualised if this meets service needs. The trust ensures e-job planning is consistent between teams.

Capacity and Demand models are provided by the National Demand and Capacity Programme: https://www.england.nhs.uk/ourwork/demand-and-capacity/
		
	

		
Standard 3.1: Teams use the e-job planning software to help analyse capacity and demand
		
There is a clearly defined trust process to develop an agreed service plan through capacity and demand analysis using data from e-job planning, e-rostering and clinical systems.  This is undertaken at least every six months and encompasses the unique activity profile, outpatient templates, demand variations, headroom calculations, productivity metrics, available acuity and dependency tools, contractual changes and national developments specific to the service
		
bi-annual workforce report would demonstrate that this has been undertaken and linked to job plan activity data 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Operational-level capacity and demand planning is embedded as part of BAU using standard methodologies as set out in the models provided by the national Demand and Capacity Programme. These methodologies are designed to support the timely delivery of care and maintenance of sustainable waiting lists.
		
bi-annual workforce report would demonstrate that this has been undertaken and linked to job plan activity data 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The service plan template encompasses relevant aspects of 'Developing Workforce Safeguards' guidance and recommendations from national bodies, such as royal colleges, GIRFT and Rightcare
		
Evidence of C&D modelling using guidelines to inform capacity calculations and professional judgement where  guidelines don’t exist 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Data from planned vs delivered activity monitoring is used for continuous and dynamic capacity and demand matching.  This encompasses the review of information available on model hospital, community service or ambulance, such as agency expenditure.  
		
Is there evidence activity being reported on a regular cycle  
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Routine agency expenditure and additional duties, such as waiting list initiatives, has been analysed to predict future annual plans and with a view to potentially revising the workforce model and skill mix.  All vacancies have an active recruitment or training pipeline and agency expenditure is managed within ceiling.
		
 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Analytical and business teams are suitably trained and resourced to produce high-quality reports using relevant benchmarks.  Training includes using data and available tools to model the impact of new ways of working, taking into account new technology, roles, care models and multiprofessional skill mix. 

Operational managers provide a narrative around data outputs and work closely with analytical colleagues to interpret these outputs. 
		

		Imogen Head:
where to exepect to happen (where does responsibility lie) & visiability & how governance is set up 
		operational managers and clinical leads have access to data to inform the requirements of the job planning process. This would include workforce information reports; such as activity, and workforce reporting on a regular basis. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 3.2: Teams establish team e-job planning meetings 
		
There is a clearly defined team job planning meeting agenda and trust wide job planning schedule
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The team job planning template facilitates a process for generating aligned individual e-job plans for individual discussions
		
this can be recorded in excel and using data to inform the process and allocation of time. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Actions from team job planning meetings are logged
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The team identifies SPA and ANR responsibilities across the multiprofessional team 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 3.3: Planned and delivered activity are reconciled at least quarterly using data from the trust's e-rostering system
		
Team leads use data from both the e-job planning and e-rostering software to monitor variances between planned and delivered activity. These variances are monitored, tracked and acted on at least quarterly.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Multiprofessional team job plans and objectives are used to identify gaps in the ability to deliver activity in the annual planning process 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 3.4: Objectives are annualised if this meets the services needs
		
There is a clearly defined process and policy to enable the annualisation of duties, where beneficial
		


		
Evidence of job planning policy referencing annualisation 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 3.5: The trust ensures e-job planning is consistent between teams
		
The trust has an job planning consistency committee to apply trust policy
		

		Imogen Head:
Should this be more multiprofessioally focussed (e.g. HRD to chair / with professional representation? (use the word clinician) 
		Evidence of ToR, agenda with membership. Chair should be someone understands the multiprofessional remit and challenges of job planning. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The committee’s governance includes terms of reference and defined corporate responsibility. All output data is available for the group to review and provide recommendations
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The trust has established and authenticated a catalogue of standardised 'tariffs' for duties that attract SPA time and relevant DCC activities.  Tariffs should be reconciled with actual delivery requirements
		

		Imogen Head:
reference terminology guide / use the terminology activity codes
		As a minimum the DCC and SPA time is defined, including core elements such as clinical admin, supervision and governance roles. Some organisations may use activity codes for additional clarification. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Level 4: Organisational e-job planning: there is board-level accountability for monitoring e-job planning across all workforce groups, ensuring audit and review. Team objectives, departmental budgets and the trust’s objectives are aligned, so it can respond dynamically to services’ changing needs.
		
	

		
Standard 4.1: There is board-level accountability for monitoring e-job planning across all workforce groups
		
The trust clearly identifies the e-job planning responsibilities of all key trust e-job planning roles, including board members 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Key performance indicators and metrics are reported at least monthly at both departmental and trust board-level
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 4.2: The trust undertakes at least a quarterly audit and review
		
An executive-led governance group responsible for e-job planning meets at least monthly
		
monthly "update" with quarterly report to board 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 4.3: Team objectives, departmental budgets and the trust’s objectives are aligned
		
Trust-level objectives are established, which can be translated into team objectives 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
A professional triumvirate including the finance, service (business and clinical) and human resources teams undertakes a service-level review at least quarterly. This central reconciliation mechanism aligns decisions made in team job plan meetings with the wider organisation eg local activity coordination, support services, trust educational commitments, quality improvement programmes, STP strategic alignment and recharge reconciliation for external duties.
		
There would minutes / action points from these meetings 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
This departmental review includes departmental budget reconciliation, which also aligns job plans, ledgers, roster templates and electronic staff records.  This involves a full reconciliation of finance, workforce and outcome data 
		
There would minutes / action points from these meetings and would report into the agreed trust governance process. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard 4.4: The trust responds dynamically to services changing needs
		
The trust has a clearly defined process to realign individual and team job plans to new service or employee requirements. This includes both an annual and in-year change process and covers leave monitoring and activity management
		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Multiprofessional establishment setting information from six monthly capacity and demand meetings is submitted to the e-job planning workforce group for review and reconciliation eg workforce strategy, trust-wide handover and shift patterns, diagnostic demand, training and new role pipeline
		
Evidence of reporting is seen in minutes of job planning workforce group and 6 monthly workforce board report.