Powys Teaching Health Board Agency Reduction Plan (June 2016 March 2017) Executive Leads: Director of Nursing Alan Lawrie Director of Primary & Community Care and Mental Health Operational Lead: Assistant Director of Nursing Aim: To reduce the reliance on the use of Agency staff within Nursing, ensuring effective use of financial and human resources securing improved continuity and quality of care and compliance with SFI s. Objective: A substantive, skilled, competent, caring workforce enabling the delivery of high quality, safe, effective care and support for the population of Powys without defaulting to Agency use. Work streams: NB The following work streams all have separate plans which have been incorporated as attachments into this overarching plan. Attraction, Recruitment & Retention Establishments Temporary Staffing Unit Rostering Accountability, Governance & Controls Workforce: Bank & Agency Report 1 Workforce & OD Committee
Attraction, Recruitment & Retention Powys HB Recruitment Recruitment and Ret Strategy Action Plan What do we need to do? When Who is the lead? Current Position Meeting has been arranged with Communications Team to review PTHB current advertising approach. To attract high calibre candidates to Nursing & HCSW vacancies, based on robust workforce planning and recruitment processes (to include overseas recruitment) Kate Davies Exploring ways to make adverts more creative and innovative to attract candidates & showcase Powys as a great place to work. A business case for further overseas recruitment is in development. To target new recruits & attract talent through the Universities and secure final year students and Newly Registered Nurses, providing rotational opportunities and preceptorship. Ongoing Chrissie Owens A small number of Student Nurses have been recruited to the Nurse Bank. one-stop shop approach planned for the Autumn to raise awareness of job opportunities in PTHB. Workforce: Bank & Agency Report 2 Workforce & OD Committee
What do we need to do? When Who is the lead? Current Position To develop robust systems of succession planning and talent management Lynn Turner PCC supporting the development of a PTHB Leadership Framework for Band 7 s. This work is linked with the Discover and Develop Course being delivered by PCC. A talent management Strategy is in development. To embrace corporate social responsibilities and develop pathways to employment via youth volunteering, school placements/early career experiences To attract retirees back to work through flexible benefits Mar 17 Lynn Turner Lynn Turner Louise Williams Meetings have taken place with PCC to explore the current Apprenticeships available. Work is being planned to develop pathways for early career experience. To support Return to Practice candidates Mar 17 Lynn Turner Work collaboratively with Shared Services, embracing a continuous process of advertising and appointing staff, via the new TRAC system Kate Davies Rolling advert is currently in place for RN s and HCSW for the Temporary Staffing Unit. Workforce: Bank & Agency Report 3 Workforce & OD Committee
Following evaluation of approach this will be adopted for general advertising. To conduct exit questionnaires and analyse results to determine any themes. Line Managers Ward Establishments What do we need to do? When Who is the lead? Current Position Agree and implement the revised establishments for Community Hospital Wards, outlining skill mix and numbers of staff per shift Jul 16 The establishments have been agreed and are presently being implemented across all Wards, with budgetary alignment. SBAR re: Staffing Act to be presented to WOD Committee, Executive tam and Board. Jul 16 SBAR prepared by All Wales DoN Peer Group and being scheduled for presentation to PTHB committees. The establishment of an efficient, effective, high calibre Temporary Staffing Unit (TSU) May 2016 Updated PDSA CYCLE 1 May Senior Nurse Work P 2016.doc Workforce: Bank & Agency Report 4 Workforce & OD Committee
What do we need to do? When Who is the lead? Current Position Set up a PTHB centralised Temporary Staffing Agency (Bank) Promote the TSU and embark on an active recruitment campaign for RN s and HCSW s May 16 Sep 16 Julie Rowles Chrissie Owens - Executive Team agreement for the establishment of a TSU. - Senior Nurse, TSU Coordinator and Administrator appointed. - TSU established and effective for all Wards across PTHB, with a roll out plan for full Health Board use. - 31 HCSW s have been offered posts - Closing date for RN advert is the 4 th July. 16 applicants thus far. Develop a TSU Charter Dec 16 Chrissie Owens Produce a monthly Performance Report outlining KPI s: - Fill rate - On contract compliance - Bank versus Agency - Mandatory & Statutory Training Compliance - Shift no shows Aug 16 Chrissie Owens Highlight report is currently completed on a monthly basis to demonstrate development of the Centralised Bank A Further report is being developed to demonstrate the Workforce: Bank & Agency Report 5 Workforce & OD Committee
What do we need to do? When Who is the lead? Current Position compliance on the agreed KPI s with Finance colleagues. Establish the Electronic System for the management of requests Aug 16 Joleen Robinson Work has commenced in collaboration with the E- Systems Manager to introduce the electronic system within the TSU. Rostering & E-Systems Hospital Nursing Implementation Gan What do we need to do? when Who is the lead? Current Position Workforce: Bank & Agency Report 6 Workforce & OD Committee
Secure improved assurance rating for the Internal Audit from no assurance with Rostering practices Julie Rowles Improvement from no Assurance through to Limited Assurance, although more work to do to secure reasonable assurance. A monthly Rostering Group is in place led by WOD Director and DoN Roll Out of E-Rostering Across All Wards Mar 17 Julie Rowles Andrew Newman Accountability, Governance & Controls What do we need to do? Who is the lead? Current Position Introduce a PTHB Policy for Bank & Agency Sep 16 Amanda Edwards Policies have been drafted and are currently out for consultation. What do we need to do? Who is the lead? Current Position Introduce Executive-led Variable Pay meetings with HoN & ICTM s Jul 16 Monthly meetings set up. Workforce: Bank & Agency Report 7 Workforce & OD Committee
Introduce robust controls for the requesting and authorisation of additional hours, bank & agency use Ward Sisters and Charge Nurses to fully understand their responsibilities for effective management of the staff resource, within budget following the introduction of revised establishments Performance reports to be prepared for the Finance Plan meeting led by the DOF Sep 16 Sep 16 July16 Alan Lawrie Les Bence Decision Tree included as part of the draft Bank & Agency Policies. An All Wales approach is also being developed. KPI s agreed and reports will be completed for the required meetings. Workforce: Bank & Agency Report 8 Workforce & OD Committee