Age Profile and Retirement Tool. User Guidance Notes

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1 Age Profile and Retirement Tool User Guidance Notes The data contained within this tool is restricted and unpublished data and must only be used for management purposes within NHS Wales. Please Note: Microsoft Excel 2007 or a later Excel version is needed to run the tool

2 Introduction The Age Profile and Retirement Tool is a benchmarking tool that provides easily available comparative information that enables organisations to compare themselves with other organisations and track workforce configuration in terms of Age Profile and Retirement over time. The tool provides the functionality to filter the data by Staff Group (AHP, Admin, M&D etc) or by Occupation Group (which include services areas, such as Physiotherapy, Audiology etc, and Medical & Dental Specialities, such as Cardiology, General Surgery etc). The Age Profiler and Retirement Tool is designed as a comparative tool and should not be used for reporting. The data contained within this tool is restricted and unpublished data and must only be used for management purposes within NHS Wales. What is included in the Age Profile and Retirements Tool? The Age Profile and Retirement Tool uses the following data source to provide benchmarking information for the 7 Welsh Health Boards and 3 Welsh Trusts. The available data is set at March Data Source Area Units ESR Data Staff in Post FTE (Contracted) Warehouse Headcount What can it be used for? The Age Profile and Retirement Tool can be used to assist organisations in: Highlighting opportunities to improve performance through benchmarking with others. Understanding trends in their organisation and whether they are consistent with national (Welsh) patterns. Identify the age of the workforce currently and from by single age or age band. Who is the intended audience? The Age Profile and Retirement Tool has been designed for Executive Directors and Senior Managers. Limitations The Age Profile and Retirement Tool uses Risk ratings which identify potential areas for concern. They are categorised as Red, Amber and Green. Red risk rating is not necessarily always an indication of a danger zone but invites the user to investigate further. 2 Workforce Resources Age Profile and Retirement Tool User Guidance Notes

3 How can the Age Profile and Retirement Tool be accessed? Access to the tool will be via permission of your Workforce and OD director. Feedback This guidance is intended to be a living document which will be reviewed and updated as required, and we welcome feedback and ideas for development. Please contact Workforce Education & Development Services, NWSSP with your comments and suggestions weds@wales.nhs.uk Document Control The controlled copy of this document is maintained in the nww.sharedservicespartnership.wales.nhs.uk website. Any copies of this document held outside of that area, in whatever format (e.g. paper, attachment), are considered to have passed out of control and should be checked for currency and validity. The following pages provide a visual guide on how to use the tool. Workforce Resources Age Profile and Retirement Tool User Guidance Notes 3

On opening the Excel sheet macros must be enabled by pressing the Options button at the top of the

4 User Guide For all tools 1. Starting the tool Microsoft Excel requirements: Excel 2007 or a later Excel version. On opening the Excel sheet macros must be enabled by pressing the Options button at the top of the excel sheet and enable the content. This will ensure all the code and functions within the tool work correctly. 4 Workforce Resources Age Profile and Retirement Tool User Guidance Notes

5 Workforce Age Profiler and Retirements (as at March 2016) SELECTION FILTERS GRAPH DISPLAY DATA TABLE Workforce Resources Age Profile and Retirement Tool User Guidance Notes 5

Sample View selection = Occupation Group / Select Occupation Area/Single Organisation /UHB B / Staff in Post / Grades Groups / Consultant Select a group Occupation Group Staff Group (See notes page

6 Sample View selection = Occupation Group / Select Occupation Area/Single Organisation /UHB B / Staff in Post / Grades Groups / Consultant Select a group Occupation Group Staff Group (See notes page at end of the guide for definitions of terms) Select Occupation Group e.g. Medical & Dental Surgery then Select Occupation Area for deeper level, e.g. Trauma & Orthopaedic Risk Button Illustrates areas at risk, identifying potential gaps in workforce as a result of the retirement profile Workforce Age Profiler and Retirements (as at March 2016) SELECTION FILTERS Select a View Single Organisation / Organisation & Gender / Compare two Organisations Select Organisation Select an Area Staff in Post / Retirement Drop down menu select further Grade detail Select a Grade Grades Groups = Grouped Grades, e.g. SAS doctors, and Consultant, Pay Bands 1 4, or Individual Grades e.g. Band 1, Band 2, etc, Foundation 1, Specialty Registrar, etc Occupational Grades e.g Admin & Clerical, Ambulance Personnel, Assistant, Consultant Therapist, District Nurse, Health Visitor, School Nurse, etc 6 Workforce Resources Age Profile and Retirement Tool User Guidance Notes

or Line graph Units Single age / Age band

(below) if you select VIEW ALL DATA TABLE

7 Graph Control FTE / Headcount Actual Figures / Percentage Chart Type Bar chart or Line graph Units Single age / Age band in 10 or 5 year groups GRAPH DISPLAY Data Table View Showing the selected organisation (on left) or all of them (below) if you select VIEW ALL DATA TABLE Workforce Resources Age Profile and Retirement Tool User Guidance Notes 7

Risk View To get Risk View click the Risk Tab on the Control Page.

Risk is shown in percentage format although if you select Data icon the format changes to

If more than 50% of the workforce is in the 50 to 59 age band, the age rating will become Red

8 Risk View To get Risk View click the Risk Tab on the Control Page. To return to the Control page click on the Control Tab on Risk page. Risk is shown in percentage format although if you select Data icon the format changes to number format but the risk is no longer illustrated Age Rating The example above is based on selecting a retirement age of 60. If more than 50% of the workforce is in the under 50 age band, the age rating will become Green If more than 50% of the workforce is in the 50 to 59 age band, the age rating will become Red If more than 25% of the workforce is in the 50+ age band, the age rating will become Red If none of these conditions are true, the result will be Amber 8 Workforce Resources Age Profile and Retirement Tool User Guidance Notes

If more than 50% of the workforce is in the under 48 age band, the age rating will become Green If more than 50% of the workforce is in the 48 to 57 age band, the age rating

9 The example below shows Age Ratings if the age retirement age is altered from age 60 to 58 and the organisation has changed to UHB A. In this instance, the staff group is Medical and Dental Specialty X. Risk View Age Rating The example above is based on selecting a retirement age of 58. If more than 50% of the workforce is in the under 48 age band, the age rating will become Green If more than 50% of the workforce is in the 48 to 57 age band, the age rating will become Red If more than 25% of the workforce is in the 58+ age band, the age rating will become Red If none of these conditions are true, the result will be Amber Workforce Resources Age Profile and Retirement Tool User Guidance Notes 9

NOTES There is no Risk View available when comparing two organisations: you must choose organisations individually to identify potential risks.

Occupation Area this provides over 190 different specialties or areas of work Staff Group The broad area of staff Health care Scientists, Nursing & Midwifery, Medical and Dental Grades Groups Bands

10 NOTES There is no Risk View available when comparing two organisations: you must choose organisations individually to identify potential risks. Definition of terms Occupation Group This provides a greater level of detail in segmenting the workforce, e.g. Physiotherapy, Cardiology, Community Nursing, Genetics, Hotel, Property & Estates. Occupation Area this provides over 190 different specialties or areas of work Staff Group The broad area of staff Health care Scientists, Nursing & Midwifery, Medical and Dental Grades Groups Bands of grades such as SAS Doctors, Pay Bands 1 4, Non AfC Individual Grades Band 1, Band 2, Band 3, Foundation 1, Consultant, Dental Trainee (This is the grade which determines the payment of salary) Occupational Grades Children s Nurse, District Nurse, Paramedic, etc (This is the grade which describes the job role of staff) Your attention is also drawn to the tab on the tool called Notes where criteria tables are located which determine categories of grades, specialties based on Occupational Codes, and risk parameters, etc. SCREEN SHOTS OF NOTES TAB There is more than one way to find an answer e.g. To Find District Nurses: 10 Workforce Resources Age Profile and Retirement Tool User Guidance Notes

11 There is more than one way to find an answer e.g. To find District Nurses: - Or 1) Select Occupation Group: Nursing, Midwifery, & Support 2) Occupation Area: All 3) Select a grade: Occupational Grade and select District Nurse from drop down menu 1) Select Staff Group: Nursing & Midwifery 2) Select a grade: Occupational Grade and select District Nurse from drop down menu. Updated May 2016 Electronic copies of this document are available from: Workforce Resources Age Profile and Retirement Tool User Guidance Notes 11

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