Preparing for Total Reward Statements (TRS) Webinar: 7 July 2014
Content Background What is TRS - benefits for employers Statement overview ESR organisations Statement overview Non ESR organisations What is TRS - a closer look National roll out Tranche schedule What you need to do Support available to you ESR organisations uploading local branding and contact details Employer experience Checklist Questions
Den Longstaff NHS Business Services Authority
What is TRS benefits for employers A TRS is a personalised summary that shows employees their full employment package including: Basic pay Allowances Pension benefits (for NHS Pension Scheme members) Other benefits local to ESR organisations can also be included in the statement Benefits to employers Improved recruitment and retention Better engagement and showcasing local benefits Re-directing pension estimate requests TRS will be provided annually to most NHS employees. They will be accessible online through the TRS portal and via ESR Employee Self Service for organisations that use the facility TRS have been produced by the NHS Business Services Authority (NHSBSA) in partnership with Electronic Staff Record (ESR) and NHS Employers
Statement overview ESR organisations Pensions page Homepage Personal details and financial overview Employment pages
Statement overview non-esr organisations Pensions page Homepage Personal details
What is TRS - a closer look Personal details (non-esr)
What is TRS - a closer look Personal details and financial overview
What is TRS - a closer look Employment Pages Your local content
What is TRS - a closer look Pensions page Death Benefit Nominations Production Release content
Post go live management information Two spread sheets available following the upload of statements. Collect from the NHS ESR Interface Hub : Pensions File Manager. Data Matching Spreadsheet (One off) Provides an overview of ESR/Pensions data matching outcomes (e.g. Full Match, Partial Match, No Match). Overview of statement components generated for each employee (e.g. Pension only, Employment and Pension) Pensions calculation success flag Audit and MI Spreadsheet (Weekly) Provides a summary of statement views in period and to date. Details which employees have viewed their statements in period and to date Provision of report based on feedback from technical pilot.
Kat Dooney NHS Business Services Authority
National roll out - tranche schedule Tranches end of August, September and October 2014 Full geographical tranche list available on the information website Payslip leaflets provided by NHSBSA Practitioner pilot to be held in 2014
National roll out - what you need to do Inform NHS BSA of your TRS contact details - nhsbsa.contactdetails@nhs.net Customising your local content and contact details by 31 July 2014 (as communicated via ESR User Notice 1911) Staff engagement using the communications packs, putting up posters Implementation toolkit - TRS information site www.nhsbsa.nhs.uk/trs Roles and Responsibilities Your to do list Useful tools How to customise your TRS
National roll out - support available to you Implementation toolkit - Roles and Responsibilities ESR Home addresses are needed for enrolment Non-ESR update Pension records (address) Promoting your statements (tips and best practice) Managing employee queries (information packs and signposting) Where to direct employment and pensions queries Interactive slides which help explain how to access statements www.esrsupport.co.uk/totalrewards
National roll out - support available to you Implementation toolkit Your to do list www.nhsbsa.nhs.uk/trs/3804.aspx TRS timeline reminders - email prompts at every stage of the to-do list and timeline
National roll out support available to you Implementation toolkit - Useful tools www.nhsbsa.nhs.uk/trs/3805.aspx Newsletters Local communications pack (email and intranet templates) Manager information packs Local benefits page template Branded material to use
Chris Price Electronic Staff Records
ESR organisations - uploading local branding and contact details Instructions communicated via ESR UN1911 - http://www.electronicstaffrecord.nhs.uk/fileadmin/documents/trs/ ESR-TRS00001_ESR_TRS_Local_Branding_guide_Final.pdf: Step 1 - Assign TRS URP through ESR Step 2 - Access TRS through ESR Step 3 - Define contact details Step 4 Upload Local Branding & Benefits Step 5 Review/amend Organisation Name Step 6 - Annual Leave entitlement Toggle Support available esr.trs@nhs.net Note: Regardless of which tranche you are in, you will need to upload your local branding information by 31 July 2014.
ESR organisations - uploading local branding and contact details Contact details enter email, telephone and contact point address. This is where any queries your staff might have on employment aspects of their statements will be sent. Local Branding and Benefits Inserting your organisation logo, overview and any specific benefits Organisation Name change this if ESR does not have an up to date name on record. Annual Leave Entitlement this element of the TRS can be switched off if A/L figures held in ESR are not accurate. Detailed step by step guidance is available through the TRS information website www.nhsbsa.nhs.uk/trs/documents/trs/esr_trs_local_branding_guide_final_(v2). pdf
Stuart Middleton South Staffordshire and Shropshire NHS Foundation Trust
Employer experience What did we do? Talked to our corporate colleagues Did it on top of the day job small (virtual) project team Updated and cleansed records Engaged staff side colleagues Engaged directorate communication champions Encouraged staff to use ESR Self service to access their statements
Employer experience Rolling banner advert on intranet What did we do? Used the national promotional material some minor tweaks Email signatures Set up a dedicated TRS query email address CEO personal welcome message on the employer branding page Provided an opportunity for us to consolidate all of our benefits in one place
Employer experience What issues did we face when implementing TRS? Payslip leaflets went out 10 days before Some staff not ESR Self Service Users Managing the key milestones especially communications
Employer experience Our tips to take away Plan the project out and stick to it Encourage support from the wider organisation Encourage staff to use ESR Self Service to access their statements its instantaneous Engage with staff side and the staff throughout
Checklist What do I need to do now? Check which tranche you are in Visit the information website to familiarise yourself with the information and resources available www.nhsbsa.nhs.uk/trs Ensure the NHSBSA know who your TRS contact is by emailing your EA code and contact details to nhsbsa.contactdetails@nhs.net Think about your TRS customisation how you sell the benefits of working for your organisation. Please ensure this is complete by 31 July 2014. During technical pilot employees found it was quicker to access their statements via ESR Employee Self Service when compared to Government Gateway. Organisations are encouraged to consider the deployment of ESR Employee Self Service ahead of statements being made available. Support is available via the ESR Account Manager Team - www.electronicstaffrecord.nhs.uk/contact-us/account-managers/
Questions?
Thank you for listening. Here are some useful links The TRS information site www.nhsbsa.nhs.uk/trs NHSBSA TRS contact register tell us who your TRS contact is by emailing your EA code and contact details to nhsbsa.contactdetails@nhs.net TRS customisation how to upload local branding and customisation - ESR Employee Self Service contact the ESR Account Manager Team - www.electronicstaffrecord.nhs.uk/contact-us/account-managers Guidance material for TRS enrolment - www.esrsupport.co.uk/totalrewards