Understanding the ESR interface

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NHS Jobs and ESR
Objective
This guide is intended to provide you with enough information to understand and use the dynamic
link between ESR and NHS Jobs.
This booklet will not demonstrate how to access and navigate in the ESR system. For information on
how to use ESR please refer to the appropriate ESR documentation
Warning
The following assumptions apply:
1.
2.
3.
You are an existing and experienced user of NHS Jobs.
You perform a role that is related to recruitment.
You use ESR in a function related to recruitment.
If you are unsure of any of the above you are advised to seek guidance from your NHS Jobs System
Administrator or ESR Administrator.
If the features of NHS Jobs are to be used in relation to the management of vacancies within ESR,
then such use must be made in line with best practice policies and procedures.
The Process Flow
The basic process flow from ESR to NHS Jobs and back again, as has been used by many
organisations for a number of years, is relatively straightforward and is shown below:
Create a
Vacancy and
Requisition
Transfer
Vacancy to
NHS Jobs
Complete the
Vacancy
Publish the
Vacancy
www.jobs.nhs.uk
Applicants view and apply
for the vacancy using the
Internet
Create Staff
Record with
successful
Applicant
Process
Applicants as
necessary
Send
Applicant
data to ESR
ESR
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Process
Applications
as necessary
NHS Jobs
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© NHS Jobs 2013
The alternative new process flow, starting in NHS Jobs and sending applications to ESR is shown
below:
Create a
Vacancy
Publish the
Vacancy
Identify a
Vacancy with
minimum
data
Create Staff
Record with
successful
Applicant
Process
Applicants as
necessary
www.jobs.nhs.uk
Applicants view and apply
for the vacancy using the
Internet
Send
Applicant
data to ESR
ESR
Process
Applications
as necessary
NHS Jobs
ESR Interface Timing
Vacancy and application data files are transferred on the interface between ESR and NHS Jobs five
times per day each working day, at about 10.00, 12.00, 14.00, 16.00 and 18.00.
Enabling the ESR Interface
The interface between ESR and NHS Jobs is available for almost immediate use. To activate the link,
organisations need to advise the NHS Jobs team that they intend to use the interface by contacting
the NHS Jobs helpdesk via the online support form.
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© NHS Jobs 2013
Creating a vacancy within ESR
Introduction
This section shows the process by which a vacancy is created within ESR and is then transferred to
NHS Jobs, as shown in the process flow diagram below. It also provides a high level overview of the
link between ESR and NHS Jobs as well as outlining the business processes needing consideration.
Create a
Vacancy and
Requisition
Transfer
Vacancy to
NHS Jobs
Complete the
Vacancy
Publish the
Vacancy
www.jobs.nhs.uk
Applicants view and apply
for the vacancy using the
Internet
Create Staff
Record with
successful
Applicant
Process
Applicants as
necessary
Send
Applicant
data to ESR
ESR
28 September 2013
Process
Applications
as necessary
NHS Jobs
3
© NHS Jobs 2013
Creating the vacancy in ESR
The first step in the process is to create the vacancy and requisition within ESR. The navigation path
to do this is shown below the ESR screen image here.
ESR Navigation Path: N>Manage Vacancies>Requisition and Vacancy
Populate the Requisition and Vacancy form with the appropriate data for the vacancy that will be
transferred to NHS Jobs. Be aware that the Recruiter information, available via the Recruiter tab
shown at the bottom of the screen, determines who “owns” the vacancy within NHS Jobs. It is this
person who will then pick up the vacancy and complete it, sending it through to publication. To
ensure that this works properly, please check that the email address entered in the descriptive Flex
Field is the correct one for the recruiter within NHS Jobs.
Once the vacancy is created the next step is to define a recruitment activity for it. When the
recruitment activity is created it is important to specify that the Type is Third Party Website, as
shown below. (Note that this had previously been named ‘NHS Jobs National Website’)
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© NHS Jobs 2013
Ensure that the Type field
is set as above to allow it
to be passed to NHS Jobs.
ESR Navigation Path: N>Manage Vacancies>Recruitment Activity
Enter the name for the Recruitment Activity in the Name field, taking care that ESR naming
convention is followed.
Click the Recruiting For button and select the vacancy or vacancies created in the previous step to
transfer to NHS Jobs.
Once the activity is saved the vacancy information will be passed automatically via the interface to
NHS Jobs. The process to pass information back and forth between ESR and NHS Jobs runs five times
a day.
Important Note
Please remember that the steps detailed above show only the most
basic of ESR activities. If you would like more information on
anything mentioned here you are advised to consult the appropriate
ESR documentation.
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© NHS Jobs 2013
Completing the Vacancy in NHS Jobs
After the vacancy has been passed from ESR to NHS Jobs, the next step is to locate the vacancy in
NHS Jobs. The steps to do this are as follows:
1.
Launch NHS Jobs and log in.
2.
Click on Vacancies in the left navigation menu.
3.
Vacancies from ESR will be shown with a status of “Received from ESR”.
4.
Locate the appropriate vacancy. Use the ‘View vacancies’ filter options, if needed, including
to view vacancies in the name of other members of the recruitment team.
It is best practise to verify that the information supplied is correct. It is then necessary to add the
outstanding information before publishing the vacancy. The following table shows which service the
information needs to be entered on.
Information Entered on :
ESR
Employer Name
Vacancy Reference Number
Position Title
Speciality/Function
Department
Displayed Town/Location
Postcode
Salary
Job Type
Interview Date
Whole Time Equivalent
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NHS Jobs
Closing Date
Job Advert Text
Occupational Code
Div/Dept for Reporting
Other members of Vacancy Team
Job Description
Person Specification
Supporting Job Pack Documents & Links
Application Form selection
Displayed Contact Details
Email Notification of Applications
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© NHS Jobs 2013
Qualified Position?
Staff Group
Pay Scheme / Band
Area of Work
Working Pattern/Hours
Recruitment Officer Contact Details
Recruiting Manager Contact Details
Work Permit/UK Registration Messages
Pre-application Questions
Additional Application Form Questions
Score Card selection
Publishing Options
With the exception of the Employer’s Name and the Vacancy Reference Number, everything above
can be edited by the Recruiter in NHS Jobs.
To complete a vacancy, click on the Actions button and select ‘Edit’ to open the vacancy and
complete it so that is suitable for publishing.
When you are satisfied the vacancy is ready to be published. Click the ‘Save and publish’ button to
publish the vacancy or the ‘Save and proceed’ button to progress the vacancy to the ‘Pending
advertisment’ status.
Conclusion
Once the creation of the vacancy has been started and saved in ESR, with the recruitment activity set
to Third Party Website, the vacancy’s details are passed to NHS Jobs via the automatic interface
which runs every two hours. A simple check of the vacancy received through the interface is
considered best practise. All that is then required is the addition of the necessary information to
complete the vacancy and publish it.
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© NHS Jobs 2013
Creating a vacancy within NHS Jobs
Introduction
This section shows the alternative process by which a vacancy is created within NHS Jobs first, then
in ESR and transferred to NHS Jobs, as shown in the process flow diagram below.
Create a
Vacancy
Publish the
Vacancy
Identify a
Vacancy with
minimum
data
Create Staff
Record with
successful
Applicant
Process
Applicants as
necessary
www.jobs.nhs.uk
Applicants view and apply
for the vacancy using the
Internet
Send
Applicant
data to ESR
ESR
Process
Applications
as necessary
NHS Jobs
Creating the vacancy in NHS Jobs
To enable one or more applications to the vacancy to be transferred to ESR it is necessary for some
information to be sent from ESR to match with the vacancy in NHS Jobs.
The first step in the process is to create the vacancy within NHS Jobs. In NHS Jobs tick the box for
“Transfer of application to ESR required?”, as shown below.
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© NHS Jobs 2013
If using the online vacancy approval process in NHS Jobs, complete the necessary information and
select to ‘save and proceed’ the vacancy through the approvers. The vacancy will move to a status
of “Pending – ESR”, indicating that NHS Jobs is waiting for the required identification details to be
transferred from ESR.
In ESR populate the Vacancy form with the appropriate data for the vacancy that will be transferred
to NHS Jobs. This can be a minimum of information, as the vacancy details have all been set up on
NHS Jobs.
It is essential that the visible reference number for the vacancy on ESR is identical to that on NHS
Jobs.
Once the appropriate details for the vacancy are entered the next step is to define the recruitment
activity for it - specify that the Recruitment Type is Third Party Website, as shown below.
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© NHS Jobs 2013
Ensure that the Type field
is set as above to allow it
to be passed to NHS Jobs.
ESR Navigation Path: N>Manage Vacancies>Recruitment Activity
Click the Recruiting For button and select the vacancy or vacancies created in the previous step to
transfer to NHS Jobs.
Once the activity is saved the vacancy information will be passed automatically via the interface to
NHS Jobs. The process to pass information back and forth between ESR and NHS Jobs runs five times
a day.
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© NHS Jobs 2013
Matching the Vacancy in NHS Jobs
After the vacancy details have been passed from ESR to NHS Jobs, they will be processed by NHS
Jobs automatically to determine if there is a match to an existing vacancy that has not been
published.
If the vacancy reference number in the details received from ESR matches an existing vacancy on
NHS Jobs that is not published, the unique identification information from ESR will be transferred to
the existing vacancy on NHS Jobs.
If the vacancy reference number is not matched, then NHS Jobs will treat is as a new vacancy
requirement and produce a new vacancy with a status of “Received from ESR”.
The next steps on NHS Jobs are dependent on how far through the recruitment process the vacancy
had moved by the time the information was received from ESR. Often it will have been at “Pending –
ESR” status and will automatically move to “Pending Advertisement” status once the information is
received from ESR. The next steps would then be to select to publish the vacancy.
When you are satisfied the vacancy is ready to be published. Click the ‘Save and publish’ button to
publish the vacancy from the vacancy edit form or select the ‘Publish’ action for the vacancy.
Conclusion
Once the creation of the vacancy has been started in NHS Jobs, essential details can be set up in ESR
with a reference number that matches the vacancy in NHS Jobs. Those details are passed to NHS
Jobs via the automatic interface which runs every two hours. The details received from ESR will be
processed by NHS Jobs to determine if they match with an existing vacancy due to be published, or
not. If they match, the unique identification from ESR will be transferred into the existing vacancy on
NHS Jobs. If there is no match, a new vacancy is created as per the process described previously.
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© NHS Jobs 2013
Transferring Applicants to ESR
Introduction
This section shows the process by which the applicant details within NHS Jobs are transferred to ESR
for further processing, as shown in the process flow diagram below. It also provides a high level
overview of the link between ESR and NHS Jobs as well as outlining the business processes needing
consideration.
Create a
Vacancy and
Requisition
Transfer
Vacancy to
NHS Jobs
Complete the
Vacancy
Publish the
Vacancy
www.jobs.nhs.uk
Applicants view and apply
for the vacancy using the
Internet
Create Staff
Record with
successful
Applicant
Process
Applicants as
necessary
Send
Applicant
data to ESR
ESR
Process
Applications
as necessary
NHS Jobs
Processing applications within NHS Jobs
When the advertised vacancy attracts applicants, normal processing as per your organisation’s
policies should take place. For more information on how this processing is done for online and
offline applicants please refer to the NHS Jobs Training Manuals.
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© NHS Jobs 2013
Transferring Applicants to ESR
Transferring applicant data to ESR for any vacancy initially created in ESR is a simple process that can
be selected by the recruitment officer at any time. The timing of the transfer of selected applicant
details to ESR is a local policy, but may be after shortlisting, or after interviews are completed or
after pre-employment checks have been started.
The steps to follow are shown below and assume that the normal processing of the applications,
such as long-listing, reviewing, shortlisting and interviews has already taken place:
1.
Go to the applications list for the vacancy.
2.
Select the application to transfer.
3.
If more than one application to transfer, use the filter selection on the right to filter the
required application status, select all and then select ‘Group Actions’ button.
4.
Select ‘Transfer to ESR’ option and click ‘Action’.
There is no automatic transfer of applicant data to ESR.
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© NHS Jobs 2013
The following table shows the information transferred. Please note data will be transferred for
applications received offline only if they have been entered on NHS Jobs:
Selected Candidates
Title
First Name
Middle Names
Family Name
Date of Birth
NI Number (where available)
Gender
EO Reporting fields (Disability, Ethnic
Origin, etc)
Application Status
Vacancy Reference
Where advert seen?
Address fields
Telephone numbers
Contact at work
Work permit
Driving licence
Disability arrangements
Professional Body/Membership
Referee information
Once the applicant information is transferred to ESR the application list changes to indicate when
the event occurred. It is not possible to transfer the same applicant to ESR twice as demonstrated
below.
Continuing the Recruitment Process within ESR
Once applicants have been transferred to ESR the recruitment process can continue on ESR. For
more information on the processing options available please consult the appropriate ESR
documentation.
To view the applicants within ESR follow the directions shown below:
1.
2.
3.
4.
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Navigate to the Mass Update of Applicants screen in ESR
Click on the search icon.
Click in the vacancy field and select the relevant vacancy
Click Find and you will see a list of the Applicants who have applied for the
vacancy.
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© NHS Jobs 2013
The list of applicants is now visible, as shown below and further processing can be completed.
ESR Navigation Path: N>Manage Applicants>Mass Update of Applicants
Conclusion
The process for collecting applications within NHS Jobs and passing them to ESR is largely automatic,
once the appropriate applicants have been selected.
Once applications have been received, the recruitment for the vacancy can be progressed within
NHS Jobs as far as the organisation determines. The transfer of selected applicants’ details to ESR
can be performed at any stage and is easily selected.
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© NHS Jobs 2013
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