Select Committee on Health Written Evidence


Evidence submitted by the Department of Health (WP 01)

EXECUTIVE SUMMARY

  This paper contains the Department of Health's written evidence for the Health Select Committee for the inquiry into workforce planning in the NHS. The paper outlines the workforce achievements since the Committee's last inquiry into workforce planning in 1999, the current process of workforce planning in the NHS and the challenges facing workforce planning in the near future.

  Workforce planning has undergone many changes since the review of workforce planning in a Health Service of all the Talents in 2000. There are now processes in place that deliver a "bottom up—top down" approach to planning that ensures local employers and national planners are fully engaged and includes key stakeholder engagement. A vital component of workforce planning is each organisation's Local Delivery Plan (LDP) that integrates service, finance and workforce plans. Each organisation now plans the workforce of the future that is right for them rather than a rigid "one size fits all" central plan. This concept is reinforced in the new Integrated Service Improvement Programme (ISIP) that ensures workforce reform is at the heart of local service delivery.

  A lot has been achieved in the last five years in terms of filling the gaps, ensuring the service has sufficient staff and reforming the pay and reward systems to create a world class workforce. We have achieved the challenging targets laid down in the NHS Plan and met the European Working Time Directive (EWTD) target in 2004. New pay structures have been agreed for all staff groups and under Agenda for Change (AfC) the concept of a skills escalator is enabling services to be redesigned and supporting staff to develop new skills and new roles. The NHS is now a flexible employer better able to attract and retain good quality staff. The NHS Careers service and electronic recruitment via NHS Jobs are now part of an infrastructure to deploy staff more cost effectively and support their career development.

  The NHS has seen a period of growth in both financial support to the NHS and the size of the workforce. There is now a much better balance between supply and demand with the NHS becoming more self reliant in training its own staff to meet the future needs. The past five years has been about staff growth and the next five years will be about transformation into a flexible affordable staff mix to deliver patient centred care. The NHS already has developments in place that will enable organisations to work in new ways and share best practice across organisations.

  The future is not without several significant challenges; this paper explores the impact of external drivers such as the European Working Time Directive requirements for 2009 and the demographic shift in the population. In addition new providers, greater choice and new financial systems, together with the 2006 White Paper, will drive changes in how and where healthcare is delivered in the future.

  Looking to the next five years, one thing is very clear. The investment and reform we have made in the NHS workforce puts us in good stead for dealing with A Patient Led NHS, where organisations will need to meet the challenges of patient choice, be able to compete in an environment of plurality and provision and drive productivity and efficiency in an era of lower financial growth. However this will not be achieved unless all organisations improve their capability and capacity to undertake workforce planning and development. Primary Care Trusts, Practices, Trusts and Strategic Health Authorities will need to base their service and financial plans on a clear strategy for the future direction of their workforce that creates the right skill mix in the workforce for the next five years. Only organisations with a skilled, flexible workforce, where people are their greatest investment, will succeed.

1.  BACKGROUND

  1.1  The need for workforce planning has long been recognised within the NHS. Any organisation with the size and staffing complexity of healthcare requires a system for forward planning. Prior to 1999, workforce planning relied on a central control of training numbers that were increased or decreased according to central returns of staffing numbers.

  1.2  In March 1999 the Health Select Committee recommended a review of how workforce planning was undertaken in the health service. This led to the publication of A Health Service of all the Talents in April 2000 and recommendations around four key areas:

    —  Greater integration and more flexibility of workforce planning;

    —  Better management ownership, clearer roles and responsibilities within planning;

    —  Improved training, education and regulation; and

    —  Better planning for overall staff numbers and career pathways.

  1.3  Since the publication of the paper the main recommendations have been implemented. There is a greater integration of workforce planning with service and financial planning within organisations and mechanisms to share and aggregate these plans to support local health economies. The funding of education and development is now within one budget and responds flexibly to the needs of staff training. There is a clear national framework for planning with all the key stakeholders represented on the National Workforce Programme Board and clear lines of communication to ensure all the associated programme boards are linked into the plans.

  1.4  One of the main structural changes as a result of the paper was the creation of 28 Workforce Development Confederations (WDC) to plan effectively for all staff groups on a locality basis and to work collaboratively with other organisations so that data and workforce plans could be aggregated nationally. In April 2004 WDCs were integrated with SHAs to bring together capacity for service and workforce planning within one body.

  1.5  The move to more integrated workforce planning has improved the links across organisations responsible for education and training. There are improved links into the Postgraduate Medical Deaneries with a greater clarity of data to help plan the number of consultants entering service in future years. The processes for commissioning education and training are much improved. There is a clear structure for commissioning that is based upon strategic planning, is built upon good relationships across Higher Education Institutions (HEI) and involves links to service to ensure that qualified trainees are "fit for purpose".

  1.6  The structures put in place by Health Service of all the Talents were further supported by a clear strategic direction laid out in the NHS Plan published in 2000 and the HR in the NHS Plan which followed in 2002. The two broad aims of these papers were to build upon the improved workforce planning structures to create more staff, working differently.

  1.7  The NHS Improvement Plan, published in June 2004, set out the way in which the NHS needs to change in order to become truly patient led. These changes are fundamental, they affect the whole system and the way individuals and organisations behave.

  1.8  In 2005 Creating a Patient Led NHS outlined how the improvements in capacity, with increased numbers of staff and reductions in waiting times and improvements in mortality rates, would be matched by changes in the structures of the NHS.

  1.9  The paper Creating a Patient Led NHS set out "the ambition for the next few years is to deliver a change which is even more profound—to change the whole system so that there is more choice, more personalised care, real empowerment of people to improve their health—a fundamental change in our relationships with patients and the public. In other words, to move from a service that does things to and for its patients to one which is patient led, where the service works with patients to support them with their health needs."

  1.10  This shift will have a large impact on workforce planning in the future as organisations implement the practical steps in moving care closer to the patient and see the influence of the growth of the Independent Sector to meet this need. Integrated planning will no longer mean integration across service, finance and workforce but also integration across Health, Social Care, the Voluntary and Independent Sectors.

2.  ACHIEVEMENTS IN THE PAST FIVE YEARS

  2.1  Healthcare organisations have made significant progress in developing a workforce with the right skills and experience to deliver patient care since the NHS Plan was launched in 2000. Workforce Planning for an affordable workforce is an integral element of all organisations' Local Delivery Plans (LDPs) and a required component of all new developments and Private Finance Initiatives (PFI) schemes.

  2.2  The NHS Plan established the Improving Working Lives (IWL) initiative, which provided NHS trusts with a measured framework to create well-managed and flexible working environments through policy making, good communication and partnership between staff and managers. It has led trusts to fundamentally look at the ways to offer better working conditions such as access to childcare, carers support, safety and security at work and flexible working opportunities. It has also given staff the opportunity to discuss different ways of working that accommodate both their outside interests and service needs.

  2.3  The IWL initiative recognises that improving the working lives of staff contributes directly to better patient care. IWL is becoming a feature of every day management in the NHS and all NHS trusts have achieved the IWL standard at Practice level and over 300 NHS organisations have attained the Practice Plus level, which requires them to provide demonstrable evidence through partnership working that the working lives of staff in all staff groups are continuing to improve.

  2.4  Key elements of IWL include:

    —  Flexible Working—including self-rostering, annualised hours, flexi-time;

    —  Flexible Retirement—providing options for experienced staff to continue to work, sharing their skills and knowledge towards the end of their career; and

    —  NHS Childcare Strategy—providing good quality, accessible and affordable childcare through the development of on-site nurseries, school clubs, holiday play schemes and local childcare co-ordinators. The strategy was developed to support the provision of quality, accessible and affordable childcare, following the recognition that this led to improved recruitment and retention.

  2.5  In the NHS the Healthcare Commission carries out an annual survey into staff views. This is a useful tool for identifying where improvements are necessary and it is available for use by all NHS trusts. The results for 2003, 2004 and 2005 are positive and show a trend of improvement, but there is further work to do to demonstrate that the concept of a Model Employer is embedded across the service.

  2.6  Skills gaps and shortages have been met as more staff have joined the NHS year on year. Since 1999 the NHS workforce has grown by a total of 234,000 staff. This includes 23,000 more doctors, 68,000 more nursing staff and 11,000 Allied Health Professionals. Vacancy rates have fallen steadily as these staff have entered service. The successful implementation of EWTD 2004 has seen a significant number of staff working fewer hours. For example, the majority of staff now work fewer than 48 hours and doctors in training work no more than 58 hours.

RETURN TO PRACTICE

  How return to practice midwives working within the Gloucestershire Hospital NHS Foundation Trust (Gloucester Royal site) were supported.

  In the last year, Gloucestershire Royal has supported two midwives returning to midwifery practice each with varying requirements. One midwife had been out of practice for 10 years but had done a Return to Practice course. The other had not done the required amount of hours needed to maintain her registration within the given previous three years and was advised by the local University to do the Return to Practice course.

  Before embarking on the clinical part of the programme, the midwives discussed their needs and requirement with either the research and practice development midwife or one of the midwifery managers.

  A specific plan was then drawn up to suit the midwife (hours to suit family life/commitments and other places of work commitments), ensuring that all areas of midwifery practices were covered, for example high risk delivery suite, community and midwife-led birth unit.

  Each midwife was given a named supervisor with whom they met regularly during the course, with the opportunity of meeting at any time to discuss practice or other issues. Advice and help was also given with their essays, particularly content, style and relevance.

OUTCOMES

  Both midwives have since been successfully employed within the trust. The success of these midwives is due to their motivation, enthusiasm and flexibility along with a well planned, interesting and appropriate programme.

  2.7  Improved planning processes and increased staff numbers are not enough on their own to cope with the complex structures across health and social care. A range of initiatives has been required to develop the flexibility, new skills and new ways of working and productivity necessary to deliver world class healthcare. New programmes, such as Agenda for Change and Modernising Medical Careers (MMC) have put the building blocks in place for organisations to develop skilled multidisciplinary teams. In addition great strides have been taken to improve the working lives of NHS staff and make the NHS a much better employer.

  2.8  Some initiatives have served their purpose and will not have a big impact in the next five years. International recruitment was not intended to be a long-term strategy and since 2005 there has been a steady decrease in the volume of international recruitment in all sectors. Increasingly as the year-on-year increases in training emerge, the health service will be more self-reliant on UK trained doctors, nurses and other healthcare professionals. International recruitment will be used sparingly to target specific strategic areas, for example, to bring GPs from Germany, Italy and Spain into under-staffed communities in England. Other initiatives are now in the mainstream of good HR practice after a period of central pump priming and support. For example, encouragement to employers to provide access to flexible working and return to practice.

  2.9  In December 2005 the Department of Health launched A national framework to support local workforce strategy development. This document brought together all of the initiatives in a format to help HR Directors in the NHS and Social Care integrate their strategy for local staff development. The document covered six main areas:

    —  Capacity and Skills

    —  Working Flexibly

    —  Skills Escalator

    —  Model Employer

    —  10 High Impact Changes in HR

    —  Integrated Planning

  2.10  The aim of the document is to help organisations devise simple strategies to build upon the achievements of the last five years but take the initiatives further to create a workforce that is flexible, productive and affordable. There is no "one size fits all" answer to the current complex staffing issues, organisations need to devise local solutions based upon their own service and financial development. These plans are supported by national development programmes that share the results of pilot projects and highlight best practice.

  2.11  It is only by continually developing the workforce strategy that the NHS will be in a position to solve the current issues in workforce planning and respond to future challenges in delivering high quality patient care.

  2.12  The Department of Health and Workforce Review Team (WRT), who lead on workforce planning across the health care workforce, are developing a generic workforce-modelling tool, known as the "Christmas tree" model. This will allow national and local workforce planning by individual, local organisations to assess skills needs and future workforce requirements across levels rather than professions. In turn, this will support the development of competency-based workforce planning across the whole healthcare workforce: determining the skills and competencies needed to deliver services and defining these by care group and pathways, rather than specific healthcare professions.

  2.13  This modelling approach enables the roles of the doctors of the future to be captured as part of the multi-disciplinary teams serving patients. Planning the medical workforce can then focus on those roles that only doctors can deliver. Below is a Christmas tree model which maps the medical workforce within the overall healthcare workforce of the NHS.

  2.14  Total NHS workforce

3.  HOW WORKFORCE PLANNING IS UNDERTAKEN

  3.1  Workforce planning in the NHS aims to provide the future workforce needs of the service matching supply and demand. The NHS is very labour intensive with around 60% of budgets spent on staff costs. Training times vary across different professions. It takes up to 15 years to train a medical consultant and up to six years to train an experienced senior nurse, therapist or scientist. Thus any workforce planning has to take account of long term trends in healthcare if it is to meet the needs of patients in the next five to 10 years.

  3.2  Robust workforce planning needs to bring together a "bottom up—top down" approach to the planning process. Each organisation needs to plan for its own workforce needs, based on their strategic service, financial and local workforce plans. Plans need to be shared widely to ensure that the local health economy's requirements are met. These plans then need to be aggregated to ensure their wider coherence and that nationally there is sufficient provision for smaller specialties.

  3.3  Each PCT, practice, Trust and SHA has a workforce plan that is shared via the Local Delivery Plan. These plans include the service, financial and workforce plans of the organisation for the next three years. SHAs are charged with monitoring these plans and ensuring equity of provision across the health economy. SHAs work across their patch to coordinate the planning activity via a network of workforce planners to ensure that emerging trends are incorporated in the LDP.

3.4  Service wide planning

  3.5  Workforce Planning across local health economies operates within a streamlined framework of national analysis and support.

The Social Partnership Forum comprises representation from the major health unions, management bodies and the Department of Health. It was set up in December 2002 and is the stakeholder group for the Workforce Programme Board.
The Workforce Programme Board was established in May 2003 to review and oversee the delivery of workforce strategy. The membership of the board includes workforce leaders in DH and SHAs, as well as key partners such as Skills for Health and NHS Employers, and reflects the strategic role played by the DH as a result of Shifting the Balance of Power and the responsibility of SHAs for implementation and delivery.
The National Workforce Group (NWG) meet regularly and influence policy and practice in planning the health and social care workforce of the future, with the view that objectives can be better achieved by acting collectively. The National Workforce Group has strong representation on the Workforce Programme Board and agrees the action required to deliver the workforce strategy. Membership is drawn from the Workforce Development Leads of SHAs and WDC Chief Executives (where applicable), was well as the Department of Health and other key partners.
The Workforce Review Team (WRT), is hosted by Hampshire and IOW SHA on behalf of the NHS. Its role is to synthesise workforce supply and demand intelligence provided by a variety of national and local organisations including SHAs and professional bodies. Its analysis of the intelligence is gathered and used to develop a variety of options for SHAs to use in planning for an affordable workforce with the right skills, in the right numbers to meet local service plans.
NHS National Workforce Projects' (NWP) works very closely with the Workforce Review Team (its "sister" organisation), informing and using their analysis. Its role is to help provide the NHS with the skills, transfer of knowledge, best practice and information to support effective local workforce planning. NWP aim to eliminate potential duplication to work across the service by providing a single credible source for knowledge management and to develop a more sophisticated approach to workforce planning with a greater integration of service and financial planning.
Skills for Health is a Sector Skills Council (SSC) with a UK wide remit. Their role covers all healthcare employers—including those in the NHS, independent and voluntary sectors. Skills for Health was established in April 2003. It is licensed by the Department for Education and Skills as the SSC for the health and healthcare sector. The aim of Skills for Health is to help the whole sector develop solutions that deliver a skilled and flexible UK workforce in order to improve health and healthcare. Skills for Health are members of the Workforce Programme Board and the National Workforce Group.
NHS Employers is the employers' organisation for the NHS in England, giving employers throughout the NHS an independent voice on workforce and employment matters. Their goal is to make the NHS an employer of excellence. NHS Employers are members of the Workforce Programme Board and the National Workforce Group.



  3.6  The Workforce Programme Board sets strategy and is responsible for the delivery of major workstreams such as Agenda for Change. It is informed by the Social Partnership Forum which is its stakeholder forum.

  3.7  The board oversees delivery through individual workstream boards that concentrate on specific areas. These involve all interested parties in the NHS family. Local delivery is facilitated through the National Workforce Group where SHAs come together with the DH and partners. The work of NWG is supported by a broad range of organisations including WRT, NWP and Skills for Health.

  3.8  Funding education, training and development. There is significant central investment in the funding for education and training of the future workforce via the Multi Professional Education & Training (MPET) Levy. This funding provides pre-registration training for the main healthcare professions and supports the investment made by employers to develop the skills and education of their staff.

  3.9  MPET funding is allocated to Strategic Health Authorities (SHAs) at the start of the financial year although money for new training posts, particularly for postgraduate doctors, may be allocated in-year. Where new ways of working lead to the development of new roles MPET can also support training. An example of this would be the burgeoning numbers of assistant practitioner roles currently being developed. The costs of training for such new professionals may in differing circumstances come through DfES Foundation Degree funding routes, through investment from employers and through investment by SHAs using MPET development money. The challenge is to ensure cohesion in funding streams and to find new ways of allocating the MPET budget so that money for development is not squeezed out by existing contractual commitment for traditional three year diploma and degree courses.

  3.10  The NHS as a Model Employer. There is a wealth of research evidence which demonstrates clear links between good employment practices and business outcomes. Creating an environment where staff are valued, rewarded, appropriately trained and developed, regularly appraised and properly managed has an impact on people who use services and their carers. Model employers are also more likely to attract and retain high-quality staff and are also more likely to have high-performing and motivated staff who are more flexible and take less time off work. Becoming a model employer is not the result of one initiative, it is made up of several linked projects. Within the NHS the Improving Working Lives initiative promotes equality and diversity policies and includes the NHS Childcare Strategy. As part of the initiative there is zero tolerance of violence and harassment for all staff within the NHS. Underpinning all of the employer initiatives is clear staff involvement and staff partnerships to create a culture of continuous improvement.

  3.11  A range of workforce supply initiatives have supported local NHS organisations to ensure that the NHS workforce continues to be sufficient to meet local service needs. These recruitment and retention initiatives have been effective in the past five years as the NHS workforce has increased significantly. The current priority for workforce supply policies is balancing supply and demand, whilst ensuring that we maintain the profile of a career within the NHS.

  3.12  National initiatives have included:

    —  promoting careers in the NHS through the NHS Careers service;

    —    national and local recruitment campaigns;

    —    attracting former staff back to the service;

    —    improving retention by continuing to make the NHS an employer of choice;

    —    offering flexible retirement schemes and flexible employment opportunities; and

    —    providing access to good quality, accessible and affordable childcare.

  3.13  Two current initiatives are at the forefront of this policy.

  3.14  NHS Careers is an interactive service, managed by NHS Employers on behalf of the Department of Health, which provides information on careers in the NHS through a national call centre and website at http://www.nhscareers.nhs.uk/.

  3.15  NHS Jobs was created in 2003 as a new electronic recruitment internet site that provides information on vacancies including an instant online application process, meaning that job-hunters can apply for jobs anywhere in England. NHS Jobs is currently funded by the Department of Health and is free to both the employer and the applicant. Over 510 NHS organisations are now participating in the service and, on average, over 3,500 jobs are live on the system at any one time. The website address is www.jobs.nhs.uk.

  3.16  International recruitment has been an important part of the strategy to tackle key skills gaps and "hard-to-fill" jobs over the last five years. Local Delivery Plans will inform the approach to tackling the workforce supply gaps in the future. International recruitment, carried out in accordance with the Code of Practice for the international recruitment of healthcare professionals, is likely to have a smaller role in future but will be important in some of the most challenging recruitment areas such as social work and psychiatry.

  3.17  Any development of international recruitment in the future would need to take account of international competition for healthcare professionals. In the past different country's health economies have expanded at different times. For example, the USA are advertising widely for healthcare roles as the UK international recruitment slows. In the future the effect of the demographic shift in populations across Europe may mean that many developed countries are looking for international recruitment to fill skills shortages at the same time. In planning the long term workforce it cannot be assumed that any shortfall in particular skills can always be filled by targeted international recruitment.

  3.18  A large organisation such as the NHS needs to ensure that the NHS has the leadership and management skills it needs to deliver the depth and breadth of reform in health services, particularly with respect to sustainable improvements in quality and value. Put simply the NHS needs to:

    —    Develop leaders so that they have the skills and competencies to deliver—with a particular focus on increasing productivity and financial capability.

    —    Ensure greater learning and skills transfer between leaders from across the broader health and social care system—including the private and third sectors and local government.

    —    Ensure we are developing and retaining talent at all levels.

  3.19  The vast majority of management training and leadership development takes place locally, organised around clinical networks, teams and individuals.

  3.20  There are still issues to be addressed in workforce planning. The section above outlines the planning process and the steps that organisations can take to ensure integrated planning takes place. It should be emphasised that whilst we have good processes in place, the capability and capacity to undertake detailed planning varies across the NHS. Although the LDP process is in place there are still organisations where service, finance and workforce plans are linked only in the short term and do not contain an integrated long term strategy. The new ISIP process should help these plans develop further, but this integration will need to be driven by the new organisational structures outlined in Creating a Patient Led NHS.

  3.21  The emphasis on performance targets in previous years has achieved measurable success but has not created a culture where long term solutions to issues in 2010 can be carried forward. There is a growing realisation across health and social care that action needs to take place today to solve the complex challenges that face organisations in the future. The initiatives outlined in section 4 will support the changes that need to take place but these changes need to be supported by a culture of integrated long term planning within organisations. The short term pressures will not disappear from the NHS and indeed are increasing but successful organisations will balance these pressures and still continue to develop longer term solutions.

  3.22  Some NHS organisations are caught up in short term fire fighting due to structural, geographical or financial pressures that have existed for many years. These organisations may struggle to implement the large scale systems change required to meet the challenges in the medium term. These organisations will require support to implement the practical lessons from the many pilot sites and initiatives to develop the future flexibility of the workforce.

4.  ISSUES IMPACTING ON THE HEALTH AND SOCIAL CARE WORKFORCE

  4.1  The current processes for workforce planning have been outlined above and the need to develop a strategic framework for workforce planning has been highlighted. There are a range of issues facing the NHS at the current time that demand an integrated local response.

  4.2  Issues such as the European Working Time Directive (EWTD) and demographic shift in the population are external drivers that affect all of the workforce in the UK but have a large impact on the NHS as the employer of 1.3 million staff. The demographic shift in the working population will have an increasing effect in the next five years. The combination of increased longevity, declining birth rate and the "baby boom" generation entering retirement age will all combine to shrink the available workforce of traditional working age. The effect of this change has been well documented and is already included in the national modelling of the workforce. The implications of this demographic shift need to be taken into account by organisation's recruitment and retention policies. Initiatives to attract more mature entrants and flexible retirement options to retain the skills of the over 50s (and increasingly the over 60s) will become more important. It will also be crucial to ensure flexible working practices are fully utilised to maintain workforce capacity. Details of the demographic issues facing the UK are outlined in Annex 1.

  4.3  The European Working Time Directive 2009 builds upon existing legislation but goes further and requires a rethink of how a service to patients is to be provided with a 17% drop in the hours doctors in training will work. The NHS health reform is supported by Payment by Results, Choice and the development of a plurality of providers. The workforce strategy builds upon this with programmes to develop flexibility in the workforce through Model Employer, Modernising Medical Careers, Agenda for Change, the new consultant contact and the new GMS contract for GPs. Elements of these linked developments are outlined in detail in section 4 but the effect of these initiatives will be to reward those organisations that are able to put in place streamlined clinical pathways that put the patient first.

  4.4  This paper highlights six ways that organisations will work to develop an integrated strategy.

4.5  Planning for service priorities

  4.5.1  The Department of Health has established four Workforce Boards to develop solutions and support the workforce needed to deliver the Public Sector Agreements (PSA). The boards cover services for :

    —  Health Improvement

    —  Long Term Conditions

    —  Urgent Care

    —  18 Week Patient Pathway

  4.5.2  Each of the boards is working with the National Workforce Group (NWG) around the identification of the new roles which will have the most impact in delivering the PSA targets and the development of support tools to help local commissioners, providers and workforce planners.

  4.5.3  Health Improvement. This board covers all the workforce work programmes arising from the Choosing Health White Paper. Coverage includes all the contributing disciplines: health improvement, health protection, health information and academic public health.

  4.5.4  Long Term Conditions. This board has representation from key stakeholders across health. The board has collated best workforce development practice across different organisations in support of the DH Long term conditions model. The aim is to improve the care of long term conditions in primary care and community settings, with the appointment of 3,000 community matrons and to reduce the overall emergency bed days by 5%

  4.5.5  Urgent Care. The main aim of the board are to reduce the overall emergency bed days by 5% by 2008 and to improve access to urgent care.

  4.5.6  18 Week Patient Pathway. This board has representation from key stakeholders across health and social care. The target is to decrease the waiting time for a patient pathway from referral to treatment to under 18 weeks by 2008. There are currently a range of pilot sites and development projects underway to help organisations develop their services.

4.6  Planning for change and productivity

  4.6.1  Productive Time aligns the modernisation strategies for people (pay and workforce reform), process (10 High Impact Changes) and technology (NHS Connecting for Health) in order to maximise service improvement recognising that these modernisation strategies will be most effective if implemented in an integrated way to meet both national and local service improvement expectations.

  4.6.2  Within the NHS, productive time initiatives are designed to increase the time spent by health care professionals (clinicians, managers and administrators) on activities integral to delivery of improved services for patients. Improving productivity and efficiency underpins service improvement over the three years (April 2004 to March 2008). Productive time will contribute approximately £2.7 billion of the expected cumulative annual efficiency gains of £6.5 billion.

  4.6.3  The 10 high impact changes in HR are outlined in Annex 2.

  4.6.4  The Integrated Service Improvement Programme (ISIP) is the delivery vehicle for Productive Time to develop local integrated plans. ISIP supports integration across a number of dimensions and places workforce at the heart of reform. ISIP consist of:

    —  Integration of the major "enablers of change": workforce reform, operational process improvement, technology solutions and infrastructure (estates and facilities). Typically, these have to be used in combination to maximize the benefits of investment in change. The ISIP process and guidance helps to integrate the deployment of all these enablers of change.

    —  Integration across local health communities: primary care, acute care, mental health, social services and ambulance services. Often a patient journey moves across NHS organisations which have to collaborate to provide fast, efficient, safe and effective care. For care services to be transformed to meet all priority objectives, there needs to be collaboration across organisations which serve a local population. Hence ISIP focuses on health economies not individual care organisations.

    —  Involvement of all professions in the transformation of the way services are provided. Change needs to involve clinicians of all disciplines, including nurses, allied health professionals and scientists. It needs to involve managers and those with specialist skills in, for example, workforce role reform, IT and finance.

Assistant and advanced practitioners in radiology, City Hospitals Sunderland
  Implementing assistant and advanced practitioners in radiology at City Hospitals Sunderland (CHS) has advanced the role of the radiographer within the fluoroscopy on the barium enema service and as a result the fluorocopy room is used much more effectively. It has also had dramatic effect on waiting times for routine barium enemas, reducing them from 30 weeks to less than two weeks in the space of 11 months. Increased activity was achieved because these radiographers were given sessions to perform and report barium enema lists, some of which were dedicated radiographer lists, while others were lost sessions created due to radiologist leave.

Barnsley heart diagnostics
  By reorganising their way of working, a team of cardiac physiologists have helped to cut the echocardiography waiting times from four months to just two weeks. This was achieved by training some of the junior grade physiologists to carry our exercise and lung function tests, freeing up more senior staff to carry out the echocardiograhy testing. A healthcare assistant was introduced to prepare patients for screening and return them to the ward afterwards. This has helped cut delays as the reports can be written up while patients are being prepared or taken back to the ward.


4.7  Planning for new technology


  4.7.1  NHS Connecting for Health is delivering the National Programme for IT to bring modern computer systems into the NHS which will improve patient care and services. Over the next 10 years, the National Programme for IT will connect over 30,000 GPs in England to almost 300 hospitals and give patients access to their personal health and care information, transforming the way the NHS works.

  4.7.2  The National Programme is central to the Government's policy goals of changing the delivery of health care to one that is citizen-led and responsive to the needs and wishes of patients and their carers as set out in the NHS Plan.

  4.7.3  Technological change needs to be taken into account in considering future demand for the workforce. Technological advances will enable organisations to be much more flexible in the provision of services in the future. The vision for future services outlined in the 2006 White Paper will take advantage of more compact and comprehensive patient testing equipment to provide an integrated near patient diagnostic service.

  4.7.4  Currently future workforce plans take account of known research developments that may affect service delivery but we are on the threshold of another wave of innovation that will alter how services are delivered in the future. Developments in gene therapy and certain cancer treatments will mean that whole sections of service will have to change the way that they work. In recent times the same has happened within cardiac surgery with many conditions now being treated as day cases within radiology departments as the technology to perform procedures without major surgery improves.

  4.7.5  The Electronic Staff Record (ESR) will offer a major step forward in workforce planning when the system is fully rolled out. This major IT project replaces the fragmented HR and finance systems in Trusts and SHAs with one single unified system. Workforce planning data will be available through the data warehouse and allow planners to work with and share accurate validated data from across the health economy.

4.8  Planning for a more flexible workforce

  4.8.1  The NHS used innovative approaches to meet compliance with the European Working Time Directive from August 2004 for doctors in training. In 2002 the Department of Health funded 20 WTD pilot projects, and four Hospital at Night (H@N) pilots each testing innovative ways of delivering services while complying with the requirements of the WTD legislation. For most, this involved some combinations of new roles for non-medical staff, new rotas and working patterns for doctors (consultants as well as doctors in training) and new service delivery patterns.

  4.8.2  The Hospital at Night model consists of a multidisciplinary night team, which has the competencies to cover a wide range of interventions but has the capacity to call in specialist expertise when necessary. This contrasts with the traditional model of doctors in training working in relative isolation, and in specialty-based silos. The project was a partnership between the Department of Health, the NHS Modernisation Agency, the British Medical Association and the Royal Colleges.

  4.8.3  The NHS needs to build on successes to date in meeting the 2004 target and ensure that arrangements are sustainable, linking in with new ways of working, modernising medical careers and finding ways to improve productivity and efficiency whilst enabling doctors to enjoy a good work life balance.

  4.8.4  Maintaining good quality medical education and patient services and delivering key priorities including waiting times is made more difficult by restrictions on working patterns from the SiMAP/Jaeger judgments, which has led to a rapid increase in shift working, replacing traditional resident on-call rotas, and inflexible rest breaks. Consequently, the EWTD 2009 target will have a major implication on workforce planning and will lead to new ways of working for the NHS. Work is well underway on planning and preparation for 2009. In the summer of 2005 NWP was appointed the lead organisation to support the NHS in finding and implementing solutions to WTD 2009. Its aim is to provide the NHS with models that can be adapted across the service, facilitate new solutions, address barriers to WTD compliance and ensure that solutions to WTD compliance are sustainable in the long-term.

  4.8.5  Modernising Medical Careers (MMC) aims to improve patient care by delivering a modernised and focused career structure for doctors through a major reform of postgraduate medical education. It aims to develop demonstrably competent doctors who are skilled at communicating and working as effective members of a team able to meet the needs of patients. To this end, trainees' progress will be through structured programmes of training following competency-based curricula.

  4.8.6  This model provides the opportunity to ensure that the majority of service will be delivered by fully trained doctors. The aim is to provide patients and the NHS with a workforce that is safe and demonstrably competent and that has the flexibility to meet service needs.

  4.8.7  The current system encompasses a centralised pay framework linked to skills, competencies and knowledge for a majority of staff. For doctors the new consultant contract uses the job planning structure to ensure the service provided fits with the needs of commissioners. The existing system is designed to be "equal pay proof", although some risks remain in the different pay systems between doctors and other staff.

4.9  Planning for new staff roles

  4.9.1  The National Practitioner Programme (NPP) co-ordinates a range of pilot projects which introduce new roles and which were started by the Modernisation Agency (MA). With the devolvement of MA programmes to the NHS, the practitioner projects have moved to new host organisations. NPP is ensuring that the practitioner projects stay linked together, share information, identify common needs, address common policy issues, such as regulation, and develop a communication strategy. The NPP is hosted by North West London Strategic Health Authority.

  4.9.2  The new roles include Medical Care Practitioner, Emergency Care Practitioner, Surgical Care Practitioner, Anaesthetic Practitioner and Endoscopy Practitioner. Some projects are well ahead and already making an impact on the way services are delivered. For example there are now over 700 Emergency Care Practitioners improving access to urgent care and bringing services closer to the patient.

  4.9.3  These new ways of working reflect the aims of the NHS Improvement Plan to modernise the service by ensuring that staff talent and skills are recognised and for registered staff to practice in roles with increased breadth and depth.

  4.9.4  The Large Scale Workforce Change Team is hosted by NHS Employers. Its purpose is to build and develop HR capacity within the NHS, focusing on the development and spread of an adaptable and flexible workforce that can deliver benefits that are measurably better for patients, better for staff and better for organisations, in respect of improved efficiency and productivity.

  4.9.5  Current programmes include the development and implementation of:

    —  Maternity Support Worker roles and new ways of working across maternity services.

    —  A wide range of new and extended roles across children's services to meet NSF targets.

    —  New ways of working in integrating health, social care and education.

    —  The maintenance and distribution of the national NHS modernisation tools to SHAs and to local service providers, providing training and guidance on the use of the tools.

  4.9.6  The Care Service Improvement Partnership (CSIP) is hosted by the National Institute for Mental Health (NIHME) and is funded by the Department of Health. The purpose of CSIP is to support reform of the NHS and local government services and help to create and implement effective policy through a joined up approach across key stakeholders. CSIP maintains very close links with the Department for Education and Skills (DfES).

  4.9.7  CSIP's role provides an opportunity to help implementation across health and social care and to ensure that the necessary links are made to the work of other Government departments. CSIP's regional development teams provide a local resource to facilitate whole system change at a grass roots level with workforce as part of the whole rather than an add on.

4.10  Improving planning and skills

  4.10.1  National Workforce Projects (NWP) has created an accredited planners development programme designed to ensure skills are built up in this field—this will lead to the first postgraduate certificate in strategic workforce planning. This development work is seen as crucial if the NHS is to improve workforce planning in the future as the people in the service need to have the skills to deliver the improvements. A step-planning process has been created to facilitate good planning and resource packs produced to guide trusts through planning in key service areas that link into service priorities around provision of care such as long-term illness and the 18 week patient pathway.

  4.10.2  The practical resources NWP provide are designed to be building blocks and guidance for the NHS that have been tested and proven in the field. Many of the tools facilitate the sharing of data across organisations. Benchmarking in this way is essential to long term workforce planning as it ensures that organisations can compare, contrast and cooperate on sustainable workforce plans rather than work in isolation. The need for this benchmarking has been a recurring theme in national NHS guidance issued on workforce planning in recent years.

  4.10.3  Further details of the resources available to workforce planners in the service and each of the training programmes is available at www.healthcareworkforce.org.uk

Service redesign in Audiology
  Reducing waiting times in audiology was a key challenge for the Royal Berkshire and Battle Hospitals NHS Trust. In March 2002, more than 2,000 patients were on their waiting list for hearing assessments and hearing aid fitting—some had been waiting more than two years—with a further 20 being added each month. Did Not Attend (DNA) rates for appointments were high, ranging from 15-35%, and staff morale was low.
  In order to begin tackling the situation, and with the full cooperation of the audiology team, the trust undertook a range of initiatives as part of a whole system review of audiology. Their starting point was to examine the diagnostic and treatment processes in order to identify and remove unnecessary stages so as to create more efficient care pathways. They also looked to dismantle professional boundaries between staff, and redesign roles, with emphasis placed on education, training, and continuing professional development.
  The working day was extended by starting patient contact time earlier and finishing later, suppported by assistants who set up rooms, etc. During specific "waiting list initiatives", they also extended to working week, with staff volunteers working evenings and weekends. The trust worked closely with patients to build confidence in the assessment system, negotiating appointment times and telephoning them the day before the check attendence, a collecting feedback on sevices through a patient satisfaction questionnaire. The trust also worked in partnership with local voluntary sector organisations including the National Deaf Children's Society and the RNID to ensure that their knowledge and experience contributed to the modernisation process.
  The result of all this activity has been extremely positive. Since January 2004, all patients have been seen within 18 weeks, DNA rates are now below 4% staff retention is high, and patients report satisfaction rates over 90%. In order to maintain the momentum, the service is continuously reviewed and changes made to ensure improvements are sustainable. The trust also carries out quarterly analysis of patients feedback and comments.
  The head of audiology at the trust says that large gains in efficiency, reduced waiting times and high staff morale have been achieved by "working smarter and providing a high quality service that is informed by user participation and choice".



5.  WORKFORCE PLANNING FOR OUR HEALTH, OUR CARE, OUR SAY AND A PATIENT LED NHS

5.1  Developing a service built around patients

  5.2  The NHS has responded to the needs of the patient and has started to introduce new ways of working and services that better meet the patient's needs. This has been developed further in the new White Paper: Our Health, Our Care, Our Say: a new direction for community services which sets out a direction to deliver a greater proportion of services at a time and location that is more convenient to the patients.

  5.3  System Reform, as elaborated in Health Reform in England aims to set in place local freedoms and incentives "to achieve an NHS that is self-improving". The initiatives to achieve this end include: patient choice, wider range of providers, more freedom for hospitals, stronger commissioning, new patient mechanisms and independent inspection of quality. These initiatives should ensure that the NHS is led by the needs and wishes of patients and supported by staff with an in-built dynamic for continuous improvement. "The reforms will give doctors, nurses, managers and other NHS professionals incentives to help drive improvements in health and healthcare and to increase responsiveness to patients."

  5.4  The reforms are interrelated and mutually reinforcing. There are four connected streams of work:

    —  more choice and a much stronger voice for patients (demand side reforms);

    —  more diverse providers, with more freedom to innovate and improve services (supply side reforms);

    —  money following the patients, rewarding the best and most efficient providers, giving others the incentive to improve (system management reforms); and

    —  system management and decision making to support quality, safety, fairness, equity and value for money (system management reforms).

  5.5  Organisations workforce strategies must be adapted to match the vision embodied in System Reform. The next five years have significant implications for workforce planning. We are moving from a rapid expansion in staffing and investment in healthcare to a "steady state" of investment and a focus on productivity. We have put in place the building blocks of Agenda for Change, MMC and the Competency Skills Framework necessary to support a flexible workforce. We have many initiatives and projects aimed at sharing best practice across organisations to help them develop an affordable flexible workforce that delivers the needed productivity and service redesign.

  5.6  The challenge is to create the skills and competences needed in the future workforce where there is greater focus on prevention and early intervention, where people have greater choice and services are provided closer to home by a bigger range of providers from across health and social care.

  5.7  In essence, the last five years has been 80% about growth and 20% about transformation and new ways of working. The next five years will be almost exclusively about transformation of the workforce. Future plans will need to incorporate new and extended roles and new ways of working in order to deliver the gains in productivity that will be necessary to achieve patient led care and the PSA targets.

  5.8  Workforce planning in the next five years will develop in three ways.

5.8.1  Competency based workforce planning

  5.8.2  The work on developing and listing the competencies for each role in the NHS by Skills for Health is vital to future workforce planning. The growth in new roles has blurred the previous professional boundaries and a new language to describe these roles and teams is required. The Career Framework for Health is a tool being developed by Skills for Health which enables local health organisations adopt a competence based approach to local workforce planning. The aim is to map the whole healthcare workforce. This will enable workforce and service planners to see what competences will be needed to deliver a particular service (eg imaging services, urgent care services) and which professions will have those competences. Although the framework does not extend to postgraduate medical training, the competency based approach is a central tenet of the MMC initiative.

  5.8.3  As the data from the roll out of ESR becomes available the ability to plan with robust data will be much improved. This together with improved workforce planning models currently being developed will mean that workforce plans will be able to reflect the strategic needs of the organisation much better.

  5.8.4  The training programmes to develop the skills and competencies needed by workforce planners themselves will be in place to take advantage of all these new planning tools and techniques. The use of the electronic Knowledge and Skills Framework for all staff will enable education commissioning planning for the future workforce to be based upon real needs of individuals rather than a collated general training needs analysis.

  5.8.5  In addition the language of planning will be much further developed with Skills for Health developing a full description of the skills and competencies for each role in each profession. The ability to implement competency based planning will offer a far greater range of scope to planners than the existing professional role based model.

5.8.6  Improved organisational strategic planning

  5.8.7  The planning processes already in place at a local and national level will start to have their full impact with the implementation of the ISIP process that will allow truly integrated development of service. At the heart of ISIP is the need for effective long term strategic plans for the organisation that can be shared with the wider health community. Only when the future plans are integrated across Health, Social Care and the Independent Sector will organisations be able to solve the challenges set by the changes over the next five years.

  5.8.8  One fundamental change will be better integration between those working in the NHS and those working in social care. A better-integrated workforce—designed around the needs of people who use services and supported by common education frameworks, information systems, career frameworks and rewards—can deliver more personalised care, more effectively.

  5.8.9  The key to closer integration will be joint service and workforce planning. The NHS and local authorities need to integrate workforce planning into corporate and service planning. The Department of Health will consider and develop plans to achieve this in line with proposals to align service and budgetary planning across health and social care and in consultation with stakeholders. Workforce issues will also be fully integrated in service improvement planning by the Care Services Improvement Partnership and the NHS Integrated Service Improvement Programme.

  5.8.10  Increasingly, employers will plan around competence rather than staff group or profession. To encourage integration, we will bring skill development frameworks together and create career pathways across health and social care. Staff will increasingly be expected to have the skills to operate confidently in a multi-agency environment, using common tools and processes.

  5.8.11  Skills for Care and Skills for Health, in partnership with other relevant organisations, will together lead this work so that staff can develop skills that are portable, based on shared values, recognised across the sectors and built around the needs of patients and service users.

5.8.12  Improved clinical pathways that focus on the patient

  5.8.13  The need to redesign clinical pathways to meet the 18 week wait initiative and the shift to primary care are well known and examples of best practice are available. The challenge will be to implement these changes across all of the patient pathways and integrate them with the support structures in GP surgeries, Social Care provision and the growing Independent Sector. The implementation of best practice will require a much bigger shift towards multi skilled teams than at present, although a majority of staff in the future will remain in the traditional professions supported by new roles and integrating new ways of working across all staff.

  5.8.14  Although these strands of work are already in place, workforce planning in the future will also be more complex. Drivers such as EWTD 2009 and the need to demonstrate productivity or quality improvements will change how teams are structured. The full implementation of PbR will alter what services an organisation offers and with what staff support. The 2006 White Paper will effect where service take place with the growth of IS and the need to deliver patient centered care.

  5.8.15  For instance the White Paper has highlighted the need for scientists and scientific services to be provided closer to patients to provide improved access and turnaround times. We are working on a framework to support the introduction of scientists working in primary care. However, to ensure that quality services in many areas of diagnostics and some therapeutics are provided it is critical that the HCS workforce is recognised and included in any planning and commissioning arrangements—for example in equipment management.

  5.9  These are only a few of the interrelated issues facing the NHS and all of them will combine to affect how care is delivered in the future. NHS organisations are still charged with getting workforce plans correct all of the time with no under/over supply. Organisations will need, not only to develop workforce plans that incorporate the firm "known" impact such as EWTD but also variable "unknown" outcomes such as the speed of the shift into primary care.

  5.10  Looking to the next five years, one thing is very clear. The investment and reform we have made in the NHS workforce puts us in good stead for dealing with A patient led NHS, where organisations will need to meet the challenges of patient choice, be able to compete in an environment of plurality and provision and drive productivity and efficiency in an era of lower financial growth. However, this will not be achieved unless all organisations improve their capability and capacity to undertake workforce planning and development. PCTs, Practices, Trusts and SHAs will need to base their service and financial plans on a clear strategy for the future direction of their workforce that creates the right skill mix in the workforce for the next five years. Only organisations with a skilled, flexible workforce, where people are their greatest investment will succeed.

Department of Health

15 March 2006

Annex 1

DEMOGRAPHIC IMPLICATIONS FOR WORKFORCE PLANNING

  The demographic shape of the western world is changing due to the combination of increased life expectancy, falling birth rates in developed countries and the effect of the "baby-boom" generation coming towards retirement age.

  With each generation on average living longer than the last, and this trend continuing for the current generations, UK government actuary figures predict that a child born in 2000 has a life expectancy of 81 years[1]. These figures are by their nature averages and in future years a significant portion of the population will be living well into their 90's and beyond.

  These demographic issues will impact on the health and social care workforce in many ways. In addition to the impact of increased life expectancy on the provision of healthcare, the age of the workforce providing the service will also rise. The fall in birth rate will provide less young workers to the labour market than in previous generations whilst changes to the current pension arrangements include the expectation that people will work on past the current retirement age of 60.

  In addition, currently, 60% of adults in England have a long term condition, and 80% of GP consultations relate to long term conditions. The demographics of the population show that by 2020 incidence of long term conditions in the 65+ age range will have doubled.[2]

  In addition a larger proportion of staff will be in their 50's and 60's which will have implications for staffing front line services and health and safety issues such as lifting and handling of patients. This is not saying that older staff are any less able but it is also unrealistic to expect staff to stay within a demanding role for 40 years without it taking its toll. However, it may also mean that those people providing front line services to those with long term conditions may indeed be living with a long term condition themselves. Therefore the staffing structure of health and social care organisations that delivers care to patients with long term conditions will need to take into account these demographic issues.

  The demographic changes are one element of the wider changes within health and social care that will combine to fundamentally alter the delivery of healthcare services in the future. Together with the growth of the independent sector it will alter what care is delivered where in the future. The demographic changes combined with the Working Time Directive (WTD) 2009, which will limit staff working hours to a maximum of 48 per week, will affect the number of staff skills available to any organisation. Other developments such as the focus on productivity, payment by results and financial settlements after 2008 will also influence what care is delivered where and by whom in the future.

  All of these initiatives will impact on the service in the next 3-5 years and will require a flexible workforce that can be described in terms of skills and competencies, rather than rigid professional boundaries.

  Importantly other changes such as agenda for change, improving working lives (IWL) and competency frameworks will combine to help organisations to create and deliver this flexible workforce. Organisations will require long term plans that map out the effects of all these changes and work through the right skill mix for the delivery of services in the future. This long term plan then needs to inform and shape the workforce commissioning decisions, ISIP and local delivery plans within each organisation to bring about the workforce of the future.

Annex 2

THE 10 HIGH-IMPACT CHANGES:

  A National Framework To Support Local Workforce Strategy Development—A Guide for HR Directors in the NHS and Social Care

Improving organisational efficiency

  1.   Support and lead effective change management—Organisations can expect to undertake major re-organisation every three years according to some experts. Many re-organisations fail to meet original objectives, which has a high cost in terms of both employee and customer satisfaction. The HR function has a major contribution to make.

  2.   Effective recruitment, good induction and supportive management—These are strategies that reduce turnover rates, save money and prevent service disruption. Some studies estimate that the cost of turnover can be 118% and up to 156% for specialist staff. As many as 85% of UK organisations in a Chartered Institute of Personnel and Development (CIPD) survey found filling vacancies difficult.

  3.   Develop shared service models and effective use of IT—Shared service arrangements for things such as payroll can achieve major efficiencies with savings of between 20 and 40% possible. Ashford and St Peter's NHS Hospitals in Middlesex and Surrey reduced advertising spend by 60% through e-recruitment.

  4.   Manage temporary staffing costs as a major source of efficiency—East Kent Hospitals NHS Trust saved over £3.5 million in a year by implementing NHS Professionals.

  5.   Promoting staff health and managing sickness absence—This can significantly boost capacity and improve morale. The average cost of absence per employee in 2004 was £558 (CIPD 2004). Reports suggest that average sickness absence cost in an acute trust is £5.4 million per annum.

Improving quality and the patient experience

  6.   Job and service re-design—A redesign of therapy services in Milton Keynes PCT saved £200,000 and reduced length of hospital stay by seven days.

  7.   Appraisal policy development and implementation—One study has demonstrated that staff appraisal has a strong association with lower patient mortality. The 2004 NHS staff survey showed 63% of staff had received appraisals.

  8.   Staff involvement, partnership working and good employee relations—These are particularly important during times of change. Research evidence suggests that higher rates of staff involvement lead to lower absence rates, better organisational results, higher commitment and trust (West 2002).

  9.   Championing good people management practices—A recent Confederation of British Industry (CBI) survey shows that 40% of UK businesses see developing management skills as the most significant contributor to improved business performance.

  10.   Effective training and development—The use of the Careers Escalator in radiography to develop assistant and advanced practitioners has boosted capacity and has had a direct impact on waits for diagnostics services. Medway NHS Trust has increased capacity to take and read MRI scans by 50%, with waiting times falling from 48 to 12 weeks.





1   Source: Government Actuary Department, UK. Back

2   Source: Department of Health. Back


 
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