Freedom of Information request 014-2122

Trust HQ
Edward Jenner Court
1010 Pioneer Avenue
Brockworth
Gloucester
GL3 4AW
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E-mail: freedomofinformation@ghc.nhs.uk Website: www.ghc.nhs.uk
DATE: 04/02/2021
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James Allen
————————-Mr Allen, Freedom of Information Request – Ref: FOI 014-2122
Thank you for your recent Freedom of Information request. Please find our response below.
1. Does your organisation use any third-party software to support the creation of staff rotas? Rosters have staffing level shift requirements set that are then matched to staff assigned to the roster. We have two suppliers – Allocate and Kronos. 2. Which staffing groups are rotas utilised for via your Rota system? • Medical- Consultants – Yes • Medical- Junior Doctors – Yes
• Nursing and Healthcare Assistants – Yes
• Admin and Estates – Yes
• Scientific, Therapeutic & Technical STT. Staff and Allied Health Professionals AHPs. – Yes
3. What is the contract start date for your rota supplier? Allocate two contracts. e-Rota for Junior Doctors – 01/04/2018 HealthRoster 31/12/2018
Kronos 01/18/2016 – Annual renewal
4. What is the contract end date for your rota supplier? Allocate 31/12/2024 – Kronos annual renewal 31/03/2022
5. What was the annual cost of your rota supplier for the financial year 19/20 April 2019 – March 2020 Allocate e-Rota £2,697 Allocate Healthroster £131,811 Kronos £8,902
6. Are there any exit costs incurred for changing rota supplier? If yes, please state the exit cost No exit fees.
7. What framework was used to procure the rota supplier? Please state the specific name of the framework HealthTrust Europe Framework and G-Cloud
8. Is your Rota supplier the same as your rostering supplier? By the definition in 1. the rota equates to the service requirements. Service Requirements would be determined by the contract agreements and safe staffing calculations for inpatient staffing.
9. Does your rota system integrate with your rostering system? As above.
10. Does your rota system integrate with your organisation’s Payroll system? If so, is the integration with payroll through an open API? Yes. Yes through dedicated interfaces supported by ESR.
11. What other third-party systems does your rota system integrate with? ESR payroll.
12. Is your rota system used for the creation of rotas? Yes the roster systems are used for the creation of the rosters but by their definition there is no rota system as the rota function defined in 1. is an integral part of the rostering systems.
13. Is your rota system used for the validation of rotas after they have been created? Once the rosters are created they are Signed Off in RosterPro and Approved in HealthRoster then verified RosterPro. or finalised HealthRoster. for payroll.
14. Does your rota system provide exception reporting? Exception reporting is the formal mechanism that workers can use to register variations from their agreed work schedule, in terms of their working hours and training.. Yes the shifts on both systems are editable to reflect what is actually worked compared to what is planned.
15. Does your rota system automatically send completed rota patterns to the associated worker? Yes, once the plan is signed off in RosterPro the staff member’s shifts become visible in their R-Roster account. Similarly on HealthRoster when the roster has been fully approved they become visible in the individual staff’s employee online account.
16. Does your rota system provide online rota approval that can be accessed by multiple teams? On both systems accessed rights are customised to the individual not to a team but anyone with the correct access rights and access to the roster could approve it.
17. Are there two separate teams in place at the organisation for supporting your rota system and your rostering system? Service Level Requirements are set by operational leads, the maintenance and support of the rostering system is carried out by the rostering team.
Should you have any queries in relation to our response in this letter, please do not hesitate to contact me. If you are unhappy with the response you have received in relation to your request and wish to ask us to review our response, you should write to:-
Associate Director of Corporate Governance Gloucestershire Health and Care NHS Foundation Trust
Edward Jenner Court
1010 Pioneer Avenue
Gloucester Business Park
Brockworth
GLOUCESTER GL3 4AW
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E-mail: —
If you are not content with the outcome of any review, you may apply directly to the Information Commissioner’s Office ICO. for further advice/guidance. Generally, the ICO will not consider your case unless you have exhausted your enquiries with the Trust which should include considering the use of the Trust’s formal complaints procedure. The ICO can be contacted at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Yours sincerely,
Freedom of Information Officer