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COVID-19 Resource Hub

 

 

 

COVID 19 Banner 14 FINAL

The NHS Electronic Staff Record (ESR) team has developed the COVID-19 Resource Hub to help and support organisations with their use of ESR during the pandemic. Working with national organisations in relation to workforce challenges during this time, we have responded by delivering system solutions to support organisations in their plans to manage the impact of COVID-19.

Recognising the impact the COVID-19 pandemic is having on the daily operations of the NHS, the functionality within ESR can help you manage a range of workforce challenges, including reporting staff sickness absence. The national ESR team is working hard to provide you with the tools you need to meet the current demands of the service. During these unprecedented times the ESR system can help you support your employees, managers and corporate teams.

This COVID-19 Resource Hub is designed to help you navigate directly to key information and guidance that will support you at this time. Click here for a short video.

Go direct to...    Employee Guidance v2               Manager Guidance v2                Applicant Guidance v2

 

  • Problems Accessing ESR?

     

    Welcome to the Employee Self Service Toolkit

    A range of resources designed to support employees in accessing Employee Self Service,  watch our short video here to learn more. 

    Scroll left or right in this toolkit for guidance on overcoming password reset issues, enabling you to login to ESR, helping you to make the most of Self Service to meet yours and your organisations needs.

     

  • Password Reset Process - Captivate Lesson

    How to login captivate v1

    Learn how to obtain your username, or reset your password to access your ESR record using our Captivate lesson.

  • ESR User Manual

    How to login UM guide v1

    Follow the step-by-step guidance on the 'Forgotten Username or Password link'  in the ESR User Manual.

    COVID-19 User Notices

     

    As the ESR system is developed to respond to the pandemic, changes to functionality are communicated through ESR User Notices.  Please find below the  ESR User Notices that directly relate to COVID-19.

    For all ESR User Notices please login to ESR Infopoint (username and password is required).

    User Notices - September 2020

    User Notices - July & August 2020

    User Notices - May & June 2020

    User Notices - March & April 2020

    April

     

    30th April 2020 : UN2901 Ongoing Postponement of ESR Education Courses

    21st April 2020 : UN2897 Updates to the Occupational Health Immunisations and Checks

    21st April 2020 : UN2896 NMC Registrations during COVID 19

    16th April 2020 : UN2895 ESR update about COVID 19 Resources

    14th April 2020 : UN2892 AFC Average Pay element change for COVID-19 sickness

    8th April 2020 : UN2891 Photo ID within ESR

    7th April 2020 : UN2890 Streamlined Doctor in Training Interface – Mgmt April Rotations

    3rd April 2020 : UN2888 Guidance for sickness payments during COVID 19

    2nd April 2020 : UN2886 New Values Added to the Recruitment Source List of Values

    2nd April 2020 : UN2885 Managing Pay Progression during the COVID 19 pandemic

     

    March

     

    31st March 2020 : UN2883 National e Learning Changes March 2020

    31st March 2020 : UN2882 COVID 19 Delivery of Payslips

    27th March 2020 : UN2881 Open Absence Report (ESR Request)

    27th March 2020 : UN2880 ESR Access over the Internet

    26th March 2020 : UN2879 National e learning Content Coronavirus COVID 19 Resources

    26th March 2020 : UN2878 Information regarding the rehire of ex-employees

    24th March 2020 : UN2873 Delivery of ESR Printed Outputs

    24th March 2020 : UN2872 ESR Update on the Impact of Coronavirus COVID-19

    19th March 2020 : UN2870 Enabling SSP Payments without the Waiting Days

    18th March 2020 : UN2868 Absence Reporting Relating to the Coronavirus COVID-19

    13th March 2020 : UN2864 Absences Relating to the coronavirus COVID-19

    12th March 2020 : UN2863 Postponement of ESR Education Courses March & April-2020

    11th March 2020 : UN2862 ESR Business Continuity and Coronavirus COVID-19

    ESR Leads

     

     

    Are you aware of how to fully optimise the technology available in ESR to benefit your existing and future workforce at this challenging time? This section outlines a number of key tasks that enables you to configure ESR to benefit your organisation and its workforce.

    ESR Leads, it may be useful for you to refer to the 'Corporate Teams' section on this page, as it contains specific information relating to their role that you may want to support and encourage.

    How to implement Employee Self Service

    Are you considering implementing Employee Self Service to support your workforce at this difficult time?  Implementing Employee Self Service would provide your employees with the ability to access personal, employment, absence, pay and training information at anytime on any mobile device.

    Click on the image below for the step-by-step guidance, which has been designed to advise how best to implement Employee Self Service quickly during the COVID-19 pandemic. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    Implementing ESS v1 

     

    How to set up online only payslips & P60s

    As per User Notice 2873 organisations are asked to consider the impact of not receiving paper outputs from ESR and to look at the option of enabling the ESR online payslip functionality for all of their employees, which will provide access to payslips and P60s over HSCN/N3 or the internet (W3).

    Click on the image below for the step-by-step guidance on supressing paper payslips. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    To further support organisations, the View Events tab in the (BI) NHS Change Event Log Dashboard enables you to report on when an employee has viewed thier payslip or P60 via ESR Self Service.

    Online Payslips v1 

    How to set up remote access for your workforce

    ESR Self Service gives the NHS workforce the ability to access ESR remotely at anytime, anywhere from all mobile devices.

    Click on the image below for the step-by-step guidance, which outlines how to set up remote access for your employees, managers and professional ESR users. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    Enabling Internet Access v2

     

    How to reset user accounts and passwords

    Employees have the ability to reset their password and request their ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk. However, after three failed attempts by a user to login via the internet (five attempts over HSCN/N3), the system will automatically lock their username account. In these circumstances, the account will require unlocking by the Local Systems Administrator within their organisation. Employees can check who is their Local Systems Administrator by using this link.

    ESR User Manual v1

     

     

    Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

     

     

     

    As the number of organisations implementing Employee Self Service increases, so does the amount of employees that need additional support in accessing ESR, and responding to this in the current COVID-19 pandemic can present a challenge for NHS organisations. We recognise this and want to help so we have launched a range of new educational material for employees on this page.  To support organisations further we have also provided additional guidance for organisations, please click on the image below to access the guidance.

    ESS Org Guide v11 no banner 

       

     

     

     

     

     

    How to record COVID-19 related absence in the Absence Administration URP

    We recognise the importance of recording absence correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR by a Professional User or in Manager/Supervisor Self Service.

    Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    Please note, further guidance on how organisations can carry over employee's annual leave from one leave year to the next will follow shortly.

    Sickness Absence v1  

    Corporate Teams

     

     

    This is a challenging time for organisations to deliver their current corporate service functions due to staff shortages and pressure on the service. Use this section and the step-by-step guides to support your corporate teams and their activities.

    Recruitment

    In these unprecedented times organisations may need to bring inexperienced administrative staff to support and/or cover for their ESR colleagues. It is critical that these staff members know how to hire returning front line workers and other new starters to ensure that they are cleared to work, identified as ‘Return to NHS – COVID-19’ or ‘Students – COVID-19’ where appropriate and are paid correctly on time.

    Click on the images below for step-by-step guidance for your Recruitment team. These guides outline the essential information on how to hire and/or rehire staff onto ESR and does not replace any existing local guidance already in place. Please note, these guides may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    Guide to Re hiring Ex Employees v1   Recruitment v2

    Professional Registration

    In response to COVID-19 pandemic and the need to increase the available health and social care workforce to provide quality care, there is significant work underway to open up professional registration to enable these staff to practice.

    We appreciate the need for organisations to capture this information on ESR and therefore are working on solutions to enable this to happen. Click on the image below for an update as to how professional registration is to be managed in ESR at this time.

    Professional Registration v1 

    Occupational Health

    The Occupational Health Module in ESR includes the ability to record immunisation checks and health clearance for applicants and employees; these can then be transferred across NHS organisations via the Inter Authority Transfer (IAT) process.

    **NEW** As per User Notice 2897 the list of assesments and tests has now been expanded to include 'Coronavirus', thereby enabling organisations to record and report on this information securely in ESR.

    Outlined below is the range of 6i (Submit Request) reports that are available for the holders of the Occupational Health User Responsibility Profile (URP). Please note these reports should only be run overnight. Click on the image below to access the User Manual guidance on these reports.

    • NHS OH Data Extract Report
    • NHS OH Individual Employee Summary Report
    • NHS OH Staff List by Individual Test or Immunisation

    ESR User Manual v1

     

     

     

     

     

     

     

     

    Click on the image below to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required) on how to record this information. Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    ESR User Manual v1

    Learning

    Employee Competency Profiles across VPDs

    To support the streamlining of employees maintaining compliance where they have multiple employments or open applications across the NHS, a central process will run overnight to update national competency records across employers. When national competency records against a person are updated or added, the overnight process will check if the person affected has any additional current employments within ESR.

    To qualify as an additional employment the person must have a person record seperate from the one where the competence change was recorded. This person record must have either an active assignment or an active application record at status 'Offer Accepted'. 

    ESR User Manual v1 

     

    Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

     

     

    Reporting

    NHS Emergency Planning Report

    This report lists a range of personal and assignment details for all employee assignments meeting the selection criteria. The section may be carried out for employees with certain combinations of competencies and professional registrations. This is a 6i report available within the Submit Request section for HR Administration and HR Management URP holders. 

    Emergency Planning 6i Report v1  

    For further information and guidance please click on the images below.

    Emergency Planning Guidance v1     ESR User Manual v1

     

     

     

     

     

     

     

    Local and National Sickness Reporting

    We recognise the importance of reporting on absence for local and national purposes at this time. ESR provides two ways to report on data either through the Business Intelligence (BI) tool or via Submit Request (6i) reports, please find below a summary of each.

    Business Intelligence (BI) - There are a range of BI Absence Reports that support the reporting of COVID-19 related absences. Please be aware the data for these reports is extracted overnight each day for rpeorting in BI the following day.

    Submit Request (6i) - The real-time 'NHS Open Absence' 6i report is available in HR Administration and Absence URPs as well as others. The report is designed to return all open absence only as at the Effective Date (default: Current Date) entered into the parameters. Users should make use of the additional parameters as required specifically when reporting on Coronavirus (COVID-19) absences.

    Click on the 'Recording Absence for COVID-19' factsheet below for further information on the reports available, including links to step-by-step instructions.

    Sickness Absence v1

     

     

     

     

     

     

     

     

    Payslips and P60 View Reporting

    To support organisations implementing online payslips and P60s, the View Events tab in the (BI) NHS Change Event Log Dashboard has been enhanced to enable you to report on when an employee has viewed their payslip or P60 via ESR Self Service. Please note, these events will be only be recorded from the 26th June 2020 when the functionality was released, historical data is not available.

     

     

     

     

    Working Carers

    Identifying and supporting working carers, particulary with the additional pressures of coping with the COVID-19 pandemic, is a key focus of the NHS England & NHS Improvement and Employers for Carers campaign to highlight the Working Carers Passport scheme.

    It is essential for organisations to identify and track their working carers, so managers and HR teams can then work to ensure the support needed is available to them.

    Identify Working Carers New 

    Managers

     

     

    You need to ensure your line managers with Manager/Supervisor/Administrator Self Service are able to undertake key transactions in ESR to support their workforce during COVID-19. Use the guidance in this section to help you support your managers.

    What is the Manager Dashboard?

     Manager Dashboard ipad

    The ESR Portal is the landing page for all ESR users. As a manager, in addition to the My ESR Dashboard, you also have access to the Manager Dashboard, this gives you access to a range of information to help you manage your teams. The Manager Dashboard is displayed for holders of Manager, Supervisor or Administrator Self Service URPs.

     

    Click on the image below to take a tour of the Manager Dashboard.

    MSS SSS ASS v1

    How to access Manager Self Service via the internet (W3)

    The manager, supervisor or administrator must already have Employee Self Service internet access before setting up internet access to the Manager Dashboard and functionality associated with their manager, supervisor or administrator responsibility. Once set, they select ‘Manage Internet Access’ on their ESR Portal on a work computer to register a mobile number. This is a two factor authentication process requiring a one-time passcode (OTP) being sent to their mobile phone number.

    Once registered they can access ESR Self Service remotely whenever they need to, by clicking ‘Upgrade Access’ and entering the OTP sent to their registered device to authenticate each session thereafter.

    Click on the image below for the step-by-step guidance within the Manager Dashboard.

    MSS SSS ASS v1

    How to make changes using Manager or Supervisor Self Service

    ESR Manager and Supervisor Self Service enables you to view and apply changes to the ESR records of your team; the type of changes is dependent on whether you have Manager or Supervisor Self Service as outlined below:

    • Supervisor Self Service: absence, compliance, learning, PDRs, personal details, emergency contacts, access to ESR Business Intelligence reporting.
    • Manager Self Service: Includes all of the above and can additionally perform pay affecting changes including assignment changes (i.e. grade or hours), new hires and terminations.

    Click on the image below for the step-by-step guidance on all changes available.

    Managers How to guides v1

     

    How to record COVID-19 related absence using Manager Self Service

    It is essential absence is recorded correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR using Manager/Supervisor Self Service.

    Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

    Please note, further guidance on how organisations can carry over employee's annual leave from one leave year to the next will follow shortly.

    Sickness Absence v1

      

     

     

     

    Employees

     

    With an increasing need for employees to work at home, the ability for them to view and action key tasks within ESR Employee Self Service remotely is of the utmost importance. The section below provides a useful guide to employees using ESR at this time.

    What is the ESR Portal?

     Employee Portal ipad

    The ESR Portal (https://my.esr.nhs.uk)  is the gateway into ESR for all NHS employees and managers who use ESR. From the Portal you can access a range of portlets that display information that is important to you, whether you are a busy nurse or doctor, a manager responsible for a team or a core ESR user (e.g. Payroll or HR). 

     

    The Portal is designed to work with the most popular browser and device combinations both on the hospital network (HSCN/N3) and the internet (W3).

    Click on the image below for a tour of the Employee ESR Portal. 

     ESS v1

     

      

     

     

     

     ESR App

     

    Remember, you can download the 'MyESR' App via your mobile device providers App store.

    How to access ESR (including via the internet (W3))

    Over 80% of NHS organisations have set up internet access to ESR for their workforce with username and password access. If you access ESR using a smartcard, you must first request internet access over an HSCN/N3 network connection. Once access is granted, you can then log into Employee Self Service over the internet using your username and password.

    Click on the image below for the step-by-step guidance.

    Request Internet Access

      

     

     

     

     

     

     

    ESR App

     

    Remember, you can download the 'MyESR' App via your mobile device providers App store.

     

     

     

    You have the ability to reset your password and request your ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk.

    How to view your Payslip & P60

    Your latest and previous payslips and P60s are available on the ESR Portal using ESR Employee Self Service. Click on the pay date hyperlink in the portlet to see your most recent payslip.

    Click on the images below for the step-by-step guidance.

    Viewing Payslip v1

         Viewing P60 v1

         

    How to view and/or update personal information and emergency contact details

    You have the ability to view and update your personal information and emergency contacts details on the ESR Portal using ESR Employee Self Service.

    Click on the image below for the step-by-step guidance on all actions that can be undertaken using ESR Employee Self Service.

    Employees How to guides v1

         

    How to complete e-Learning

    The ESR Portal allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

    Click on the image below for the step-by-step guidance.

    How to play e Learning v1

      

     

     

     

    Applicants

     

    During the pandemic traditional methods of recruitment and on-boarding new starters may be difficult, therefore we have provided some useful guidance below on how ESR may be able to assist applicants and your corporate services teams.

    How to access the ESR Portal

    The ESR Portal (https://my.esr.nhs.uk) is the landing page for all ESR users.

    Login using your ESR username and password, if unknown, click on the 'Forgotten | Request Username/Password | Unlock Account' link and follow the steps. 

    Applicant Dashboard ipad 

     

    Once logged into ESR the applicant will see the Applicant Dashboard.

     

     

     ESR App 

     

    Remember, you can download the 'MyESR' App via your mobile device providers App store.

    What is the Applicant Dashboard?

    Applicant Dashboard ipad   

     

    As an applicant, the user can see the Applicant Dashboard.

     

     

     This provides access to a range of functionality and information:

    • Applicant Checklist
    • Personal details
    • Training Compliance
    • Bank Account details
    • e-Learning
    • Equality and Diversity details

     

    The Applicant Dashboard and the functionality it contains is designed for the purpose of confirming the accuracy of applicant data and updating as appropriate, viewing pre-employment checks and completing e-Learning prior to them becoming an employee. 

    Click on the image below for a tour of the Applicant Dashboard.

    Applicant v1

     

    How to complete e-Learning

    The Applicant Dashboard allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

    Click on the image below for the step-by-step guidance.

    How to play e Learning v1

     

     

     

     

     

    Page Last Updated : 16th July 2020

    Interim NHS People Plan

    COVID-19 Resource Hub

     

     

     

    COVID 19 Banner 14 FINAL

    The NHS Electronic Staff Record (ESR) team has developed the COVID-19 Resource Hub to help and support organisations with their use of ESR during the pandemic. Working with national organisations in relation to workforce challenges during this time, we have responded by delivering system solutions to support organisations in their plans to manage the impact of COVID-19.

    Recognising the impact the COVID-19 pandemic is having on the daily operations of the NHS, the functionality within ESR can help you manage a range of workforce challenges, including reporting staff sickness absence. The national ESR team is working hard to provide you with the tools you need to meet the current demands of the service. During these unprecedented times the ESR system can help you support your employees, managers and corporate teams.

    This COVID-19 Resource Hub is designed to help you navigate directly to key information and guidance that will support you at this time. Click here for a short video.

    Go direct to...    Employee Guidance v2               Manager Guidance v2                Applicant Guidance v2

     

    • Problems Accessing ESR?

       

      Welcome to the Employee Self Service Toolkit

      A range of resources designed to support employees in accessing Employee Self Service,  watch our short video here to learn more. 

      Scroll left or right in this toolkit for guidance on overcoming password reset issues, enabling you to login to ESR, helping you to make the most of Self Service to meet yours and your organisations needs.

       

    • Password Reset Process - Captivate Lesson

      How to login captivate v1

      Learn how to obtain your username, or reset your password to access your ESR record using our Captivate lesson.

    • ESR User Manual

      How to login UM guide v1

      Follow the step-by-step guidance on the 'Forgotten Username or Password link'  in the ESR User Manual.

      COVID-19 User Notices

       

      As the ESR system is developed to respond to the pandemic, changes to functionality are communicated through ESR User Notices.  Please find below the  ESR User Notices that directly relate to COVID-19.

      For all ESR User Notices please login to ESR Infopoint (username and password is required).

      User Notices - September 2020

      User Notices - July & August 2020

      User Notices - May & June 2020

      User Notices - March & April 2020

      April

       

      30th April 2020 : UN2901 Ongoing Postponement of ESR Education Courses

      21st April 2020 : UN2897 Updates to the Occupational Health Immunisations and Checks

      21st April 2020 : UN2896 NMC Registrations during COVID 19

      16th April 2020 : UN2895 ESR update about COVID 19 Resources

      14th April 2020 : UN2892 AFC Average Pay element change for COVID-19 sickness

      8th April 2020 : UN2891 Photo ID within ESR

      7th April 2020 : UN2890 Streamlined Doctor in Training Interface – Mgmt April Rotations

      3rd April 2020 : UN2888 Guidance for sickness payments during COVID 19

      2nd April 2020 : UN2886 New Values Added to the Recruitment Source List of Values

      2nd April 2020 : UN2885 Managing Pay Progression during the COVID 19 pandemic

       

      March

       

      31st March 2020 : UN2883 National e Learning Changes March 2020

      31st March 2020 : UN2882 COVID 19 Delivery of Payslips

      27th March 2020 : UN2881 Open Absence Report (ESR Request)

      27th March 2020 : UN2880 ESR Access over the Internet

      26th March 2020 : UN2879 National e learning Content Coronavirus COVID 19 Resources

      26th March 2020 : UN2878 Information regarding the rehire of ex-employees

      24th March 2020 : UN2873 Delivery of ESR Printed Outputs

      24th March 2020 : UN2872 ESR Update on the Impact of Coronavirus COVID-19

      19th March 2020 : UN2870 Enabling SSP Payments without the Waiting Days

      18th March 2020 : UN2868 Absence Reporting Relating to the Coronavirus COVID-19

      13th March 2020 : UN2864 Absences Relating to the coronavirus COVID-19

      12th March 2020 : UN2863 Postponement of ESR Education Courses March & April-2020

      11th March 2020 : UN2862 ESR Business Continuity and Coronavirus COVID-19

      ESR Leads

       

       

      Are you aware of how to fully optimise the technology available in ESR to benefit your existing and future workforce at this challenging time? This section outlines a number of key tasks that enables you to configure ESR to benefit your organisation and its workforce.

      ESR Leads, it may be useful for you to refer to the 'Corporate Teams' section on this page, as it contains specific information relating to their role that you may want to support and encourage.

      How to implement Employee Self Service

      Are you considering implementing Employee Self Service to support your workforce at this difficult time?  Implementing Employee Self Service would provide your employees with the ability to access personal, employment, absence, pay and training information at anytime on any mobile device.

      Click on the image below for the step-by-step guidance, which has been designed to advise how best to implement Employee Self Service quickly during the COVID-19 pandemic. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      Implementing ESS v1 

       

      How to set up online only payslips & P60s

      As per User Notice 2873 organisations are asked to consider the impact of not receiving paper outputs from ESR and to look at the option of enabling the ESR online payslip functionality for all of their employees, which will provide access to payslips and P60s over HSCN/N3 or the internet (W3).

      Click on the image below for the step-by-step guidance on supressing paper payslips. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      To further support organisations, the View Events tab in the (BI) NHS Change Event Log Dashboard enables you to report on when an employee has viewed thier payslip or P60 via ESR Self Service.

      Online Payslips v1 

      How to set up remote access for your workforce

      ESR Self Service gives the NHS workforce the ability to access ESR remotely at anytime, anywhere from all mobile devices.

      Click on the image below for the step-by-step guidance, which outlines how to set up remote access for your employees, managers and professional ESR users. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      Enabling Internet Access v2

       

      How to reset user accounts and passwords

      Employees have the ability to reset their password and request their ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk. However, after three failed attempts by a user to login via the internet (five attempts over HSCN/N3), the system will automatically lock their username account. In these circumstances, the account will require unlocking by the Local Systems Administrator within their organisation. Employees can check who is their Local Systems Administrator by using this link.

      ESR User Manual v1

       

       

      Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

       

       

       

      As the number of organisations implementing Employee Self Service increases, so does the amount of employees that need additional support in accessing ESR, and responding to this in the current COVID-19 pandemic can present a challenge for NHS organisations. We recognise this and want to help so we have launched a range of new educational material for employees on this page.  To support organisations further we have also provided additional guidance for organisations, please click on the image below to access the guidance.

      ESS Org Guide v11 no banner 

         

       

       

       

       

       

      How to record COVID-19 related absence in the Absence Administration URP

      We recognise the importance of recording absence correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR by a Professional User or in Manager/Supervisor Self Service.

      Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      Please note, further guidance on how organisations can carry over employee's annual leave from one leave year to the next will follow shortly.

      Sickness Absence v1  

      Corporate Teams

       

       

      This is a challenging time for organisations to deliver their current corporate service functions due to staff shortages and pressure on the service. Use this section and the step-by-step guides to support your corporate teams and their activities.

      Recruitment

      In these unprecedented times organisations may need to bring inexperienced administrative staff to support and/or cover for their ESR colleagues. It is critical that these staff members know how to hire returning front line workers and other new starters to ensure that they are cleared to work, identified as ‘Return to NHS – COVID-19’ or ‘Students – COVID-19’ where appropriate and are paid correctly on time.

      Click on the images below for step-by-step guidance for your Recruitment team. These guides outline the essential information on how to hire and/or rehire staff onto ESR and does not replace any existing local guidance already in place. Please note, these guides may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      Guide to Re hiring Ex Employees v1   Recruitment v2

      Professional Registration

      In response to COVID-19 pandemic and the need to increase the available health and social care workforce to provide quality care, there is significant work underway to open up professional registration to enable these staff to practice.

      We appreciate the need for organisations to capture this information on ESR and therefore are working on solutions to enable this to happen. Click on the image below for an update as to how professional registration is to be managed in ESR at this time.

      Professional Registration v1 

      Occupational Health

      The Occupational Health Module in ESR includes the ability to record immunisation checks and health clearance for applicants and employees; these can then be transferred across NHS organisations via the Inter Authority Transfer (IAT) process.

      **NEW** As per User Notice 2897 the list of assesments and tests has now been expanded to include 'Coronavirus', thereby enabling organisations to record and report on this information securely in ESR.

      Outlined below is the range of 6i (Submit Request) reports that are available for the holders of the Occupational Health User Responsibility Profile (URP). Please note these reports should only be run overnight. Click on the image below to access the User Manual guidance on these reports.

      • NHS OH Data Extract Report
      • NHS OH Individual Employee Summary Report
      • NHS OH Staff List by Individual Test or Immunisation

      ESR User Manual v1

       

       

       

       

       

       

       

       

      Click on the image below to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required) on how to record this information. Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      ESR User Manual v1

      Learning

      Employee Competency Profiles across VPDs

      To support the streamlining of employees maintaining compliance where they have multiple employments or open applications across the NHS, a central process will run overnight to update national competency records across employers. When national competency records against a person are updated or added, the overnight process will check if the person affected has any additional current employments within ESR.

      To qualify as an additional employment the person must have a person record seperate from the one where the competence change was recorded. This person record must have either an active assignment or an active application record at status 'Offer Accepted'. 

      ESR User Manual v1 

       

      Click on the image here to access the step-by-step guidance within the ESR User Manual (HSCN/N3 access is required). Please note, the guidance will detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

       

       

      Reporting

      NHS Emergency Planning Report

      This report lists a range of personal and assignment details for all employee assignments meeting the selection criteria. The section may be carried out for employees with certain combinations of competencies and professional registrations. This is a 6i report available within the Submit Request section for HR Administration and HR Management URP holders. 

      Emergency Planning 6i Report v1  

      For further information and guidance please click on the images below.

      Emergency Planning Guidance v1     ESR User Manual v1

       

       

       

       

       

       

       

      Local and National Sickness Reporting

      We recognise the importance of reporting on absence for local and national purposes at this time. ESR provides two ways to report on data either through the Business Intelligence (BI) tool or via Submit Request (6i) reports, please find below a summary of each.

      Business Intelligence (BI) - There are a range of BI Absence Reports that support the reporting of COVID-19 related absences. Please be aware the data for these reports is extracted overnight each day for rpeorting in BI the following day.

      Submit Request (6i) - The real-time 'NHS Open Absence' 6i report is available in HR Administration and Absence URPs as well as others. The report is designed to return all open absence only as at the Effective Date (default: Current Date) entered into the parameters. Users should make use of the additional parameters as required specifically when reporting on Coronavirus (COVID-19) absences.

      Click on the 'Recording Absence for COVID-19' factsheet below for further information on the reports available, including links to step-by-step instructions.

      Sickness Absence v1

       

       

       

       

       

       

       

       

      Payslips and P60 View Reporting

      To support organisations implementing online payslips and P60s, the View Events tab in the (BI) NHS Change Event Log Dashboard has been enhanced to enable you to report on when an employee has viewed their payslip or P60 via ESR Self Service. Please note, these events will be only be recorded from the 26th June 2020 when the functionality was released, historical data is not available.

       

       

       

       

      Working Carers

      Identifying and supporting working carers, particulary with the additional pressures of coping with the COVID-19 pandemic, is a key focus of the NHS England & NHS Improvement and Employers for Carers campaign to highlight the Working Carers Passport scheme.

      It is essential for organisations to identify and track their working carers, so managers and HR teams can then work to ensure the support needed is available to them.

      Identify Working Carers New 

      Managers

       

       

      You need to ensure your line managers with Manager/Supervisor/Administrator Self Service are able to undertake key transactions in ESR to support their workforce during COVID-19. Use the guidance in this section to help you support your managers.

      What is the Manager Dashboard?

       Manager Dashboard ipad

      The ESR Portal is the landing page for all ESR users. As a manager, in addition to the My ESR Dashboard, you also have access to the Manager Dashboard, this gives you access to a range of information to help you manage your teams. The Manager Dashboard is displayed for holders of Manager, Supervisor or Administrator Self Service URPs.

       

      Click on the image below to take a tour of the Manager Dashboard.

      MSS SSS ASS v1

      How to access Manager Self Service via the internet (W3)

      The manager, supervisor or administrator must already have Employee Self Service internet access before setting up internet access to the Manager Dashboard and functionality associated with their manager, supervisor or administrator responsibility. Once set, they select ‘Manage Internet Access’ on their ESR Portal on a work computer to register a mobile number. This is a two factor authentication process requiring a one-time passcode (OTP) being sent to their mobile phone number.

      Once registered they can access ESR Self Service remotely whenever they need to, by clicking ‘Upgrade Access’ and entering the OTP sent to their registered device to authenticate each session thereafter.

      Click on the image below for the step-by-step guidance within the Manager Dashboard.

      MSS SSS ASS v1

      How to make changes using Manager or Supervisor Self Service

      ESR Manager and Supervisor Self Service enables you to view and apply changes to the ESR records of your team; the type of changes is dependent on whether you have Manager or Supervisor Self Service as outlined below:

      • Supervisor Self Service: absence, compliance, learning, PDRs, personal details, emergency contacts, access to ESR Business Intelligence reporting.
      • Manager Self Service: Includes all of the above and can additionally perform pay affecting changes including assignment changes (i.e. grade or hours), new hires and terminations.

      Click on the image below for the step-by-step guidance on all changes available.

      Managers How to guides v1

       

      How to record COVID-19 related absence using Manager Self Service

      It is essential absence is recorded correctly at this time for local and national reporting purposes. Absence can be manually entered into ESR using Manager/Supervisor Self Service.

      Click on the image below for the step-by-step guidance, which outlines essential information for managing and reporting on absence. Please note, this guidance may contain links to the ESR User Manual and detail processes that requires the user to be logged into a HSCN/N3 network in order for the processes outlined to be undertaken.

      Please note, further guidance on how organisations can carry over employee's annual leave from one leave year to the next will follow shortly.

      Sickness Absence v1

        

       

       

       

      Employees

       

      With an increasing need for employees to work at home, the ability for them to view and action key tasks within ESR Employee Self Service remotely is of the utmost importance. The section below provides a useful guide to employees using ESR at this time.

      What is the ESR Portal?

       Employee Portal ipad

      The ESR Portal (https://my.esr.nhs.uk)  is the gateway into ESR for all NHS employees and managers who use ESR. From the Portal you can access a range of portlets that display information that is important to you, whether you are a busy nurse or doctor, a manager responsible for a team or a core ESR user (e.g. Payroll or HR). 

       

      The Portal is designed to work with the most popular browser and device combinations both on the hospital network (HSCN/N3) and the internet (W3).

      Click on the image below for a tour of the Employee ESR Portal. 

       ESS v1

       

        

       

       

       

       ESR App

       

      Remember, you can download the 'MyESR' App via your mobile device providers App store.

      How to access ESR (including via the internet (W3))

      Over 80% of NHS organisations have set up internet access to ESR for their workforce with username and password access. If you access ESR using a smartcard, you must first request internet access over an HSCN/N3 network connection. Once access is granted, you can then log into Employee Self Service over the internet using your username and password.

      Click on the image below for the step-by-step guidance.

      Request Internet Access

        

       

       

       

       

       

       

      ESR App

       

      Remember, you can download the 'MyESR' App via your mobile device providers App store.

       

       

       

      You have the ability to reset your password and request your ESR username by clicking on 'Forgotten | Request Username/Password | Unlock Account' link on https://my.esr.nhs.uk.

      How to view your Payslip & P60

      Your latest and previous payslips and P60s are available on the ESR Portal using ESR Employee Self Service. Click on the pay date hyperlink in the portlet to see your most recent payslip.

      Click on the images below for the step-by-step guidance.

      Viewing Payslip v1

           Viewing P60 v1

           

      How to view and/or update personal information and emergency contact details

      You have the ability to view and update your personal information and emergency contacts details on the ESR Portal using ESR Employee Self Service.

      Click on the image below for the step-by-step guidance on all actions that can be undertaken using ESR Employee Self Service.

      Employees How to guides v1

           

      How to complete e-Learning

      The ESR Portal allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

      Click on the image below for the step-by-step guidance.

      How to play e Learning v1

        

       

       

       

      Applicants

       

      During the pandemic traditional methods of recruitment and on-boarding new starters may be difficult, therefore we have provided some useful guidance below on how ESR may be able to assist applicants and your corporate services teams.

      How to access the ESR Portal

      The ESR Portal (https://my.esr.nhs.uk) is the landing page for all ESR users.

      Login using your ESR username and password, if unknown, click on the 'Forgotten | Request Username/Password | Unlock Account' link and follow the steps. 

      Applicant Dashboard ipad 

       

      Once logged into ESR the applicant will see the Applicant Dashboard.

       

       

       ESR App 

       

      Remember, you can download the 'MyESR' App via your mobile device providers App store.

      What is the Applicant Dashboard?

      Applicant Dashboard ipad   

       

      As an applicant, the user can see the Applicant Dashboard.

       

       

       This provides access to a range of functionality and information:

      • Applicant Checklist
      • Personal details
      • Training Compliance
      • Bank Account details
      • e-Learning
      • Equality and Diversity details

       

      The Applicant Dashboard and the functionality it contains is designed for the purpose of confirming the accuracy of applicant data and updating as appropriate, viewing pre-employment checks and completing e-Learning prior to them becoming an employee. 

      Click on the image below for a tour of the Applicant Dashboard.

      Applicant v1

       

      How to complete e-Learning

      The Applicant Dashboard allows you to play e-Learning that you have been automatically enrolled on, as well as the ability to search, enrol and play e-Learning of your choice.

      Click on the image below for the step-by-step guidance.

      How to play e Learning v1

       

       

       

       

       

      Page Last Updated : 16th July 2020