November ' December 2016 - HSE.ie

Data available as at 3rd

January, 2017 Contact us on twitter: @HSE_HR

National HR Report

November & December 2016

HSE National HR Directorate Leaders in People Services



OPD CUH and Quality Improvement Plan Process “Sensing a Difference” (Actions 1.8, 7.2)

A process was designed to meet a requirement in OPD Cork University Hospital, SSWHG, to

support Improvement Plans and staff development around Customer Care. A number (7) of

programmes on Improving Service User Experience were provided as part of Phase One of this

project from January to May 2016. Following this, Phase Two - Quality Improvement Plans, were

enabled through consultation and support with staff and management. Phase Three has just

commenced with a series of Action Learning Sets (4) for Managers in OPD to progress these

Quality Improvements further and embed for staff the learning from the programmes around

Service User experience and the significant role and responsibility they have in ensuring

excellent service.

Improving Service User Experience LED & Opening Doors, Health Promotion (Actions 1.8, 7.2)

A joint approach was taken to improving the experience of the service users of Primary Care

Centre Blackrock, Cork, CHO 4. A process was designed to meet requirements for National

Standards for Safer Better Healthcare in providing Service User Experience training to staff of

PCC Blackrock. Following consultation with the Management team a proposal was agreed to

provide two programmes in Improving Service User Experience and a follow up of two days on

Opening Doors - a Health Promotion programme designed to highlight the needs for the

marginalised in the community. In addition a guest speaker working on a number of

Community Projects was involved to heighten awareness of the supports provided to clients. A

follow up to this process in November will involve proposals and work around Quality

Improvements that arose during the programme which were around Communication within the

Multi Disciplinary Teams and Access to the building.

PRIORITY 1 LEADERSHIP & CULTURE



Staff Engagement Survey (Action 2.2)

The 2016 Health Sector National Staff Survey closed at the end of October, Ipsos MRBI have the

completed surveys and are compiling the results. Workshops are being planned with each CHO

and Hospital Group to discuss the findings and how we can best respond to them taking account

of each individual area’s needs.

HR Twitter (Action 2.3)

For most up todate HR News and People Strategy developments, please feel free to follow us on

(@HSE_HR) – twitter.

Health Voices Choir (Action 2.3)

The Staff Choir Project was launched by the HR Division in May, with the support of the Irish

Nurses and Midwives Organisation and Beaumont Hospital. The project got underway with a

request to members of staff choirs in the health service to get involved in recording a Christmas

2016 song to raise funds for charity. The vastly experienced and talented Musical Director from

the Royal Irish Academy of Music Charole, Blanaid Murphy agreed to direct the choir and we are

grateful for her enthusiasm and leadership.

The first choir practice took place on Saturday, 1st October 2016 in Blanchardstown. Two more

practices were held on Saturday, 15th October in Tallaght and on Sunday, 23rd October in

Blanchardstown. All proceeds from sales of the songs will go to Pieta House, the organisation

which provides a free, therapeutic approach to people who are in suicidal distress and those

who engage in self-harm. The first public performance of the Health Voices Choir took place at

the National Patients Safety Conference on the 8th

December, 2016.

Corporate Induction (Action 2.4.1)

Employee Induction takes place monthly, the November session held on Wednesday 16th

November in Millennium Park, Naas for 30 newly appointed, promoted or transferred staff. Mr

Tony O’Brien, Director General, addressed the group and facilitated a question and answer

session.

Sign-off of Diversity Equality and Inclusion Strategic Plan and Goals by HSE Leadership Team

(Actions 2.9, 2.13)

The HSE Leadership Team approved the strategic plan and the ten goals for Diversity, Equality

and Inclusion contained in the plan, and offered their support for the strategic direction. The

goals are available to view on

http://www.hse.ie/eng/staff/Resources/diversity/dei_strategicplan.pdf

PRIORITY 2 STAFF ENGAGEMENT



Alcohol and Other Drugs Awareness training for managers (Actions 2.9, 2.14)

A workshop was held for Managers in Cavan CHO1 delivered by trainers from the Alcohol

Forum. This training provided participants with the skills and knowledge to support and manage

employees with addictions.

Disability Action Group meeting (Action 2.9)

The third Disability Action Group meeting of 2016 took place in November. The purpose of the

group is to raise awareness of the means by which we can invite people with a disability to join

the organisation, and to provide adequate supports (including a culture of support) for

employees with a disability and those who may acquire a disability during their career. The

outcome of the meeting was a clear action plan for 2017.

Review of the Equality Monitoring Process for recruitment campaigns (Action 2.9)

A small project group, in conjunction with our recruitment partners in the National Recruitment

Service, have revised the Equality Monitoring Process in line with changes to legislation and

policy and it is planned to apply the process to large-scale competitions in 2017.

Preventative Measures for Bullying and Harassment in the workplace: ‘Managing for a

Positive Workplace for all’. (Actions 2.9, 7.6, 7.8)

The first of a planned series of events was held for managers from Cork University Hospital and

Cork Maternity Hospital, and was delivered by the DRCC. The training, entitled ‘Managing for a

Positive Workplace for All’ is a joint management / union initiative, the aim of which is to

promote positive behaviours in teams before conflict becomes an issue. The training was very

positively received and is being rolled out across each Hospital Group and CHO in 2017.

Workplace Health & Wellbeing - Employee Assistance and Counselling Service (Actions 2.10,

2.11)

Safer Better Care Standards for Employee Assistance and Counselling Service

An initial ground works and processes have been put in place for the development of this

standard. The first meeting for the Working Group is scheduled for the 27th

January 2017.

Critical Incident Stress Management (CISM)

The CISM training programme is piloted in UCHG and CHO 9 with a completion date in January

2017. A proposal for training the CISM teams nationally is currently in draft. The next meeting

with States Claim Agency is planned for the 20th

December 2016 to coordinate these efforts. On-

going work on the Annual Report continues with aimed completion before end of Q2 2017.

Staff Health and Wellbeing/Health Promotion (Actions 2.10, 2.11)

A mapping process continues to be in place to identify all the Health and Wellbeing Activity

around the country. Health and Wellbeing Leads have all been identified in all CHO/HG and



engagement with the group is on-going. Work on the Annual Report continues with aimed

completion before the end of Q2 2017.

Workplace Health & Wellbeing - Occupational Health (Actions 2.12 to 2.14)

Safer Better Care Standards for Occupational Health

The development of this standard is actively on-going with the first Advisory Group meeting for

this project held on the 25th

November 2016.

Healthy Doctors Strategy

Following a number of meetings with relevant stakeholders regarding the current doctors’

situation, WHWU is developing a Healthy Doctors Strategy. It is aimed for completion by end of

Q2 2017.

Doctors Integrated Management E-system (DIME)

The WHWU is working closely with the NDTP in developing the Occupational Health-DIME

project which is due to be launched by the start of the next internship intake in 2017.

Flu vaccination

Flu vaccination activities are still on-going in a number of places. A number of groups have been

actively targeted for flu vaccination, including healthcare workers. A mid-season report will be

available in December 2016.

Stakeholder Engagement

The WHWU has been actively engaging staffs and stakeholders at a local level with recent visits

to CHO 2, CHO 5 and the National Ambulance Service. A productive meeting was also held with

the Irish Medical Council representative recently.

Annual Report

Work on the WHWU Annual Report is on-going and data for Q4 are being received.

Health & Safety (Actions 2.12 - 2.14)

Helpdesk

The helpdesk received a further 130 calls in October for support, assistance and training making

it 677 calls year to date

Stress Management Seminars

3 seminars have been held to date; Kilkenny, Castlebar and Limerick. The next seminar will be

on the 6th

December 2016 in Connolly Hospital, Blanchardstown.

National Policies in Consultation Phase



Policies in Consultation currently in review include:

• HSE National Manual Handling and People Handling Policy, 2012

• HSE Guideline for Developing a Biological Agents Risk Assessment for Healthcare Sectors,

2011

• HSE Policy on the Prevention and Management of Latex Allergy, 2011

• HSE Policy on the Prevention and Management of Stress in the Workplace, 2012

• HSE Policy for Lone Working and Associated Guidance, 2012

HSE Consultation Process

• (Draft) HSE Safe Driving for Work Policy (in consultation with National Ambulance Service)

• (Draft) HSE Policy and Procedure for the Management of Intoxicant Misuse

Stage 4 Consultation process

Final draft of the HSE Policy on the Management of Health and Safety in Contract Work: Co-

operation and Coordination with Contractors and Others has been presented to the policy

subgroup of the NJC

H&S Audit in November

Ward/Department/Service Level Audit (Level 1), figures are as follows:

• University Hospital Galway – 40 audits completed

• University Hospital Ennis – 8 audits completed

• University Hospital Limerick Maternity Services – 8 audits completed

For the Hospital/Regional Level Pilot Audit (Level 2), 5 audits are in progress and work is on-

going.

Data continues to be collected from acute services for the national questionnaire on

environmental monitoring. Currently, data from Dental Clinics yielded 85% returns to date.

H&S Training

Training in Procurement focused on the development of Manual Handling and People Handling

Training Framework Agreement in consultation with OGP

49 training programmes have been delivered through the NHSF between 3rd

and 28th

October

with a total of 634 participants trained.

A drafted narrative on how to access the programme on HSELand Health and Safety Programme

for Managers has been prepared for uploading. There have been 401 number of enrolments in

the programme with a total of 168 enrolments completed the assessment

Health Service Excellence Awards (Action 2.13.1)



Work continues on transferring the learning separate to the Finalists, 7 projects were Highly

Commended as part of the Health Service Excellence Awards. One Highly Commended project is

Safetynet; a unique inner Dublin city project. SafetyNet is a mobile Health Clinic which provides

free healthcare to homeless people. National HR visited the mobile health clinic will take place

on the 29th

November, 2016 and were delighted to meet all of the excellent staff involved in this

very important project.



Multi-disciplinary Team Development (Action 3.6)

Congratulations to the Compassionate End of Life (CEOL) group of St. Mary's Castleblayney who

have completed the final workshop in the Irish Hospice Initiative 'A Journey of Change'. The

CEOL group have worked with the staff of St. Mary's to establish their Vision for End of Life. The

CEOL group also received training in how to facilitate an end of life review and are working to

promote excellent end of life practice in their Residential Care Setting. Furthermore, the group

also received training in Change Management and are working on a series of short, medium and

long terms plans in St. Marys.

First Time Manager’s Programme (Action 3.6)

This 4.5 day multi-disciplinary programme was recently delivered to a group in Sligo. The

programme is delivered over a period of approximately six weeks. To date, six programmes have

been delivered in CHO1, CHO2, CHO3, Saolta and UL Hospital Groups, covering 97 participants.

The programme is delivered in two blocks of two days with a shadowing component between

these modules. Coaching is offered to all participants with a named coach, and participants also

complete their MBTI and receive an in-depth report on their preferred management styles.

Content includes managing versus operating, conflict resolution, developing resilience,

influencing, time management, communication and giving and receiving feedback.

Future Leaders Programme (Action 3.6)

The first modules of the Future Leaders Programme for HSE Workplace Health and Wellbeing,

RCSI Hospitals Group and HSE National Finance Division recently took place. Modules for the

groups will continue up to July 2017.

Coaching (Action 3.14)

National HR Division recently accepted the International Coaching Federation (ICF) Irish Chapter

President’s Award. HR will continue to drive a coaching culture into 2017 with frequent CPD

events. Feedback from our December event has been very positive which was linked to a

supporting change and People Strategy implementation event.

HSCP Continuous Professional Development (Action 3.15)

Data has been collected from the Health and Social Care Professions in relation to the CPD

delivered during 2016. The data is used to examine how the funding allocated for CPD was

utilised to maximise development for the HSCPs themselves and at how the events contribute

to improving the patient or service user journey through our services.

Each year the HSCP Unit supports 16 – 20 professions in delivering CPD in line with service

development, particularly in the area of integrated care. Particular emphasis is placed on CPD

PRIORITY 3 LEARNING & DEVELOPMENT



events which are inter-disciplinary and each year the professions work towards the delivery of a

greater number of interdisciplinary events.

Professions are currently working on the development of CPD submissions to the HSCP Unit for

2017 as the CPD cycle continues.

Two Day Transition Year Programme

National HR with our colleagues in the Quality Improvement Division recently held a 2-day

Transition Year programme with students from local schools in Dublin. The programme covered

CV preparation and interview skills, coaching, health & wellbeing and stress management,

information on our library services and each of the Divisions. Thanks to our colleagues in the

Department of Health, the students were also included in preparation sessions for the

Department’s Patient Safety Conference which was held on the 7th

and 8th

December. It was a

rewarding experience both for the students and for the organisation and we look forward to

organising similar events in 2017.

Mental Health Nurse Managers National Conference 10th

November

At the recent Mental Health Nurse Manager’s National Conference held on November 10th

in

Cavan, Mairead McGahon (NMPD Ardee) presented the benefits of peer group clinical

supervision and its relevance to the Health Services People strategy. Mairead outlined the pilot

on peer group clinical supervision which is currently taking place. All Nurses and Midwives

attending peer group clinical supervision actively participate in reflecting on clinical practice,

with the intention of self evaluating their delivery of care and receiving feedback from

colleagues. This forum enhances learning opportunities with a focus on reviewing and discussing

challenging workplace experiences. It is an innovative approach in sharing good practice and

learning from colleagues. It also provides time for staff to reflect and appraise on the emotional

aspects of caring, giving time for nurses and midwives to reconnect with themselves and

consider the value of their work. This enhances compassionate care and promotes positive

working environments and is a practical example of implementing the People Strategy leading

to safer better healthcare.



National Steering Group for Practice Education (Action 4.4)

Practice placement protocols are currently being finalised. Work is continuing on the

development of practice placement Agreements between the HSE locations and individual

Universities (HEIs).

National Doctors Training and Planning

National Doctors Training and Planning are delighted to be hosting a morning seminar on

strategic medical workforce planning and how to go about determining the future demand for

medical specialists in Ireland.

Speakers at this event are experts in the development and implementation of medical

workforce planning systems in both the Netherlands and the UK as well as those who have

developed and implemented a medical workforce planning system for Ireland.

Open Nurse Recruitment Event – 28th

– 30th

December

A recruitment event for nurses and midwives from all disciplines interested in working in the

Irish Public Health Services took place on the 28th

, 29th

and 30th

December. 220 attended the 3

day nurse recruitment event. 115 nursing and midwifery candidates were deemed successful

and panelled following interview. A significant cohort attended the event to avail of career

coaching, advisory support and to register interest in future opportunities. There is distribution

of first preference interest across Hospital Groups and CHO’s and within the specialities of

Mental Health, Care of Older Persons, Paediatric, Intellectual Disability and Midwifery as well as

General Nursing.

Issues arising from the event

- There is interest from overseas Nurses in returning to Ireland

- There is a demand for Return to Nursing programmes and must be prioritised

- There is a requirement for a skilled career planning advice & career coaching service. This is

being prioritised within HR Workplace Health & Wellbeing.

- Ongoing difficulties continue regarding the payment of €1,500 relocation expenses.

(Need to have a central system of payment and then recharge to Hospital Groups.

- Internal transfers are proving difficult

- Challenges with NMBI registration

- Flexible working hours not facilitated in certain locations.

Follow up actions

Actions to address each of the issues have been agreed and are being followed through.

PRIORITY 4 WORKFORCE PLANNING



Service Employment Levels - November, 2016 (Action 5.1 – 5.13)

At the end of November 2016, health services’ employment stood at 106,809 WTEs.

EWTD compliance - (Actions 5.1, 5.8)

The following summarises the position regarding EWTD compliance to 31st October 2016:

1. The data deals with 5,388 NCHDs – approximately 98% of the total eligible for inclusion. Note

that this is calculated on the basis that the number of NCHDs is increasing on a month by

month basis. The number of NCHDs included in October 2014 from the same group of

hospitals and agencies was 4,914; in October 2015 it was 5,307;

2. Compliance with a maximum 48 hour week is at 82% as of end October – unchanged from

September;

3. Compliance with 30 minute breaks is at 99% - down 1% from September;

4. Compliance with weekly / fortnightly rest is at 100% - up 1% from September;

PRIORITY 5 EVIDENCE & KNOWLEDGE



5. Compliance with a maximum 24 hour shift (not an EWTD target) is at 97% - up 1% from

September;

6. Compliance with a daily 11 hour rest period is at 98% - unchanged from September. This is

closely linked to the 24 hour shift compliance above.

Health & Social Care Professions (HSCPs) Research Conference (Action 5.9)

The 4th

Health & Social Care Professions (HSCPs) Research Conference took place in the

Conference Centre Dublin Castle on Wednesday 16th

November, 2016. Over 180 delegates from

the HSCPs attended what was a truly successful and enjoyable event. 20 HSCPs were selected

from the abstracts received to make oral presentations and a further 87 presented posters.

Attendance Management – September, 2016 (Action 5.6)

Target

September

2015

Full Year

2015

Previous

Month

September

2016

YTD 2016

% Medically

Certified

(September

2016)

Absence

Rates

3.5%

4.2%

4.2%

4.4%

4.2%

4.4%

85%

The September rate at 4.2% is down on the August rate of 4.4%.



Performance Achievement (Action 6.4)

The Health Service is introducing a new system of Performance Management called

Performance Achievement which is a forward looking process, designed to encourage greater

levels of engagement between staff and managers, an area which successive staff surveys have

highlighted as requiring improvement. Just as importantly it is also is designed to assist staff

develop within their role and by so doing, add value to the work of their team(s) and service

units. 6 trial locations have been identified each with a local implementation ‘champion’ who

will oversee the implementation of Performance Achievement. The introduction of Performance

Achievement will be supported by the delivery of training sessions for staff and managers

together with a range of support materials that are accessible by everyone on HSELand.

Employees in the trial locations will be able to attend one of the training sessions that will give

the information required to take part in the Performance Achievement process.

Workplace Relations Unit Update (Action 6.6)

NIMS Steering Committee

A meeting of the NIMS Steering Committee was held on 10th

November 2016. Updates were

received from all stakeholders and a number of change requests discussed and approved to the

system. The Human Resources National Investigation Unit has received significant learning from

the discussions held at this Committee.

Legal Review - Draft National Human Resources Guidelines for Establishing and Conducting

Human Resources Investigations

The Draft National Human Resources Guidelines for Establishing and Conducting Human

Resources Investigations were submitted back to the HSE on 26th October 2016. During

November 2016 the externally reviewed revision of the document was submitted for another

review to the following stakeholders:-

• HR National Investigation Working Group

• HSE HR Employee Relations Managers

• All Trade Unions

Feedback to date has been received and this is currently being reviewed.

Human Resources National Investigation Unit - Project Team

Human Resources National Investigations Unit Project Team met on 30th

November 2016 with

work ongoing to finalise design of the Unit. See Organisational chart below:

PRIORITY 6 PERFORMANCE



A meeting was held with the State Claims Agency on 28th

November to discuss the design

changes submitted for the Investigations and Complaints modules of the NIMS system. The

State Claims Agency have agreed to analyise the changes and revert with a plan. The Unit is

working with other State Bodies on this phase to gather learning and have same included prior

to commencement.

Human Resources Investigator Training

Due to the positive feedback on the 2016 Human Resources National Investigations Unit

Training Programme it has been agreed to hold a further 5 training programmes in 2017.

Planning is already underway in relation to the outputs of the evaluations received to date.

Further Information/Ideas:

If you wish to contribute any ideas/suggestions, or are interested in this area and have any

feedback please email: [email protected]

e.iee



Activity Update

Audiology Services

Engagement involving the different stakeholders dealing with the provisions of Audiology

Services throughout the Health Services is continuing to operate on matters relating to the

recruitment and retention of staff, staffing structures, training and education opportunities.

Civil Registration

The review of the operation of the Civil Registration services, provided for under the WRC

agreement of Nov 2015, is nearing completion. The facilitator of the process, Mr. Sean McHugh,

is due to meet with the different parties involved in the process in the near future to discuss his

draft report. It is expected that a final report will issue to all concerned in January 2017.

Nurse Management Structures

Engagement under the auspices of the WRC, with regard to future nurse management

structures in, a) Care Of The Elderly Services, b) Community Services, c) Acute Hospital Services,

is ongoing.

The processes in respect of a) and b) are taking place in a manner consistent with report,

Condition of Community Healthcare Services as set out in CHO documentation.

Task Transfer

A second round of verification, provided for under the agreement which facilitated the

implementation of the task transfer process as set out in the Haddington Road Agreement, has

commenced. This process involves the verification group visiting locations in 4 of the Acute

Hospital Groups to determine if the progress which had been indicated during the first

verification process in May/June this year is continuing, in a manner consistent with the

provisions of the agreement.

Review of the Public Service Sick Leave Scheme (Action 7.9)

The Department of Public Expenditure and Reform is currently engaging with the public service

unions on its Review of the Public Service Sick Leave Scheme. Considerable progress has been

made to date and a final set of revised proposals have been issued to the unions for the next

consultation meeting to be held on 28th November.

A number of meetings have been held with representatives from the Public Services Committee

of the Irish Congress of Trade Unions, with parallel consultations taking place with staff

representatives who are not affiliated to the ICTU (including the PNA, IDA and IHCA).

The Paternity Leave and Benefit Act 2016

PRIORITY 7 PARTNERING



From 1st

September 2016 all health service employees who meet the criteria set out in the

Paternity Leave and Benefit Act 2016 are entitled to 2 weeks leave from work following the

birth or adoption of a child to enable him / her to provide, or assist in the provision of, care to

the child or to provide support to the relevant adopting parent or mother of the child, as the

case may be, or both. The leave can be taken at any time during the first 6 months following the

birth or adoption of the child and generally comprises of a single period of 2 weeks.

While the legislation does not provide for an entitlement to remuneration during paternity

leave (apart from the provisions relating to State Paternity Benefit) health service employees

will receive their normal pay and any appropriate fixed allowances less any paternity benefit

which he/she may be entitled to from the Department of Social Protection.

A circular setting out the arrangements for paid paternity leave and benefit in the health service

is due to issue shortly. The circular is currently the subject of consultation with the health

service trade union panel and it is expected to issue in the beginning of December.

Joint Information and Consultation Forum (JICF)

The meeting of the Joint Information and Consultation Forum held on 20th October featured

two presentations from the Programme for Health Service Improvement (PHSI):

Jim O’Sullivan, Programme Director, Office of Director General, presented on National Centre

Transformation Programme.

Dolores Geary, PHSI, presented on the Draft National Guidance Framework on Task Allocation.

Also at the meeting, Caitríona Heslin and Anne Ryan, Organisation Development and Design,

HSE, presented on the review of Improving our Services – A Users’ Guide to Managing Change in

the HSE.

The staff side on the JICF requested follow-up and further engagement on each of these topics

and follow-up has been arranged.

Information on the Joint Information and Consultation Forum is available at

http://www.hse.ie/eng/staff/safetywellbeing/ic/ica.html

Improving our Services – A Users’ Guide to Managing Change in the HSE can be accessed at

http://www.hse.ie/eng/staff/Resources/hrstrategiesreports/Improving_our_Services.html.



HR Circulars (Action 8.8)

HR Circular 016/2016 re Incremental Credit in respect of Nursing/Midwifery Clinical Placement -

2011-2015 Graduates.

HR Circular 017/2016 re Implementation of DOH Circular 14/2016 – New Minimum Wage

resulting in 1st

point of Trainee Phlebotomist Salary Scale.

HR Circular 018/2016 re Temporary Contracts for Posts at a higher grade.

The above Circulars are available on the following link:

http://www.hse.ie/eng/staff/Resources/HR_Circulars/hrcircs2016.html

Operational HRM (Action 8.18)

In response to a range of business imperatives and expressed demand from across Hospital

Groups, Community Health Organisations, etc a significant National Project has commenced

aimed at

‘developing and supporting plans to have an on-line learning and development system to

manage and record all learning activities through HSELanD i.e. ensuring integration with a wider

e-HRM Platform including SAP and other HR Management Information Systems’

Work is underway to implement an enhanced HSELanD-Learning Management System feature

set at Tallaght Hospital which will act as a model for other hospitals throughout the health

system in Ireland and provide those hospitals with a fully integrated online facility to manage all

Learning and Development activity from initial posting and booking through to completion and

reporting. In order to ensure that Learning and Development activity is accurately recorded in

each person’s HR Record it is also proposed to develop API-based integration between

HSELanD-LMS and SAP HR as a parallel concurrent project.

Work has commenced with colleagues in the Office of the Chief information Officer (OoCIO),

Heath Business Services (HBS) SAP-HR, hseland.ie including Aurion Learning Ltd and the HR

Director and Team at Tallaght Hospital.

Rosarii Mannion

National Director Human Resources

PRIORITY 8 HUMAN RESOURCE PROFESSIONAL SERVICES

November ' December 2016 - HSE.ie

Documents

Transcript of November ' December 2016 - HSE.ie