Preparing for Total Reward Statements (TRS)

Webinar: 7 July 2014

Content

• Background

˗ What is TRS - benefits for employers

˗ Statement overview – ESR organisations

˗ Statement overview – Non ESR organisations

˗ What is TRS - a closer look

• National roll out

˗ Tranche schedule

˗ What you need to do

˗ Support available to you

˗ ESR organisations – uploading local branding and contact details

• Employer experience

• Checklist

• Questions

Den Longstaff

NHS Business Services Authority

What is TRS – benefits for employers

• A TRS is a personalised summary that shows employees their full employment package including:

Basic pay

Allowances

Pension benefits (for NHS Pension Scheme members)

Other benefits local to ESR organisations can also be included in the statement

• Benefits to employers

˗ Improved recruitment and retention

˗ Better engagement and showcasing local benefits

˗ Re-directing pension estimate requests

• TRS will be provided annually to most NHS employees. They will be accessible online through the

TRS portal and via ESR Employee Self Service for organisations that use the facility

• TRS have been produced by the NHS Business Services Authority (NHSBSA) in partnership with

Electronic Staff Record (ESR) and NHS Employers

Statement overview – ESR organisations

HomepagePersonal details and

financial overview

Employment pages

Pensions page

Statement overview – non-ESR organisations

Homepage

Personal details

Pensions page

What is TRS - a closer look

Personal details (non-ESR)

What is TRS - a closer look

Personal details and

financial overview

What is TRS - a closer look

Your local contentEmployment Pages

What is TRS - a closer look Pensions page

Death Benefit

Nominations

Production

Release content

Post go live management information

• Two spread sheets available following the upload of statements.

˗ Collect from the NHS ESR Interface Hub : Pensions File Manager.

• Data Matching Spreadsheet (One off)

˗ Provides an overview of ESR/Pensions data matching outcomes (e.g. Full

Match, Partial Match, No Match).

˗ Overview of statement components generated for each employee (e.g. Pension

only, Employment and Pension)

˗ Pensions calculation success flag

• Audit and MI Spreadsheet (Weekly)

˗ Provides a summary of statement views in period and to date.

˗ Details which employees have viewed their statements in period and to date

˗ Provision of report based on feedback from technical pilot.

Kat Dooney

NHS Business Services Authority

National roll out - tranche schedule

• Tranches end of August,

September and October 2014

• Full geographical tranche list

available on the information

website

• Payslip leaflets provided by

NHSBSA

• Practitioner pilot to be held in

2014

National roll out - what you need to do

• Inform NHS BSA of your TRS contact details - nhsbsa.contactdetails@nhs.net

• Customising your local content and contact details by 31 July 2014 (as

communicated via ESR User Notice 1911)

• Staff engagement – using the communications packs, putting up posters

• Implementation toolkit - TRS information site www.nhsbsa.nhs.uk/TRS

˗ Roles and Responsibilities

˗ Your to do list

˗ Useful tools

˗ How to customise your TRS

National roll out - support available to you

• Implementation toolkit - Roles and Responsibilities

˗ ESR ‘Home’ addresses are needed for enrolment

˗ Non-ESR – update Pension records (address)

˗ Promoting your statements (tips and best practice)

˗ Managing employee queries

(information packs and signposting)

˗ Where to direct employment and pensions

queries

˗ Interactive slides which help explain how to

access statements

www.esrsupport.co.uk/TotalRewards

National roll out - support available to you

• Implementation toolkit – Your to do list www.nhsbsa.nhs.uk/TRS/3804.aspx

• TRS timeline reminders - email prompts at every stage of the to-do list and timeline

National roll out – support available to you

• Implementation toolkit - Useful tools

www.nhsbsa.nhs.uk/TRS/3805.aspx

˗ Newsletters

˗ Local communications pack

(email and intranet templates)

˗ Manager information packs

˗ Local benefits page template

˗ Branded material to use

Chris Price

Electronic Staff Records

ESR organisations - uploading local branding and contact

details

• Instructions communicated via ESR UN1911 -

http://www.electronicstaffrecord.nhs.uk/fileadmin/documents/TRS/

ESR-TRS00001_ESR_TRS_Local_Branding_guide_Final.pdf:

˗ Step 1 - Assign TRS URP through ESR

˗ Step 2 - Access TRS through ESR

˗ Step 3 - Define contact details

˗ Step 4 – Upload Local Branding & Benefits

˗ Step 5 – Review/amend Organisation Name

˗ Step 6 - Annual Leave entitlement Toggle

˗ Support available esr.trs@nhs.net

Note: Regardless of which tranche you are

in, you will need to upload your local

branding information by 31 July 2014.

ESR organisations - uploading local branding and

contact details

• Contact details – enter email, telephone and contact point address. This is where

any queries your staff might have on ‘employment’ aspects of their statements will be

sent.

• Local Branding and Benefits – Inserting your organisation logo, overview and any

specific benefits

• Organisation Name – change this if ESR does not have an up to date name on

record.

• Annual Leave Entitlement – this element of the TRS can be switched off if A/L

figures held in ESR are not accurate.

Detailed step by step guidance is available through the TRS information website

www.nhsbsa.nhs.uk/TRS/documents/TRS/ESR_TRS_Local_Branding_guide_Final_(v2).

pdf

Stuart Middleton

South Staffordshire and Shropshire NHS

Foundation Trust

Employer experience

What did we do?

• Talked to our corporate colleagues

• Did it on top of the day job – small (virtual) project team

• Updated and cleansed records

• Engaged staff side colleagues

• Engaged directorate communication champions

• Encouraged staff to use ESR Self service to access their statements

Employer experience

What did we do?

• Rolling banner advert on intranet

• Used the national promotional material – some minor tweaks

• Email signatures

• Set up a dedicated TRS query email address

• CEO personal welcome message on the employer branding page

• Provided an opportunity for us to consolidate all of our benefits in one place

Employer experience

What issues did we face when implementing TRS?

• Payslip leaflets went out 10 days before

• Some staff not ESR Self Service Users

• Managing the key milestones especially communications

Employer experience

Our tips to take away

• Plan the project out and stick to it

• Encourage support from the wider organisation

• Encourage staff to use ESR Self Service to access their statements

– its instantaneous

• Engage with staff side and the staff throughout

Checklist

What do I need to do now?

• Check which tranche you are in

• Visit the information website to familiarise yourself with the information and resources

available www.nhsbsa.nhs.uk/TRS

• Ensure the NHSBSA know who your TRS contact is by emailing your EA code and

contact details to nhsbsa.contactdetails@nhs.net

• Think about your TRS customisation – how you sell the benefits of working for your

organisation. Please ensure this is complete by 31 July 2014.

• During technical pilot employees found it was quicker to access their statements via

ESR Employee Self Service when compared to Government Gateway. Organisations

are encouraged to consider the deployment of ESR Employee Self Service ahead of

statements being made available. Support is available via the ESR Account Manager

Team - www.electronicstaffrecord.nhs.uk/contact-us/account-managers/

Questions?

Thank you for listening. Here are some useful links…

• The TRS information site www.nhsbsa.nhs.uk/TRS

• NHSBSA TRS contact register – tell us who your TRS contact is by emailing your EA

code and contact details to nhsbsa.contactdetails@nhs.net

• TRS customisation – how to upload local branding and customisation -

• ESR Employee Self Service – contact the ESR Account Manager Team -

www.electronicstaffrecord.nhs.uk/contact-us/account-managers

• Guidance material for TRS enrolment - www.esrsupport.co.uk/TotalRewards