Item 5
STAFF GOVERNANCE
COMMITTEE
DATE OF MEETING:
TITLE OF REPORT:
EXECUTIVE LEAD:
REPORTING OFFICER:
27th April 2016
KNOWLEDGE AND SKILLS FRAMEWORK (KSF)
Rona King
David Kerr
Purpose of the Report (delete as appropriate)
For Decision
For Discussion
For Information
SBAR REPORT
Situation
To note the review to improve KSF performance and compliance including the piloting of a paper based
approach to recording KSF PDP reviews.
Background
The NHS KSF is an integral strand of the Agenda for Change national agreement. The core element is
the Personal Development Plan and Review (PDPR) process underpinned by an electronic recording
and monitoring system (e-KSF). Boards, in delivering their responsibilities under the Staff Governance
Standard, are expected to continue to ensure staff have PDPs and yearly development reviews
recorded on the e-KSF system. Although KSF PDP is no longer a HEAT target the Scottish Government
expectation is that Boards continue to meet the 80% compliance target rate.
The importance of all staff having “….. a meaningful conversation about their performance, their
development and career aspirations” is a priority for action in the Everyone Matters 2020 Workforce
Vision Implementation Plan 2016-17.
The NHS Fife KSF performance trend in the rolling year 31st March 2015- 2016 demonstrates a
consistent downward trajectory with an overall 9% decrease in compliance in the period.
Table 1: KSF Compliance Trend Analysis
Date
KSF
reviews
completed
Change +/-
31st March
2015
47%
30th June
2015
30th September
2015
31st
December
2015
31st March
2016
49%
45%
42%
38%
+2%
-4%
-3%
-4%
KSF performance was considered at Staff Governance Committee on 03rd March 2016 and the Chief
Executive was asked to give consideration to improving KSF performance in line with Staff Governance
requirements.
Assessment
In recognition that current performance compliance and the clear negative trend are not acceptable a
range of improvement actions are planned to address this. A proposed KSF PDP recovery and
Page 1 of 6
improvement plan detailing key actions and a recovery trajectory to achieve 80% compliance is attached
at Appendix 1.
These actions include:
 a joint communication to all staff from the Chief Executive and Employee Director re-affirming the
value and importance of KSF PDP to individuals and to NHS Fife;
 EDG members to ensure all line managers are reminded of their responsibilities regarding KSF
 monthly performance monitoring and review by EDG
 the establishment of local recovery plans and performance monitoring
 continuing training, advice and support from the Directorate of HR Learning team to managers and
staff, and local departments and teams in all aspects of KSF.
In addition, recognising the most important element of the KSF process is the quality “face to face”
discussion between reviewer and reviewee, and acknowledging the “clunkiness” of the eKSF system,
the Staff Governance Committee asked that consideration be given to the implementation of a
“simplified” paper based process until the OPM module of (eESS)which will replace eKSF is in place.
“Simplified” Paper Based Process Option.
It is proposed that two areas underperforming in KSF PDP be identified to “pilot” a paper based PDP
process utilising the template attached in Appendix 2 to record the key points of the PDP review
discussion. To ensure performance monitoring and reporting confirmation of the PDPR having taken
place will still need to be entered on eKSF.
To minimise interaction with the system and data input the “Completed on Paper” function within eKSF
would be enabled for these areas. This would negate the need for the individual reviewee to interact with
the system and permit the review “sign off” to be fully undertaken by the reviewer (or through “delegated
secretarial access” a nominated person who has been given access to the manager`s system).
A full verification / audit process would need to be established to confirm the PDP review discussion
had taken place involving correlation of entries in eKSF with the relevant paperwork
EDG noted and agreed the advice from the national KSF team that should the “complete on paper”
function be overly used the functionality would be switched off to avoid any manipulation in reporting.
There is also a risk that promoting the use of a paper based process would serve to strengthen the
existing rumours that “e-KSF is going” and that managers and staff commitment to KSF and quality PDP
reviews will lessen resulting in a negative impact on performance.
Recommendation
The Staff Governance Committee is asked to


Note the Improvement Plan to achieve performance compliance of 80% by 31st March 2017
Note the proposed option to pilot a paper based process
Page 2 of 6
Objectives: (must be completed)
Staff Governance Standard
Healthcare Standard(s):
Exemplar Employer
HB Strategic Objectives:
Further Information:
Evidence Base:
Glossary of Terms:
Parties / Committees consulted
prior to Health Board Meeting:
Impact: (must be completed)
Financial / Value For Money
Risk / Legal:
Quality / Patient Care:
Workforce:
Equality:
Potential impact through non identification of staff learning and
development needs
Staff morale, motivation, and competence potentially affected
through the non- application of a structured PDP process
 n/a
Page 3 of 6
Appendix 1
KSF PDP RECOVERY AND IMPROVEMENT PLAN
Target: To achieve and sustain a KSF PDP review rate of 80%
Key Concerns and Risks


Management and HR (Learning Team) capacity
Increased system pressure which increases pressure on staff capacity and can
result in non completion of PDP
Recovery Trajectory
Month
Actual
Performance
Recovery
Trajectory
National standard
Apr
16
May
16
Jun
16
Jul
16
Aug
16
Sep
16
Oct
16
Nov
16
Dec
16
Jan
17
Feb
17
Mar
17
40%
42%
44%
48%
52%
56%
60%
64%
68%
72%
76%
80%
80%
80%
80%
80%
80%
80%
80%
80%
80%
80%
80%
80%
Note: the figures quoted will be based on a 12 month rolling performance rate
Delivery Process
The KSF PDP performance improvement will be managed through local operational
groups in the Acute Services Division and Health & Social Care using locally developed
action plans. NHS Fife performance will be reported monthly to EDG and to Staff
Governance at every meeting.
Recovery and Improvement Plan
Lead: Rona King
Measure: % KSF PDP rate on e-KSF (12 month rolling rate)
Task
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
80% KSF PDP compliance by
March 2017
Recovery & Improvement Plan in
place
Joint communication to all staff
re-enforcing importance of KSF
RAG status reports produced for
operational units to identify “red”
areas
Each operational unit to have a
local lead identified and an action
plan in place
Re-establishment of NHS Fife
KSF leads group
Monthly performance reporting to
EDG
All staff promoted to managerial
bands invited to attend KSF
reviewer / e-KSF system training
Full suite of KSF training
provision widely publicised
Targeted advice and support from
e-KSF team for “red” areas
Lead
R King
A M J
R King
P Hawkins /
W Brown
D Kerr
S McLean /
S Riddell
D Kerr
R King / D
Kerr
D Kerr
D Kerr
D Kerr
Page 4 of 6
J
2016
A S
O N D J
2017
F
M
Appendix 2
PERSONAL DEVELOPMENT PLAN
&
REVIEW
Incorporating the NHS Knowledge and Skills Framework
Purpose of the Personal Development Plan (Review)
“The main purpose of the PDP Review is to look at the way in which an
individual member of staff is developing. It is an ongoing circle of review,
planning, development and evaluation for all staff in the NHS which links
organisational and individual development needs – a commitment to the
development of everyone who works for the NHS”.
(NHS KSF – Oct 2004)
Reviewee’s details
Name
Base
Department
Job Title
Reviewer’s details
Name
Job Title
Relationship to
Reviewee e.g. line
manager
This plan and review covers the period from today for 1 calendar
year
From: ____________________
To:
____________________
Page 5 of 6
1.
Summary of Performance Review Discussion (ensure key points including
performance against KSF post outline / major achievements / challenges / issues / concerns are
noted)
2. Review of Personal Development Plan (ensure learning activities undertaken and
progress made in meeting any previously agreed learning and development is noted)
Forward Personal Development Plan (ensure agreed learning and development activities
to be undertaken are noted)
Agreed (Reviewer) _________________
Date: _________________
Agreed: (Reviewee) __________________
Date: _________________
Information logged on to e-KSF by:
______________________________________Date:_________________
Page 6 of 6