Establishment control optimisation

Nottingham University Hospitals NHS Trust, Midlands, Acute

The problem

Budget holders need to have clarity on staffing budgets and post holders in real time otherwise vacancies are not recruited on time or forms are submitted for posts that do not exist.

The challenge

How might we join up the HR controls around establishment, budgetary controls, and recruitment/ vacancy panels so that there is a clearly defined establishment budget dataset at position level for the whole trust?

The outputs

The outputs delivered were:

  • a set of live dashboards accessible via the existing business intelligence tool and linked to the monthly electronic report sent to budget holders
  • dashboards that facilitate the view of the overall trust establishment, employees in post, vacancies, unfunded posts and net position, but also allow to filter and drill down to employee level
  • clearly defined establishment budget dataset at position level for the whole trust
  • improved workforce plan such that it can be reconciled to the trust’s budget.

The outcomes

  • Budget holders can rely on one single source of live information for the establishment under their control, having the ability to make informed decision and avoid establishment related errors, such as paying employees who have left the organisation.
  • The recruitment process is not delayed by vacancies being submitted to unfunded posts, as the funding is validated ahead of the vacancy being requested.
  • Savings in unnecessary premium pay costs incurred because of recruitment delays.
  • Ability to identify unfunded posts and take action towards addressing overspend.
  • Ability to identify long term vacancies at position level, allowing us to explore the possibility of redeploying the budget to other areas.
  • Improved relationships between budget holders and finance as consequence of solving budget holder problems.
  • Enabled the automation of the scheme of delegation process.

The Innovation

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All the documents and resources relating to this innovation can be found in the downloads section at the bottom of the page.

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What the peer-reviewers said

“This is a real problem that is common for many NHS Trusts and the end result seems to solve the problem and be an innovation that can be shared by other NHS Trusts”

“Confirming the controls and staff position is a fundamental key for all Trusts, so the innovation is absolutely correctly focused.”

“This is a really important innovation that goes to the heart of managing cost and improving efficiency. It is firmly, and rightly, focused on staff, and has had the benefits of increasing engagement, cleansing data and supporting efficiency by producing a single, credible, useful reconciliation of ESR and the ledger. Hugely impressive.”

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Here are all of the documents and resources related to this innovation

Innovation G4

Establishment control optimisation


Supporting evidence G4

Combined dashboard screenshots – PDF