ii) Implementing UIM alone with the implementation of the interface at a later date. The advantages of implementing UIM and the interface in parallel, as one integrated project are: • Organisations will realise the benefits of the interface sooner (resulting in improved information governance, data integrity, cost savings, immediate removal of access to clinical systems for leavers); • Minimal data set up on UIM as people will not need to be linked individually to Access Control Positions; • ESR workstructures will be considered at the time the NHS CRS Access Control Positions are defined, thus reducing the risk of rework; • Organisations can use ESR to facilitate the issuing of Smartcards; • ESR Implementation support will be available at the time the interface is implemented; • The ESR interface functionality may inform changes to HR/RA process integration reducing the need for process re-work in the future. The disadvantages of not implementing UIM and the interface in parallel, as one integrated project are: • Organisations will take longer to realise the benefits of the interface between ESR and UIM (improved information governance, cost savings, immediate removal of access to clinical systems for leavers); • Extensive data set up will be required in UIM, which will be redundant post activation of the interface. Employee records will need to be linked individually to NHS CRS Access Control Positions in UIM. This is redundant work once the interface is deployed as the employees will be linked via their positions in ESR; • NHS CRS Access Control Positions may need to be reworked if ESR is not considered at the time UIM is implemented; • Dual data entry for new smartcards. Organisations will be unable to utilise the HR data available in ESR to facilitate the issuing of Smartcards; • ESR Implementation support may not be available at the time the interface is implemented. The advantages of implementing UIM alone, with the implementation of the interface at a later date are: • UIM implementation costs are low, and it’s benefits represent ‘low hanging fruit’, as governance benefits can be delivered early; • Implementation can be achieved well in advance of the Calendra shut off; • Ability to manage change in a less complex and phased manner; • Positions managing positions can be deployed early (which is less likely to be involved in deployment of the Interface); managing as it does short term access issues for non employees; • Will deal with the uncertainty of PCTs in particular with implementing a solution based on current staff configurations and organisational structures; The disadvantages of not implementing UIM alone, with the implementation of the interface at a later date are: • Slow adoption of the new technology and adoption of its benefits; • Calendra cut off date represents an organisational risk;
7.2. Requesting interface activation (Step 3b) Further information regarding the availability of interface activation dates and data load slots is available here. The ESR Regional RPP Project Managers are able to provide further advice and guidance regarding the implementation activities. To request an interface activation date organisations should e-mail esr.smartcard@nhs.net with the following information: • • •
Organisation name (including the ESR VPD if known); Required interface activation date; Confirmation that a data load is required.
The NHS ESR Data Team will then confirm allocation to a go-live date and data load. Note: The interface activation dates and data loads are subject to availability. Allocation will be on a strictly first come first served basis. ESR-RPP0005_ESR_Interface_to_UIM_Implementation_Approach_Guide_v1.0.doc
Page 10 of 30