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RA Workbench RA Workbench The RA Workbench is designed to enable management of key RA tasks via ESR. It enables RA Agents to search all ESR employee records and their current status of association with an NHS CRS Spine User record. Transactions from HR or Self Service requiring progression by an RA Agent, such as the movement on non e-GIF checked employees into positions carrying access rights, can be progressed via the Workbench. The following tasks are performed from the RA Workbench: •

Search for NHS CRS User Records

Associate NHS CRS User

Request “Create” New NHS CRS User Record

Remove Association with NHS CRS User Record

The RA Workbench is only available to RA Agents who are defined as users having one or more of the following responsibilities: •

XXX HR Data Entry (With RA)

XXX HR Administration (With RA)

XXX RA Workbench

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The RA Workbench consists of a single screen and three sub tabs: •

Employee Smartcard Management ƒ

Employees associated with NHS CRS

ƒ

Employees with Protected Responsibilities

ƒ

All Employees

Using the RA Workbench NHS ESR (N) RA Workbench RA Workbench

Employees Associated with NHS CRS Tab

After an employee record has been added to ESR, the RA Agent uses the RA Workbench to find, or initiate the creation of, the corresponding NHS CRS record for the employee. The RA Agent initiates the search by completing the ESR search details with sufficient information to find the employee record within ESR and then clicking the “Go” button. The RA Workbench also allows an RA Agent to use the Authentication Status filters to narrow the search. The Authentication Status is validated against a list of values as follows: •

Not associated (indicating that the ESR Person is yet to be authenticated and no NHS CRS request exists for this employee)

Associated (the NHS CRS Person is Authenticated against the ESR Person).

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Request Pending (a request has been submitted by the user but has not yet been delivered to NHS CRS)

Request Rejected (request has been rejected by NHS CRS due to either a Technical or Business error)

Awaiting NHS CRS action (a request has been submitted to NHS CRS and no response has yet been received)

Awaiting ESR action (NHS CRS has completed the request successfully, and further action is required. For example, a new person has been created or re-opened on NHS CRS as a result of a “Create/Re-open NHS CRS Person” request, so now the user can complete the operation by issuing an “Associate Person on ESR”)

The search results are presented in a multi-record block immediately below the search criteria. Further details for each record returned can be obtained by clicking “Show” at the start of each row.

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Any employees that have already been associated with an NHS CRS record will have the NHS CRS UUID information completed. For example:

If a record has already been e-GIF level 3 authenticated then the Torch icon at the end of the search result row will be enabled. This enables the RA Agent to initiate a search against NHS CRS to discover if a corresponding record exists. The search is made against the employee’s title, first name, last name, date of birth and NI number.

Employee has no record on NHS CRS If a suitable enough match does not exist in NHS CRS, or no match at all exists, then the RA Agent can make a “Create NHS CRS Person” request.

This will send a message to NHS CRS to request that the employee be created on NHS CRS. Once the record has been created on NHS CRS then new record will appear when the search is subsequently carried out.

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Employee Exists on NHS CRS

If any corresponding results are found then they will be displayed as above. A maximum of 10 records will be returned (NHS CRS will never return more), one per person, sorted by the ‘Score’ column which gives an indication of how closely the NHS CRS record matches the search criteria used. The search results will include summary person information as held in NHS CRS. • NHS CRS Full Name • NHS CRS UUID • NHS CRS e-GIF Status • Score • Thumbnail quality photograph Amending the NHS CRS Search If a suitable match does not exist in NHS CRS then the RA Agent may amend the criteria slightly by excluding optional search parameters before re-executing a “fuzzy logic”. The NHS CRS search parameters can be excluded by un-checking the ‘Use In Search’ checkbox next to the parameter.

Only Date of Birth and NI Number can be excluded. A new search is initiated by pressing the “Search Employee on NHS CRS” button. Associating an NHS CRS Record with an ESR Record Clicking on a thumbnail brings back a full set of data for that single employee including a high quality photograph and presents this information on the NHS CRS Personal Details screen.

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NHS CRS Personal Details From this screen the RA Agent can take several actions: •

If after checking the information and viewing the photo the RA Agent can confirm the employee’s identity then they can perform an Associate Person on ESR action (i.e. the employee is now NHS CRS Authenticated within ESR). This will: o Allocate the NHS CRS UUID to the employee record o Set e-GIF status to Y meaning authenticated and associated to an NHS CRS user record o Locks equivalent user record on NHS CRS to prevent independent changes of the record in NHS CRS. o Give the user access to NHS CRS systems based on the relevant access control position linked to the employees position in ESR. o Change the status of the record to “Associated”

If the RA Agent can confirm the employee’s identity, but the user record on NHS CRS has a status of “Closed” on NHS CRS, then by the click of a button they can perform a Re-open NHS CRS Person action. This will send a message to NHS CRS to request that the employee be reopened on NHS CRS. Once the record has been re-opened on NHS CRS then the “Associate Person” button will be available when the search is subsequently carried out.

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Removing an Association From the NHS CRS Personal Details screen it is also possible to perform an Un-Associate Person on ESR action (i.e. the employee becomes “Not Associated/Un-Authenticated” within ESR). The “Associate Person” button will change to “Remove association” after they have been associated. A remove association action would normally only be done to correct a previous error where a person was incorrectly Authenticated.

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Employees with Protected Responsibilities Tab

Any employee that is linked to one or more Protected Responsibilities: • 'XXX Administrator Self Service (Payroll Approvals Required)' • 'XXX Administrator Self Service (Payroll Approvals Not Required)' • ‘XXX Supervisor Self Service’ • 'XXX HR Administration' • 'XXX HR Data Entry' • 'XXX Local Workstructures Administration' • 'XXX Manager Self Service (Payroll Approvals Not Required)' • 'XXX Manager Self Service (Payroll Approvals Required)' • 'XXX Payroll Administration' • 'XXX Payroll Data Entry' • 'XXX Payroll Super Administration' must be NHS CRS Authenticated or they will be unable to log into to ESR. All of these URPs can trigger an interface transaction and are therefore categorized as a Protected Responsibility. The screen displayed by the Employees with Protected Responsibilities tab is specifically designed to search for employees that fit these criteria but are not yet NHS CRS Authenticated. There is a Protected Responsibility optional ESR Search criteria parameter to narrow the search down by responsibility.

All Employees Tab

ESR allows NHS CRS Authentication of any ESR employee once they have had their id checks done to e-GIF level 3 even if they have not been assigned an NHS CRS Position or Protected Responsibility. The All Employees tab provides this capability and any ESR employee can be Customer Education Solutions UK McKesson Corporation Oracle® Tutor Copyright © 1997, 2004, Oracle. All rights reserved. RA Workbench Page 8 of 9


queried on this tab, even those employees that are already NHS CRS Authenticated. This enables an RA Agent to Un-Associate a previously NHS CRS Authenticated employee if the need arises. The ESR Search will not be executed unless at least one parameter is specified. An unrestricted query would scan and return all employees within the Employing Authority and this will not be permitted from this window.

Return to the ESR Interface to UIM Contents Page

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http://www.electronicstaffrecord.nhs.uk/uploads/media/ESR-RPP0008_ESR_set_up_post-activation_quick_r  

http://www.electronicstaffrecord.nhs.uk/uploads/media/ESR-RPP0008_ESR_set_up_post-activation_quick_reference_guide.doc

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