NHS SBS Service Guide

Service Guide for

Finance & Accounting, Procurement and Employment Services

Service Guide for Finance & Accounting, Procurement and Employment Services

Foreword

Service Guide for Finance & Accounting, Procurement and Employment Services

Foreword

Foreword Having undergone significant transformation in recent times whilst maintaining high quality front-line services to our patients and customers, the Partnership Trust has a firm understanding of the importance of high quality back-office service provision to support delivery of care.

We have a clear vision of how NHS back office services, including financial, procurement and employment services should be delivered to achieve greater efficiencies and cost improvements.

The partnership we have established with NHS Shared Business Services will bring benefits for both ourselves and other public health bodies, enabling the wider public sector to benefit from a streamlined approach to service delivery.

Jonathan Tringham Director of Finance and Resources Staffordshire and Stoke on Trent Partnership Trust

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Service Guide for Finance & Accounting, Procurement and Employment Services

Introduction From 1 November 2013, the Partnership Trust’s Finance & Accounting, Procurement and Employment Services are managed by NHS Shared Business Services.

NHS Shared Business Services (NHS SBS) is the market leader in business support services for the NHS, working with more than 50% of all NHS Trusts and organisations.

NHS SBS provides Procurement, Finance & Accounting, Employment Services and Primary Care Services, delivering operational efficiencies and improved service quality as well as real cost savings of between 20% and 40% for the NHS. The organisation processes around £92 billion of NHS payments each year, pays 200,000 NHS employees and recovers more than £14 billion of NHS debt for clients.

This Service Guide for the Partnertship Trust’s Finance & Accounting, Procurement and Employemt Services is designed to give you essential information on how NHS SBS can help you and your team in your daily work at Staffordshire & Stoke on Trent Partnership Trust, and provides useful links to key information and contacts.

You will see that this Service Guide directs you to useful documents on the Staffordshire and Stoke on Trent Partnership Trust’s intranet or extranet. Those staff working in Social Care will need to access the extranet link. All other Staffordshire and Stoke on Trent Partnership Trust staff can access documents using the intranet link.

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Introduction

Service Guide for Finance & Accounting, Procurement and Employment Services

Contents

Contents 04 Finance & Accounting 05 » P2P - Purchase to Pay 06 » A2R - Accounting to Reporting 09 » O2C - Order to Cash 10 » Key F&A Contacts 12 Procurement 13 » NHS SBS Procurement 14 » Procurement Key Contacts 16 Employment Services 17 » Recruitment 18 » ePay 20 » Payroll 23 » Manager Self Service 24 » Pensions 26 Training 27 » Training Courses & IT 28 » Training Testimonials

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Service Guide for Finance & Accounting, Procurement and Employment Services

Finance & Accounting The NHS SBS Finance and Accounting (F&A) system brings together your key financial processes and allows us to work together to achieve a seamless and fully integrated solution for the Partnership Trust.

The F&A service includes the following: P2P - Purchase to Pay • including iProcurement • Accounts Payables • Client Service Centre

A2R - Accounting to Reporting • General Ledger Maintenance • Financial Accounting • Business Intelligence Reporting

O2C - Order to Cash • Accounts Receivable • Cash Management

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Finance & Accounting

Service Guide for Finance & Accounting, Procurement and Employment Services

Finance & Accounting

Finance & Accounting Purchase to Pay The Purchase to Pay services support you in the process of purchasing goods, ensuring that the orders are placed correctly, purchase orders raised and subsequent payments are made to suppliers. iProcurement is a module of Oracle and acts as an online shopping portal for goods that have been pre-loaded by your procurement team ready for you to select. This simple but powerful tool means you always know you are selecting approved items at a pre-negotiated price. If you can’t find what you’re seeking, there is also flexibility to create new items and suppliers which, once approved, mean you don’t have to go outside of this system to place orders as the NHS SBS Procurement will help you seamlessly (please see next section in this guide on NHS SBS Procurement).

NHS SBS have a dedicated team working to handle all your suppliers and Accounts Payable queries. This department within NHS SBS is called Client Service Centre (CSC).

The CSC has a dedicated Clients team with wide knowledge and experience of purchase to pay (P2P) procedures, for which they can provide the Partnership Trust with advice and information across both the PO and Non-PO platforms.

If a supplier contacts you If a supplier contacts you directly they should be referred to the CSC, except for invoices in dispute or for ordering queries, in which case the supplier should be directed to the buyer. It is important to have a single point of contact to avoid confusion and mixed messages. This will help to save you time and therefore cost.

Below are two links that provide in depth information on the specific workings of the CSC. You will also find useful answers to common questions that you may have as you start to use the NHS SBS system.

Client Service Centre leaflet for the Partnership Trust’s non-Finance Staff http://nww.sbs.nhs.uk/Purchase%20to%20Pay%20(P2P)/ Accounts%20Payable/R12%20documents/csc_leaflet_ non_finance.pdf

P2P Training Links How to create catalogue requisitions in the SBS Oracle system? Please follow Quick Reference Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ iProc_catalogue_requests_QRG.pdf

How to create non-catalogue requisitions in the SBS Oracle system? Please follow Quick Reference Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ iProc_non_catalogue_requests_QRG.pdf

How to approve requisitions in the NHS SBS Oracle system? Please follow Quick Reference Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ iProc_approving_requisitions_QRG.pdf

How to receipt Goods / Service in the NHS SBS Oracle system? Please follow Quick Reference Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ iProc_approving_requisitions_QRG.pdf

How to approve Non PO Invoices in the SBS Oracle system? Please follow Quick Reference Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ non_po_invoice_approval_QRG.pdf

Client Service Centre leaflet for the Partnership Trust’s Finance Staff http://nww.sbs.nhs.uk/Purchase%20to%20Pay%20(P2P)/ Accounts%20Payable/R12%20documents/csc_leaflet_finance.pdf

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Service Guide for Finance & Accounting, Procurement and Employment Services

Finance & Accounting

Accounting to Reporting This part of the NHS SBS service centres around the General Ledger Module of the NHS SBS Oracle system. This central repository maintains all accounting data and provides complete financial management information from the system, recording transactions, maintaining account balances and creating financial statements.

have instant access to their financial position, in order for the Partnership Trust users to make the right budgetary decisions. As a Budget Holder you should have attended training sessions that have taken place in order that you are familiar with the new ways of working (for further details contact the the Partnership Trust’s training team - see the training section at the back of this service guide).

The system allows you to enter journal information manually, while ensuring that the General Ledger also receives transactions from the sub ledgers (Accounts Payables and Accounts Receivables) within the system.

Interfaces, such as ESR payroll and NHS Supply Chain will also provide data into this module.

A dedicated NHS SBS VAT team will support you with issues relating to VAT. This includes preparing the monthly VAT returns and ensuring that all recoverable VAT is accurately accounted for.

You will be able to undertake key analysis through the General Ledger as every transaction received is stored as journal entry. You can drill down to view source data, including actual invoice images, where available.

Members of the Partnership Trust’s Finance department have played a significant part in the implementation project and will also be involved in the day to day management of the service with NHS SBS from 1 November 2013. Please contact your relevant Partnership Trust’s Finance Manager for further details.

NHS SBS will provide Oracle Business Intelligence (BI) Reporting Functionality to both the Partnership Trust Finance team and the Partnership Trust Budget Holders. BI reporting is Dashboard based and will allow the users to

A2R Training Links How does the Partnership Trust’s Finance Team manage the month end activities using the SBS Oracle System? Please follow for the General Leger, Budgeting & Reporting User Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ General_Ledger_Budgeting_and_Reporting_User_ Guide_v2.2_24082012.pdf

Ibrahim Mulla, NHS SBS Principal Client Performance Lead, F&A

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Service Guide for Finance & Accounting, Procurement and Employment Services

Finance & Accounting

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Service Guide for Finance & Accounting, Procurement and Employment Services

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Finance & Accounting

Service Guide for Finance & Accounting, Procurement and Employment Services

Finance & Accounting

Order to Cash NHS SBS will support you through the entire accounts receivable process, ensuring that when you raise an invoice from within the system, the payments can be monitored and debt-management deployed where needed.

Through the Order Management module, you can create, amend and approve sales orders resulting in a sales invoice being raised. You can also use this to look up existing customers and Financial Accounting set up for new customers only.

For those identified Partnership Trust staff that either invoice other organisations for income or receive income directly, you should be aware of, and have booked on, the relevant training sessions that have been planned for November 2013. This will enable you to become familiar with the new ways of working (for further details contact the Partnership Trust’s training team - see the training section at back of this guide).

Joint working will be part of the process between Partnership Trust’s and NHS SBS Debt Management team to recover any outstanding money owed to Partnership Trust. The NHS SBS team have developed robust processes to ensure you are supported to achieve a positive improvement in your cash flow through reducing outstanding invoices and minimising your exposure to bad debt.

NHS SBS will also help the Partnership Trust strengthen its cash position with an improved cash management and forecasting service. Again a partnership approach will be adopted to ensure that this key element of the service is tightly managed.

There are several aspects to the service and they will form part of the day to day interaction between a member of the Partnership Trust’s Finance team and a member of the NHS SBS Cash Management Team. Duties will include reconciling daily cashbook balances and various balance sheet control accounts, managing the cash requirements for the weekly Payment schedules.

This will ensure that appropriate cash receipting and allocation queries are addressed. It will also help in preparing the short term / long term cash flow forecasting process.

Members of the Partnership Trust’s Finance department have played a significant part in the implementation project and will also be involved in the day to day management of the service with SBS from 1 November 2013. Please contact your relevant Partnership Trust’s Finance Manager for further details.

O2C Training Links How to Create Sales Orders in the SBS Oracle System? Please follow User Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ Sales_Orders_User_Guide_v2%201_210512.pdf

How to Receipt Cash received locally and manage the Petty Cash floats? Please follow Quick Reference Guide link below. http://nww.sbs.nhs.uk/training_manuals_R12/pdf_files/ Cash_Receipting_&_Petty_Cash_User_Guide_v2%20 1_290512.pdf

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Service Guide for Finance & Accounting, Procurement and Employment Services

Key Contacts The Partnership Trust’s Contacts There are a number of ‘champions’ within the Partnership Trust who are conversant with the NHS SBS systems. They will be your initial contacts for any Procurement, Finance & Accounting queries.

All initial queries from 1 November 2013 need to go the dedicated Helpdesk for the Partnership Trust.

Helpdesk Kevin Cronin 0845 602 6772 ext 2309 kevin.cronin@ssotp.nhs.uk

NHS SBS Contacts We have created a list of key NHS SBS contacts within the Finance & Accounting team, split by individual service areas. http://nww.sharedbusinessservices.nhs.uk/contacts3.html

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Finance & Accounting

Service Guide for Finance & Accounting, Procurement and Employment Services

Finance & Accounting

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Service Guide for Finance & Accounting, Procurement and Employment Services

Procurement

Procurement

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Service Guide for Finance & Accounting, Procurement and Employment Services

Procurement

Procurement

NHS SBS Procurement NHS SBS Procurement combines NHS knowledge and experience with commercial know-how. We work with NHS Trusts and organisations not just to save money but also to improve quality, patient safety and provide assurance that the Trust’s spend is processed via the appropriate legal and procurement guidelines.

If you are unsure how to use the new iProcurement system you should contact your Requisitioner Champion in the first instance.

There are a number of ‘champions’ within the Partnership Trust who are conversant with the NHS SBS systems. They will be your initial contacts for any iProcurement queries.

NHS SBS Procurement offers a comprehensive service which includes:

NHS SBS Training Zone

• C reation of catalogues to make your item selection easier

NHS SBS has created a range of training material that is available for users of the NHS SBS systems.

• C reation and despatch of Purchase Orders to suppliers

Information is split based on the various NHS SBS service lines for ease of access. Please follow the links below:

• L ocal Procurement team to manage your contracting requirements • O perational Procurement team who will process your requisition and provide help and support

R12 User guides http://nww.sbs.nhs.uk/training_manuals_R12.html

Raising electronic requisitions The Partnership Trust is going to be using the iProcurement system for the creation and approval of all Requisitions from 1 November.

This will provide the Partnership Trust with more purchasing control as all Requisitions must be approved by a Partnership Trust budget holder, and be reviewed against the Trust SFIs.

eLearning modules http://nww.sbs.nhs.uk/training_zone.html

HINT: A lways search catalogue items in the first instance and contact the Operational team (see below) if you cannot find what you need. Remember to receipt your items as soon as you receive them to enable the supplier to be paid promptly.

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Service Guide for Finance & Accounting, Procurement and Employment Services

Procurement

Creation and dispatch of Purchase Orders

Operational Procurement team

NHS SBS Procurement will be processing all approved Requisitions on behalf of the Partnership Trust. If you have a query with a Requisition showing an ‘Approved’ status but no Purchase Order number created against the Requisition please contact nsbs.procurement@ nhs.net who will be able to advise if there is a delay.

NHS SBS Procurement will provide an off-site Procurement team based in Salford, Manchester who will be responsible for:

If you require a copy of a Purchase Order please contact our CSC using the link below: http://nww.sharedbusinessservices.nhs.uk/contacts3.html

Local Procurement team NHS SBS Procurement will provide a local (on-site) Procurement team based in Morston House, Newcastle-under-Lyme. This local team will be available to manage any local Procurement projects, support any local or EU tenders (OJEU) and also to manage the Partnership Trust’s strategic procurement work plans for each directorate.

If you would like to speak to the local Procurement team to discuss any aspect of your directorate work plan or if you have a tender requirement please contact: 08456 026 772 ext. 6572 procurement@ssotp.nhs.uk

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• D ealing with sourcing queries e.g. unsure of price or which supplier to purchase the goods / services - the Operational team are available to assist your query • T he management of the Partnership Trust’s Catalogues to ensure these catalogue contain up to date and accurate information, including images (where available), and other enriched information • T he creation of Purchase Orders – once a Requisition is approved the Operational team will ensure that the Purchase Order is dispatched to the supplier within 2 days of the Requisition (provided the Requisition is fully complete and has all the required information). If you have additional documentation please “attach” this to your requisition within iProc, and include “Notes to Buyer” for any other relevant information.

If you would like to contact the Operational Procurement team please either call the CSC as per this link, or email the team directly:

http://nww.sharedbusinessservices.nhs.uk/contacts3.html nsbs.procurement@nhs.net.

Service Guide for Finance & Accounting, Procurement and Employment Services

Procurement

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Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

Employment Services

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Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

Employment Services Recruitment Welcome to the NHS SBS recruitment service

View / Download digital literature

Do you hire staff? Then the NHS SBS recruitment service will provide an end to end recruitment service, providing support for you from your initial decision to recruit through to on-boarding - when the new recruit starts at the Partnership Trust on day one with their ID badge, uniform and IT login information.

A guide for Recruiting Managers Intranet – For Health staff:

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/public/A%20Guide%20for%20Recruiting%20 Managers.pdf Extranet – For Social Care staff:

https://extranet.staffordshire.gov.uk/ssotp/ sbs/A%20Guide%20for%20Recruiting%20 Managers.pdf

I need to recruit – what do I do?

From 1 November 2013 you will be able to use the new online Recruitment Management System to raise a requisition for all vacancies. This includes permanent, temporary, voluntary, locum, honorary, fixed term or bank.

The Recruitment Management System is an electronic web based tool for recruiting managers that will help to speed up the recruitment process. You can use the system to specify where you wish to advertise these i.e. internal (including secondments), external on NHS jobs or other professional publications and websites.

A guide for Recruiting Managers – the Recruitment Management System Intranet - For Health staff:

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/public/A%20Guide%20for%20Recruiting%20 Managers%20-%20Recruitment%20Management%20System.pdf Extranet – For Social Care staff:

https://extranet.staffordshire.gov.uk/ssotp/ sbs/A%20Guide%20for%20Recruiting%20 Managers%20-%20Recruitment%20Management%20System.pdf

This new system replaces the Establishment Control Form / Vacancy and Rec1 forms.

How do I find out how to recruit?

Key contacts

Training on the new system took place in October 2013 and more dates will be issued for November 2013 which can be booked by the normal route for booking training - Oracle Learning Management (OLM).

Hiring Managers can contact the NHS SBS recruitment team on:

After November, if you have not received training on the new system and have a vacancy to advertise please see the information links attached on how to use the new online Recruitment Management System.

If you are a budget manager or approver of vacancy requests (eg. Finance, Senior Manager) then please contact the NHS SBS recruitment team on telephone number 02380 711 260 once you are registered to ensure you have the correct authorisation access.

02380 711 260 sbs-s.recruitment-ssotp@nhs.net

Candidates applying for jobs will be able to call the NHS SBS Employment Services Desk on: 03031 231 144 sbs.esd@nhs.net

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Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

ePay Salary & Expenses solution What is ePay?

How do I get logged onto ePay?

ePay is a web based solution that will allow you to submit Salary and Expense claims.

ePay is available from anywhere e.g. home.

ePay replaces the old Salary and Expense system EASY.

The website address for ePay is: Intranet link -

https://www.epay.sbs.nhs.uk:8571

What can ePay do?

• Employee Entry for Travel & Expense Claims

ePay key contacts

• M anager Entry for Employees Substantive Salary Claims

If you have a ‘how do I do this’ question then please contact your super user at the Partnership Trust. There are members of staff who have been fully trained on ePay. Details of the super users can be found on the Partnership Trust intranet.

• E mployee Entry for Bank hours where Bank employee and hold a Substantive post • Y ou can view the progress and status of your Salary and Expense claims to see whether it has been approved and will be paid • Y ou can submit salary and expense claims from anywhere, whether home or work-based

Where can I find out more about ePay? If you submit expense claims while working for the Partnership Trust, or claim overtime and enhancements then you need to be familiar with ePay. You can learn about the new ePay system through an easy to use ‘webinar’ which you can view on your computer at work by visiting the intranet: http://ssotp.ns.xnsht.nhs.uk/cp/sbs/Pages/ePay.aspx

https://extranet.staffordshire.gov.uk/ssotp/sbs/ ePay%20SSTOP%20%20Manager%20Training%20 Presentation%20v%200.3%20SH.pdf

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For anything else, please contact your ePay administrator – detailed on the ePay homepage. sstpnt.epay-mss@nhs.net

Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

Left to right | Hadyn Simms and Ian Aitken, NHS SBS ePay Analysts

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Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

Payroll From 1 November 2013, NHS Shared Business Services (NHS SBS) will be delivering the payroll service for the Partnership Trust. NHS SBS is the largest Payroll Provider into the NHS. We pay over 200,000 NHS employees every month via a reliable and accurate service.

The first salary payment that NHS SBS will be administering will be the 26 November 2013 payroll.

How can I find out more?

There are some useful FAQ’s on the Partnership Trust’s intranet – here is the link.

FAQs for Health Staff

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/Documents/ Frequently%20Asked%20Questions%20Oct%20 2013.pdf FAQs for Social Care Staff

https://extranet.staffordshire.gov.uk/ssotp/sbs/ ePay%20FAQ%20Oct%202013.pdf

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Service Guide for Finance & Accounting, Procurement and Employment Services

Who do I contact if I have a payroll enquiry?

The NHS SBS payroll team offer an Employment Services Desk (ESD). This ensures that all Payroll enquiries are handled through a consistent communications channel, giving access to our knowledgeable team and allowing all calls and trends to be tracked.

Employment Services

If you have a payroll enquiry please contact ESD on: 0303 123 1144 sbs.esd@nhs.net For Health Staff

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/Pages/Payroll.aspx For Social Care Staff

https://extranet.staffordshire.gov.uk/ssotp/sbs/Forms/ AllItems.aspx

Left to right | James Hilliard, Jane Mpofu, Lucy Thornton, Henry Wheaton & Heather Simmons NHS SBS Payroll team

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Service Guide for Finance & Accounting, Procurement and Employment Services

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Employment Services

Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

Manager Self Service What is Manager Self Service?

Manager Self Service (MSS) gives managers direct access to ESR. This is the Electronic Staff Record which is an Oracle-based human resources and payroll database system currently used by a large majority of the NHS to manage the payroll for 1.2 million NHS staff members. ESR can be seen as the hub of your workforce information.

Through MSS, managers will be able to: • A ccess workforce information for your team(s) in real time. For example, a simple enquiry of a particular employee’s working hours, grade or course attendance, through to the absence calendar (an interactive tool enabling view and update of the absences for their direct reports) plus a suite of discoverer reports e.g. staff listings, compliance levels.

• A pprove (or reject) requests from your employees e.g. annual leave. Also approve certain changes employees make to their own records e.g. name changes.

• R ecord sickness and other forms of absences, contractual changes (e.g. permanent hours) and leavers for employees in your team(s).

The Manager Self Service hierarchy determines which employee records you can report on, view and update. This hierarchy is also used by ePay (see ePay section of this guide for more information) and must be kept up to date.

Where can I find out how to use MSS? A full User Guide describing how to use MSS is available at:

Additionally there are Quick Reference Guides covering the most common transactions at: For Health staff

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/Pages/Manager-Self-Service.aspx For Social Care staff

https://extranet.staffordshire.gov.uk/CookieAuth. dll?GetLogon?curl=Z2FssotpZ2F&reason=0&formdir=3

How do I access MSS? You can only connect to MSS from inside the NHS secure N3 network and you will need to use your Smartcard. Please refer to the User Guide for further details: For Health staff

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/public/SSOTP%20 Manager%20Self%20Service%20User%20Guide%20 -%20Oct%202013%20-%20v1%200.pdf For Social Care staff

https://extranet.staffordshire.gov.uk/ssotp/sbs/ePay/ SSOTP%20Manager%20Self%20Service%20User%20 Guide%20-%20Oct%202013%20-%20v1%200.pdf

Who do I contact when there are changes to my hierarchy?

If you need to move an employee out of your hierarchy, for example, because they are transferring to another manager’s responsibility, you should send an email with details to: sstpnt.epay-mss@nhs.net

For Health staff

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/public/SSOTP%20 Manager%20Self%20Service%20User%20Guide%20 -%20Oct%202013%20-%20v1%200.pdf For Social Care staff

https://extranet.staffordshire.gov.uk/CookieAuth. dll?GetLogon?curl=Z2FssotpZ2F&reason=0&formdir=3

Key contacts If you have a query that can not be answered by reviewing the User Guide or checking the relevant Quick Reference Guides then call: 01889 571 497 jan.james@ssotp.nhs.uk

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Service Guide for Finance & Accounting, Procurement and Employment Services

Pensions NHS SBS will deliver a complete pensions service to meet the requirements of the Partnership Trust.

We have an experienced Pensions team responsible for delivering on all aspects of pension records and established dedicated teams for each key process area of the service delivery.

I already have an NHS pension?

Will NHS SBS now be administering this?

Yes. If you are in a local government scheme, then we will make the deductions for you on your behalf.

Who do I contact with a pensions enquiry?

The Employment Services team at NHS SBS have an Employment Services Desk (ESD). This will enable you to manage any queries. You will receive a unique reference number for your telephone call. An NHS SBS Pension subject expert will then take responsibility for your call and contact you to talk through your enquiry and provide you with relevant support.

If you need to contact the Employment Services Desk: 03031 231 144 sbs.esd@nhs.net

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Employment Services

Service Guide for Finance & Accounting, Procurement and Employment Services

Employment Services

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Service Guide for Finance & Accounting, Procurement and Employment Services

Training

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Training

Service Guide for Finance & Accounting, Procurement and Employment Services

Training

Training

Training Courses

I just need a refresher

In November 2013, there are still opportunities to book onto training courses being delivered

by NHS Shared Business Services for:

NHS Shared Business Services has a dedicated training page where you can find all of the latest User Guides and Quick Reference Guides for all of the relevant roles. There is a wealth of e-learning modules to help you settle into things and information on regular non chargeable webinars that will ease you into the new system. All of this can be found clicking here:

• Recruitment • Procurement (iProc)

http://nww.sbs.nhs.uk/training_zone.html

How do I book on to an NHS SBS delivered course?

• F or Social Care Staff, book your place by emailing: statbookings@ssotp.nhs.uk (Once this has been received a confirmation email will be sent.)

• F or all other staff please book your place on ESR / OLM. • S hould you not be able to find the course you want to book it may be that this is already fully booked. Should this be the case please email statbookings@ssotp.nhs.uk or call 01889 571 488 stating your name, location and course requirements. You will be contacted with the details of the next available course in your area.

• S hould you have any further questions on any of the training sessions then please feel free to contact the Partnership Trust team on: statbookings@ssotp.nhs.uk

NHS Shared Business Service-User Access Guide In order to Request Annual Leave, Record Sickness, Manage Your Team, Claim & Approve Expenses, Order Goods & Services and Recruit Staff, you will now need to use some or all of the following five applications: • ESR (Electronic Staff Record) – To request annual leave, record sickness etc • ePay (Payroll) – Claim and approve expenses • eRecruitment (Stepchange) – Recruitment • NHS Jobs (Recruitment) – Recruitment • Oracle Financials – Ordering goods & services

The following link provides details of a User Access Guide which explains: • H ow to access the NHS SBS Information Technology applications in terms • Problem solving if you have access problems

What about the future?

During November appointed staff members of the Partnership Trust have been selected to attend an intensive course to have all the knowledge necessary to deliver training for the future. Should you need training for yourself, for instance if you have changed role, or for new starters or anyone else that may need training, then this can be arranged by contacting your training team on statbookings@ssotp.nhs.uk

• Contact details for further queries and issues • T he Partnership Trust – Remote Access from Council sites For Social Care

https://extranet.staffordshire.gov.uk/ssotp/sbs/Forms/ AllItems.aspx For health

http://ssotp.ns.xnsht.nhs.uk/cp/sbs/Pages/default.aspx

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Training

Training Testimonials Here’s what you are saying!

Many of the staff at the Partnership Trust have received training on the new services for Finance & Accounting, Procurement and Employment Services. Here are some of the comments.

Francis Gorman, NHS SBS Client Performance Lead - Training

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Service Guide for Finance & Accounting, Procurement and Employment Services

Training

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Service Guide for

Finance & Accounting, Procurement and Employment Services

From 1 November 2013, the Partnership Trust’s Finance & Accounting, Procurement and Employment Services are managed by NHS Shared Business Services.

This service guide is designed to give you essential information on how NHS SBS can help you and your team in your daily work at Staffordshire & Stoke on Trent Partnership Trust, and provides useful links to key information and contacts.

This information is available in other formats Please contact:

communications@ssotp.nhs.uk

Large print, Audio, Braille & Digital / Online.

Staffordshire and Stoke on Trent Partnership Trust 2nd Floor Morston House The Midway Newcastle-under-Lyme Staffordshire ST5 1QG