Increased visibility of HR cases for HR team and SMT at NHS Trust

Lewisham and Greenwich NHS Trust, a provider of healthcare services to local people in the boroughs of Lewisham, Greenwich and Bexley has streamlined its employee relations (ER) case management processes by implementing Selenity’s ER Tracker.

With a keen focus on resourcing and delivering the best possible care to patients, the human resources (HR) department sought a solution which would standardise HR case management and streamline processes. Selenity ER Tracker not only enables the Trust to improve the speed and quality of reporting but also enhances compliance and information gathering for Freedom of Information (FOI) requests and supports greater communication amongst the entire HR department.

“Our Employee Relations department is currently made up of nine employees who all use Selenity ER Tracker to record and manage relevant case information. Other members of the team such as our HR Business Partners and our Deputy HR Director all have visibility of the system, which makes sharing case information much easier,” says Victoria Tyler, Head of Employee Relations, Lewisham and Greenwich NHS Trust. “We’re currently using ER Tracker to manage grievances, short-term and long-term sickness, disciplinary, capability, and employment tribunal cases.”

Prior to the implementation of Selenity ER Tracker the Trust would record information using multiple Excel spreadsheets. With an average of 25 – 30 open cases per month (excluding sickness absence), there would be real variation in the information being recorded as definitions were decided by each individual advisor. “From a reporting standpoint, this made it difficult to extrapolate data from the spreadsheets,” comments Victoria.

The new system enables the ER team to store all case information centrally and allows them to easily access data and manage caseloads. The software is aligned with the Trust’s HR policies in order to provide accurate timelines which help the team to meet key deadlines, prioritise their workload and drive impactful change.

“Selenity ER Tracker is easy to customise and simple to use, which means that we can adjust the system to meet our needs. We’re still in the early days but so far, it’s already allowed us to extract information such as the volume of cases we’re managing and feed that into our workforce reports. Going forward we’re looking to harness the full capabilities of the system and identify trends in order to improve the management of our employee relations cases,” adds Victoria.

Additionally, the software also helps with compliance and supports the team in gathering information for FOI requests. Victoria adds “FOI requests can be incredibly difficult to fulfil if there isn’t a consolidated system for recording activity. It can be hard to gather granular detail, especially if team members have to go into individual spreadsheets and search information line-by-line. The standardised options available through Selenity ER Tracker means that it’s now easier for us to gather information, there has been a vast improvement and the process is now much quicker.”

Victoria concludes: “The process of implementing Selenity ER Tracker has been smooth and we’ve received continued support from the team at Selenity. The system is intuitive and easy to customise, which means that it’s not a problem for the team to add and remove case types, steps and options. Even after a short period of time, we’ve already seen vast improvements to the way we report and manage information amongst the HR department.”

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