Simplified KSF at Barnsley Hospital NHS FT

SAVE ITEM
case-study

15 / 02 / 2012

The organisation

What we did and why

How we did it

Results and next steps

Tips for other trusts

Contact details 

The organisation

Barnsley Hospital NHS Foundation Trust is an acute trust which received FT status in 2005. It is a 500 bed hospital. The hospital provides a range of acute services from emergency and maternity to medical imaging. It serves a resident population of over 250,000.

What we did and why

The trust wanted to simplify the KSF process to ensure a significant improvement in both the quality and coverage of appraisal. Areas of low compliance were targeted throughout this process to improve the number of appraisals for Agenda for Change staff.

The trust management within the learning and development (L&D) department worked in partnership with the staff side unions throughout the change process, to ensure that the new process and associated documentation was agreed upon, workable and fair to all.

At the same time a related project was carried out to determine what mandatory and statutory training was required for each post.  This information is now assessable in a report format on SharePoint.  A further report on SharePoint states if each employee is in date or out of date with their mandatory and statutory training.  Both reports are produced monthly by the Trust’s HR Projects Team.

How we did it

A tips and hints booklet to help appraisers ‘make appraisal meaningful’ was produced, together with guidance notes and a toolkit to help appraisers write objectives and standards.  Our appraisal record form was also improved to make it easier to complete.
Prompts have been included on the appraisal record form to ensure that all related systems tie together. Prompts include:
• Has all mandatory and statutory training been completed?
• Has the job description changed?
• Has the appraisal been recorded centrally as having been completed?

Our online KSF familiarisation workbook for KSF appraisees was brought up to date and circulated trust-wide.  This is now made available during corporate induction for all new starters. We also uploaded all KSF documentation on to the trust’s intranet site and this too was circulated trust-wide.

Appraisers are now encouraged to only gather evidence of standards of work where there is a knowledge/skills gaps, for example:
• the employee is underperforming
• the appraisee is meeting the standards expected but is aiming for a higher level of competence and so wants to evidence further development.

PDPs are collated centrally via a SharePoint site, including basic information about appraisal, which is then entered on to the ESR.

Results and next steps

Feedback so far is that the appraisal paperwork is easier to complete, although appraisals are not quicker to undertake. We believe that this cannot be avoided if a qualitative appraisal is to take place. Our next steps will be:
• L&D department and line management to audit the quality and quantity of appraisals taking place (the NHS internal auditor has already given the Trust a grade B)
• offer performance management training (includes further setting of objectives/standards, giving feedback and dealing with underperformance) and coaching skills training to improve the skills of appraisers
• continue to offer ongoing refresher appraisal training for appraisers and over-the-phone guidance
• continue to offer training to all new appraisers.

Tips for other trusts

• Produce guidance notes for appraisers and appraisees and try to make all documentation downloadable and interactive
• Ensure all appraisers are trained before being allowed to undertake a KSF appraisal
• Ensure that each area has a sufficient number of trained appraisers to ensure workloads associated with appraising is shared out
• Ensure that all appraisees are familiar with KSF prior to their appraisal
• Ensure plenty of preparation time for the appraisal process
• Ensure that appraisers’ line management are auditing (via a sample) the quality of appraisals being undertaken in their area
• Offer simplified KSF briefings (or update training). 
• Keep all PDP information centrally so that the L&D strategy ties to the training that is required
• Don’t gather evidence for dimensions where employees are clearly performing
• Ensure appraisers know how to set objectives/standards and can tie these to the PDP where required.

Contact details

Julie Fellows, Learning and Development Officer
(01226) 433950
j.fellows1@nhs.net



 

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