Electronic Staff Record-training passports case study


09 / 9 / 2013 2.56pm

Derbyshire Healthcare NHS Foundation Trust has made pioneering use of the Electronic Staff Record (ESR) to introduce ‘training passports’ for every member of the trust’s 2,440 staff. The trust is using the Talent Management module of Oracle Learning Management to track and record training requirement competencies for every post. The trust has experienced the following benefits as a result of implementing this system:

  • Both employees and managers know exactly what training has been completed and are able to identify any gaps that may exist 
  • Passports offer a clear performance position on mandatory compliance rates and targets
  • Reassurance to all stakeholders of the organisation's commitment to staff training and improving patient care.

Training passports are emailed automatically every month to individuals, which means that staff do not have to worry about keeping a log of their training.

Competencies are classified as either ‘C’ for compulsory (yellow) or ‘R’ for role specific (blue), which helps employees and their managers prioritise training. The passport gives the expiry date of a competence, a green or red colour code to highlight training that is completed or required, and details enrolment information for future learning opportunities. Implementation of this system has been aligned to the roll-out of the trust’s eLearning programme, which represents 75 per cent of all training taking place across the organisation and has contributed to significant efficiency savings.

Training has been propelled to the forefront of employees’minds at team meetings by managers ensuring that they remind staff to keep their passports up to date and access the training that is available to them. Staff are also requested to bring passports to supervision meetings.

Following the publication of the Francis report, training and patient safety are at the top of the NHS agenda. Keeping track of an individual’s completed and outstanding training can be very difficult, with the Francis report revealing that many managers admitted to never feeling fully confident that they had the full picture, or that everyone was compliant and had undertaken all aspects of essential training.The expansion of a training passport scheme to the wider NHS could be an initiative that would help organisations meet the recommendations of the Francis report.

Further information is available on the Electronic Staff Record (ESR) website.

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