Improving Data Quality in ESR - ESR Hub

The NHS manages over two million employee records through the Electronic Staff Record (ESR), which captures essential data such as employment history, qualifications, training, and payroll details. Maintaining high-quality data in ESR is vital for ensuring accurate and up to date staffing information including workforce numbers, roles, and skillsets.

This information plays a critical role in supporting the NHS 10 Year Health Plan by helping ensure the right people, with the right skills, are in the right place at the right time to deliver safe and effective patient care.

ESR enables organisations to record and report on a wider range of workforce data, which is used at local, regional, and national levels to inform workforce planning and operational decisions. Because these decisions rely heavily on data analysis, it is imperative that the data is accurate, complete, and timely. Poor data quality can have a direct impact on every aspect of workforce management.

By getting the fundamentals right, ESR can provide high-quality data that supports monitoring and evaluation of workforce policies and activities. This ensures the NHS is equipped to respond to current and emerging challenges, while also delivering reliable insights to stakeholders across the system.

When data in ESR is complete. accurate, and timely, it empowers organisations to make informed decisions that lead to better outcomes across the NHS. The key benefits include:

Improved Workforce Intelligence:

High-quality data enhances visibility of workforce metrics at local, regional and national levels, supporting effective planning, resource allocations, and performance monitoring.

Financial Efficiency:

Accurate data reduces payment inaccuracies (e.g., overpayments, under payments, no administrative overhead, leading to significant cost savings.

Readiness for the Future Workforce Solution:

Organisational readiness for the Future Workforce Solution (FWS) is a key enabler of long-term workforce transformation. By proactively optimising the quality and completeness of workforce data, organisations can ensure a smoother, more efficient transition to the future solution.

Insight into Workforce Diversity:

Reliable demographic data such as gender, ethnicity, and age enables organisations to understand the composition of their workforce. This supports the development of inclusive strategies and helps address disparities in healthcare access and outcomes.

Greater Organisational Agility:

With robust data, the NHS can respond more quickly and effectively to changes in the healthcare environment, including new technologies, evolving patient needs, and workforce challenges. Poor data quality, by contrast, can hinder adaptability and lead to inefficiencies.

Enhanced User Experience and Trust:

Maintaining data integrity in ESR ensures a smoother user experience, builds trust among staff and stakeholders, and supports compliance with legal and regulatory standards.

Support for Core Workforce Functions:

High-quality data underpins critical processes such as workforce management, payroll, compliance training and development, performance management, and data security.

By following the best practices outlined in this guidance, organisations can uphold data quality, drive continuous improvement, and maximise the value of ESR for both employees and the wider healthcare system.