NHS Professionals Online Management Information System Training Manual Management Information Training Manual

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1 NHS Professionals Online Management Information System Training Manual Author and Creation date: Mark Frost October 2010 Page 1

2 Contents Page 1. Getting Started Overview The System Toolbar Running a Report Reports Toolbar Preferences Available Reports...20 Author and Creation date: Mark Frost October 2010 Page 2

3 1. Getting Started This manual has been designed to help you with your day to day use of the NHS Professionals Online Management Information System (MI). This system is designed to give you a suite of reports that will aid your organisation in making decisions regarding your temporary staffing needs. This system does not replace the MI that you receive manually from NHS Professionals but, rather, adds to your ability to have reliable information whenever you require it. You can access MI online via the NHS Professionals website at and then clicking on the Quick Login link in the top right corner. You will then be presented with the logins page where you should click Management Information Reports for Trusts > Once you have clicked this link the MI login page will appear (you can also access this page directly from ) Enter in your username and password as supplied by NHS Professionals. You should leave the authentication box as Enterprise or change it to this if it differs You should now be successfully logged on to the NHS Professionals Online Management Information system. Author and Creation date: Mark Frost October 2010 Page 3

4 2. Overview Once you have logged into the system you will see the following page The section at the top of the page is your main toolbar for the system and will remain at the top of the page throughout your use of the system unless you choose to expand the reports section of the page by clicking the icon at the top right of the reports section (highlighted above by the red box). The section underneath this toolbar Is the main area of the system and will be where you can select and see your reports. Author and Creation date: Mark Frost October 2010 Page 4

5 3. The System Toolbar This section will cover the system toolbar and any settings you change here will affect the whole of the system when you log in. Clicking on this icon will return you to the top level of the system i.e. the page you see when you first login. Clicking this icon will take you to the first step of running a report. This will be covered in a later section of this user manual The Open icon has two further options. My Infoview and Encylopedia. My Infoview will be covered in a later section. Encylopedia is not used at this time and you should not use this option. Send To will have a number of options once you have created a report. It is preferable that you export your reports to excel or pdf and use your local to send these reports. Because of this, this topix will not be covered. Clicking Help will pop up a new web page that contains all the help files supplied by the creator of the system. If you wish to use these help files you will need to allow pop ups from this site Clicking on Preferences will display a list of options that you can select to change the layout and other settings within the system. You will also be able to change your password in Preferences This option will be covered in a later section of this manual About will display legal information about the system. Log Out will log you out of the system at the end of your session Author and Creation date: Mark Frost October 2010 Page 5

6 4. Running a Report To access the reports you can click on the Documents List link from either the system toolbar or from the home page if that is displayed This will then display a new page with a tree type view in the left pane: You should expand this the sub tree Public Folders by clicking on the + sign next to the folder Author and Creation date: Mark Frost October 2010 Page 6

7 You should do the same for MI Trust Reports Remember click the + symbol You will now see the lowest level of the tree view. You will see the folders for Complaints and Trust/Location Split. If you wish to view a Complaints report you should click on the Complaints folder. All other reports are in the Trust / Location Split folder. Once you have selected a folder you will see the following page, with the tree view on the left and a list of available reports on the right: Treeview Available Reports To select a report you will need to double click on the report you wish to view, in this case the report being run is Bookings Reasons Report Author and Creation date: Mark Frost October 2010 Page 7

8 You will see the report appear. On the left is the navigation map. These are the pages of the report in this case you can see the report has a Title page, a shifts page, an Hours page and a WTE (Whole Time Equivalent) page Every time you run a report the report will be blank. You will need to Refresh the report using the Refresh Data button in the top right of the report highlighted above by the Red box Once you have clicked this button you will see the Refreshing Data box This box may appear for quite some time if the system is operated from a slow network or if the system is used at your networks peak times. Author and Creation date: Mark Frost October 2010 Page 8

9 You will then see a page where you can enter in the search details for the report. These will differ depending on which report you require The first box at the top holds all the details you must enter to run this report The second box will be where you need to type the details. Note that some of these details need to be in a specific format, such as dates. Go through each option and fill in the details. For dates you will need to fill in the date in the DD/MM/YYYY format so 1 st September 10 will be entered as 01/09/2010 Once you have completed each option click on the next option in the box at the top. Different options that are selected in the top box will display different results in the second box. i.e. Trust will display Select your trust in the box on the left and then move this to the box on the right by clicking on the Right move arrow Author and Creation date: Mark Frost October 2010 Page 9

10 When you see the staff group list and you want to report on Nursing staff, you will need to ensure that you select and move the Nursing & Midwifery staff group. Once you have completed all the data entry use the scroll bar on the right of the pop up box to scroll to the bottom. You will see the Run Query button. Click on this to generate your report Author and Creation date: Mark Frost October 2010 Page 10

11 Your report will appear once the data is collated. Remember that if you have a slow network or have asked for a large timescale for your report this could take some time to compile. You can now select the different elements of your report, either by using the navigation map on the left or by using the tabs. If you want to see more of the report you can collapse the navigation map by clicking the arrowed button in between the navigation map and the report. This is what the booking reasons report will look like if you were to select the Shifts tab Note the scroll bars on the right and the bottom of this page you will need to use these in order to view the whole report Author and Creation date: Mark Frost October 2010 Page 11

12 5. Reports Toolbar You may have noticed by now that when you open up report a new toolbar appears above the report This section will discuss each of the options available to you from this toolbar. When you expand the Document list you will see the options for Close: If you click Close the document will close and you will return to the Documents List page where you will be able to rerun reports. Save as: If you click Save as the report can be saved into your favourites folder within the system. You may wish to do this if you access the same report frequently. Save to my computer as > The expanded list from this option is You can choose any of the options from here and then save the page of the report that you see on the screen Author and Creation date: Mark Frost October 2010 Page 12

13 Save report to my computer as > The expanded list from this option is This option will save the ENTIRE report to your PC in the format you select The view button when expanded will enable you to view the document in a variety of formats: Page mode: Page mode will display the report in the normal page mode page mode is the default Draft Mode: Draft mode will display the report in the draft mode version PDF Mode: PDF mode will display the result as a pdf document (adobe acrobat) Left Pane: If you untick the Left Pane option the navigation pane will disappear this is the same as the previously mentioned arrow between the navigation pane and the report pane Status Bar: As with the left pane option select this will make the status bar at the bottom of the page appear or disappear. Author and Creation date: Mark Frost October 2010 Page 13

14 If you click this icon the system will export the report to pdf for you to print. You will be prompted to either open the file or save it. If you are using this option you should click the open option Clicking on the binoculars will bring up the find dialog in the left pane You can type into the box and then search your report to find this text. Clicking on this option will undo your previous action. Clicking on this option will redo your next action (this will only be available if you have undone an action) Using this option will allow you to control the zoom at which you are viewing the report This option allows you to navigate between the pages of each section of the report. The title page has only one page in that section and so none of the arrows will be highlighted. On some of the reports sections there will be more than one page displayed you will be able to click on the buttons or type in the page number that you want. Author and Creation date: Mark Frost October 2010 Page 14

15 6. Preferences You will not normally need to change the settings in Preferences. However this section will talk you through how to set options that will change the way the system is displayed and how to change your password. When you enter the Preferences page you will see initially that the General Option is already expanded. If you collapse this menu by clicking the blue arrow next to General you will see all the other options that are available to you. General General Settings. This is used to change the way the system is displayed when you login. Change Password. Allows you to change your password. You should do this the first time you login to the system Web Intelligence. Do not use Desktop Intelligence. Allows you to set the default view for reports (standard or pdf) Crystal Reports. Do not use Author and Creation date: Mark Frost October 2010 Page 15

16 The above topics will now be covered in more detail by section. General. Do not use the settings in the red shaded areas Author and Creation date: Mark Frost October 2010 Page 16

17 Infoview Start Page options: Selecting a different option will change the page that is displayed when you initially log into the system. You may wish to use this if you have setup My Infoview or if you store reports in Favourites Set the number of objects (max.) per page: Changing this option will set the number of items shown to you in any lists on screen. This is an example where this value has been set to 2: Notice there are only 2 reports shown per page in the picture above whereas there are many more shown in the list below Author and Creation date: Mark Frost October 2010 Page 17

18 Document List Display: Selecting these boxes will show the detail on the reports list. Set as above the reports list will show the headings: Adding the other options in will display those headings: This is personal preference but you should certainly always show Description Document Viewing Options: For ease of use it is best to leave this option set to the default In the Infoview portal however if you wish to see reports in a separate fullscreen browser window then you may select one of the other options. Be aware that the last option will display a new window for each report you run. Author and Creation date: Mark Frost October 2010 Page 18

19 Change Password: Expand the Change Password section and you will see: To change your password enter your current password and then your new password twice. Desktop Intelligence settings: If you want to change how your reports are displayed you should select your option here. You should only choose Web or PDF. Desktop Intelligence format should NOT be used Once you have chosen your preferences you should then click the Ok button in the bottom right of the corner. Once you have done this your preferences will have been saved and you will be returned to the Documents list page. Author and Creation date: Mark Frost October 2010 Page 19

20 7. Available Reports Below is a list of all the available reports and a short description of what the report will show. Complaints Reports: Report Name Agency_Complaints_Report Agency_Complaints_Trend_Report NHS_Professionals_Complaints_ Trend_Report Trust Report Closed Trust Report - Open Description Contains a list of complaints within specific date ranges, including the name of the complainant, Ward, Date received, description of the complaint, status of the complaint and which agency the flexible worker is from Contains the number of agency complaints raised between two specific dates by the type of complaint Contains the number of NHS Professionals complaints raised between two specific dates by the type of complaint Lists the complaints against NHS Professionals flexible workers where the complaint has been closed Lists the complaints against NHS Professionals flexible workers where the complaint is active Trust / Location Split reports: Report Name Agency Weekly Authorised Shifts Bank Weekly Authorised Shifts Booking Efficiencies Report Booking Requests by Source Booking Reasons Report Cancellations & Deletions Report Non Invoiced Shifts Nurses WTD Bank Only Nurses WTD MPH Shift Status Report Shifts Fill Performance Weekly Authorised Shifts Description Agency timesheets Authorised for payment within selected period. NHS Professionals timesheets do not appear NHS Professionals timesheets Authorised for payment within selected period. Agency timesheets do not appear Report for a defined timescale that show efficiency measure used by the trust. These include self filled requests, web bookings etc Report for a defined timescale that shows how NHS Professionals have received requests from the client (e.g. Telephone/web etc) Report that indicates the reason for request as selected when creating the request (e.g. Vacancy / Sickness etc Report that shows reasons for cancellations during a defined timescale List shifts that have not been invoiced for yet. Lists FW s Working Time Directive NHS Professionals bank workers only Lists FW s working time directive where the FW has a substantive post Lists all shifts, filled and unfilled and various other details for a defined timescale Summary of shift fill/unfilled/filled by agency, by directorate, ward, WTE and shifts Summary of NHS Professionals timesheets that have been authorised for payment Author and Creation date: Mark Frost October 2010 Page 20

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