Affiliated Teaching Hospital BOARD OF DIRECTORS: 27 TH MAY 2016 AGENDA ITEM: 10.2 SUBJECT: STAFF SURVEY REPORT AND ACTION PLAN RESPONSIBLE DIRECTOR: Director of Human Resources & Organisational Development AUTHOR: Director of Human Resources & Organisational Development PREVIOUSLY CONSIDERED BY: Trust Management Committee EXECUTIVE SUMMARY: The attached report and action plan has been produced in response to the NHS National Staff Survey and Quarterly Friends and Family Staff Survey results for our Trust. The national survey was conducted between September and November 2015. The Quarterly Friends and Family surveys were undertaken during Quarter 1, 2 and 4 of 2015/16. In order to address concerns raised as part of the survey an action plan has been constructed for consultation and approval. The action plan has been devised in consultation with the members of the Trust Management Committee and contains priority actions to be undertaken with specific timescales and success factors against each action. ACTION REQUIRED: RISK TO THE TRUST (include reference to BAF or Corporate Risk Register) WORKFORCE ISSUES: (including training and education implications) FINANCIAL IMPLICATIONS: Specify No/Yes (Detailed within the report). COMMUNICATION/CONSULTATION ISSUES (including patient and public involvement) STRATEGIC OBJECTIVE: (specify trust strategic objective) CQC DOMAINS safe. effective. caring. responsive to people s needs. well-led Please indicate which domain the report is providing assurance on To consider the actions and approve the plan. BAF Strategic Risk 3 - Inability to attract, develop and retain good staff Increasing staff engagement. Indirect through attrition and not being able to fill vacancies as well as reduced productivity. To all staff To maintain a fulfilling and developmental working environment for our staff. Well-led Chairman: Graham Foster Chief Executive: David Sissling
Affiliated Teaching Hospital 1 Introduction STAFF SURVEY OUTCOMES AND ACTION PLAN 2016 1.1 The NHS Staff Surveys provide an opportunity for organisations to survey their staff in a consistent and systematic way. This makes it possible to build up a picture of staff experience and, with care, to compare and monitor change over time and to identify variations between different staff groups. Obtaining feedback from staff and taking account of their views and priorities is vital for driving real service improvements in the NHS. 1.2. During 2015/16 the Trust undertook the national NHS staff survey and the quarterly NHS Friends and Family Test Staff Survey. Over previous years the Trust has performed poorly in regards to staff survey responses when benchmarked nationally. Improving the staff survey outcomes is vital for improving staff engagement in the Trust challenges and acts as a benchmark for prospective employees. 2 2015 National NHS Staff Survey 2.1 The 2015 National NHS Staff Survey was conducted between 25 th September and 27 th November 2015. The Trust Management Committee selected the survey method for 2015, which was a paper based and electronic method, whereby staff members with active e-mail addresses were sent the survey electronically, with other staff receiving a paper version of the survey. 2.2 The results of the survey were communicated in various forums, including Leadership Forums, Chief Executive Announcements, Joint Staff Side Committee Meetings, Trust Management Committee, Workforce Development Committee and the Board of Directors during February and March 2016. A copy of the report previously circulated and presentation of the key findings form the survey can be found in Appendix 1 and 2. 3 Staff Friends and Family Test 2015/16 including Q4 3.1 In 2015/6 a different approach has been taken with regards to the Staff Friends and Family Test (SFFT) with Clinical Business Units and Corporate Directorates allocated to each quarter. This change was made following feedback from survey that the survey was to repetitive to complete each quarter. Responses to the survey were able to be made via postcard completion, online and the Trust smartphone app. Quarter 1 Women s and Children s and Clinical Support Services Quarter 2 - Surgery, Anaesthesia, Core services and Corporate Services Quarter 3 SFFT survey not undertaken, National NHS staff survey being undertaken Quarter 4 - Urgent Care, Adult Medicine, Speciality Medicine and Estates and Facilities 3.2 The SFFT survey asks staffs response to two questions. Q1 How likely are you to recommend the Trust to friends and family if they needed care or treatment? Chairman: Graham Foster Chief Executive: David Sissling
Q2 How likely are you to recommend the Trust to friends and family as a place to work? 3.3 The Trust results for 2015/16 compared to 2014/15 are shown below: NB completion rates during 2015/16 are still calculated against all Trust staff rather than those targeted to complete the survey during the relevant quarter. Completion rates when compared against the target audience for the survey are at approx. 25% 3.4 The results highlight a similar outcome to that of the National NHS Staff Survey results, with the greatest reduction being demonstrated in Quarter 2 of 2015/16, in line with a majority of the business areas which performed below expectation in the national survey, such as Core Services, Corporate areas and Surgery. 4 Staff Survey Action Plan 4.1 A Staff Survey Action Plan was developed for 2015/16 with a number of actions undertaken in line with the summary on page 7 of Appendix 2. Whilst overall improvements were made when benchmarking our performance internally, when compared nationally our Trust performance remains below national benchmarks, which reflects poorly on our staff experience of working at the Trust. 4.2 Therefore further work specifically with regards to the development of targeted actions has been developed with input from the HR team, staff side representatives and members of the Trust Management Committee. 4.3 The action plan contained within Appendix 3, provides specific actions be to undertaken in line with specific staff survey pledges in order to identify where progress is being made. With some of the actions there is a greater series of detailed actions as with the We Will CARE Together Values programme 4.4 The theory behind the staff survey essentially sets out that good staff engagement leads to successful organisations with high levels of performance on staff management and patient care. The actions that support staff engagement and that are reflected in the staff survey action plan can be seen in many models of staff engagement. 5 ACTION REQUIRED BY THE BOARD 5.1 To note the content of the report and approve the attached action plan Chairman: Graham Foster Chief Executive: David Sissling
APPENDIX 1 Affiliated Teaching Hospital National NHS Staff Survey 2015 Results and Action 1 Introduction 1.1 The NHS Staff Survey provides an opportunity for organisations to survey their staff in a consistent and systematic way. This makes it possible to build up a picture of staff experience and, with care, to compare and monitor change over time and to identify variations between different staff groups. Obtaining feedback from staff and taking account of their views and priorities is vital for driving real service improvements in the NHS. 1.2 Over previous years the Trust has performed poorly in regards to staff survey responses and progress to date is contained within this paper, including the recent Staff Friends and Family survey outcomes. Improving the staff survey outcomes is vital for improving staff engagement in the Trust challenges and acts as a benchmark for prospective employees. 1.3 The 2015 National NHS Staff Survey was conducted between 25 th September and 27 th November 2015. The Trust Management Committee selected the survey method for 2015, which was a paper based and electronic method, whereby staff members with active e-mail addresses were sent the survey electronically, with other staff receiving a paper version of the survey. 2 2015 Survey Results Presentation and Action Plan update 2.1 The annual national staff survey was sent out to all staff in September 2015 and in February 2016 the NHS Staff Survey Co-Ordination centre published reports for each Trust benchmarking them against average and best performing Trusts. 2.2 The survey findings were summarised in 32 Key Findings against four pledges and additional themes, such as staff engagement and equality and diversity. 2.3 For 2015, as in 2014, the decision was made to issue the survey to all staff, rather than a percentage of staff, in order to receive a representative view from staff within the Trust. In 2013 circa 400 staff completed the survey, in 2014 circa 1400 (39%) staff completed, however in 2015 900 (27%) staff completed the survey. A rationale for the reduction in completion could be attributed to the change to completion methodology. 2.4 There are some improvements in the responses by our staff in 2015, the overall picture saw 10 of the key findings improve, with 2 key findings deteriorating; however a majority of our results remain within the bottom 20% of Acute Trusts, presenting a continuous challenge for us to address a number of concerns. 2.5 The ten areas of key findings had a statistically significant improvement when comparing the 2014 to 2015 results, these are: KF1 - Staff recommendation of the organisation as a place to work or receive treatment KF4 Staff motivation at work KF8 Staff satisfaction with level of responsibility and involvement KF10 Support from immediate line managers 4
KF18 - % of staff feeling under pressure in last three months to attend work when feeling unwell KF22 - % of staff experiencing physical violence from patients, relatives or the public in last 12 months KF 23 % of staff experiencing physical violence from staff in last 12 mths KF7 - % of staff able to contribute towards improvements at work KF20 - % of staff experiencing discrimination at work in last 12 mths KF28 - % of staff witnessing potentially harmful errors, near misses or incidents in last mth 2.6 The two areas of key findings had a statistically significant reduction when comparing the 2014 to 2015 results, these are: KF11 - % of staff appraised in last 12 mths KF16 - % of staff working extra hours 2.7 The summary full staff survey results will be subject of a presentation, which includes heat maps of areas of concern benchmarked against national performance of the staff pledges. 2.8 An action plan, in line with the Trust Workforce Development Strategy, will be developed presented to the Board of Directors at a future date, which will seek to address the areas of greatest concern raised within the survey outcomes. The plan will include comments by members of the Board of Directors, the Workforce Development Committee, Trust Management Committee (including local CBU suggestions) and Joint Staff Side Meetings. 3 Conclusion 3.1 In conclusion Board members are requested to note the staff survey presentation provided at the Board meeting and actions to be taken regarding the 2015 staff survey action plan. Mark Smith Director of HR and OD February 2016 5
APPENDIX 2 6
APPENDIX 3 Affiliated Teaching Hospital Staff Survey - Action Plan 2016 RAG Key: Not started: Behind plan: On track: Complete: ACTION REF ACTIONS REQUIRED CURRENT SITUATION LEAD TARGET/ REVIEW DATE R A G Success Factor Staff Pledge 1: To provide all staff with clear roles, responsibilities and rewarding jobs A1 Implement concept of personal governance Personal Development Review and incremental pay progression guidance reviewed and re-issued Sept 2015. Subject to a further improvement plan for 2016 to increase the appraisal rates. Sue Newing June 2016 All staff have a PRDPR (monthly performance reporting and Workforce Dashboard) A2 Continue to undertake safe staffing audits Monthly reference point meetings established Leanne Hackshall Quarterly More clinical staff recommend the Trust in SFFT A3 Implement leadership and management development programmes Providers appointed and delegates identified. To link Matron and Sisters development to leadership programmes Mark Smith Sept 2016 Second cohorts are completing the programme 2016 programmes to commence in Sept 2016 A4 Implement and continually review/ refresh a comprehensive recruitment plan Programme to be put in place, revised this year to review the ability to recruit overseas. CBU Leads/ Resourcing Review again June Reducing vacancies and temporary staff costs and quicker 7
Local recruitment events scheduled for 2016 Team 2016 advert to hire rimes A5 Review and revise the format for job descriptions and person specs New format in draft Andrew Stewart May 2016 Clarity of understanding of duties and criteria to apply A6 Develop a retention package applicable for all staff but addresses hard to recruit areas Team project in HR, reviewing existing R&R arrangements locally and regionally in line with terms and conditions Kathryn Large/Mary Dovey July 2016 Information available for recruitment purposes Staff Pledge 2: To provide all staff with personal development, access to appropriate education and training for their jobs, and line management support to enable them to fulfil their potential B1 Undertake Training Needs Analysis Linked to appraisal action plan, development needs to send to workforce each month to enable the TDA to be completed. Sheila Turner August 2016 Clarity of role specific training needs B2 CBUs and Directorates to plan increases in Appraisals including agreeing personal development plans Appraisals are lower than Trust target in some areas. New PDRP process to include renewed promotion of compliance incremental progression HR Ops/ CBU Management Teams June 2016 All staff have a PRDPR B3 Development of a staff training brochure To be prepared following the development of a TNA Sheila Turner Sept 2016 Staff to be able to view appropriate training and availability B4 Promotion and training in e-roster to enable Better time management and work life balance E-roster has been upgraded and is now being extended throughout the organization Karen Purdie August 2016 Rosters being sent 8 weeks in advance leave being booked on line. 8
B5 Review of statutory and mandatory training provision to meet organisational need Review commenced Sheila Turner July 2016 Improved feedback from staff and mangers Staff Pledge 3: To provide support and opportunities for staff to maintain their health, well-being and safety C1 Consider outcome from regional health and wellbeing survey, develop Health and Wellbeing Strategy and implement Heath needs assessment being rolled out as part of GCC. Regional public sector survey being developed, however likely end of May deployment Sue Newing/ Mark Smith June 2016 Targeted plans in place to support staff to be fit to care C2 Global corporate challenge to be repeated based on the success of last year. Funding sourced. Programme commences 25 th May Mark Smith May 2016 Participation of 210 members of staff to GCC C3 Free eye tests to be offered to staff and their families Proposal to be discussed at the Health and wellbeing group Jackie Farrell July 2016 Positive staff feedback C4 Introduction of Smoke Free Site TMC agreed go live date of 6 th June, comms plan in situ, signage ordered C5 Raise the profile of health and wellbeing group Survey monkey to be used. Improved notice boards, and monthly promotion Sue Newing June 2016 Reduction of smoking on site and alternative therapies being offered as part of the process Sue Newing May 2016 Wider awareness of the group within the trust. C6 Explore the possibility of introducing an employee assistance scheme within the trust. On framework providers being sourced Sue Newing Sept 2016 Staff benefit, accessible for all Errors and Incidents D1 Review and publicise lessons learned forums encourage attendance (e.g. over lunch with food provided/ target attendance to key groups) Patient Safety Lessons Learned Forum held every 8 weeks all staff groups invited to attend. Susan Clennett Aug 2016 Staff are more confident and empowered to report incidents through 9
Schwartz rounds held to encourage learning understanding of how this is used for learning Violence and harassment E2 Re-publicise the Dignity at Work Policy Policy drafted to. Be shared with the trade unions Kathryn Large May 2016 Staff are aware of what constitutes bullying, harassment and victimisation and are confident and know how to report it. E3 Publicise Raising a Concern and the introduction of the Speak Up Guardian and the purpose of the role Policy being ratified at TMC on the 22/3/16 Sue Newing April 2016 Employees have confidence in the process, issues being raised. Staff Pledge 4: To engage staff in decisions that affect them, the services they provide and empower them to put forward ways to deliver better and safer services F4 Introduction of the We Will CARE Together programme with a specific focus on the Trust CARE Values Launch of the CARE Values within the Trust to support the delivery of the Trust Operational Plan and Strategy Mark Smith Sept 2016 An opportunity to seek and receive feedback across the organisation launching the values and identifying the behaviours Staff Satisfaction G1 Hold focus groups to find preferred methods of communication Focus groups were held, now need to be refreshed and revised based on this year s feedback CBU Management Teams Jul 2016 CBUs have specific local plans documented to address local issues as outlined within the national staff survey 10
G2 Finding effective cascade methods of communication with all staff groups across the organisation Variety of methods used, including CEO e-mail, Leadership Forum review, Link Listeners, however feedback from staff still suggests improvement is still needed. An increase in social media campaigns, twitter, facebook, staff app has demonstrated positive impacts Clare Culpin Sept 2016 Information audit confirms key messages are being received and feedback being provided with alternative suggestions Equality and diversity H1 Work to improve the data the trust holds on the 9 protected characteristics for staff. There are data gaps which if they were addressed may give a clearer picture in some areas like disability. Link as an NHS Employers Partner for Equality, Diversity and Inclusion for 2016/17 Chaman Verma Sept 2016 Reduced data gaps and promote awareness of E,D and I. 11
Affiliated Teaching Hospital 2015 National NHS Staff Survey Summary of Results for Kettering General Hospital NHS FT
Affiliated Teaching Hospital Summary Overall Staff Engagement Results
Affiliated Teaching Hospital Ranked Results 2015 v National Averages Top 5 ranking scores Bottom 5 ranking scores
Affiliated Teaching Hospital Largest Local Changes since the 2014 Survey Where staff experience has improved Where staff experience has deteriorated
Affiliated Teaching Hospital Staff Group Heat Map 2015 Results
Affiliated Teaching Hospital CBU Heat Map 2015 Results
Affiliated Teaching Hospital 2014 Staff Survey Action Plan and Outcomes Action Introduction of new Appraisal Process CBU and Directorates plan to increase appraisal completion Schwartz Rounds Publicise lessons learned forums Staff Pledge Outcome 1, 2 New process introduced in October 2015, to be fully implemented and adhered to throughout 2016/17 particularly given the 2015 survey outcome giving a greater quality appraisal and ensuring completion 1 Commenced in December 2014 to continue and ensure that LLF is attended by multi-professional staff To be monitored Monthly Workforce Report CBU performance review meetings Workforce Development Committee ¼ to Trust Board Attendance and outcomes at Quality Governance Steering Group Safe Staffing Audits 1 Completed and will be continued through SafeCare system implementation Monthly Safe Staffing NQB data produced and submitted SafeCare monthly CBU performance meetings Leadership Development Programme Focus Groups CBU Communications 1, 2, 4 2015/16 Cohorts to be completed in April 2016. Leadership event to be planned for April 2016 to acknowledge the work undertaken. Evaluation and feedback to determine future models 1 Focus Groups held in CBUs e.g. CCU/Oakley and Barnwell's further understanding required regarding communication methods within CBUs Recruitment Plan 1 Recruitment plan and events in place for 2016/17 inclusive of local, national and international recruitment. Training Needs Analysis Learning Education Group Workforce Development Committee ¼ Monthly Performance review meetings Staff Friends and Family Survey Monthly Workforce Report CBU performance review meetings 1 Full TNA to be completed based on national framework and appraisal outcomes Learning Education Group Trust Management Committee Health and Wellbeing 3 A number of activities including GCC launched in 2015 to be consolidated with HWB plan for 2016 increased usage of The Hall @ KGH Staff Health and Wellbeing Focus Group