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Oracle Learning Management

ESR enables learning and development of NHS staff at all levels to be provided, monitored and managed

Overview

The Oracle Learning Management component of the Electronic Staff Record (ESR) enables comprehensive control over all the activities associated with the learning and development of NHS staff. This includes the administration of courses, e-Learning, and the recording of learning undertaken by every employee. Courses can be linked to defined competencies, including national competence frameworks, so that current employee competencies and progress towards those competencies can be updated and monitored. The use of national mandatory competencies  can lead to a reduction in staff undertaking unnecessary duplicate learning when transferred using the Inter Authority Transfer (IAT) process).

Benefits

  • Enables NHS organisations to manage all aspects of the delivery and maintenance of a learning service including the ability to access national e-learning courses which are centrally maintained.
  • Maintains information on: Courses (any educational or development activity designed to enhance an employee’s competencies, qualifications or experience), Classes (a single occurrence of a course on a particular date), Resources (such as trainers, equipment or venues), Customers (external organisations to whom learning is delivered by the NHS), Suppliers (external organisation who may provide learning or support), and Learning Centres (organisations within the NHS who deliver learning).
  • OLM supports a blended approach to Learning with organisations able to offer, in one place, classroom and e-Learning learning.  Local e-Learning can be added to the course catalogue to compliment the wide range of freely available national courses.
  • Employee competencies can be associated with courses. Once a member of staff has completed the course, his or her employee record can be updated with the new competency automatically.
  • National competence frameworks nationally maintained, removing the need for each organisation to maintain these locally. They include the Knowledge and Skills Framework (KSF), National Occupational Standards (NOS), National Workforce Competencies (NWC), and an agreed set of Mandatory Competence labels (MAND) to support monitoring of compliance levels. For example, a skill in Manual Handling may require a refresher course every 12 months; ESR will enable you to report on those employees who are due for refresher learning.
  • Where national competencies aren’t suitable for a specific piece of local learning, local competences may be created.
  • A wide range of reports enables learning and development to be monitored at a local or national level.
  • Automatic system generated e-mail delivered to staff upon:
    • Enrolment (Joining Instructions)
    • Cancellation of Enrolment
    • Update of class details (e.g. time/date/venue)

eLearning

OLM includes functionality to enable learners to find and complete e-Learning. The e-Learning content can be either locally created by the organisation, or nationally provided by a number of content providers:

  • e-Learning for Healthcare
  • Skills Academy for Health – Core Learning Unit
  • Social Care Institute for Excellence
  • Connecting for Health

National content comes at no additional cost to organisations. Both local and national content are viewable from the same catalogue enabling a user to select from a wide variety of available content. National content is created and configured nationally, meaning there are no administrative burdens on local organisations to:

  • Test content to ensure it functions correctly
  • Address any issues identified during testing
  • Setup content and make this available to all users
  • Update content (e.g. due to a change in law or curriculum)

What it looks like

The ESR Learning Management process contains four stages:

Example screens for each of these stages are shown below:

Stage 1: Setup and Maintenance

Learning Administration Form
   

With this form, a Learning Administrator can access information relating to a course catalogue.  New courses and classes can be set up and existing ones maintained.

Access to the entire catalogue is available through one form, allowing users to “drill down” into different course types and particular classes.  This enables more efficient set up and maintenance of the learning programme and provides a single point of reference for all learning.

Stage 2: Enrolment

Single Enrolment Form
   

This form is used by the Learning Administrator to enter student details against classes.  Learning Administrators can select students from a list containing all the employees on the system. Information on where each employee works and their internal/external address is available and used to generate letters, thereby reducing manual data entry.  When the employee email address is recorded against their HR record this is also pulled through to the enrolment form enabling the automatic generation of an enrolment email to the Employee, reducing the administration of sending joining instruction letters.  Using details entered as Resources the email contains information on the date, time and location of the class.

Self Service Enrolment Form
     

Employees with access to Self-Service can search for offerings of learning and request enrolment.  ESR will send a request to the employee’s supervisor for them to approve the request. See the Self-Service factsheet in this series for more details.

Considerable manual and paper-based effort can be saved and the student enrolment process made more efficient through the use of ESR’s Manager and Employee Self-Service facilities to request and approve learning.

Stage 3: Approval

Manager Approval of Enrolment from Self Service
   

A Manager can approve or reject the enrolment. Courses may be setup in stage one to not require approval at all should this be appropriate for the course. The Manager retains the final approval on learning but has the ability to route the request to other senior staff if appropriate. This enables increased control over learning budgets, and minimises administrative overhead.

In a non Self-Service environment, it is likely that a paper-based process exists to record Manager Approval for employee attendance on courses. This would then directly (but manually) feed the “Student Enrolment Form” screen shown at Stage 2.

Stage 4. Outcomes

Update of Enrolment Status
   

The Learning Administrator can update the student status for an entire class in one operation.  It is also possible to highlight those staff that did not attend, and record a reason.  Bulk update minimises data entry and maintains the correct student status. This will ensure that subsequent reports are accurate.

Reports

ESR has a suite of standard reports that organisations are able to run to effectively monitor and manage learning for all staff:

NHS Education and Learning Analysis

  • Detailed Class List
  • Class Delegate List
  • Attendance Sign-In Sheet
  • Learning Record (All Delegates)
  • Learning Record (Internal Delegates)
  • Delegate Status Analysis
  • Candidate Status on Class
  • Employee Online E Learning Tests
  • Online e-Learning Test Analysis
  • Learning Path Subscriptions
  • Individual Learning Path Report

NHS Education and Learning Monitoring Analysis:

  • By Gender
  • By Disability
  • By Ethnic Origin
  • By Religious Belief
  • By Sexual Orientation
  • Actual and Planned Expenditure
  • By Age Band
  • By FT/PT
  • By Assignment Category
  • Employees Without a Specific Course
  • Employee Course Completions
  • Percentage Trained on a Course

NHS Career Management Competency Analysis:

  • Refresher Training
  • Individual Competencies
  • Employees Without a Specific Competency
  • Competence Requirements Matching
  • Competence Requirement by Position
  • Competence Requirement by Organisation
  • Competence Requirement by Job
  • Competence Requirement by Business Group
  • Competence List Report
  • Litigation Authority Report

NHS Career Management Qualification Analysis:

  • Qualification Summary
  • Non-S/NVQ Qualifications Profile
  • S/NVQ Qualifications Profile
  • Employees Without a Specific Qualification
  • Employee List with Qualifications

Other Reports:

  • NHS Enrolment Detail Report
  • Attendance Signature Report
  • Learner Sign-In Sheet
  • Registration Report

Further Information

Further information can be obtained from the following links:


ESR User Manual (N3 Only)

Kbase

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