Staff in Post data extraction and exclusions
Staff in Post data are extracted from a live system, SWISS, on the second Tuesday of every month for the staff in post as at the last day of the previous month. The following lists the conditions for this data to be reported in the NHSScotland Workforce publication.
A person must be in an active post and not working on a Bank contract type:
Furthermore, not all staff recorded on local HR and payroll systems are directly employed by NHSScotland, therefore we run a series of exclusions in agreement with NHS Boards. These exclusions are:
The table below illustrate some of the key staff in post information published in the NHSScotland Workforce publication and how they are derived from the main data source, SWISS.
|How this is derived from SWISS||Data Source||Exclusions made|
|Whole Time Equivalent (WTE)||
Calculated from Contracted Hours and F/T Conditioned Hours.
WTE = (Contracted Hours)/(F/T Conditioned Hours).
Honorary contracts are amended to 0.6 WTE
If WTE is less than 0.0
Bank staff with 0.33 or 0.25 contracted hours (non medical only)
|Headcount||Takes out double counting by using National Staff ID||generated by SWISS|
|Sex||From Sex - Male/Female||Payroll|
|Whole or part time||Derived from Contracted hours is less than F/T Conditioned Hours||Payroll|
|Age||Is calculated from Date of Birth and is grouped into 5 year age groups for publication||Payroll|
|AfC band||Derived from the fourth character of the Main Detail Code||Payroll|
|Job Family||Derived from Job Sub Family for AfC staff, and from Scale for non AfC staff.||Payroll|
|Sub Job Family||From Job Sub Family and if this is blank then is matched on from Main Detail Code for AfC staff, and from Scale for non AfC staff||Payroll|
|Location of service delivery||
Comes from Service Delivery Location and is grouped for publication.
If nothing recorded then Other.
Comes from Medical Grade (HR) and if this is blank is matched on from Grade (Payroll).
Grade is grouped for publication.
|HR or Payroll||If no Medical grade is recorded and a match cannot be made using Grade|
Comes from Specialty and is grouped for publication. For Doctors in Training this data is taken from Turas People.
Staff with no specialty recorded are grouped into Not Known Medical Specialty or Not Known Dental Specialty depending on whether they have a GMC or GDC registration.
|Country of Qualification||Comes from Country Obtained and is grouped for publication on the Medical Trend table into Scotland, Other UK / UK unspec, Other EEA Countries, Rest of world or Unspecified||HR|
|NHS Board||Derived from Employer Code. For Doctors in Training this data is taken from Turas People.||Payroll|
|Region||Derived from Employer Code. Regions are North, East, West, and National Bodies and Special Health Boards.||Payroll|
|Clinical Nurse Specialist (CNS)*||Identified using the CNS Indicator Y/N||HR|
|CNS Specialty*||Comes from Specialist Area||HR|
*A national review into the CNS role and definition is currently underway, NES will work with NHS Boards to cleanse their CNS data once this is complete.