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WRaPT Tool TRAINING V1.4

Description of software functionallity; inputs and outputs
by

Robert Mulligan

on 18 July 2016

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Transcript of WRaPT Tool TRAINING V1.4

My Team
My Organisation
My Health Economy
(Cost Centre 1)
Workforce data
Workforce data is added to the wrapt workforce template (see workbook). This data can be extracted from ESR where this is in place using the "WRaPT staff list" template. Identifiable aspects are then removed and the remaining data is uploaded into the tool.
Input Data
Cost Centre 2
Cost Centre 3
Cost Centre 4
Driver Data
Driver Definitions
Activity Data
Welcome to WRaPT Training
Uploading data into WRaPT is simple, once you have extracted your data from ESR (or alternative data system) and made a few minor alterations, your template should look like this:
When your file is ready, log in to WRaPT as shown above and click on the small cog in the right hand corner:
You will then be presented with the following screen:
If you encounter any problems throughout this process, you can refer to the user guide at any time.
Cost Centre 5
Cost Centre 6
Cost Centre 7
Cost Centre 8
Cost Centre 9
Cost Centre 10
Cost Centre 11
Cost Centre 12
Cost Centre 13
Cost Centre 14
Log Into WRaPT at:
https://planning.wrapt.org.uk
Your log on is secure and specific to your organisation, it can only be created after your initial data upload.

For the purpose of this training we have created a new organisation so that you can log on and upload a new data set as we go through.

Your user name is:
Training@WRaPT.org.uk

Your Password is:
Pa55w0rd!
When you have signed in, you will see the following screen. This screen can be reached at any time by clicking the home icon;
Model Data
As WRaPT has been built to house a vast amount of data, we can add all these organisations together in any permutation to report on and analyse all the workforce and activity for the North West Health Economy and beyond!
Social Care Data
Primary Care
Data
At any level; from a single cost centre to the overall health economy, WRaPT can report on the "As Is" situation of the workforce. It provides the ability to create, store, change and download any combination of data. This facility can be used with workforce alone, or the entire data set if it is available.
Analyse Data
Edit Data
Data can be edited within the tool, but any upload of revised data sets will overwrite these changes.
Voluntary Organisation
Data
Care Home
Data
Community
Care Data
Acute Provider
Data
Mental Health
Data
Urgent Care Providers
Data
Dental and Optometry and other Health care Providers
Data
The "driver data" links the activity with the Workforce, it breaks down the amount of time, as a %, that each role spends doing an activity. An example driver file would look something like this:
Fixed drivers relate to time that does not have a direct impact on the activities that you are analysing. Any driver or proportion of a role's time that is allocated to a fixed driver cannot be adjusted in the scenario modeling phase. Examples of fixed time might be; protected study time, admin or management duties that do not flex with clinical activity.
Any amount of time allocated to a "Fixed" driver will NOT be proportioned against a reported activity, and any outputs from a scenario that adjusts activity, will not include the fixed time requirement. Consequently, in practice we find it better to create all drivers as "Variable".
The "Role Group ID" is identical to the concatenated field in the workforce data and thus serves as a robust link between the 2 data sets.
Click "Browse" and locate your workforce file, then click upload. you should then be presented with the following screen:
If your upload is NOT successful:
1. Check that your hierarchy is correct
2. Check that all your mandatory fields are completed
3. Check that your Org6 name related to only 1 cost centre
4. Check that all your columns are in the right place (as per the template)
5. Each row of data must conform to the parameters so check for any blanks.

If you need additional help, please consult the user manual by clicking the cog at the top of the screen, check the FAQ's on the web site or contact a member of the WRaPT team for assistance.
Activity data is any activity that a team does in one year. This may be recorded as bed days, number of scans, number of home visits or clinic appointments or any other consistently recorded activity that accurately reflects what a particular team (cost centre) does.
Each role divides its time between the activities recorded for the relevant cost centre, with up to 6 different types of activity that can be assigned to each role. This activity must equal the descriptions given in the activity data set.
Each role is given a % for each activity. This should accurately represent how much of each persons time is spent doing these individual activities. An admin worker would for example spend 100% of their time on administration, whereas a band 3 support worker may only spend 10% of their time on admin activities and 90% on clinical operations.
The driver definitions file provides the final piece of the puzzle by listing each unique appointment and contact type.
Click here to explore your data
You can select anything from your entire organisation to a single cost centre with any combination in between.
You can use standard reports;
Or chose refine exactly what you want to see;
This part of the tool allows you to cut your data in a myriad of different ways, you can then save your report for future use and export the resulting data to excel. Please see the manual for more details on this area.
The ability to use all this data to create scenario modeling is where this tool can add the most value. Whether you need to remodel a single team or analyse service provision throughout an entire health economy, WRaPT can provide valuable insight into how your workforce and their corresponding activity might look in any given scenario.
This screen allows you to change the activity done by roles either within individual cost centres, or groups of cost centres. If for example you wanted to change "all activities" with a % increase or decrease, this change would be pro-rated against each role based on the driver information. i.e. it proportions the change based on the amount of clinical activity that a role does. Scenario's can be built at any level, from a singular change in 1 role type, to system wide adjustments or any combination therein.
In the same way that a % or absolute change can be applied to the activity, adjustments can be made to any level of the workforce. when you are happy with all the changes, view the outcome, or make more changes...
When you view the outcome, the page is split into sections, like this:
As you expand each section you will be provided with additional detail:
Changes can be made to the scenario at any time by returning to the scenario development. The outcomes cannot currently be exported but they can be copied and pasted into excel without loss of data justification.
This section uses the input from the benchmarking area. Changes in this section apply to the amount of activity, i.e. the "driver" associated with a particular role. If for example you expected you band 6 staff to do more clinical work because you wanted to see the impact of having a dedicated admin to assist multiple teams, this is where you would be able to adjust for that expectation.
When you click "edit your workforce data" on the home page, you will be presented with the following screen. Edit data will NOT be covered in this training session although further information can be found in the user manual.
"Add more changes" brings you back to this landing page from where you can add adjustments in workforce or efficiency. At any time you can click on the changes box to see what you have done and amend accordingly.

The following presentation aims to provide you with a good working knowledge of the WRaPT tool. Please be aware that this is a beta tool and as such may have a few more nuances than some more mature software packages. We are continuing to develop the tool in line with operational requirements throughout the health and social care economy and would welcome your feedback at the end of this session.
The WRaPT Project
The project started in 2013, it is funded by HENW and delivered through LCFT by a dedicated and diverse team. To date the project has engaged with over 130 organisations across health and social care, collected over 200,000 lines of workforce data and worked with 25 individual groups to analyse, plan and model their workforce.
WRaPT Does....
Provide a secure workforce repository and reporting functions
Facilitate the analysis of large amounts of workforce and activity data across multiple organsations.
Create the ability to align workforce with activity
Scenario model any number of future states based on;
Workforce changes
Activity changes
Efficiency changes
Promote meaningful discussions between teams, organisations and cross economy groups.
However...
WRaPT Does NOT.......
Try to be a:
Financial modeling tool
Safer staffing tool
eRostering tool
Supersede any existing systems
Replace service knowledge, creative thinking and expertise.
Identify relationships between activities. If related activities change, the user must make these changes manually.
Hold identifiable data.
Provide skill or training information.
The Future of WRaPT.
The WRaPT Team have worked with a wide variety of organisations and used their feedback to inform the development of the tool.
In order to meet the increasingly diverse and expanding nature of our user base we are planning a more comprehensive release of the tool within the next year, so stay tuned!
WRaPT Toolbox
Workforce Profile Creator:

In working with various organisations around the North West we have found that our support often extends past the use of the WRaPT tool. In order to assist organisations with their wider workforce planning challenges we have developed a workforce profile creator.

Pre-validation software


Uploading data into the WRaPT tool can often present a number of validation challenges, such as unmatched fields, formatting errors or omitted mandatory data. This workbook "pre-validates" the data prior to upload to prevent these errors.

Driver Creator

Between workforce and activity sits the "Drivers". Creating this data set is often the most challenging and time consuming part of the process. We have therefore created an interim solution which will assist this process and provide a starting point from which to discuss and agree more accurate data with the teams involved.

As we continue to develop and refine the tool and our processes we will add to this toolbox and make it available to all our users via the WRaPT web site.
Driver exercise
Upload data sets
Questions
Next steps

Feedback and suggestions
Thank you!
Training@wrapt.org.uk
Pa55w0rd!
Using the blank driver worksheet, start to create your drivers.

Each Role ID in the drivers file is unique even if there are many people who perform the role in the workforce file.

Each activity in a cost centre must be done by at least one of the roles within that cost centre.
We are now ready to upload a full data set
Wherever you are in the tool you will be able to see the cog in the top right hand corner
Click this and you will be taken to this screen
Click here to navigate to your files
Create a unique name
NOTE: Benchmark information can be added via "Edit Data" from the home screen
WRaPT Process
Workforce Analysis:
How many organisations are in your workforce file? What are they?
How many teams are in your workforce file? What are they?
Exploring The Data:
How many staff are Nursing and Midwifery registered?
Workforce Quick Quiz
How does WRaPT use the 6 levels of hierarchy in the workforce file?
What is the Role Group ID used for?
What is the Role Group ID made up of?
What should you do if your upload fails?
Are protected characteristics mandatory fields?
Org1 // CostCentre // Staff Group // Role // Payscale // PositionTitle
(1) (2) (3) (4) (5) (6)
Activity Quick Quiz
What Activity should you use in WRaPT?
Are the activities measured by week, Month or Year?
What is the purpose of the Contact Type?
What are "proxy" activities?
When would it be suitable to use a "proxy" activity?
Driver Quick Quiz
What is a driver?
Why is it needed?
What links the driver information to the workforce data?
How many activities can one role perform in WRaPT?
Whats the difference between a contact type and an appointment type?
How are the percentages for the activities against each role derived?
Why do drivers link to a "role" and not a "person"?
How do drivers relate to cost centres?
What is a Fixed driver?
What are "Driver Definitions"?
Edit and Analyse Quick Quiz
What happens to edited data when revised base data is uploaded?
What does the "Explore" section of the tool allow you to do?
Can you analyse activity and driver data this way?
Modeling Quick Quiz
Why would you create a WRaPT model?
What data can you adjust to create a scenario?
How would you use the outputs?
Who would use this part of the tool?
What does the financial output represent?
Does the outcome page allow more changes to be made?
Can you add a new role in a scenario?
How could you model "group" activities?
What are the advantages of WraPT modeling?
Today's session will cover:
What WRaPT is and how it works
The base data required to use WRaPT: Workforce, Activity & Drivers
How to explore data and create reports using WRaPT
How to create scenarios to model the impact of workforce, activity and efficiency changes
What is WRaPT?
WRaPT is the Workforce Repository and Planning Tool which enables the collection, analysis and modelling of workforce information from organisations and providers across the whole health and social care economy. It is a flexible tool which at its core establishes the relationship between workforce capacity and service activity.
Create reports and review workforce, activity and driver data.
Build scenarios to evaluate the impact of changes to workforce, activity and/or efficiency
Full transcript