Using the ESR Property Register
Solent NHS Trust was established in 2011, and is a leading provider of community, mental health services and learning disability services to communities in Hampshire and the Isle of Wight.
Their workforce of over 5,000 staff delivers compassionate, person-centred care to people close to home, at all stages of their lives.
The organisation has utilised the ESR Property Register since June 2021 to record various assets and items to assist managers and other teams within Solent NHS Trust.
The Property Register function is available to different URPs (User Responsibility Profile) and includes national standard Business Intelligence (BI) reports, automated workflow notifications and informs/reminds role holders and Manager Self-Service users of property/assets to be returned when direct reports leave the organisation.
Laurie Hillman, ESR Manager at Solent NHS Trust (pictured right) explains:
The property register is functionality found within ESR and items can be added to ESR using various URPs:
- Property Management
- HR Administration
- Administrator/Supervisor/Manager Self Service
Role Holders can also be nominated to receive automated workflow notifications advising when employees with property are leaving the organisation.
Who enters the information at Solent?
Although items can be added using different URPs, the ESR Team use the Property Management URP to add items for the Trust. This can be processed one record at a time or if you have several hundred, then processed as a mass update. If you wish to record something that is not on your property items list, you can create your own.
What can you record?
You can record whatever you want on the property register. Here are some of the items that are recorded at Solent:
- Fuel Cards
- Credit Cards
- Prescription Pads
- Laptops
- Lease Cars
- People Safe devices
- Cycle to work scheme
- AD Logins
You can have duplicate items with different asset information. You can also have multiple start dates for items.
Why record these items?
Looking at the list of items you will see they are not all HR related. The ESR Team work with different departments across the Trust to record and update the information, which then allows us to run reports and share with teams so they can check their data. Some of the teams we currently support are Finance, IT, Pay & Reward and Estates.
Real benefits of the Property Register:
- At Solent, we have rolled out Manager Self-Service, therefore when a manager is processing a leaver, they are told which property register items the staff member has. This reminds the manager to ensure all equipment/items are returned, for example, laptops and mobile phones.
- Staff may have to complete payments for lease cars/cycles or return items.
- It reduces potential fraud, for example if a person leaves the Trust and still has a prescription pad.
Other benefits of the Property Register in ESR include the ability to monitor use of equipment (i.e. uptake of benefit schemes or equipment) or to plan future equipment requirements (i.e. equipment upgrades). Managers can view and update the property recorded for their direct reports. Employees can also view their property via the Employee Self-Service URPs.