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e-KSF (online tool for KSF)

It is mandatory for staff and their reviewer to record the outcomes of the KSF review meeting onto e-KSF The e-KSF online tool supports all elements of the KSF development process and some of the features include the creation of Post Outlines, assigning Post Outlines to staff, recording the Personal Development Review, creating Short Term Action Plans (if required) and the creation, management and evaluation of Personal Development Plans.  

A user name and password is required to access the tool and to "sign off" the personal development plan and review once it has been agreed and content entered into e-KSF. Please contact [email protected] to request a username and password. Please include your payroll number in your email.

e-KSF FAQs

Click on a question to go to the answer for that question.

Q1 - Is it only Managers and Reviewers who require a password to access e-KSF?

A - No. ALL staff who are or will be covered by Agenda for Change terms and conditions require a password to "sign off", view and input their personal development plan and review online. Also any staff who will review staff covered by Agenda for Change will require a password to use the system e.g. Senior Managers, Social Work Managers, and Consultants. To apply for a user name and password please email eksf for a Login Request Form by clicking here

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Q2 - Is it necessary to have an email address to use e-KSF?

A - No. Although it is not necessary to have an email address to use the system it is beneficial as the system generates automated emails and alerts users when any changes are made to their e-KSF account. If you require an email address you can register for NHSmail at www.nhs.net.

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Q3 - I am a Manager and have logged on to e-KSF but do not have my staff assigned to me. What do I have to do?

A - All staff are registered on e-KSF automatically after their details have been sent to payroll. They are not assigned to a Manager until the Manager submits a spreadsheet with details of the staff that they require to be assigned to them. To obtain the spreadsheet please email eksf by clicking here

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Q4 - The staff that are assigned to me on e-KSF do not have anything under the columns "Post Outline" or "Review" in the 'Functions Available to Manage My Staff' section on my Manager homepage. What do I need to do?

A - If there are no icons under these columns, this means that no post outlines have been assigned to staff. To assign a post outline click on the link "Assign Post Outline to Staff" or "Assign Post Outline to Multiple Staff" under "Functions Available to Me" on your Manager homepage. To see a demonstration for assigning a post outline to a single member of staff, click here. To see a demonstration for assigning a post outline to multiple members of staff, click here.

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Q5 - I have assigned post outlines to all of my staff on e-KSF and now want to input the personal development plan and review notes but the only icons under functions available to manage my staff are for the post outline and review. Why can't I see the icons for planning information?

A - If you can only see the Post Outline and Review icons then you are in the manager homepage. to input the personal development and review notes you need to change to your reviewer homepage. To do this you must click into the middle icon of the 3 icons that you will see just above the functions available to me box, it looks like this:. This will take you into your Reviewer homepage.

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Q6 - As a Reviewer do I have to input all the personal development plan and review notes to e-KSF?

A - No. If the Reviewee has access to a PC with internet connection they can access e-KSF using their own user name and password. From their personal homepage they can input to their personal development plan, personal development review, or objectives. When the Reviewee ticks the Individual or Staff signoff and clicks the Save button as the Reviewer you will receive an email from the system to let you know notes have been added and prompts you to log on and "sign off" what they have input. For advice on how to do this please contact the e-KSF administrators @ [email protected]

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Q7 - How can I get help and advice when using e-KSF?

A. For help and advice on using e-KSF Monday to Friday during office hours call or email one of the Learning & e-Support Facilitators - Alfie on 01412010482 (80482) Valerie on 01412010022 (80022), David on 01412014480 (64480) or Derrick on 01412014475 (64475)or email us at [email protected]

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Q8 - I've lost/forgotten my user name and password, how can I get a new one?

A - If you are having problems logging in, please click here to solve it, or to send a message to your local e-KSF administrator. This will give you several options on e-KSF to help solve login problems. Click here to see a demonstration on resetting your password.

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Q9 - What information is held about me on e-KSF?

A. Only information that is currently already held by Payroll and SWISS (Scottish Workforce Information Standard System), as well as your Personal Development Plan and Review once they have been created. All personal information such as date of birth, nationality, etc. cannot be viewed by anyone but you. For more information on what data is held and how it is used, email [email protected] to recieve a Fair Processing Notice.

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Q10 - I have most of my staff listed on my e-KSF Manager Homepage however I have new staff to be added, how do I go about this?

A - If you only have a few staff to be added (less than 5) send an email to one of the e-KSF Administrators - at [email protected] with the staff's name and Pay number. If more than 5 staff need to be added, please request a staff list form by sending an email to [email protected] to request a Staff List Form.

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Q11 - I have staff who have left but they are still showing on my Manager homepage. How do I take them off?

A - Send an email to one of the e-KSF Administrators at [email protected] with the staff's name. We do not need the staff's payroll number in this case unless you have 2 staff with the same name.

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Q12 - What is the difference between the KSF Outline libraries held on e-KSF?

A - There are 3 libraries of outlines held on e-KSF, National, Shared and Local. The National Library is a library of unique posts submitted from all over the UK. The Shared library is made up of all validated outlines from all of the Scottish Boards outside GG&C - GG&C outlines will NOT be found in the Shared Library. The Local library is made up of all validated outlines for GG&C. If an outline is needed to be developed, we recommend searching the Local Library first to see if there is a similar post outline already written. If noting can be found in the Local Library, move on to the Shared and/or National Libraries. Please note that as of 01/02/2008 no new outlines are to be accepted for validation. If you cannot find an outline that you feel is suitable for the post, please contact Ishbel Whitters for further advice and information.

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Q13 - I cannot find my post outline in the Local Library, why?

A - When searching for a post outline, keep the search as simple as possible. For example, if your post is Physiotherapist, try searching only on 'Physiot'. This will pick up all outlines with the word Physiotherapist or Physiotherapy in the post title. For other posts, use a significant word from the post title rather than trying to search for the whole post title as you would need to know exactly how the post title was entered by the person who put the outline on e-KSF. The exception to this is Staff Nurse outlines. There are quite a lot of Staff Nurse outlines on the system, so we would recommend that you put the former GRADE of the nurse in your search, for instance: 'Staff Nurse (Former E Grade)' or 'Staff Nurse (Former Grade E)' (try both arrangements of the words in parentheses as again, it depends on how the author worded the post title. Do not change any of the other boxes on the Post Outline Search Screen such as the Staff Group box. Also, only use the Post Title box or Keyword search, not both. If all else fails, contact an e-KSF Administrator for help. Click here to see a demonstration of searching for a post outline.

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Q14 - I've received an email from e-KSF saying my Manager/Reviewer has entered information on e-KSF and it is ready for sign off, how do I do this?

A - Log on to e-KSF and go to the appropriate quarter of the pie on the personal homepage. Click on the link, then tick the box that says 'Staff' or 'Individual Sign-off' and click 'Submit' or 'Save' depending on the screen you are on. For Planning Information, click on the link at the bottom right of the screen that says 'Click here for more functions on the Classic Reviewee page'. Once you have completed this, both you and your Manager/Reviewer will receive emails saying the item has been agreed (if you have an email address entered on your account on e-KSF). Click here to see a demonstration of how to sign off your Review document. If you do not have a password for e-KSF, send an email with your payroll number to [email protected]

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Q15 - Is there a deadline for entering PDPs and Reviews on e-KSF?

A - It is mandatory to use e-KSF. While it is no longer a HEAT target, we are still being monitored by the Scottish government on BOTH Reviews and Completed PDP's.

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Q16 - My staff's increment dates on e-KSF are very strange e.g. 01/01/1900, why?

A - The staff who have these increment dates are most likely at the top of their pay band. The increment date is entrered on SWISS (which updates e-KSF) with a date that is not possible for an increment date because the employee is no longer progressing through a pay band. This stops the e-KSF system from expecing the employee to have a Gateway Review.

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Q17 - How do I change my user name and/or password on e-KSF (after I've logged in for the first time)?

A - Click on the 'Edit Personal Details' button at the top of your e-KSF Homepage, then look for the 'Set Login Preference' or 'Change Password' dialogues within the pop-up window. You will most likely need to use the scroll bar on the right side of the window to find these sections.

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Q18 - I've recently changed my name, how do I change it on e-KSF?

A - Change your name through Payroll, this will automatically update e-KSF as well, in our weekly upload from SWISS on a Wednesday.

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Q19 - Someone has delegated a KSF Outline to me, how do I access it?

A - Go to the Link that says 'View/Edit Post Outlines Delegated to me'. Even on the Manager homepage, this outline will not show up in your draft folder. It will only show up in the View/Edit link.

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Q20 - My manager has delegated their access to me for administrative purposes, how do I use this access?

A - On the e-KSF Login page, below the box for your user name and password there is a link to use for delegated access. use your own user name and password. After clicking 'Login' you will be given a screen that shows your manager's name and has an 'Access System' link. Click this link and you will be logged in as your manager. When you have finished the administrative tasks, your manager will need to revoke these rights as they will not have any rights within the system until they do.

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Q21 - I seem to be unable to assign outlines, reviewers, or create new Review & Objective documents for my staff, what should I do?

A - On your Manager homepage, go to 'Functions Available to Me' and scroll all the way to the bottom of the list of links. The last link should be 'Delegate Secretary Access Rights'. Click on the link and check to see if there is a name showing on the next screen. If there is, you have delegated your access rights to someone else and you will need to revoke the rights before you have any rights yourself. If there is no name showing and you are still unable to do any of these tasks, please contact an e-KSF Administrator at [email protected]

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Q22 - I have more than one post within GG&C, can my Manager/Reviewer for one post access my PDP&R for the other post?

A - No, a Manager/Reviewer can only access the information for the post that you hold within their department, unless they are the Manager/Reviewer for both posts. The exception to this is any activity on the PDP which has been marked "mandatory". This way you only need to undertake mandatory training (ie fire lecture) once.

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Q23 - I have realised I've assigned the wrong post outline to a member of staff, how do I correct this?

A - You can unassign the post outline from the member of staff if you have not started any documents against that post outline from the Reviewer homepage (Planning Information, Review, Objectives or PDP). Click on the green post outline icon next to the staff's name on your manager homepage, then click on the 'Unassign' icon. This will either roll them back to the previous outline that was assigned, or leave them with no outline assigned at all, in either case you will then need to assign the appropriate outline. Click here for a demonstration of unassigning a post outline.

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Q24 - I am trying to log in for the first time but I am having trouble changing my password, what do I do?

A - You need to change both user name and password, and also enter a secret question and answer. Usually this problem is caused by not changing the user name. Click here for a demonstration of logging in for the first time.

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Q25 - I have a new member of staff who has transferred from another area. I'm trying to assign a new post outline to them but I get an error message "No pay data available from SWISS. Post Outline cannot be assigned. Please contact an e-KSF Administrator for further details" why is this happening?

A - If the member of staff already has a post outline assigned, you cannot use the 'Assign new post outline' link. You need to replace the post outline that is currently there. To do this, click on the green post outline icon next to the staff's name on your manager homepage. In the pop-up window, click on 'Replace'. This will remap the SWISS Data from the old outline to the new one. Click here to see a demonstration on replacing a post outline.

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