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Introduction of Turas Appraisal

(replacement for e-KSF recording and monitoring tool)

We are pleased to advise you that a national decision has been made to replace e-KSF (recording tool for KSF PDP&R) with Turas Appraisal which will be launched throughout NHS Scotland with effect from 1st April 2018.  Turas Appraisal will sit on the NHS Education for Scotland digital platform, Turas.

Whɑt is Turɑs?

Turas (Gaelic for ‘Journey’) is a single digital platform developed by NHS Education for Scotland and is already being used by some staff for other purposes, such as ePortfolio and Quality Improvement (QI) Hub.  Due to the simplified design of the application, the move from e-KSF will be easy for you. In most cases, no additional training will be needed for you to use it to complete the tasks you may have found difficult in the past with e-KSF.

Whɑt’s chɑnɡinɡ?

  • e-KSF will not be available from 31st March 2018
  • Turas Appraisal will be live from 1st April 2018
  • Current e-KSF information will transfer to Turas Appraisal but you will access this in a different way
  • Turas Appraisal will be simpler to access and use
  • Turas Appraisal will work on a variety of browsers and portable devices
  • Non-NHS employees can also engage with Turas – strengthening relationships within HSCP teams

Whɑt’s not chɑnɡinɡ?

  • You will still have regular KSF Reviews, at least once every 12 months
  • You will still have a Personal Development Plan
  • You will still have access to an online recording tool

Data Migration

PDP Reviews can be carried out until 31st December 2017 while a recording system remains in place. Final updates and sign off activity should be concluded by 12th January 2018.

Staff will be migrated to TURAS with the same manager and KSF post outline that they have on e-KSF at 12th January 2018.  All historical KSF PDP&R information will also be migrated and will be available as view only with no option to edit.

The National KSF Team will manage the data migration from all of the Boards at this point to ensure readiness of data migration into TURAS.

All information held in e-KSF at 31st January 2018 will be transferred to Turas Appraisal. 

Transitional Arrangements

From 1st February 2018 e-KSF will become a view only tool.  This means that there will be no function to input data to e-KSF from this date. 

e-KSF will remain a view only tool until 31st March 2018 and from 1st April 2018 all information previously recorded on e-KSF will be available on Turas Appraisal and e-KSF will no longer be able to be accessed. 

As there will be no recording system during this time, PDP Reviews due to take place from 1st January to 31st March 2018 should be rescheduled and carried out anytime from now until 31st December 2017. 

PDP Reviews can be held up to 6 months prior to their due date.  This will allow the outcomes to be recorded and signed off on e-KSF and this data will be transferred to Turas Appraisal. 

The Learning and Education Team will identify PDP Reviews that are due during this period and the relevant managers/reviewers will be notified in order to reschedule.

 

What do I need to do now?

A lot of work is needed to prepare for the transition between e-KSF and Turas Appraisal and you can help in the following ways:

Learning & Education Team:

  • Supporrt reviewers and reveiwees to ensure all outstanding PDPR information is completed appropriately before it is transferred to Turas Appraisal
  • Provide system users with regular updates on transition from e-KSF to Turas Appraisal
  • Provide information where data requires to be updated e.g. staff that are not assigned to a manager, and will process staff lists submitted to L & E following this
  • Provide information on staff who do not have a KSF outline and support managers who require to implement this

Managers:

  • Ensure your staff lists are accurate and the correct outline is assigned to each post holder
  • Support your reviewers and reviewees to ensure all outstanding PDPR information is completed appropriately before it is transferred to Turas Appraisal

Reviewers:

  • Complete PDPR's with your reviewees - finalise any outstanding reviews, objectives or PDP activities
  • Ensure you have the correct staff to review
  • Reschedule reviews due January to March 2018 to November/December 2017 to ensure that up-to-date PDPs are in place during transition from e-KSF to Turas Appraisal. All reviews and PDP's recorded and signed off on e-KSF will transfer to Turas Appraisal

Reviewees:

  • If you hold posts in more than one NHS Board, enter the same email address into all your e-KSF profiles to help smooth transfer of data to Turas Appraisal.
  • Work with your reviewer to ensure your review, objectives and PDP activities are agreed and updated as required. Historical PDPR data transferred to Turas will be read-only, there will be no option to edit this information once it has been moved from e-KSF.

 

Key Dates

Now until 12 January 2018: Data cleansing/data updates commence in preparation of data migration

Now until 31st December 2017: For staff that are not assigned to a manager on e-KSF, Managers are required to send a staff list to the Learning & Education Team to have staff assigned to the appropriate manager. Download a staff list form Completed staff lists should be sent to [email protected]

Now until 31st December 2017: Reviewers continue to carry out reviews and reschedule reviews due between 1st January and 31st March 2018 to take place by 31st December 2017.

Now until 12th January 2018: On receipt of staff lists, L & E Team to assign staff to appropriate managers on e-KSF.

Now until 12th January 2018: Managers to assign appropriate KSF post outlines to staff and update email addresses on e-KSF

Now until 12th January 2018: Check if your email address is in e-KSF and if not, input this. Look in the 'Edit Personal Details' tab on e-KSF.

31st January 2018: e-KSF will "freeze" and become a view only system until 31st March 2018

1st April 2018: Turas Appraisal will be live. e-KSF will no longer be available.

1st April 2018 onwards: Ongoing support, advise and system administration will be provided by the Learning and Education Team.