Digital Workforce Management

Reference: 25-26372

Date response sent: 23/12/2025

Details of enquiry

1. Please could you supply the name, email address and telephone number of the individual responsible for procuring digital workforce solutions within the Trust.
2. Please provide details of all digital workforce management systems currently used by the Trust. For each system, complete the table attached on the accompanying spreadsheet with all relevant information. Please provide the requested information in the columns as fully as possible. If a field is not applicable, please indicate ‘NA’.
3. Across each of these staff groups, HCHS Doctors, Nurse & Health Visitors, AHPs and Others, please provide the average shift fill rate (as a percentage), from the financial years 2020/21 to 2025/26 (projected) attributable to

a. Bank staff

b. Agency staff

c. Locum staff

d. Other temporary staff

e. Permanent staff

4. Please provide the number of temporary staffing requests made by the Trust, from the financial years 2020/21 to 2025/26 (projected), broken down by staff group:

a. Bank staff

c. Locum staff

c. Agency staff

5. Please provide the Trust’s allocated annual budget for digital and technology services, from the financial years 2020/21 to 2025/26 (projected)

(If a formal digital budget is not held as a single line, please provide the closest available equivalent recorded internally)

6. Of this overall digital/technology expenditure, please provide the Trust’s annual spend specifically on workforce management solutions, from the financial years 2020/21 to 2025/26 (projected) (including both digital systems and non digital/operational workforce management services)

(If no dedicated budget line exists, please provide the Trust’s best internal estimate)

7. Within that workforce management expenditure, from the financial years 2020/21 to 2025/26 (projected) , please provide the annual spend on digital workforce management systems, including (but not limited to) e-rostering, bank systems, agency management systems, job planning, locum management, compliance systems, payments platforms, and integrated workforce platforms
   If reported across multiple contracts or cost centres, aggregated totals are acceptable
8. What is the Trust’s total spend on temporary workforce, from the financial years 2020/21 to 2025/26 (projected) by type?

a. Staff banks shifts

b. Locum shifts

c. Agency shifts

9. Please provide the total number of vacancies (FTE) within the Trust, broken down by staff group, from the financial years 2020/21 to 2025/26 (projected)

a. HCHS Doctors

b. Nurses & Health Visitors

c. AHPs

d. Others

Response sent

1. Please could you supply the name, email address and telephone number of the individual responsible for procuring digital workforce solutions within the Trust.

The Procurement Manager, Procurement@tavi-port.nhs.uk.  Tel: 020 7435 7111

2. Please provide details of all digital workforce management systems currently used by the Trust. For each system, complete the table attached on the accompanying spreadsheet with all relevant information. Please provide the requested information in the columns as fully as possible. If a field is not applicable, please indicate ‘NA’.

This data is publicly available in the Contracts Register on the Trust Website, which may be reached via this link:  Contracts register – Tavistock and Portman and is shown as items under HR and People Team departments.

In addition, we use ESR Electronic Staff Record System.  This is a national contract held by NHS England for all NHS Trusts, for which we hold no contractual details.

Agency Invoices are paid via Shared Business Services, and their details are on our Contracts Register, as indicated in Question 2 above.

3. Across each of these staff groups, HCHS Doctors, Nurse & Health Visitors, AHPs and Others, please provide the average shift fill rate (as a percentage), from the financial years 2020/21 to 2025/26 (projected) attributable to

a. Bank staff

b. Agency staff

c. Locum staff

d. Other temporary staff

e. Permanent staff

This is not applicable to the Trust as we do not have any services that have urgent shift fill requirements i.e. we have no bedded services and mainly provide talking therapies and training and education

4. Please provide the number of temporary staffing requests made by the Trust, from the financial years 2020/21 to 2025/26 (projected), broken down by staff group:

a. Bank staff

b.Locum staff

1. 1. Agency staff

Please see our response to Question 3 above.  Local departments manage their own agency and bank bookings, and we do not hold centralised records on this and therefore do not hold the data requested.

5. Please provide the Trust’s allocated annual budget for digital and technology services, from the financial years 2020/21 to 2025/26 (projected)

We only had a confirmed budget for the last 2 years and it was:

2024/25 Annual Budget  £912, 619.7

2025/26 Annual Budget £1,236,243

6. (If a formal digital budget is not held as a single line, please provide the closest available equivalent recorded internally)

Not applicable

7. Of this overall digital/technology expenditure, please provide the Trust’s annual spend specifically on workforce management solutions, from the financial years 2020/21 to 2025/26 (projected) (including both digital systems and non digital/operational workforce management services)

(If no dedicated budget line exists, please provide the Trust’s best internal estimate)

8. Within that workforce management expenditure, from the financial years 2020/21 to 2025/26 (projected) , please provide the annual spend on digital workforce management systems, including (but not limited to) e-rostering, bank systems, agency management systems, job planning, locum management, compliance systems, payments platforms, and integrated workforce platforms
   If reported across multiple contracts or cost centres, aggregated totals are acceptable

Not applicable.  We do not have e-rostering, agency management systems, job planning systems, nor locum management systems.  Bank staff are managed internally via a spreadsheet and paid via our payroll provider. – see our response to Question 2 above.

9. What is the Trust’s total spend on temporary workforce, from the financial years 2020/21 to 2025/26 (projected) by type?

a. Staff banks shifts

b. Locum shifts

c. Agency shifts

Note 1:

The Trust’s staff do not work shifts.  Staff work weekdays during daytime hours:

Note 2:

The Trust covers unsociable hours shifts at certain local acute hospitals’ mental health departments with its own resident doctors (previously known as junior doctors).  We hire agency locum doctors when there is a gap in the shift/s which we are committed to fill, but cannot, for which we are reimbursed in full by the relevant local acute Trust.

10. Please provide the total number of vacancies (FTE) within the Trust, broken down by staff group, from the financial years 2020/21 to 2025/26 (projected)
    1. HCHS Doctors
    2. Nurses & Health Visitors
    3. AHPs
    4. Others