Workforce census 2020 data submission - user guide

This page explains how to submit data for our census, using our online data collection system, which is now open. Our Workforce team is sending login details to Clinical leads and directors at each NHS Trust / Health Board in the UK, as well as colleagues they assign.
Last modified
20 February 2020

Getting started

To start filling in the census, go to the data capture system website.

User details and logging in

To access it, you will need user details for the data capture system website, which are emailed to you from us. The email will look like this:

You will need to set your password, which you will be able to do by clicking on the click here to set your password link. This will redirect you to a page where you will be asked to enter your user email.

You will then receive another email with a password reset link, in the same fashion as resetting any forgotten password.

Click the new link, set your preferred password and enter the confirmation password, and you are now ready to start completing the questionnaire.

On the main screen, click Login and insert the details you will have received via email. The Terms of agreement page will then appear.

Click on I accept to continue. You will then be directed to the log in box. Enter your user name and password.

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Accessing data capture system

Once logged in you will be taken to the data capture system home page.

To access the questionnaire, you can click on Go to Proforma:

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Or, hover on Workforce census 2020 and select Proforma 2020.

You will then be redirected to a page where you will be able to access your organisation’s record.

To insert data, click on the edit button (highlighted in the picture below) - this will take you to section 1 About the organisation.

Each section is easily identifiable and numbered, as you can see below.

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Section 1. About the organisation

In this section you will need to enter the clinical director or service lead for paediatrics and some basic information on the organisation. 

Once a section is complete, save and move to the next section.

If the section is complete, you will see a green notification bar at the bottom of the page. 

If there are one or more errors, the notification bar will be red and the page will not save. If you are unsure where the error occurred, you can click on show errors.

This will expand the red notification bar displaying in square brackets in which question the error is.

In the example above the error is in question 1.5. Please note that in this case if you leave the page any information inserted will be deleted and will have to be entered again.

Section 2. Hospital services

Section 2.1. Hospital information

The hospitals in your organisation should appear as pre-loaded data, as shown in the figure below.

If this is incorrect, you can add a new hospital or remove the ones already listed. If you click on the + button or on add new hospital a new section will appear on top of the hospitals already listed.

If the information is correct, you can simply click on the edit button corresponding to hospital you want to enter information on. This will expand the corresponding section in the above fashion.

If the answer to questions 2.1.3 and 2.1.4 is yes, further questions will be revealed (see figure below). Note that the highlighted sections indicate a mandatory field. You will be able to save your work and get an orange notification bar at the bottom of the page. By clicking on show errors you will be able to see which sections have yet to be completed. You can return and complete it later.


Section 2.2. Hospital SSPAU

Finally, if your organisation has one or more short stay paediatric assessment units (SSPAU), selecting yes will display another section where you can fill in details regarding the SSPAU. Repeat the process for each SSPAU.

Once you click Insert the section shown in figure above will display. Once all sections are successfully completed, this will show under the record status voice.

Once a main section is complete, a green bar will indicate so on top, as seen in the figure below. Orange indicates a section is not yet complete, blue indicates it is not saved (this is also the initial status of a section that is yet to be accessed). If a section contains errors the bar will display as red. 

Section 3. Hospital rotas

This section will ask you if your organisation has general paediatric and/or neonatal rotas. If yes, a section will display letting you add hospital rotas in a similar way as the previous section (see figure below).

You can then proceed by clicking on the "+" next to Add Hospital rota thus expanding and enabling you to fill in the data for each hospital.

Please ensure you add a rota for every tier and type separately. All staff grades are listed for every rota type to allow for non-standard or atypical rotas. However, ensure you count the staff in the correct rota tier and enter 0 if there are no staff of a particular grade.

Once all hospitals featuring general paediatric and/or neonatal rotas have been entered, you can save and move to the next section. 

Section 4. Medical and non-medical staffing

In this section you will be asked to complete a medical staff record for each member of the paediatric consultant and SAS doctor workforce in your organisation as of 31 January 2020.

By clicking the "+" next to Add personal information you can add relevant information about each staff member. Our records of staff figuring in your organisation prior to the date mentioned above will be uploaded and should show in this section for you to check.

If you need to add a new staff member, click on the + and the relevant section will display (see below).

Once the information on a member of staff has been inserted successfully, it will show as Complete as shown below. Repeat for each member of staff.

Section 5. Vacancies

In this section you will be asked to include all consultant and SAS doctor grade vacancies in your paediatric service as of 31 January 2020.

Click on the + to add vacancies.

The section will expand as shown below.

Once you filled in all the information, click insert and proceed to do the same process for each consultant and SAS grade vacancy in your paediatric service as of 31 January 2020.

Section 6. Safeguarding

In this section you will be asked about safeguarding, child protection services available in your organisation as well as corresponding lead roles.

The bolded capital letters indicate a nation. As some role titles differ or are specific to a nation, this section will appear differently depending on where your organisation is based. The example shown below, for instance, is specific to an organisation in Wales. The roles with a (W) will only be displayed in the questionnaire for organisations based in Wales, the roles with (E, W and NI) will display for organisations based in England, Wales and Northern Ireland, but not in Scotland.

If a role is present in your organisation, selecting yes, and the role is filled in the radio button will reveal further questions on the number of PAs allocation for said role and about the grade of the staff occupying that role.

Safeguarding services

Questions 6.16 to 6.20 regard a specific service you may or may not offer in your organisation. Similar to the rest of the questionnaire, ticking Yes will display further questions on referrals specific to said service, who performs assessments and on how often this service experiences rota gaps.


Section 7. Community Child Health

In this final section you will be asked to enter details for any community child health service your organisation provides, defined as where community service is provided by one discrete community paediatric team.

To add a community service, click on the "+" button, and the section will appear.

Once completed click Insert (note that this button will show as Update if you have already entered information and you are adding on changing data) and proceed in doing the same for all other community child health services.

Completing and locking your response

Once all sections are complete, you should see all sections marked in green as shown below.

You are now almost done! The next step is to exit and then lock your response. Save and click on the Exit button.

A pop-up message will appear asking you whether you are sure you want to exit, reminding you that any saves will be lost. This message will appear whether or not there are still sections to fill in.

This will re-direct you to the Workforce Census 2020 record management page. To the left of the edit button you can see the Lock symbol.

Click the lock icon an another pop-up message will appear asking you to confirm your wish to lock the record.

This will automatically submit your record, and the Record status will change to submitted.

You can unlock and edit your record at any time within the data collection window.

Automated reporting

Once you complete and submit your record you can now access automatically generated reports based on the information you entered. These are five in total, Medical staffing report, Rotas report, Services report, Child protection and staffing, CCH report.
These can be found in the Reports tab as shown in the figure below.

Accessing Reports

Click on the report you are interested in and you will be taken to a page like the one showing in the figure below. In your case your organisation should already be selected. You can change what details to see by ticking or unticking the boxes under Select report details and view the report by clicking Refresh. You can also download as a PDF version (Figure below).

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The reports get automatically compiled so that each time a section is complete, one – if so wished – is able to access the report corresponding to said section. Below is a blank example of a non-filled medical staffing report.

User guide1.15 MB