Professional Development. PDRP and Scholarship Funding Application Process for Nurses and Midwives

Transcription

1 Professional Development PDRP and Scholarship Funding Application Process for Nurses and Midwives 1. How to apply for PDRP and Scholarship Funding 2. Approving Nursing & Midwifery Professional Development Funding applications 3. How to access the funds For Further Information Contact Director of Nursing and Midwifery Office: Jay Patel Fern Crowe Sheryl Hunt Data & Funding Support Nurse Educator- Professional Development Nurse Consultant- Strategic Workforce Information in this toolkit is correct at time of publication but is subject to change.

2 Contents 1. How to apply for PDRP & Scholarship funds... 3 Start a new application... 3 Section A: Applicant Information... 6 Section B: Textbooks/Assessment Tools/Postgraduate... 7 Section C: Professional Development Activity... 8 Section D: Conference History Details Section E: Estimated Costs Section F: Attachments View an existing application Notification of application outcome Approving Nursing & Midwifery professional development funding applications Line Managers and Educators Executive Directors Director of Nursing & Midwifery Viewing the application Approve or decline without viewing the application How to access the funds The professional development funding is a reimbursement process, pay and claim Unconditional (Travel/Accommodation) or Unconditional no Travel Conditional (Travel/Accommodation) or Conditional no Travel Insurance PDRP and Scholarship funding Process... 29

3 1. How to apply for PDRP & Scholarship funds Funding Pre-approval applications for both PDRP and Scholarship funding are done online via the following page: Start a new application To create a new application click on the text Click here to start a new application

4 A new application form will open. Enter your full name in the Full Name field and push the Tab key on your keyboard. Some fields may auto populate. All fields with a pink boarder are required. If you want to search for a staff member click on the person icon.

5 Enter part of the person s first or last name and click Go Note, this screen will also appear if you have entered a name that the system doesn t recognise or if there is more than one staff member with that name. Click on the person that you are looking for.

6 Section A: Applicant Information If you want more information about entitlement amounts and what you can claim from PDRP or Scholarship fund click on the link: PDRP and Scholarship Funds Entitlement Complete all required (pink) fields. PDRP/QLP: Select one option only. Select the type of event. Note for those in designated senior roles that textbooks, assessment tools and postgraduate study cannot be funded via the Scholarship fund so these PD options will not be available to you. Click on Next to move to the next section.

7 Section B: Textbooks/Assessment Tools/Postgraduate You will see this screen only if you have selected one of the below in section A: Research Textbooks Assessment tools Postgraduate Study Enter a description of the item and the estimated cost. The form will auto calculate the total. Click Next to move to the next section.

8 Section C: Professional Development Activity You will see this section only if you have selected one of the below in section A: Conference/Symposium/Forum/ASM Short Course CCDHB Internal Course Complete all required (pink) fields. Conference/course related days any day or portion of a day that you attend the activity on. This includes days you travel and attend the activity in the same day. Flight/travel days these are days that are spent travelling only and have no conference/course attendance. Personal/recreational days any part of the travel that is not business related. i.e. not a travel day or a conference/course related day. To attach information about the course/conference content and the costs, click on Attach. You can upload more than one document. Check the Yes box to confirm that the activity is reflected in your PDCP and attach a copy of your current PDRP by clicking on Attach Confirm that your core service requirements are up-to-date by selecting Yes from the drop down menu.

9 When you click on the Attach link to upload a document, you will see this screen. Click on the green + button to choose a file. A new window will open for you to select your document. Once you have chosen your document to upload, click on Open.

10 You should now see the details of your document in the Name and File Name fields. Click on Save. You can check the attachments have been uploaded by clicking on the paperclip icon at the top of your application.

11 Section D: Conference History Details This section is not compulsory. Only complete if you have attended a conference or conferences within the last 3 years. Click Next

12 Section E: Estimated Costs This section is to indicate estimated costs for: Conference/Symposium/Forum/ASM Short Course CCDHB Internal Course Enter the estimated costs in NZD. The form will auto calculate the total. Click Next to move to the next section. Section F: Attachments Select from the dropdown boxes to confirm you have attached your PDCP and information about the course/conference/ study. Note, these attachments aren t required for textbooks and assessment tools. If you are applying only for these then select N/A from the dropdown. If you select No for either of the dropdown boxes you will see this error when you submit the form.

13 Once you click on Submit you will see the following notification. Click on Ok and you will be redirected to the funding application landing page. You will receive an confirming your funding application has been logged.

14 View an existing application There are two ways to check an existing application. 1) Go to: sionaldevelopment and then click on the text Click here to view an existing application Then double click on the ticket that you want to check.

15 2) Or open the that confirms your application has been logged and click on the link within it.

16 Both options will take you to the DONM Office administration and approval section of your application in the Portal. See below for what each of the fields mean. Application status this indicates if the application has been fully closed. An application will be marked closed once any reporting requirements have been met and there are no further expenses to be claimed by the applicant. Reporting required if the applicant is required to report back after they have attended an activity then details of the type of reporting will be entered here. Date Due the date that the required reporting is due by. Reasons/Conditions any reasons for declining the application will show here. If there are any conditions with the funding (e.g. PDRP or performance review needs to be completed before accessing funding) then these will be noted here. PDRP or QLP Level DONM Office will check your current PDRP/QLP level against their records and record it here, along with the date it was last achieved. To access funding this date must be less than 3 years ago. Last Performance Review DONM Office will check if there is a current performance review on record. To access funding this date must be less than 12 months ago. PDRP Funds Used how much PDRP/QLP funding the applicant has already used of their entitlement. Scholarship Used how much scholarship funding the applicant has already used within the financial year.

17 PDRP Allocated To This Claim the estimated amount of PDRP/QLP funds allocated to this claim. Scholarship Allocated To This Claim the estimated amount of Scholarship funds allocated to this claim Actual PDRP Costs This Claim the actual amount of PDRP funding used on this claim once reimbursements and costs have been paid. Actual Scholarship Costs This Claim the actual amount of Scholarship funding used on this claim once reimbursements and costs have been paid. Has everything been claimed indicates if there are any further costs to be paid against this application. This part shows which roles within in the approval process your application has been sent to. Your application is first sent to your line manager for approval, once approved the DONM Office administrator will forward it on to the roles listed here for approval. A tick will appear next to the role once your application has been sent to them by the DONM Office administrator. The application will be sent to the next in the approval process only once the preceding role has approved it. Note, for activities within NZ the approval process stops at DONM Office. For international activities the application will require the three further approvals.

18 Notification of application outcome Once your application has been through the approval process you and your manager will be sent an of the outcome detailing any conditions of funding, post-event reporting and instructions for booking travel and accommodation. Example with no conditions or travel needed.

19 2. Approving Nursing & Midwifery professional development funding applications Line Managers and Educators When an applicant submits their application, the first approval that gets automatically generated by the system goes to their line manager. The line manager will receive an notifying them that a funding application requires approval. Within the there are links to approve or deny the funding application or to view the full application details. This approval can be forwarded on for someone else to approve in cases of delegation. However, that person will not be able to view the full application. Once the line manager s approval has been captured in the system, the DONM Office administrator will create an approval for the Educator. Executive Directors Approval s will be sent directly to the Executive Directors of the relevant directorate. Their Executive Assistant s (Kathy MacFarlane SWC, and Andrea Martin MCC) will set up autoforward rules in Outlook so they will also receive a copy for tracking purposes. The approval is only forwarded to Executive Directors for events outside of New Zealand and only after the application has been checked and approved by the DONM Office. DONM Office checks include: consultation with ADON as required, funding is available and that the activity is appropriately aligned with Nursing & Midwifery priorities. Director of Nursing & Midwifery Approval s will be sent directly to the Director of Nursing & Midwifery after the Executive Directors have approved.

20 Viewing the application To view the full application click on the link in blue text this link. Alternatively if you want to approve or decline an application without viewing the application, use the Approve or Deny links.

21 Check the status of the application If you clicked on the link in your to view the application then the system will take you to this section of the application. This is the part of the form that the DONM Office records information about the applicant s PDRP/QLP level, the amount of funding applied to the application, and any reporting required from the applicant after attending the event. Note for line managers you are first in the approval process and the is automatically sent to you as soon as the applicant submits the form. Consequently, this information may not be populated when you view it. All others in the approval line will have this information available to them when viewing the application. The bottom of the form displays who the DONM Office administrator has sent the form to so far, after the line manager has given the initial approval. The approval chain is listed in order from top to bottom starting with Nurse and Midwife Educators through to the General Managers HHS & MHAIDS. The administrator will only send the form on to the next approver in the process once the application is approved by the prior approvers. i.e. you will only ever receive applications that have been approved.

22 To view the different sections of the form, use the navigation along the top. Any sections that are ghosted are not viewable because they do not apply to the activity that the applicant is applying for. Section A shows applicant s details, PDRP/QLP level and the type of event they want funding for. Section B shows the description and costs for items listed below if the applicant has selected any of these in section A: Research Textbooks Assessment tools Postgraduate Study

23 Section C shows the activity details for the below items if the applicant has listed any of these in section A: Conference/Symposium/Forum/ASM Short Course CCDHB Internal Course In this section the applicant is also prompted to upload an outline of the course/conference/study content, attach their PDCP and confirm that their core and service requirements are up-to-date.

24 Section D if the applicant is applying to go to a conference they will be asked to list previous conference attendance here.

25 Section E shows the estimated costs for attending the activity listed in section C (conference/short course). Section F this is just a reminder for the applicant to attach a copy of their PDCP and outline of the course/conference/study content. You can view attachments by clicking on the paperclip icon along the top of the application. To approve or decline the application click on the appropriate button.

26 You will be prompted to leave a comment this is optional. Click on OK to submit your approval or decline. Or click on Cancel to return to the application form and continue to review it. Approve or decline without viewing the application If you want to approve or decline an application without viewing the details first, click on the Approve or Deny links within your approval .

27 A new will open. You can add comments within the body of the if you wish to. Then click on Send to send your approval or decline. Do not alter the subject line as this is what is used to track your response.

28 3. How to access the funds The professional development funding is a reimbursement process, pay and claim. Approved pre-approvals must be finalised with an expense claim form (ER1) within 3 months of attendance after which time the claim lapses. The PDRP and SF will only reimburse the early bird (if applicable). Parking, food & beverage, taxis between home and airport and departure taxes cannot be claimed. Accommodation subsidy is limited to $160nzd (inc gst) per night. This is outlined in the CCDHB Sensitive expenditure policy. Unconditional (Travel/Accommodation) or Unconditional no Travel If your application is approved without conditions, please register and pay for the conference/short course/ PD resource, then complete the Employee Expense Claim Form (ER1). Please leave the cost code and approving signature blank as that will be completed by the DONM office. You cannot the completed form as finance does not accept photocopied/printed signatures. Please send the form to DONM office, Level 11, Grace Neill Block Wellington Regional Hospital. Along with your ER1, you must attached a tax invoice and proof of payment. The expense claim requirements document is available to assist you with your reimbursement. If you require travel and your application is approved with no conditions, you will be asked to complete and return a Travel Request Form. You do not need your line manager to sign this form if you have been approved PDRP/SF. Once the form is complete and return, the DONM office will book and pay for your flights, accommodation and transferred through Orbit. Flights and accommodation can be organized by yourself and you will be reimbursed as long as it meets the CCDHB Sensitive expenditure policy. Conditional (Travel/Accommodation) or Conditional no Travel If your pre-approval application is approved conditions, you will be asked to meet those conditions prior reimbursement. Insurance You are covered by CCDHB travel insurance when travelling within New Zealand. The DHB have their international travel insurance through Allianz Global Assistance. If you wish to be insured you MUST APPLY prior to travel for both business and leisure insurance via a website, hosted by Allianz (the insurer).

29 PDRP and Scholarship funding Process