Core Training Materials - Administrators

On this section of the site you’ll find the latest versions of e-KSF support materials and resources covering the use of e-KSF aimed at Administrators. Documents are either in Powerpoint, Word or PDF format.

To download the documents righ click on the document title then select "Open" or "Save As" (you may need to hold down your "Ctrl" key when clicking, to make the document open.)

Central Administrator Role - updated September 2008 - as part of the version 6.1 release of the e-KSF that went live on the 30th June, we created a more flexible way of granting administration rights to the e-KSF. In summary, an organisation can nominate “central administrators”. These central administrators can then create customised administrator roles. For example, the central administrator could have one role called “post outline administrator”, with just the post outline library and approval functions in it. The central administrator can then assign the customised role to one or more individual users within their organisation.

Managing Your Organisation on e-KSF User Guide - updated September 2007

Managing User Data and Access Rights on e-KSF User Guide - updated September 2007

Approving and Managing Post Outlines on e-KSF User Guide - updated September 2007

Managing the e-KSF / ESR Link User Guide - updated December 2007 - this guide is only relevant if you have gone live with the e-KSF / ESR link. For more information on the integration of the two systems click here.

Linking PDP Activities and Uploaded Files into KSF Evidence Fields - NEW in February 2009 - we launched a new feature of e-KSF to allow users to relate a range of data on e-KSF, into the KSF review evidence fields. The benefit of this is that reviewers and reviewees can quickly build up and identify sources of evidence (for example completed PDP activities) rather than re-type them. To activate this functionality for your organisation, please contact your e-KSF account manager.

We created process specific user guides to cover the main functionality enhancements developed for Version 6.0 of e-KSF. (NB these processes are included in the three main administrator user guides listed above as well):

Setting up Global Alerts Online - updated September 2007 - e-KSF Administrators can set up global alerts which appear on the individuals e-KSF home pages after they log in. Global alerts are date-based, so are useful for general reminders to large groups of users, or to publicise particular information e.g. KSF training courses or a new KSF gateway policy.

Defining Global Email Alerts - updated September 2007 - the e-KSF now has a very flexible email alert system built-in. e-KSF administrators can define specific email text to send to users, and specific timescales, for a wide range of key e-KSF events. For example, administrators can send an initial reminder about upcoming pay increment date to reviewer and reviewee 40 days before the increment date, and then if a review isn’t created the administrator can set e-KSF to automatically email the manager and reviewee with a different, stronger, message 7 days before the increment date.

Defining Department Management - updated September 2007 - e-KSF Administrators can manage departments within your organisation. The department hierarchy can be up to two-tier or three-tier. You can add, remove, and rename the department. You can also shuffle staff between departments by selecting staff from one department and moving them into another department.

Adding Global Users - updated September 2007 - e-KSF Administrators can add a new global user, either with one or multiple managers. Multiple managers are applicable in case if staff is performing multiple jobs/roles, each under different manager.

Assigning Managers to Multiple Staff - updated September 2007 - e-KSF Administrators can now assign a manager to multiple staff in a single operation or replace an existing manager.

Administrator Post Outline Assignment - updated September 2007 - e-KSF administrators,can manage and assign Post Outlines to orphan staff (staff without an assigned manager).

Cleaning Training Accounts - updated October 2007 - e-KSF administrators can clean training accounts on the system.

e-KSF Process Sheets Version 6.0 - updated October 2007 - assistance for users on basic e-KSF processes

Additional Training Materials for e-KSF Administrators: -

The role of the e-KSF administrator - this presentation outlines the role of an e-KSF administrator.

Reports Directory - this document describes the range of reports initially launched in Version 5.2 of e-KSF in May 2007.

e-KSF Troubleshooting Sheet - this document will provide you with a useful starting point for solving problems you may have when starting to use the tool.

Manipulating the e-KSF consistency checking report - this document highlights how to make the 'consistency checking' report in e-KSF easier to read.


We are always working on ways to improve the tool and to integrate new processes as agreed with the UK KSF Group of the NHS Staff Council. Support materials on new functionality will always be made available on this site so please refer back to it.

Please contact us if you need a resource that you can't find here and we'll do our best to create it for you. Similarly, if you have created anything that you'd like to see on this website because it may be useful for others please send it to us at info@e-ksf.org.