For many NHS organisations, appraisal and mandatory training sit in separate systems. While both are essential for compliance, revalidation and workforce assurance, they often rely on manual processes to bring information together.

This creates additional administration for clinicians and support teams, increases the risk of data duplication, and can make it difficult to gain a complete view of compliance and professional development activity.

To address this challenge, SARD and Totara developed a direct integration between their systems, allowing mandatory training records and appraisal information to flow automatically between platforms. The aim was simple: reduce administrative burden, improve data quality, and make critical workforce information more accessible to those who need it.

A successful pilot was implemented at Oxford University Hospitals NHS Foundation Trust, where the integration has supported approximately 2,000 appraisals each year since going live.

The integration connects Totara’s learning management system with SARD’s appraisal, revalidation and workforce planning platform.

Using a secure identifier such as a GMC number, the two systems automatically exchange information overnight. Completed mandatory training records are transferred directly into appraisal records, while appraisal information can also be shared back into Totara to provide a broader organisational view of workforce compliance and performance.

The solution was designed around three key objectives:

• Reduce administrative workload: Before the integration, clinicians and administration teams were often required to manually upload evidence of completed training into appraisal systems. This repetitive process consumed valuable time and created unnecessary duplication. By automating the transfer of information, training records now appear within appraisal workflows without any manual intervention.
• Improve data quality and confidence: Manual data entry introduces opportunities for human error. The automated transfer of information removes this risk, ensuring records remain accurate, consistent and up to date across both systems.
• Increase visibility and compliance: Making mandatory training information readily available within appraisal discussions provides greater visibility for clinicians, appraisers and revalidation teams. This allows training requirements to be identified earlier and incorporated into personal development planning where required.

The result is a more joined-up approach to compliance, appraisal and workforce assurance without introducing additional work for busy clinical teams.

The integration has delivered tangible benefits for Oxford University Hospitals NHS Foundation Trust and demonstrates how connected systems can support more efficient workforce management across the NHS.

Key outcomes include:

• Significant time savings: Manual uploading of training evidence has been removed from the appraisal process, reducing administration for both clinicians and revalidation teams. Time previously spent moving information between systems can now be focused on higher-value activities.
• Stronger data integrity: Automated data transfer has improved confidence in the accuracy of training and appraisal records. With information flowing directly between systems, organisations can rely on a single, consistent source of truth.
• Improved compliance oversight: Training completion is now more visible within appraisal workflows, making it easier to identify gaps, support professional development discussions and encourage compliance with mandatory training requirements.
• Better user experience: Feedback from clinicians and colleagues has been overwhelmingly positive, with users recognising the value of removing duplicate processes and simplifying the way information is managed.
• A model for wider NHS adoption: Perhaps the most important outcome is the demonstration of what can be achieved when NHS systems work together. Rather than asking clinicians to manage information across multiple platforms, the integration creates a connected digital experience where data moves automatically to where it is needed. This reduces friction, improves engagement, and provides organisations with more complete workforce intelligence.

For other NHS trusts facing similar challenges, the project highlights a practical and scalable approach to improving appraisal, revalidation and compliance processes. By connecting existing systems rather than replacing them, organisations can reduce administrative burden, improve data quality, and create a more joined-up view of workforce performance and development.

Ultimately, the project shows that workforce planning, appraisal and compliance are most effective when supported by integrated systems that work together behind the scenes, allowing NHS staff to spend less time managing data and more time focusing on patient care.