Information Governance

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1 Information Governance Dept of ehealth NHS Grampian Rosehill House Foresterhill Site Cornhill Road Aberdeen AB25 2ZG BY Date 22 nd July 2013 Your Ref Our Ref FOI/2013/270 Enquiries to Information Governance Team Extension Direct Line Dear Freedom of Information (Scotland) Act 2002 I refer to your dated 21 st June 2013, requesting: Firstly, we are interested in Public Bodies implementation of Workplace Travel Plans: 1) Please provide a copy of your current Workplace Travel Plan or in the absence of a Travel Plan copies of any documentation regarding any discussions or decisions on this issue. 2) If you have a Workplace Travel Plan please provide a copy of your procedures for monitoring, reviewing and auditing this Plan. As an environmental interest group we are interested in Public Bodies policies on the promotion of public transport, walking, cycling and car-sharing: 3) Please provide a copy of your policy on the promotion of public transport use for business and commuting purposes or copies of any documentation regarding any discussions or decisions on this issue. 4) Please provide details of any financial or other incentives your organisation provides to encourage the use of public transport, walking, cycling and carsharing. We are interested in Public Bodies fleet vehicles: 5) Please provide the number of vehicles your organisation owns and/or leases in each of the Vehicle Excise Duty classes A, B, C, D, E, F, G, H, I, J, K, L and M. 6) Please provide the number of vehicles your organisation has purchased and/or leased in each of the Vehicle Excise Duty classes A, B, C, D, E, F, G, H, I, J, K, L and M from January 2011 to date and the cost of purchasing/leasing these vehicles. We are interested in Public Bodies policies on the use of vehicles for business travel purposes: 1

2 7) Do you have essential and/or casual car user allowances, and if so, what are the criteria for granting an essential car user allowance and how many staff have this allowance as part of their terms and conditions? 8) What mileage rate do you pay for the use of private cars on organisational business and how many staff have this allowance as part of their terms and conditions of employment? 9) What mileage rate do you pay for the use of bicycles on organisational business? We are interested in Public Bodies policies on encouraging the use of rail rather than air for long distance domestic travel: 10) Please provide copies of any corporate policy your organisation has on the reduction of the use of air travel for business travel purposes. 11) Please provide details of the number of flights your staff have taken from Edinburgh & Glasgow Airports to London Airports for business purposes in the past 12 months for travel to destinations within south-east England? 12) Please provide details of the number of rail journeys your staff have taken from Edinburgh & Glasgow railway stations to London railway stations for business purposes in the past 12 months for travel to destinations within south-east England? I can now respond as follows: Please provide a copy of your current Workplace Travel Plan or in the absence of a Travel Plan copies of any documentation regarding any discussions or decisions on this issue. Please see the attached travel plan for NHS Grampian; NHS Grampian Active Travel Plan. If you have a Workplace Travel Plan please provide a copy of your procedures for monitoring, reviewing and auditing this Plan. There is an Active Travel Steering Group that meets quarterly and they include NHS Grampian staff side representation, management and representation of Aberdeen & Aberdeenshire Community Health Partnerships. This group is responsible for monitoring, reviewing and auditing NHS Grampian Travel Plans. Please provide a copy of your policy on the promotion of public transport use for business and commuting purposes or copies of any documentation regarding any discussions or decisions on this issue. Please see the attached NHS Grampian Travel Protocol Information on travel options, discounts and benefits are available on our intranet pages which are currently being updated. For example see the attached First Aberdeen and Stagecoach discounts. Please provide details of any financial or other incentives your organisation provides to encourage the use of public transport, walking, cycling and car-sharing. Information on financial or other incentives the organisation provides to encourage the use of public transport are below and available to all staff on our local intranet pages. We meet regularly with public transport providers to discuss, negotiate and promote. See the attached First Aberdeen and Stagecoach discounts. There are walking maps available on our intranet pages and our Healthy Working Lives Group actively promotes and encourages incentives for healthy means of travel such as walking and is reviewed, discussed and audited through our CEL01 Group. NHS Grampian in conjunction with Halfords conducted a cycle to work scheme last year and is in discussions again this year 2

3 with regards to one for Cycling is also promoted as above with walking. NHS Grampian is a member of liftshare which provides an online service to staff, patients and visitors to our sites allowing them to find car sharing matches in their area or advertise for matches. All of the above are encouraged and promoted regularly through corporate communications in our staff media. Please provide the number of vehicles your organisation owns and/or leases in each of the Vehicle Excise Duty classes A, B, C, D, E, F, G, H, I, J, K, L and M. NHS Grampian Public Bodies Fleet Vehicles CLASS AMOUNT LEASED/OWNED B 197 LEASED C 141 LEASED C1 7 OWNED C1 5 LEASED D1 9 LEASED F 27 OWNED TOTAL 386 NHS Grampian Lease Car Vehicle Excise Duty VED BAND NUMBER OF VEHICLES A 52 B 94 C 68 D 57 E 48 F 28 G 34 H 24 I 7 J 0 K 1 L 0 M 0 Please provide the number of vehicles your organisation has purchased and/or leased in each of the Vehicle Excise Duty classes A, B, C, D, E, F, G, H, I, J, K, L and M from January 2011 to date and the cost of purchasing/leasing these vehicles. NHS Grampian Public Bodies Fleet Vehicles From January 2011 CLASS AMOUNT COSTS PER ANNUM ( ) LEASED/OWNED B LEASED C LEASED C OWNED C OWNED D LEASED TOTALS In respect of NHS Grampian Lease Cars the approximate gross cost of leasing 420 lease cars in 2012/13 was 1,393,188.This cost has not been reduced by employees personal lease contributions or by lesser rate of mileage reimbursement. 3

4 Do you have essential and/or casual car user allowances, and if so, what are the criteria for granting an essential car user allowance and how many staff have this allowance as part of their terms and conditions? With effect from 01/07/2013 the Board does not have essential and or casual user allowance (Regular User Allowance) for staff covered by Agenda for Change (AFC) Terms and Conditions. This follows the introduction of NHS Circular PCS (AFC) 2013/3. Regular User allowance is currently payable to Hospital, Medical & Dental staff & an employee is classified as a regular car user if they meet any of the following criteria: Mileage over 3500 miles per year Mileage between and uses their car greater than 3 days per week Mileage between and spending 50% of their time on visits Mileage between and uses their car more than 4 days per week. 25 Hospital Medical & Dental Staff currently receive regular user allowance paid. What mileage rate do you pay for the use of private cars on organisational business and how many staff have this allowance as part of their terms and conditions of employment? Rates of reimbursement - Staff Covered by AFC Terms & Conditions Type of vehicle / allowance Annual mileage up to 3,500 miles Annual mileage over 3,500 miles All eligible miles travelled (standard rate) (standard rate) Car (all types of 67p per mile 24p per mile fuel) Motor cycle 33p per mile Pedal cycle 20p per mile Passenger 5p per mile allowance Reserve rate 33p per mile Rate of Reimbursement Staff Covered by Hospital Medical & Dental Terms & Conditions. These staff are paid the appropriate mileage rate for their car cc and also receive a lump sum; details of rates are given below. STANDARD USER MEDICAL (1/7/08) Up to 3500 miles 37.4p 47.3p 58.3p 58.3p 3501 to 9000 miles 23.0p 28.2p 33.5p 41.0p 9001 to miles 17.8p 20.1p 22.7p 25.5p Over miles 17.8p 20.1p 22.6p 22.6p REGULAR USER MEDICAL (1/7/08) Lump sum per annum Lump sum per month Up to 9000 miles 29.7p 36.9p 44.0p 44.0p 9001 to miles 18.2p 21.7p 22.7p 25.5p Over miles 17.8p 20.1p 22.6p 22.6p 4

5 Passenger Allowance 5p per mile of staff are authorised to claim mileage for using their private vehicle. What mileage rate do you pay for the use of bicycles on organisational business? 0.20 per mile We are interested in Public Bodies policies on encouraging the use of rail rather than air for long distance domestic travel: Please provide copies of any corporate policy your organisation has on the reduction of the use of air travel for business travel purposes. Please see the attached copy of NHS Grampian Travel Protocol Please provide details of the number of flights your staff have taken from Edinburgh & Glasgow Airports to London Airports for business purposes in the past 12 months for travel to destinations within south-east England? 3 in total; 1 Edinburgh- London and 2 Glasgow London Please provide details of the number of rail journeys your staff have taken from Edinburgh & Glasgow railway stations to London railway stations for business purposes in the past 12 months for travel to destinations within south-east England? 5 in total; 3 Edinburgh - London returns, and 2 London - Edinburgh singles Under section 20 (1) of the Act, if you are dissatisfied with the way NHS Grampian has dealt with your request, you have a right to request a review of our actions and decisions in relation to your request, and you have a right to appeal to the Scottish Information Commissioner. A request for review must be made within 40 working days and should, in the first instance, be in writing to: Directorate of Corporate Communications, Ashgrove House, Foresterhill, Aberdeen, AB25 2ZN or by to grampian@nhs.net Requests for appeal should be made in writing to: Scottish Information Commissioner, Kinburn Castle, Doubledykes Road, St Andrews, Fife, KY16 9DS Telephone: , Fax: enquiries@itspublicknowledge.info Yours sincerely Chris Morrice Information Governance Manager NHS Grampian 5