Minutes Meeting Date Facilities Review & Shared Services Programme Board Wednesday 29th October from 10.00am Location JAMES WATT A, Atlantic Quay - Scottish Government, 5 Atlantic Quay, 150 Broomielaw, Glasgow, G2 8LU Present Name Title Organisation (DS) Douglas Seago Programme Director Scottish Government (Chair) (JA) Jeff Ace Chief Executive NHS Dumfries & Galloway (Videoconference) Part (PA) Paul Allen Deputy General Manager NHS Grampian (LF) Louise Fraser Jump Research (MHe) Magdalena Henderson Project Support Officer PgMS, NHS NSS (MH) Martin Henry Soft FM Programme Director HFS, NHS NSS (JP) Jane Hopton Programme Director Facilities NHS Lothian (MJ) Michael Jackson Fleet Project Manager PCF, NHS NSS (JL) Jim Leiper Director of Estates, Facilities & Capital Services NHS Fife (Videoconference) Part (JLy) Joseph Lynch National Staffside Representative (CM) Colette MacKenzie Project Portfolio Manager PgMS, NHS NSS (JP) John Paterson General Manager of the Property and Support Services Division (PSSD) NHS Lanarkshire (CP) Colin Proctor Asset Management Director Scottish Futures Trust (BS) Brian Swanson Head of Estates & Facilities NHS Health Scotland (TS) Tom Steele Director of Strategic Projects and Property NHS Forth Valley Version: v1.0 (29 10 2014) Page 1 of 5
Apologies (RA) Robert Aitken Project Director Shared Services NHS Lothian (MB) Mike Baxter Deputy Director of Capital & Facilities Scottish Government (DB) David Bedwell Assistant Director HFS, NHS NSS (DB) David Bryson General Manager, Facilities and Clinical Support Services NHS Dumfries & Galloway (DC) Derek Cullen Corporate Asset and Procurement Manager NHS 24 (GC) George Curley Director of Facilities NHS Lothian (DD) Daniel Doherty Assistant Director of Estates & Capital Planning NHS Ayrshire & Arran (GD) Gerry Donald Head of Property & Asset Development NHS Grampian (DG) Danny Gillian Head of Soft Facilities Management NHS Lothian (PH) Peter Haggarty Director, HFS NHS NSS (EH) Ewing Hope National Staffside Representative (GJ) Gordon James Logistics Director PCF, NHS NSS (MK) Mary Anne Kane Interim Director of Facilities NHS Greater Glasgow & Clyde (CMar) Craig Marriott Assistant Finance Manager NHS Dumfries & Galloway (GM) Gillian McCallum Capital and Facilities Policy Manager Scottish Government (DM) David McLuckie Director of Estates & Facilities NHS Lanarkshire (GM) Gary Mortimer Head of Estates NHS Grampian (LS) Linda Semple Head of QuEST Scottish Government (GW) George Walsh National Staffside Representative (JW) John Wright Director of Information & Clinical Support Services NHS Ayrshire & Arran 1. Welcome, Introductions, Apologies DS welcomed attendees to the meeting and introductions were made. 2. Minutes of the previous meeting held on 28 th August 2014 The minute of the previous meeting was agreed as an accurate record. Please refer to the action tracker for updates on all actions. Version: v1.0 (29 10 2014) Page 2 of 5
Due to the technical problems within Atlantic Quay building the videoconference and teleconference connection to Jim Leiper and Jeff Ace was not established. 3. Facilities Shared Services Programme 3.1 Programme Director s Report DS talked through his Director s Report and provided the group with an update on progress made with key issues, changes and achievements of the overarching programme. DS reminded that nominations were still being sought from management representatives to examine the options for the future management of the car leasing arrangements. Michael Jackson, John Paterson, Joseph Lynch, Paul Allen agreed to be a part of the group. TS also asked if Gerald Ferrie could represent NHS Forth Valley. Action 01 (2014-10-29): DS invite Gerald Ferrie to be a part of the group to examine the options for the future management of the car leasing arrangements. 3.2 Highlight Reports (for information) The highlight reports were circulated in advance of the meeting for information and all members agreed that they were satisfied with the content of reports and to continue in this manner. JL noted that a robust and agreed HR/Organisational Change process was required to cover staff affected by change in their current job, location or moving from their present Board contract. JL advised that a draft paper, prepared by the Transport CPT, outlining the approach to organisational change in the restructure of the NHSScotland fleet management operation had been submitted to the Scottish Terms and Conditions Committee (STAC) for discussion on Friday 31 st October. JL advised that discussions with STAC colleagues on the draft proposals and principles set out in the paper were underway and agreed to report back on the outcomes of the meeting. DS suggested that a meeting should be set up between JL, EH, MJ and DS to review STAC input to the draft paper. The challenges in relation to inconsistencies and variances across existing Agenda for Change Job Descriptions across NHS Boards were discussed. It was agreed that there is an opportunity through the work of the programme in relation to National and Regional structures to bring consistency, achieve appropriate pay and enhance career pathways. Action 02 (2014-10-29): MHe to arrange meeting with Staffside colleagues to review input to the draft Transport paper and discuss next steps. 3.3 Fleet Management Review Progress Report MJ talked through his Fleet Management Progress Report. MJ noted that Business Case was prepared and approved in principle and is awaiting formal sign-off from Scottish Government. MJ noted that discussions have been held on a regional basis with those NHS Boards proposed to form a region as outlined in the Options Appraisal. An overview of the proposed regions East Central Region (NHS Fife, NHS Forth Valley and NHS Tayside), North Region (NHS Grampian, NHS Highland, NHS Orkney, NHS Shetland & NHS Western Isles), South West (NHS Ayrshire & Arran, NHS Lanarkshire and NHS Dumfries & Galloway), South Version: v1.0 (29 10 2014) Page 3 of 5
East (NHS Borders, NHS Lothian), Greater Glasgow & Clyde (NHS Greater Glasgow & Clyde) & National Fleet Support Unit (NFSU) was provided. MJ advised that there had been engagement with National Staffside and Human Resources on the draft Transport document referred to above. It was noted that this document was based on the template used by the National Finance Shared Services and work was underway to ensure appropriate development through partnership working. 3.4 SBAR for Sterile Services Capital Estate (Central Scotland) DS talked through his presentation on Sterile Services Capital Estate (Central Scotland). The presentation highlighted current situation, background and actions in response to the capital estate recommendation included in the SSD Recommendations Report approved by FR&SSPB on 23rd June 2014. DS advised that a Core Project Team had been formed to complete a feasibility study to assess the potential solutions / options on the configuration of Sterile Service Departments in the central belt and a report would be submitted to the December Programme Board for discussion. The group further discussed the NHS Boards in scope for this work, noted as NHS Forth Valley, NHS Lanarkshire, NHS Lothian (West Lothian) and NHS Ayrshire & Arran. This was based on physical build requirements and capacity availability/ pressures. There was discussion on potential opportunities for a new build to provide contingency for NHSScotland and consideration of financial models. Action 03 (2014-10-29): DS to present findings from the feasibility study on Sterile Services Capital Estate (Central Scotland) to the December Facilities Review & Shared Services Programme Board. 3.5 Hard FM Phase 1 End Project Reporting (For Information) Hard FM Phase 1 End Project Reporting was circulated in advance of the meeting for information. 3.6 Hard FM Phase 2 Project Initiation Document (For Information) Hard FM Phase 2 Project Initiation Document was circulated in advance of the meeting for information. 4. Strategic Review of Soft FM Programme 4.1 Programme Director s Report MH talked through his Director s Report and provided the group with an update on progress made to date. MH noted that Phase 2 has been initiated with the Catering Information System and Bedside Electronic Patient Meal Ordering, NHSScotland Laundry Production Unit Business Case, Automated Porter Task Tracking System and NHSScotland Guidance and Framework for Retail Lease Agreements projects established. MH also explained that the Strategic Review groups are being re-established and funding and resource requirements being identified. Version: v1.0 (29 10 2014) Page 4 of 5
4.2 Highlight Report (for information) The Soft FM Progress Report was circulated in advance of the meeting for information. 4.3 Programme Phase 2 MH talked through his presentation Strategic Review of Soft FM Programme Phase 2 which highlighted progress, vision, objectives, scope, resources, funding and constraints. MH reported that the full time secondment of the Finance Support resource had not been extended beyond the end of October 2014. Following agreement with NHS Borders the Finance Support resource will be reduced to 1 day per week until the end of March 2015 with a review in December. Additional support to supplement this reduced resource from November to March is being assessed. MH also noted that the project administrator role is also vacant. Interviews are being held at the end of this month. 4.4 Catering Research Louise Fraser from Jump Start talked through her presentation on Catering Research and explained background, research process, responses and initial findings. There was a request for the presentation to be circulated. Action 04 (2014-10-29): MHe to circulate Catering Research presentation to the group. 5. Staffside Update Please refer to point 3.2 for Staffside update. 6. Programme Board Documentation 6.1 Risk Register Due to time constraints this agenda item will be reviewed at the next meeting. 6.2 Membership / Terms of Reference Due to time constraints this agenda item will be reviewed at the next meeting. 7. Any Other Business No other business was discussed. 8. Date of Next Meeting Thursday 11 th December from 10am at MR G1/2, Meridian, Glasgow Version: v1.0 (29 10 2014) Page 5 of 5