NHS Scotland Shared Portfolio Management Office Gyle Square 1 South Gyle Crescent Edinburgh EH12 9EB Telephone [0131 275 6000] Text Relay 18001 [0131 275 6000] Email : NSS.NHSScotlandShared- PMO-Comms@nhs.net www.nhs.nss.org Minutes Meeting: Date: Location: Strategic Facilities Group Shared Thursday 25 th August 2016 from 9:30am 4.7 & 4.8, Meridian Court, Glasgow Present: Name Title Organisation (JL) Jim Leiper Strategic Facilities Director PCF, NHS NSS (Chair) (SA) Sandy Agnew Compliance Director NHS Ayrshire & Arran (RA) Robert Aitken Associate director of operations (Facilities) NHS Lothian (PA) Paul Allen General Manager NHS Grampian (GA) Gary Arkley Head of Delivery Support, Estates and Facilities NHS Borders (KA) Ken Armstrong Director of Operations NHS Tayside (DB) David Bedwell Executive Support Chief Executives Group (LB) Louise Behan Programme Manager PgMS, NHS NSS (LBs) Lawson Bisset Interim Head of Estates NHS Shetland (DBr) David Browning General Manager Property and Business NHS Lanarkshire (DBry) David Bryson (BC) Ben Cabrelli Project Manager General Manager, Facilities and Clinical Support NHS Dumfries & Galloway PgMS, NHS NSS (Minutes) (JC) John Connolly Facilities Director PCF, NHS NSS (GC) Gerry Cox Head of Estates Golden Jubilee (DC) Derek Cullen Corporate Asset and Procurement Manager NHS 24 (KD) Kate Dapre Energy & Climate Change Manager PCF, NHS NSS (DD) Dan Doherty Assistant Director of Estates & Capital Planning NHS Ayrshire & Arran (AF) Andy Fairgrieve Director of Estates, Facilities & Capital NHS Fife (Tentative) (IG) Iain Graham Director of Capital Planning and Projects NHS Lothian (Videoconference) (EG) Eric Green Head of Estates NHS Highland (MH) Martin Henry Soft FM Programme Director PCF, NHS NSS (MJ) Michael Jackson General Manager Fleet NHS NSS (GJ) Gordon James Logistics Director PCF, NHS NSS (MK) Mary Anne Kane Associate Director of Facilities NHS Greater Glasgow & Clyde (DL) David Loudon Director of Facilities & Capital Planning NHS Greater Glasgow & Clyde (DMa) David Martin Head of Estates & Facilities State Hospital (JP) John Paterson General Manager of the Property and Support Division NHS Lanarkshire (RR) Robert Rae National Staffside Representative Unison (GR) George Reid Capital Manager NHS Lanarkshire 2
(DS) Douglas Seago National Programme Director Facilities Shared Service Board Scottish Government (TS) Tom Steele Director of Estates & Facilities NHS Forth Valley (BS) Brian Swanson Head of Estates & Facilities NHS Health Scotland (AW) Alistair Wilson Professional Lead Facilities Soft NHS Highland (JWr) John Wright Assistant Director PCF, NHS NSS Apologies: Name Title Organisation (JA) Jeff Ace Chief Executive NHS Dumfries & Galloway (MA) Mark Anderson Head of Property NHS Tayside (MC) Malcolm Colquhoun The Head of Estates and Facilities NHS Orkney (GC) George Curley Director of Facilities NHS Lothian (GD) Gerry Donald Head of Property & Asset Development NHS Grampian (ME) Michael Everden Facilities Support Manager NHS NSS (DI) Doug Irwin State Hospital State Hospital, Carstairs (EM) Eddie McLaughlan Assistant Director PCF, NHS NSS (AM) Alan Morrison Financial Planning Manager Scottish Government (GO) Gerry O'Brien Director of Finance Scottish Ambulance Service (MS) Mike Smith Lead Project Manager NHS NSS (ST) Steve Taylor Director Facilities Management NHS NSS (JW) John Wright Director of Information & Clinical Support NHS Ayrshire & Arran 1. Welcome and Apologies JL welcomed attendees and apologies were noted as above. 2. Minutes and Actions from Previous Meeting Per request from MH, section 4 of the previous minute was amended to reflect implementation of Catering accelerated programme scheduled to begin in October 2016. The remainder of the minute of the previous meeting was agreed as an accurate record. JL noted that Lynne Kidd was no longer the Communications lead for the Shared Portfolio and that Margaret (Mags) Dunleavy would be coming on board to pick up this role. The group discussed previous actions and the Action Log has been updated accordingly. 3. Soft FM Update MH updated the group on progress of the Laundry Outline Business Case and noted that the Design Authority had now advised this should be a longer term National Strategy, and that the project team should focus on the more immediate need of delivering against the Chief Executives Accelerated Programme. The group discussed the proposed automatic portering system and progress of the tendering exercise. MH advised that only one bidder had submitted a tender and, on the basis of their pricing, the decision was taken not to appoint. In light of this, the Portering Expert Group now suggested that individual NHSScotland Boards should continue to progress their own requirements. MH suggested that JW s ehealth Strategy paper, which will document the current status quo and act as a starting point for best practice going forward, should provide support and direction. This paper will not 3
be available until September at the earliest. DB also advised that Carolyn Low had been tasked by the Chief Executives to present a paper on IT systems that currently require funding and the SFG-SS group agreed that an action should be taken to ensure all potential systems were identified and included in this paper. It was noted that the Sustainability and Value Group would ensure there was sufficient awareness of similar future requirements. In light of the pressing timescales for NHS Dumfries & Galloway, the group agreed that a further tendering exercise should take place to review options regarding the national procurement of: an off-the-shelf automated portering system; a help-desk based portering system, with the option to develop the automated elements. MH gave a presentation on progress with the Chief Executives Accelerated Programme proposals and noted that the Board representatives were to ensure these were enacted at Board level. RR raised concerns regarding staff dining price increases and why this proposal was universal even when some Boards were in surplus. The group agreed that, in the interest of time, the presentation would be circulated to all members and that any comments, concerns and queries should be raised with MH and MK. The group discussed concerns that had been raised regarding the figures illustrating Fife s laundry productivity levels and MH provided the group with assurances that these were robust and accurate following a full onsite review undertaken by LTC Ltd. It was agreed that the specific detail should be considered by specialist groups whereas the SFG should concentrate on reviewing items from a strategic level. ACTION 01 (2016-08-25): DS to make sure all potential IT systems are included in Carolyn Low s paper, and that this is circulated to SFG members to ensure all items have been identified. ACTION 02 (2016-08-25): MH to circulate the Accelerated Programme presentation to the group for review and comment. 4. National Catering Production Strategy Draft MH updated the group on the progress of the Initial Agreement through the Shared governance route and noted that the Design Authority had agreed that, due to the longer-term, phased approach nature of the work, a National Strategy document would be appropriate going forward. MH advised that the Strategic Catering Review Group, with support from FMS consultants, had now drafted this National Strategy, and were requesting comments and feedback from SFG-SS prior to progressing through the Shared governance. The group discussed the document and agreed to feedback comments to MH following the meeting. It was agreed that the document should be approved in principle, unless any significant challenges were identified in the feedback. MH confirmed that the document identifies the key next steps, and stressed that these would need to be reviewed and approved by the Scottish Government Major Change group. ACTION 03 (2016-08-25): MH to consolidate feedback and comments from SFG-SS and update the document as appropriate prior to commencing the SS governance. 5. Logistics / Fleet Logistics: GJ updated the group on the progress of the Logistics Initial Agreement, advising that it had been approved and endorsed by the Chief Executives at their 9 th August meeting. It was noted that the Shared Portfolio Board had agreed that the project should begin to develop a Business Case for Logistics services across NHSScotland, rather than proceeding to an OBC and subsequent FBC. 4
The group were informed that the project team were currently reviewing the available data and working with PHI colleagues to identify the best approach to collecting workforce information. A short-life working group is being pulled together in order to develop the short-listed options and propose the preferred way forward and a request has recently gone out to stakeholders requesting Health Board representation. Fleet: MJ informed the group that the tender for the national Fleet Management System was due to be awarded in the coming weeks. It was also noted that a communication had been issued to Health Boards asking for clarification surrounding levels of interest and commitment to a national Telematics system. The deadline for responses was Friday 19 th August, so MJ requested that those who had not yet responded do so as a matter of urgency. 6. Sterile DS informed the group that Lynsay Gracie was now in post as National Lead Decontamination. The group were advised that a meeting had recently taken place with Alan Summers at National Procurement regarding widening the range of items available to purchase via the national contract. Visits to each Health Board were also being planned to review processes and identify opportunities. DS noted that the data collection exercise was nearing completion, although there were still a few Boards who had yet to respond. It was stressed that the team were seeking executive sign-off for these data returns. 7. Capital Planning DS informed the group that Jacqueline Kilcoyne and Stuart Brown were now in post as Subject Matter Experts. DS noted that the deadline for data collection returns was 4 weeks ago and yet there were still one or two Boards who had yet to respond. It was advised that these responses were now due Friday 26 th August. DS again stressed that the team were seeking executive sign-off for these data returns. 8. PPP / PFI JC informed the group that the PPP Goals and Targets paper had be issued and highlighted that between 2014 and 2016 there had been a total recurring saving of 2.25 million. It was projected that there were opportunities to make a total saving of between 1.8 and 2 million during 2016/17. 9. Energy KD advised the group that while the original savings target had been 5 million, due to supplier prices being lower than expected, it was now anticipated that savings would be in the 11-12 million range for gas and a further 1 million for electricity. There are ongoing meetings with Boards in order to develop suitable action plans. The project team had identified two potential quick wins when reviewing energy bills but were also encouraging the appointment of an independent third party to analyse bills in order to identify more complex potential savings. KD noted that most of these were now on a national framework. HFS would produce a simple guide to identify quick wins on energy billing. KD informed the group that the esite energy monitoring and targeting system was now up and running and allows Boards to be much more proactive and will form the basis for ongoing monitoring. There are ongoing discussions to agree what sites are on the system. 5
It was also highlighted that there was an Energy Efficiency event taking place on 22 nd September at Golden Jubilee. KD encouraged people to attend. 10. Portfolio Risk & Issue register LB reiterated to the group that the Risk and Issue Registers were being reviewed and would be reissued to the group following the Shared Operational Directors Meeting taking place on Friday 26 th August. 11. AOCB BS advised the group that issues concerning the need to complete Equality & Diversity Impact Assessments as well as to consider engagement with the public had been raised at the Customer Reference Group meeting held on Friday 19 th August. LB informed the group that there was now a consistent reporting process for the Chief Executives and that the ABCD Flash Report template should be used for future SFG-SS project updates, streamlining reporting with the Operational Directors meeting. 12. Date of Next Meeting The next meeting will take place on Tuesday 27 th September 2016 from 09.30am at Camernoia, Beardmore Hotel, Beardmore St, Clydebank, G81 4SA 6