Facilities Shared Services Programme (FSSP) Team BriefSeptember 2014

Note from Douglas Seago

Thank you for taking time out of your busy day to read the update on the Facilities Review and Shared Services Programme. I hope you find the content of relevance and use to you in whatever role you have in our National Health Service.

The individual project reports identify the achievements which have been made and the way in which we intend to work with the experts, those who are delivering services across the NHS in Scotland, and are committed to delivering improvements in vitally important facilities services. Without the support of the operational staff, managers and Partnership representatives working in our National Health Service to improve the quality and efficiency of key services it would not be possible to make the changes which are being proposed and implemented as part of this programme of work.

The Programme has the confidence of colleagues in Scottish Government to deliver services in a more efficient manner while improving the patient experience. As a consequence pump-priming funding has been made available to facilitate changes with the revenue consequences, savings, being retained by NHS Boards.

Please endeavour to publicise the work of the Facilities Review and Shared Services Programme. Many thanks to all those staff who have contributed to the process of change which has and will continue to improve Facilities

Services across the NHSScotland. Douglas Seago

Our aims

• To explore opportunities for NHS Boards to utilise resources in more effective and innovative ways; for example, sharing services where appropriate.

• There are already examples of good practice across NHSScotland. Our purpose is to work together to ensure that we share these benefits widely and identify further productive opportunities to enable us to deliver services of improved quality and efficiency.

Background

• NHSScotland has a duty to the people of Scotland to ensure the NHS continues to deliver high quality services that are good value for money.

• The latest review, the Scottish Government Efficiency and Productivity Framework (Feb 2011) identified Support/ Shared services as an area where further savings and quality improvements could be made.

• Facilities Shared Services has 5 workstreams: – Capital Planning & Hard Facilities Management – Public Private Partnership (PPP) – Sterile Services – Transport – Waste (complete)

Capital Planning

• Ove Arup consultants have been engaged through the Healthcare Planners Framework to develop the Outline Business Case for the preferred option for HubCo, Design Build Finance & Maintain (DBFM) and Design & Build (D&B) capital planning services to be delivered through a Regional/geographic Model. As part of the work to develop an Outline Business Case, a data collection exercise has been undertaken to identify what the capital planning roles are within NHSScotland and the skills set available. The outputs of the exercise are currently being reviewed and it is proposed that the Outline Business Case will be presented to the Facilities Review & Shared Services (FR&SS) Programme Board on 29th October 2014.

Hard FM

• Hard FM Short Life Working Group has undertaken a data collection exercise to determine the current specialist role resource / skill in each NHS Board for the delivery of operational estates services. This exercise will also identify current and future skills shortages and details on succession planning arrangements that are in place. The work will inform the identification of any collaborative opportunities for the sharing of specialist roles across NHSScotland. The outputs from the data collection exercise are currently being analysed by the Short Life Working Group and a Recommendations Paper will be prepared for the FR&SS Programme Board on 29th October 2014.

Public Private Partnership (PPP)

• The Business Case for the establishment of a central specialist support team to provide expert advice on PFI/PPP/NPD projects and act as a single point of contact for the contract management teams within NHS Boards was approved by the Scottish Government in August 2014.

• The specialist support team will sit as part of Health Facilities Scotland within the Procurement, Commissioning and Facilities Strategic Business Unit as part of NHS National Services Scotland. Work is currently underway to develop the priorities for the team.

Public Private Partnership (PPP)

• A number of specialist advisory papers have been produced that set out the ‘PFI/PPP perspective’ on topics such as changes in legislation and the impact this may have on contracts.

• These papers have been published to the PFI/PPP Advisory Group and are also available on the website.

Sterile Services

• The Endoscopy and Primary Care Recommendations Reports were approved by the FR&SS Programme Board on 25th March 2014. The Sterile Service Department Recommendations Report was approved by the FR&SS Programme Board on 23rd June 2014. Further work has been undertaken to quantify the investment necessary to replace capital equipment over a 10 year period.

• The FSSP is currently in the process of transferring recommendations to the service to progress as business as usual (BAU). Benefits will be managed through the SSD Consultative Group and Endoscopy and Primary Care Working Groups (HFS) and reported to the FR&SS Programme Board.

Sterile Services

• Scoping is underway with a view to initiating new projects to take forward the tracking & traceability and capital estate recommendations. A workshop is being held on 10th September with Sterile Service Department representatives to document business processes within decontamination and define NHSScotland requirements for tracking & traceability.

Transport - Car Leasing

• The Car Leasing Recommendations Paper was discussed and approved by the CEO Group on 6th August 2014. The formal route for negotiation and implementation of core principles for car leasing is in progress. The CEO Group gave a mandate to progress an automated Car Leasing Management Fleet Management System for NHSScotland and a collaborative management structure.

Transport & Fleet Management

• The Fleet Management Review was established to investigate and identify the potential synergies to be gained from greater collaboration between the 22 NHS Boards in Scotland, with regards to the provision and management of the Fleet.

• On 25th March 2014, the FR&SS Programme Board approved the preferred option for the delivery of fleet management (Regional with National Support) and agreed to the creation of a National Fleet Support Unit and detailed phased implementation plan. The Programme Board also endorsed the need to procure a national telematics / fleet management system.

Transport & Fleet Management

• A Business Case has been prepared, and approved in principle by Scottish Government, to procure base telematics units for all commercial and pool vehicles across NHSScotland and an integrated Fleet Management System (including car leasing quoting functionality) and to establish a professional national fleet management support function.

• Work has been ongoing with NHS Boards to explore opportunities and develop a phased implementation plan for the creation of regional areas. A pilot arrangement for a regional operating model has been progressed in East Central (NHS Fife, NHS Forth Valley and NHS Tayside) and options are being developed for the North (NHS Grampian, NHS Highland, NHS Orkney, NHS Shetland and NHS Western Isles). Progress has also been made toward joint structures within NHS NSS. The implementation plan will continue to be developed in partnership with Staffside and NHS Boards.

Transport – Logistics

• The Logistics Recommendations Report was endorsed by the FR&SS Programme Board on 27th August 2014. The report outlined the opportunities available to NHS Boards to ensure best utilisation of vehicles and maximise the efficiency and effectiveness of the NHSScotland Transport Fleet.

• Opportunities were considered via two detailed independent commissioned pieces of work. 1. An analysis of the fleet and logistics by ISD and 2. Routing optimisation utilising best practice industry software by the DHL Solutions Design Team. In addition, the Logistics Short Life Working Group (SLWG) discussed options around the commitment to general principles to allow for future sharing of best practice within fleet and logistics operations across NHS Boards.

Transport – Logistics

• It was recognised that dedicated resource is required to work through the re-routing opportunities with NHS Boards. It was agreed that this form part of the national fleet support function which will have a remit to review telematics and engage with NHS Boards on efficiencies identified.

• The Programme Board approved the recommendations and agreed that a funding bid is progressed for resource to implement the detailed benefits.

Find out more

If you have any questions….Email: nss.facilities-shared-services-programme@nhs.net

Further information is available on the website: http://www.qihub.scot.nhs.uk/quality-and-efficiency/shared-services/facilities-shared-services.aspx

Area Lead Officer/ Project Manager/ Partnership RepresentativeCapital Planning & Hard FM Tom Steele, Director of Strategic Projects & Facilities, NHS Forth Valley

Fiona McLaren, Project ManagerGeorge Walsh, Partnership Representative

PPP George Curley, Director of Facilities, NHS LothianFiona McLaren, Project ManagerThomas Waterson, Partnership Representative

Sterile Services Mary Anne Kane, Interim Director of Facilities, NHS Greater Glasgow & ClydeLynn Hunter, Project ManagerLinda Clarkson, Partnership Representative

Transport – Car Leasing Douglas Seago, Programme DirectorLynn Hunter, Project ManagerSamuel Brewster, Partnership Representative

Transport – Fleet Management Michael Jackson, Project Manager, NHS NSSLynn Hunter, Project ManagerLesley McConnell, Partnership Representative

Transport - Logistics Gordon James, Logistics Director, NHS NSSLynn Hunter, Project ManagerLiz Rosie, Partnership RepresentativeLesley McConnell, Partnership Representative