IT Infrastructure Board Project Board Minutes from

Transcription

1 IT Infrastructure Board Project Board Minutes from Egerton Room, 1829 Building Chester 11:00 13:30, 21/12/17 Present: Kevin Carberry (KC) Dan Jones (DJ) Sarah Murray (SM) from 13:00 Ian Bradbury (IB) Kerry Winsland (KW) Gray Hewitt (GH) Howard Davies (HD) Mike McLinden (MMc) Philippa Daresbourgh (PD) Jon Letissier (JL) Apologies Stephen Lord Andy Gaskell Actions in red. Item: Notes: 1 Apologies Apologies received as above Board is partial quorate 2 Review of minutes and actions from previous meeting Minutes were approved as a true reflection of the November meeting. 3 Update on MPLS & NWSIS MLPS has been completed all bar Neston Surgery who asked for a January installation date. NWSIS a further 3 practices have had dates scheduled for January for NWSIS migration. All bar one issues reported on by Neston MC, post their migration, at the November meeting have now been resolved. From January onwards the project has been allocated a full time field support technician for floor walking post migrations. NWSIS single domain Dec 2017.xlsx Infrastructure Projects Phase 2 the pilot (10 sites) 4 Centralised Storage, Wi-Fi & VDI update KW circulated the latest version of the project plan. Centralised Storage A project milestone has been achieved in that Garden Lane has successfully had their personal and shared folders migrated to the new infrastructure and the new centralised back up

2 solution confirmed as fully functional. A few minor issues have been reported post migration at Garden Lane and these will be recorded in the issues/lessons learnt logs for post migration reviews. Staff Wifi configuration of ICE & Prime infrastructure has been completed enabling WiFi at the three pilot sites that are on NWSIS. Problem with issuing certificates to devices has been identified and is being worked through by CSU and BDS technicians. VDI work continues on moving the applications into the VDI environment. Full testing will not be able to proceed until Docman 10 is live at Garden Lane. Confirmation of testing timescales will be more accurate once the live date for DM10 has been agreed. 5 Risks and Issues Issues 2 new issues added to register (I29, I30) Risks R22 updated Dates for Docman 10 will determine the timeline for piloting full VDI at Garden Lane R26 added Funding arrangements and commitments to spend will need to be reviewed due to the proximity of the end of the financial year and ordering deadlines. R27 added Understand the risk of procuring licences in advance of them being implemented in practices. 6 Dependencies Self-service tools SL provided and update to the meeting: The CSU are currently deploying a new IT Asset Management system - Certero Asset Management. Cheshire dates for deployment are to be agreed. Certero has a password management tool which the CSU will procure and offer to CCG/Practices as part of the wider domain migration at no additional cost. Docman 10 Pending the PO being received by PCTI, KW will negotiate live dates for Garden Lane and Helsby for January. Infrastructure Projects Phase 3 7 Financial Position KW tabled indicative capital costs for the implementation of VDI across a number of staffing scenarios. A discussion took place around the requirement for Core CAL s from 2018 to enable servers on the new infrastructure to be upgraded to CAL s are required for each device/user, and are procured 3 years in advance and then become a recurrent 3 year cost. SM and KC recommended that clinicians should make the decision around mobile working, user case scenarios and requirements for future and that a workshop should be held pending feedback from Garden Lane on the use of VDI. KC provide an update of the financial position to date: There is 867K allocation for that the CCG will invoice NHS England for in Jan KC will liaise with CCG Finance re: approach to the funding once received. KC to liaise with KW re: review likely capital spend for Q4 for GPIT. KW to add VAT to indicative costs and recirculate. KC to arrange workshop with clinicians to drive conclusion to VDI requirements. KW to provide Q3 CSU costs and Q4 forecast to IB & KC

3 Additional Infrastructure Projects 8-12 It was agreed by the board that the progression of the following projects will be via documentation distributed with the agenda. Only issues / risks etc. will only be reported to the group as necessary. Docman Extended Services (prev Vault) Patient Wifi Docman 10 IE 11 First update will be circulated in January For review 13 New Business IE 11 and Docman 10 proposals have been signed off by the CCG. Action from Nov meeting: KC - Decision to be made by CCG on direction of EMIS solution - January Communications KC requested that the specific detail from the programme comms document be shared with practices when GH s out regarding NWSIS. The aim of this is to continue to raise awareness of the programme streams within the practices. Project update for the latest comms have been provided to KC for circulation to the practices. Action: KC to send update out to practices 15 AOB DJ provided an update from the Operational Group where a number of issues had been raised including shared users accounts and that solutions to these scenarios need to be sought. Future Meetings 11:30 13:30 25 th January Egerton Room, 1829 Building Chester 11:00 13:00 15 th February Egerton Room, 1829 Building Chester 11:30 13:30 29 th March Egerton Room, 1829 Building Chester

4 IT Infrastructure Board Project Board Minutes from Present: Kevin Carberry (KC) Ian Bradbury (IB) Kerry Winsland (KW) Howard Davies (HD) Mike McLinden (MMc) Jon Letissier (JL) Apologies Egerton Room, 1829 Building Chester 11:30 13:30, 25/01/18 Stephen Lord Andy Gaskell Dan Jones (DJ) Sarah Murray (SM) from 13:00 Gray Hewitt (GH) Philippa Daresbourgh (PD) Actions in red. Item: Notes: 1 Apologies Apologies received as above Board is non quorate 2 Review of minutes and actions from previous meeting Minutes were approved as a true reflection of the December meeting. 3 Update on MPLS & NWSIS MLPS for all GP practices is now complete. Phase 1 of the migration of the 1829 Building is scheduled for end January (post meeting note to be rescheduled) NWSIS - 12 sites now completed including a branch site. The two Tarporley practices and their four branch sites are scheduled to run from 29 th Jan to 8 th February. GH raised that the project requires a statement on local user permissions for West Practices. A similar statement has been issued for East Practices, this will be circulated and reviewed for required content. Neston MC raised at the CCG IT Operation group a number of issues arising post migration these have been reported to GH. A discussion took place around reviewing the migration and issues reported post live. KC has spoken to GH about scheduling in the four practices at the Fountains. MMc to circulate statement provided for East Cheshire.

5 KC to develop feedback form to gather feedback from practices on the NWSIS migration IB to discuss with GH a review of the 12 practices migrated and calls placed with the service desk post migration. Infrastructure Projects Phase 2 the pilot (10 sites) 4 Centralised Storage, Wi-Fi & VDI update Centralised Storage Garden Lanes migration was completed in December, minor issues were raised around legacy mapping and digital dictation all are now resolved. Helsby Surgery have started housekeeping their data ahead of their migration. Garden Lane have confirmed that they will move to Lexacom 3, however a further piece of work needs to be undertaken before the decision is made about which hosted solution (local or Lexacom) will be used. Staff Wifi CDW has confirmed that a network specialist will be available from the 30 th January to resolve the certificate issue. Once completed the process for certificate allocation for mobile devices NWSIS users will be confirmed. VDI work continues on identifying all applications across all GP practices. KW reported that a delay in Docman 10 / Medisec integration is having an impact on the project and that a meeting will be held on the 26 th January at Nantwich with the three other CCG s, Medisec and PCti to discuss. KW to review the implementation of Lexacom within the two hosted enviroments and identify the pros and cons of both solutions. HD to advise KC when certification issue has been resolved. KC will then send out a joint comms on Patient Wifi and NWSIS Wifi. KW to attend meeting at Nantwich re Docman 10/Medisec integration. 5 Risks and Issues Issues I22 updated costs approved and procurement commenced. I23 updated Funding agreed and solution to be agreed w/c 30 th Jan I31, I32 and I33 added Risks R22 closed R23 closed new issue open to reflect missed milestone R24 updated Stewart Cooper to liaise with EMIS R26 scores reduced, impact now low and review date amended to Feb 18 R27 scores reduced, impact now low and review date amended to Feb 18 6 Dependencies Self-service tools Certero Asset Management and password management tool is to be deployed across the CCG footprint, timescales for deployment are to be confirmed. Remote access final CSU solution to be agreed on w/c 29 th Jan. MMc to confirm timescales for implementation of Certero. Infrastructure Projects Phase 3

6 7 Financial Position KC provided an update on the financial position. The budget forecast for the phased ETTF allocation of 1,060,724 indicated that there was likely to be an overspend variance of approx. 12K that could be absorbed by GP IT Capital costs. There were still committed funding that required an update on e.g. burn rate of CDW work and Linewire cabling. Due to the pilots being tested in approx. May due to delays in Docman 10 - the preference is for ETTF funding allocation of 867K to not be committed as await the results of the pilot testing. There is the potential for the roll-out to be approx. 50% fat client and 50% thin client though this is dependent on the pilot results. There is funding remaining in the GP IT Capital budget for though this requires further clarity regarding outstanding purchases re: PCs and printers. Awaiting final cost associated with deploying the laptops to practices. Update on revenue spend: paid 38k for 17/18. The GP IT Capital budget for 18/19 is 239k. There should not be the usual rolling replacement programme due to the implementation of the GP IT Infrastructure programme. Two finance sessions arranged for 7 th Feb and 16 th Feb for licencing / hardware maintenance review. KW to review CDW invoicing re: update on invoice burn rate. KC to liaise with Linewire re: outstanding PO. Relevant individuals to attend the 2 finance sessions to clarify GP IT Infrastructure spend costs and reassess revenue commitments. Additional Infrastructure Projects 8-12 Docman Extended Services, Patient Wifi, IE 11 and Docman 10 progress reported via attachment. Patient Wifi an issue has been identified with a number of AP s dropping off from the network and becoming unavailable. CDW will provide consultancy on the 26 th January to resolve the issue. Two thirds of the AP s have been installed and all will be installed by the end of January. The NWSIS ID will be enabled at practices at the same time patient wifi is enabled. KC has requested that a comms be sent to practices to inform them. DM10 a discussion took place about the proposed delay due to the integration issue with Medisec. Timescales expected are September, a meeting has been arranged on the 26 th Jan at Nantwich to discuss with the suppliers (post meeting note configuration changes have been agreed to be made by Medisec by the end of April 2018). KC to draft a comms to go out to practices re: Docman 10. For review 13 New Business None raised 14 Communications KC reported that the newsletter was sent via GP Bulletin on 22 nd January It was sent to Practice Managers the week before.

7 15 AOB IB raised that South Cheshire and Vale Royal CCG s are implementing a new phone system and migrating all their practices over. This will leave the four practices in fountains, at risk, on the old system which is reaching its end of life. There will be a cost to the CCG to move the four practices over of 23.5k (one off cost). Future Meetings 11:00 13:00 15 th February Egerton Room, 1829 Building Chester 11:30 13:30 29 th March Egerton Room, 1829 Building Chester