ASSURANCE REPORT NHS WALES SHARED SERVICES PARTNERSHIP COMMITTEE

Transcription

1 ASSURANCE REPORT NHS WALES SHARED SERVICES PARTNERSHIP COMMITTEE THURSDAY 19 TH NOVEMBER 2015 Reporting Committee Chaired by Lead Director Shared Service Partnership Committee Mrs Margaret Foster, Chair Mr Neil Frow, Managing Director, NWSSP Author and contact details. Robert Williams, Board Secretary, Governance Support Jacqui Maunder, Head of Corporate Services, NWSSP Date of last meeting 19 th November 2015 Summary of key matters including achievements and progress considered by the Committee and any related decisions made. The Planning and Engagement Session Horizon Scanning Integrated Medium Term Plan (IMTP) involved an informative presentation and workshop session facilitated by the Director of Finance & Corporate Services. The presentation highlighted the main achievements and the good progress made by NWSSP against the current year s IMTP priorities. It was noted that the key performance and financial targets were being achieved however there were a small number of areas where further progress was required. The Committee acknowledged the significant progress made to date and recognised the ongoing challenges in managing change together with the level of collaboration needed by all partners to ensure progress continues. The Committee provided some further suggestions on how to improve engagement with the service areas and in particular end users through Partnership Forums. The Committee were provided with detailed benchmarking in relation to payroll, recruitment, accounts payable and prescription pricing. This identified significant improvements in unit costs and improved efficiency since the formation of NWSSP. Whilst acknowledging this improvement the Committee emphasised the importance of the 2016 IMTP highlighting the work being undertaken to improve quality, assess user experience and the value being provided by NWSSP to the NHS and the wider economy. The Committee were content that the NWSSP main vision and objectives (to 1

2 become world class) within the IMTP were still appropriate and relevant. The Committee also provided clear feedback on the proposed improvement areas to enable NWSSP to review, refresh and re-calibrate its IMTP for The presentation made reference to the recommendations of the Commission on Public Service Governance and Delivery and the interest shown by a number of public sector bodies to access certain services provided by NWSSP. It was highlighted that NWSSP s main focus should continue to be to provide high quality services to the NHS. However it was noted that there were certain services (mainly professional services) that could be provided to the wider public sector and which also, would have a beneficial impact on NHS Wales. These opportunities were not material in the context of NWSSP operations. It was generally considered that such initiatives should be considered as long as there was no negative impact on NHS Wales. It was also emphasised that the relative risks needed to be carefully considered before any such work was undertaken. The Committee recognised that a number of services being undertaken within the NHS eg laundry and catering should be explored as possible future services to be provided through NWSSP. The Director of Finance outlined the proposed timetable for agreeing the plan which also included taking part in the IMTP peer review session with Health Boards in December It was noted that the draft IMTP would be submitted to Welsh Government by the end of January 2016 but reviewed by the Committee at the January 2016 meeting. The Committee Approved the revised Service Level Agreements (SLAs) acknowledging that further adjustments would be required on the Legal & Risk Services schedule to take into account any working arrangements following the introduction of the new National Procurement legal service framework contract which was due to commence in February The Committee received an Annual Report from the Velindre Audit Committee for Shared Services. The report highlighted the roles and functions of the Audit Committee and confirmed that continued progress had been made. It was noted that the internal audit assurance ratings for over 90% of the audits undertaken were substantial or reasonable. It was also noted that the results from the Audit Committee effectiveness survey had been very positive. The Committee received a report on the National Health Authority Information System (NHAIS) also known as the Exeter system. The update described the ongoing changes taking place within NHS England in relation to Primary Care Services previously supported through the Health and Social Care Information Centre (HSCIC). Given the reliance NHS Wales places on the current system the Managing Director provided a summary of the potential implications with regard to NHS England outsourcing the service to Capita. The NHAIS system allows PCS to manage GP practice populations, the 2

3 payments of circa 1.5B per annum to primary care contractors and also the provision of cervical and breast screening interfaces to Public Health Wales (PHW) systems. The Committee members discussed the risk for Health Boards and it was noted that a scoping exercise was being undertaken to identify what options were available for NWSSP and the committee would be kept updated on progress. NWSSP had also set up regular meetings with Welsh Government and NHS England as part of this scoping process. The Committee agreed that given the significant risk that the National Informatics Board (NIMB) should also be informed of progress. The item on the Legal Services Framework contract involved an informative report by the NWSSP Director of Legal and Risk Services on the new National Procurement Service (NPS) Legal Services Framework Contract and the options available to make best use of the contract. The Director of Legal & Risk Services presented a comparison of costs between private commercial legal services and NWSSP s internal legal service and based on the current framework rates Health Boards and Trusts had made comparative savings of 563k between by using the in-house team. The Committee Agreed that the Board Secretary Peer group would be best placed to work with NWSSP Legal Services to develop best practice guidance on how to access the new NPS framework. Prudent Procurement The Managing Director confirmed that the first meeting of the All Wales Medical Devices & Strategy group had been held on 2 nd November in Welsh Government. The meeting had been well attended by senior clinicians from across Wales and both the Deputy Minister for Health and Social Services and the Director General of Health and Social Services/Chief Executive, NHS Wales had addressed the meeting outlining their expectations and support for the initiative. Chairman s report The Chair updated the Committee on the progress of NWSSP s work, following a request to do so from the Director General Health & Social Services. A report was recently presented to the NHS Executive Board outlining the overall progress being made by NWSSP, the areas where support was required to improve service delivery and potential future options for further development and expansion of services. It was noted that the focus of the report was in alignment with the recent discussion at Team Wales which supported the exploration of potential areas for development. The Chair also reported that the second round of Board visits had commenced. The Managing Director reported on a number of key areas which included an update on; o The activity within Procurement, Workforce & OD and Specialist Estates to support organisations taking forward the learning and the applicable recommendations from the Lord Carter review. o The new IBM managed Employee Single Record (ESR) Enhance Project and the discussions that had been held with the NHS Department of 3

4 Health ESR Central Team. The Committee discussed the timelines for full implementation as well as the opportunities for improvement, challenges, risks and the Welsh priorities for various work packages. Further discussions would be needed with the Central Team regarding the need for a bi-lingual element for Wales. o The potential to link with NHS Employers to develop an All Wales approach / programme which would help organisations and staff better understand the recent pension changes and the significant implications of the changes which could see an increase in the number of senior staff and clinicians retiring earlier due to tax implications. Committee members were supportive of an all Wales approach and a number advised that the current briefing sessions being delivered by NWWSP s Pensions team across Health Boards/Trust were extremely informative and helpful for staff. o The ongoing work looking at improving the creditor payment performance. A number of local working groups had now been set up to review processes and additional resource had been taken on in the central hub in Companies House. The approach taken with Aneurin Bevan UHB was highlighted as an example where this had worked particularly well. o Following the Committee support and endorsement for the transfer of the Surgical Material Testing Laboratory (SMTL) from ABMU who currently host the service a formal approach had been made to ABMU to begin discussions on the transfer. o Over the past two years the Specialist Estates Services (SES) had provided a number of Health Boards with short term support when key estates personnel had left their organisations. Given the age profile of many of the estates professionals the Specialist Estates Services had been asked from a business continuity perspective to undertake a review to see where there may be skills gaps over the next few years so that a plan could be produced to meet any shortfalls. o The uncertainty around the Comprehensive Spending Review (CSR) outcome and the potential impact on the non-medical Commissioning process. o The fresh produce contract from 2010 where some issues had been identified by a recently commissioned internal audit report. Legal advice has been sought and discussions were ongoing with the previous contract suppliers to recover any potential overspend. A number of Committee members agreed to review the outcome of the discussions with suppliers. The Committee received a report from the Director of Finance summarising the current financial position together with a summary of the latest performance indicators (KPIs). It was noted that higher than budget savings had been 4

5 achieved and as the cash distribution to NHS Wales had been increased by 1million to 2 million. The Committee noted the work being taken forward with regards the Welsh Risk Pool (a sub Committee of SSPC) and the improvement actions being proposed to strengthen related processes. The Committee were informed that three large value claims which were expected to be settled over the next few months were now unlikely to be resolved this financial year. It was noted that the forecast outturn had been revised to 75m (best case) and 81m worst case. A month 8 forecast outturn position of 78m had been reported to Welsh Government. It was noted that Legal and Risk were undertaking work to identify opportunities to achieve an outturn position of 75m. The Committee received a number of reports for information, these included; o National Procurement Service Update (NPS) o NWSSP Issues and Complaints Protocol o Shared Services Committee Effectiveness Survey All Committee members were requested to complete the Committee Effectiveness Survey that would be circulated via in December. Key risks and issues/matters of concern and any mitigating actions The Committee received an update on key risks. The risks contained within the risk register included matters discussed within the business of the meeting. It was noted that there were two red rated risks as follows: 1. the ongoing issues within the Accounts Payable team and the required improvements that needed to be made within some NHS bodies. 2. a risk associated with the outsourcing of the Exeter software system in NHS England and the impact on the demographics and payments element of the system It was also noted that the register had been updated to reflect a risk arising from a review of a national fresh produce contract that was inherited by NWSSP and operated during the period Matters requiring Board level consideration and/or approval The Board is asked to NOTE the work of the SSPC and ensure where appropriate that Officers support the related work streams. The APPROVED minutes of the Committee meeting held on 16 th September 2015 are attached for consideration of the Board Matters referred to other Committees 5

6 N/A Date of next meeting 19 th January 2016 Agenda Item 5.1 Appendix 19 6