Policy and Procedure for the production of the Joint Strategic Needs Assessment ( end to end process guidance)

Transcription

1 Policy and Procedure for the production of the Joint Strategic Needs Assessment ( end to end process guidance) Version 4.0 (published) Updated September 2017 JSNA -Procedural Guidance_v4_250917

2 Document Control Name Alison Christie, Programme Manager Health & Wellbeing Version & Status V3.0 Draft Change Document reviewed and updated to reflect feedback from the lessons learnt exercise following the publication of the new JSNA in June 2017 Alison Christie V3.1 Document updated to reflect the decisions taken by PH SMT on the future governance and leadership of the JSNA Alison Christie V4.0 Published Document finalised and published on the LRO Date 24/07/17 19/09/17 25/09/17 JSNA -Procedural Guidance_v4_ of 9

3 CONTENTS PAGE 1. INTRODUCTION 4 2. POLICY 5 3. PROCEDURE Governance Annual Review Request a new topic or changes to an existing topic Developing a new topic area Standard Template Archiving Topics Peer Review Call for Evidence Approach Communicating Changes to Stakeholders and Partners APPENDICES A B C D E F G H I Roles and Responsibilities JSNA Annual Review Process (light touch) Change Request Form and Guidance JSNA Fundamental Review Journey JSNA Template & Guidance JSNA Peer Review Lines of Enquiry Call for Evidence Approach Quality Assurance: using Qualitative Data Data Analysis Principles JSNA -Procedural Guidance_v4_ of 9

4 1. INTRODUCTION The requirement to produce a JSNA has been a statutory duty on local authorities and the local NHS since The Health and Care Act 2012 further enhanced this duty by placing specific responsibilities on local authorities and Clinical Commissioning Groups through the Lincolnshire Health and Wellbeing Board (HWB) to publish a JSNA and to use it to inform the priority setting for the JHWS. 'Statutory Guidance on Joint Strategic Needs Assessments and Joint Health and Wellbeing Strategies', published by the Department of Health in March 2013, forms the latest guidance available to Health and Wellbeing Boards. 1 Its recommendations have been incorporated into this procedure to ensure the JSNA processes align with good practice. The Public Health Division of Lincolnshire County Council is responsible for facilitating the JSNA process. In conjunction with partners, they oversee the management and production of the JSNA in Lincolnshire. The JSNA is published as an interactive web based resource on the Lincolnshire Research Observatory (LRO). The LRO is a facility managed and operated by the Enterprise Data Warehouse and Business Intelligence team at Lincolnshire County Council (EDW & BI team). The responsibilities for producing individual aspects of the JSNA rest with a number of partners all of whom are required to provide a range of functions which include but are not limited to: the provision of data in support of the JSNA (under section 199 of the Health and Social Care Act 2012); the co-production of commentaries on particular topic areas within the JSNA; the peer review of commentaries prior to their publication The purpose of this guidance is to set out the 'end to end process' for producing and reviewing the JSNA for Lincolnshire. 1 'Statutory Guidance on Joint Strategic Needs Assessments and Joint Health and Wellbeing Strategies', published by the Department of Health, March Strategic-Needs-Assessments-and-Joint-Health-and-Wellbeing-Strategies-March-2013.pdf JSNA -Procedural Guidance_v4_ of 9

5 2. POLICY The production of the Joint Strategic Needs Assessment (JSNA) is governed by section 116 of the Local Government and Public Involvement in Health Act and section 192 of the Health and Social Care Act The JSNA forms one of three core statutory functions of the Lincolnshire Health and Wellbeing Board, namely: to assess the needs of the local population through the Joint Strategic Needs Assessment process; to produce a Joint Health and Wellbeing Strategy (JHWS) as the overarching framework within which commissioning plans are developed for health services, social care, public health and other services which the board agrees are relevant; to promote greater integration and partnership, including joint commissioning, integrated provision, and pooled budgets where appropriate. The JSNA is a shared evidence base made up of commentaries and data sources which reports on the key areas of health and wellbeing in Lincolnshire. Each topic area assesses the current picture in Lincolnshire, existing services and looks ahead to potential future level of need to support effective service planning and commissioning. The following principles drive the JSNA in Lincolnshire: Current the JSNA needs to be a continuous process of review. We will therefore put in place a rolling programme of review to ensure each topic area is refreshed and updated as new data and evidence becomes available. Accessible we will continue to make the JSNA available to all stakeholders by publishing on the Lincolnshire Research Observatory (LRO). We will listened to feedback and continually improve the way people access the JSNA. Relevant we will work with partners to fill any gaps in our knowledge by identifying new topic areas or undertaking calls for evidence to ensure the JSNA remains relevant. Partner Driven the JSNA is a shared evidence base and not the sole responsibility of one organisation; partnership working is crucial. We will actively seek feedback and provide opportunities for partners to engage. We will keep people informed through a range of mechanisms including infographic summaries, an annual report, regular newsletter and updates on the LRO. Embedded for the JSNA to be effective it needs to be embedded within organisational processes and for there to be a clear link between the use of the JSNA and commissioning decisions. We will encourage partners to share case studies and examples on how the JSNA has been used to share learning and promote greater engagement in the JSNA JSNA -Procedural Guidance_v4_ of 9

6 Two way dialogue between the different stages in the process 3. PROCEDURES 3.1 Governance Arrangements The governance arrangements supporting Lincolnshire's JSNA are detailed in the diagram below. Appendix A outlines the specific roles and responsibilities of all the groups and individuals involved in the JSNA process. Responsibility Governance Body Outcome Ownership of the JSNA Lincolnshire Health and Wellbeing Board Responsible for the ongoing delivery and development of the JSNA Responsible for providing senior leadership to a number of topic areas, ensuring topics are produced to an agreed standard Responsible for gathering the information/evidence/ data and analysing it to produce a topic commentary JSNA Steering Group (Role performed by PH SMT) JSNA Topic Sponsors (PH Consultants) JSNA Topic Lead/Author Current and future health and wellbeing needs of Lincolnshire's populations are identified and understood. This is then used to inform the priority setting for the Joint Health and Wellbeing Strategy and provides an evidence base for service planning and commissioning To contribute to the development of the JSNA Topic and supporting the Topic Lead by helping to fill gaps in local evidence Expert Panel JSNA -Procedural Guidance_v4_ of 9

7 3.2 Annual Review Going forward (beyond June 2017), all topic areas will be reviewed on an annual basis. The Programme Officer (JSNA) will liaise with the EDW & BI team, Public Health Intelligence Team, Adult Care and Children's Services to develop a rolling programme to ensure each topic is reviewed as and when new data and information is released. It is anticipated that in most cases any annual review will be light touch, only requiring minor changes to data and statistical information in the topic commentary. Appendix A sets out the light touch review approach. However, if new evidence or data prompts the need for a more fundamental review, it might be necessary to re-establish the Expert Panel. More details on the roles and responsibilities of an Expert Panel are provided in Appendix B. The HWB's Engagement Framework sets out the engagement principles adopted by the Board to ensure all communication and engagement activity is undertaken in a consistent manger. The Programme Officer (JSNA) will provide support to the Expert Panel in exploring ways in which the principles of engagement might best be applied to the production and review of a topic commentary. 3.3 Requesting New Topic Areas or Changes to Existing Topic Areas Individuals and organisations are able to propose new topics, changes to the scope of existing topics or the archiving of a topic by submitting a Change Request Form (CRF). Completion of this form should provide all the necessary supporting evidence to enable a decision to be made as to whether or not this proposal is appropriate and should be approved. The CRF and guidance on the process is set out in Appendix C. 3.4 Developing a New Topic or Changing the Scope of an Existing Topic Once approval has been given for a CRF, the Programme Officer (JSNA) will liaise with the Topic Lead, Public Health Intelligence Team and EDW & BI team regarding the creation of a new topic commentary and topic page on the LRO. The Public Health will facilitate the process of creating a new Topic by providing support and resources to: Identify Expert Panel members who will collectively develop the new topic commentary and a peer reviewer for the new topic area Liaise with the EDW & BI team regarding changes to the LRO Ensure that the topic commentary is created in accordance with the topic commentary process (see Appendix D). Co-ordinate the peer review process with the allocated peer reviewer. Identify if there are any links between the new data and/or topics and any other preexisting topics. If there are, then the pre-existing Topic Lead will also be notified of the outcome of the change request. JSNA -Procedural Guidance_v4_ of 9

8 3.5 Standard Commentary Template A JSNA Topic Commentary Template and guidance notes (see Appendix E) have been developed for Topic Leads/Expert Panels to use in writing the topic commentary. This ensures a consistent and standardised approach. It is expected that the Expert Panel will write the Topic Commentary within an 8 week period with a nominated Topic Lead responsible for collating and circulating drafts until panel members are satisfied with the end document. 3.6 Archiving Topics There may be many reasons why it will be necessary to archive aspects of the JSNA. These include, but are not limited to: Topics are no longer considered necessary for the JSNA; or Topics can no longer be maintained because of a lack of core data upon which to base a commentary. The requirement to archive elements of the JSNA might equally come from a variety of sources such as being identified by: Lincolnshire Health and Wellbeing Board as no longer necessary; or Public Health Intelligence Team; or The EDW & BI team as part of managing the data release calendar; or Receipt of a CRF from a partner or stakeholder organisation; or Requests to archive a topic should to be submitted to jsna@lincolnshire.gov.uk using the CRF (see Appendix C). Any data sets and topic areas which are no longer to be used in the JSNA evidence base will be recorded and, if necessary, the information saved on the Public Health X Drive as an archive of evidence for previous strategic direction and actions. The Programme Officer (JSNA) will be responsible for overseeing the process of archiving JSNA content and will do so in consultation with the Public Health Intelligence Team, EDW & BI team, SDG and/or Expert Panel, as appropriate. 3.7 Peer Review Peer review has differing meanings to particular professional groups and in different contexts. Within the JSNA it is taken to mean the process of encouraging authors of commentaries to meet accepted quality requirements and prevent the dissemination of irrelevant findings, unwarranted claims, unacceptable interpretations, and personal views. The quality requirements for JSNA topic commentaries and the lines of enquiry for Peer Reviewers are set out in Appendix F. The peer review process is designed to ensure topic commentaries meet agreed set quality criteria. More details on the roles and responsibilities of a Peer Reviewer are provided in Appendix B. JSNA -Procedural Guidance_v4_ of 9

9 3.8 'Call for Evidence' Approach As part of developing & maintaining the topic commentary, the Topic Lead/Expert Panel will identify gaps in knowledge, data, local intelligence etc. Following this, they are encouraged to develop a 'Call for Evidence' to partner organisations/individuals to bridge these gaps. This will follow agreed procedures and processes and form part of the continuous improvement build into our JSNA processes (see Appendix G). The information derived from a 'Call for Evidence' will be incorporated into future topic commentary updates, subject to the necessary protocols and quality standards (see Appendix H). 3.9 Communicating Changes to Stakeholders and Partners A summary report detailing changes to the JSNA will be prepared by the Programme Manager Health and Wellbeing and presented annually to the Health and Wellbeing Board. Its purpose will be to ensure that the Board are made aware of any amendments, updates, additions or deletions to the JSNA, with specific regard to the impact that these may have on understanding local priorities and commissioning intentions /decisions. A quarterly HWB/JSNA newsletter has also been developed to ensure key messages about any changes to the JSNA are communicated to partners and key stakeholders who may have an interest in the JSNA. JSNA -Procedural Guidance_v4_ of 9