NHSScotland Shared Services Operational Support Portfolio. NHSScotland Strategic Facilities Group - Shared Services

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1 NHS Shared Operational Support Portfolio NHS Strategic Facilities Group - Shared Terms of Reference Date Published: Version: v1.1 Document Type: Governance Review Date: TBC Page 1 of 8

2 DOCUMENT CONTROL SHEET: Key Information: Title: Date Published/Issued: 16 th Oct 2015 Date Effective From: 16 th Oct 2015 Version/Issue Number: 1.0 NHS Shared Operational Support Portfolio NHS Strategic Facilities Group - Shared Document Type: Governance Document Status: Final Author: Bobby Alikhani, Programme Manager, Programme Management (PgMS), NSS Owner: Jeff Ace, Chief Executive, NHS Dumfries & Galloway Approver: Jim Leiper Approved by and Date: SFG SS on 14 th Oct 2015 Contact: Jim Leiper, james.leiper@nhs.net File Name: Revision History: Version: Date: Summary of Changes: Name: Changes Marked: /08/15 First draft of the document BA N /08/15 Second draft of the document BA Y /09/15 Third draft BA N /09/15 Forth draft BA N /09/15 Addition of SG role BA N /10/15 Changes from SFG-SS meeting on 14 th Oct BA N Approvals: This document requires the following signed approvals. Name: Title Date: Version: Jim Leiper Strategic Facilities Director, NHS National Distribution: This document has been distributed to: Name: Title/SBU: Date of Issue: Version: Colin Sinclair / Jim Leiper Director PCF / Strategic 28/08/ Facilities Director, NHS National Colin Sinclair / Jim Leiper / Shared Operational 01/09/ Douglas Seago / Gordon James / Jim Miller / Martin Henry Support Portfolio Directors SFG SS N/A 01/09/ SFG SS N/A 14/09/ SFG SS N/A 08/10/ SFG SS N/A 21/10/ Linked Documentation: Document Title: Shared Portfolio Board ToR Design Authority ToR Customer Reference Group ToR Strategic Facilities Group ToR Document File Path: Page 2 of 8

3 1. Official Name of Group NHS Strategic Facilities Group - Shared 2. Purpose of Group The group will support the Hard and Soft Facilities Management (FM) Shared projects as part of an overall portfolio and make recommendations within its remit to the NHS Shared Portfolio Board, Design Authority and Customer Reference Group. The group represents senior Estates & Facilities management from across NHS. 3. Role and Remit of Group The group will implement the NHS Shared Vision and Design Principles. The Vision Shared will be managed Once for and delivered in a consistent way where it is appropriate to do so. NHS s Shared will: Transform the way support services are delivered by integrating services and working across NHS and Partnership boundaries Support s health with a sustainable, consistent and effective service which meets our customer s requirements Exploit economies of scale to increase efficiency, reduce costs and maximise returns from continuous improvement Embed governance at multiple levels to set strategic direction, prioritise service improvements and resolve day to day issues Design Principles The group will support the Operational Support Portfolio and its constituent programmes and projects to Page 3 of 8

4 achieve the required outcomes in defined timescales and to the required quality. This will include responsibility for: Providing leadership, support, challenge and insight to the programmes and projects within the portfolio Providing technical advice that proposed options and solutions are feasible Ensuring NHS Boards are engaged in the development of potential options and solutions and support the timely submission of required service information and data Managing and resolving constraints, dependencies, risks and issues; escalating to the Shared Portfolio Board where necessary Ensuring and facilitating the delivery of portfolio outcomes and benefits to realise the vision Supporting the adoption of the core Design Principles across the portfolio and its constituent programmes and projects Reporting progress to the Shared Portfolio Board Submitting outputs to the Design Authority and Shared Portfolio Board for sign off Enabling project implementation within NHS Boards 4. Membership Proposed Membership: Portfolio Representative NHS Boards Chief Executives Group Strategic Facilities Group Chair Operational Support Portfolio Director Name Organisation Role and Responsibilities Jeff Ace Jim Leiper Colin Sinclair NHS Dumfries & Galloway Chairs the group Advises the group on the likely Chief Executive position Provides a Chief Executive perspective to the group Deputy Chair of the group Provides an HFS position Identifies HFS support where available Encourages participation from SFG members Portfolio Lead for NHS NSS Links to the supporting governance, (Design Authority, Customer Reference Group and Shared Portfolio Board) Advises the group on policy issues Ensures the portfolio delivers against its objectives and meets proposed timelines Page 4 of 8

5 Operational Support Programme Director Operational Support Project Director Operational Support Programme Director Acting Deputy Director, Health Finance & Infrastructure Division, Scottish Government Douglas Seago Gordon James Martin Henry David Browning Scottish Government Scottish Government Submits proposals to the group Coordinates activities necessary to deliver the agreed programme Liaises with Programme leads on likely synergies between work streams Agrees level of input necessary to deliver the Capital Planning, Hard FM and Sterile work streams Reports on progress with each work stream to group Publishes communications material for distribution to the wider stakeholder groups Submits proposals to the group Coordinates activities necessary to deliver the agreed programme Liaises with Programme leads on likely synergies between work streams Agrees level of input necessary to deliver the Fleet and Logistics work streams Reports on progress with each work stream to group Publishes communications material for distribution to the wider stakeholder groups Submits proposals to the group Coordinates activities necessary to deliver the agreed programme Liaises with Programme leads on likely synergies between work streams Agrees level of input necessary to deliver the catering, laundry and portering work streams Reports on progress with each work stream to group Publishes communications material for distribution to the wider stakeholder groups Act as the key link on Capital and Facilities within Scottish Government Health & Social Care Directorates Advise on policy or Government-wide issues associated with Shared Director of Finance Representative Gerry O Brien Scottish Ambulance Service Represents the Director of Finance Group Communicates with and reports back to SFG- SS on all relevant issues Challenges and informs proposals Page 5 of 8

6 Shared Tom Steele NHS Forth Represents the Strategic Facilities Design Authority Valley Group Shared Representative Communicates with and reports back to SFG- SS on all relevant issues Challenges and informs proposals Shared Brian NHS Health Represents the Strategic Facilities Customer Reference Swanson Group Shared Group Communicates with and reports back Representative to SFG- SS on all relevant issues Challenges and informs proposals NHS Boards Estates Existing All NHS Provides NHS Board Facilities & Facilities Leads Strategic Boards Management input to the Facilities Facilities Shared agenda Group Attends or provides a suitable deputy Members who can express the view of their NHS Board Identifies appropriate staff to populate the expert/stakeholder groups Where appropriate provides expert advice to the group Ensures data requested is delivered within the required quality and time expectations Provides their NHS Board s position on the proposals being considered Communicates with the Executive Team within their NHS Board on the financial, service and other implications of the proposals Communicates with their staff and colleagues on the Shared agenda National Staffside Robert Rae Unison Represents the Scottish Partnership National Staffside Operational Support Programme Manager To be nominated Bobby Alikhani TBC Forum and the interests of all staff groups Communicates with the SPF on all relevant issues Challenges and informs proposals. Reports on staff issues Supports the Operational Support Portfolio, Programme and Project Directors in delivering expected proposals Ensure project management support is in place for each work stream Acts as the link to the Shared Portfolio Office Ensures the delivery of proposals are in line with the Shared Portfolio s approaches and strategies Page 6 of 8

7 Chair: Jeff Ace, NHS Dumfries & Galloway Deputy Chair: Jim Leiper, In attendance: Subject Matter Experts as required 5. Governance The group will report to the NHS Shared Portfolio Board. NHS Shared Portfolio Governance Structure Page 7 of 8

8 6. Meetings The Strategic Facilities Group will hold a separate session on Shared as part of the group s current 6-weekly cycle and will be aligned where possible to the meetings of the Shared Portfolio Board and NHS Boards Chief Executives Group. Should the need arise; the group will meet on a more frequent basis. The location of the meetings will be Glasgow, Clydebank or Edinburgh. Teleconferencing and Videoconferencing facilities will be made available. 7. Minutes/Action Notes, Agendas and Papers Agenda, papers and Action Logs will be distributed at least five days prior to each meeting. Action notes will be drafted by the Group secretariat and agreed by the Chair. All minutes and action notes will be circulated no later than two weeks after each meeting. 8. Review The group will review its Terms of Reference annually. Page 8 of 8

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