IT Procurement Policy

Transcription

1 Policy Number: 240 Supersedes: Replaces all previous IT procurement policies Standards For Healthcare Services No/s 19 Version No: Date Of Review: Reviewer Name: 0.1 August 2011 Paul Solloway 1 September February 2015 Paul Solloway 1.2 June 2015 Paul Solloway - Completed Action: Place into correct template Prepare for Approval Review and brought up to date Updated following global consultatation Approved by: Date Approved: New Review Date: IGC 06/09/ /09/2014 Brief Summary of Document: This policy outlines the procedures to be followed during all IT and associated procurements To be read in conjunction with: Informatics Strategy Information Security Policy Classification: Corporate Category: Policy Freedom Of Information Status Open Authorised by: Job Title Signature:

2 Responsible Officer/Author: Contact Details: Paul Solloway Job Title: Head of IT Dept Informatics Base Glangwili General Hospital Tel No Scope ORGANISATION WIDE DIRECTORATE DEPARTMENT ONLY COUNTY ONLY Staff Group Administrative/ Estates Medical & Dental Nursing Allied Health Professionals Ancillary Maintenance Scientific & Professional Other CONSULTATION Please indicate the name of the individual(s)/group(s) or committee(s) involved in the consultation process and state date agreement obtained. Steve Thomas, John Hackett, Individual(s) Gerald Evans and Geraint Jones Date(s) 25/ Group(s) Committee(s) Date(s) Date(s) RATIFYING AUTHORITY (in accordance with the Schedule of Delegation) NAME OF COMMITTEE Information Governance A = Approval Required FR = Final Ratification KEY Date Approval Obtained COMMENTS/ POINTS TO NOTE Date Equality Impact Assessment Undertaken May 2015 Group completing Equality impact assessment Paul Solloway Please enter any keywords to be used in the policy search system to enable staff to locate this policy IT, Procurement, PC, Laptop, Printer Database No: 240 Page 2 of 13 Version 1.2

3 Document Implementation Plan How Will This Policy Be Implemented? This policy will be implemented by effective communication to key stakeholders, and wider awareness communication to all staff Who Should Use The Document? What (if any) Training/Financial Implications are Associated with this document? All Staff involved in IT Procurement Awareness for all staff circulation via Hywel s e-voice, Global , Intranet and Internal IT department communication Action By Whom By When Dissemination via Global Head of IT July 2015 Communication Campaign Head of IT July 2015 What are the Action Plan/Timescales for implementing this policy? Workshops with IT Staff / Procurement Head of IT July 2015 Modify IT Intranet Pages Informatics Business Manager August 2015 Database No: 240 Page 3 of 13 Version 1.2

4 CONTENTS 1. INTRODUCTION POLICY STATEMENT SCOPE AIMS OBJECTIVES PROCUREMENT OF IT EQUIPMENT REPLACEMENT PROGRAMME NEW EQUIPMENT PROCEDURE FOR GENERAL IT PROCUREMENT PROCEDURE FOR FORMAL IT PROCUREMENT DETERMINING THE PRIORITIES FOR A PROJECT RESPONSIBILITIES HEAD OF INFORMATION TECHNOLOGY EHEALTH STRATEGY BOARD NHS WALES SHARED SERVICES PARTNERSHIP HEADS OF DEPARTMENT / BUDGET HOLDERS TRAINING IMPLEMENTATION REVIEW APPENDIX A TEMPLATE FOR FORMAL IT PROCUREMENT Database No: 240 Page 4 of 13 Version 1.2

5 1. INTRODUCTION It is the responsibility of the ehealth Board oversee the implementation of the Informatics Strategy, including commissioning additional developments and resources as required. This document sets out the method by which IT procurement, new IT projects or enhancements to existing systems will be approved and allocated resources. The procedure for gaining approval for IT initiatives is dependent on the size of the project. If the project is:- Individual hardware, network access and standard software purchases can follow the Procurement of IT Equipment procedure outlined in section 2. Up to one person week s effort and will incur no more than 5,000 of capital spend and 500 of revenue then the General IT Procurement procedure should be followed outlined in section 3. All other projects follow the Formal IT Procurement procedure. The assessment of the amount of effort required will be based on previous experience and initial discussion with the IT department. This procedure should be read in conjunction with the Health Board s Standing Financial Instructions, Standing Orders, the Policy for Procurement and Life Cycle Management of Equipment and where relevant, the Capital Investment Manual. Templates and electronic links for the submission of projects are provided at Appendix A and B. These should be used to submit projects for approval by the relevant authority. Any project which may impinge on National Strategy may need to be submitted to the relevant NHS Wales Informatics Service (NWIS) governance committees. 2. POLICY STATEMENT Hywel Dda University Health Board is committed to ensure all IT purchases align with both local and national strategies and that they represent value for money to public funds. This policy sets out a series of procedures to follow to ensure all IT purchases meet the requirements above and satisfy both the technical infrastructure and security requirements of the health board. 3. SCOPE This policy covers everyone that is employed by Hywel Dda University Health Board who may request IT purchases. 4. AIMS The aim of this policy is to ensure consistent procurement practices in relation to IT purchases from Hywel Dda University Health Board resources and that procurements have the correct authorisation and funding prior to proceeding. 5. OBJECTIVES The main objective of this policy is to ensure employees of the Health Board are aware of the process to follow when requesting IT equipment, software and services. Database No: 240 Page 5 of 13 Version 1.2

6 6. PROCUREMENT OF IT EQUIPMENT This includes the purchase of all IT hardware and software in addition to related professional services. This policy does not include purchases which are part of an already approved capital programme, business case or NWIS funded project which the ehealth Board or NWIS have already approved. Advice from the Informatics Directorate should also be sought where network attached equipment is being procured. This includes clinical instruments, laboratory analysers, security systems and CCTV. All IT equipment purchases or acquisitions will conform to the Informatics Directorate s specifications and will be authorised by the Head of IT prior to procurement. All IT purchases should be channelled through the IT department, if IT is bypassed any IT purchases should be clearly identifiable by the Procurement department who will forward such requisitions to the Head of IT to ensure that the processes in this policy are followed Replacement Programme Equipment at the end of its useful life will be replaced under the Replacement Programme subject to available funding levels. This will include but is not restricted to PCs, printers, scanners, servers, network devices, infrastructure components, software and telecommunications (including mobile phones). The Replacement Programme is funded from the Discretionary Capital allocation and will be managed by the IT Department. This does not exclude the funding of replacement equipment from departmental budgets and Trust Funds as required in line with the Health Board s standing financial instructions. The IT department will hold a replacement plan identifying what equipment is due for replacement New Equipment The procurement of new IT equipment will be from departmental budgets following approval and providing it doesn t meet the requirements of the Formal IT Procurement procedure it can continue. It is important to note that items over 250 in value and connected to the network are classed as capital assets and as such can only be funded from capital allocations and Trust funds. This will include many pieces of IT equipment including high end printers and PC s, laptops and tablets. The request forms for these purchases is available on the Intranet site under the IT section in the forms library External Funding Occasional the health board will receive external funding which is placed into ring fenced budgets (Welsh Government R&D for example), requests utilising these monies will be managed as per this policy and the IT department will discuss with finance on a case by case basis the funding arrangements and any revenue / capital transfers. Database No: 240 Page 6 of 13 Version 1.2

7 7. PROCEDURE FOR GENERAL IT PROCUREMENT All requests for software packages / development or enhancements, computer hardware or network / telecommunication services should be made by completion of the electronic forms on the Intranet site under the IT section in the forms library. All sections in the form require completion for the procurement to progress and will include and once received the IT department will contact the requester to determine the strategic fit with the:- Health Board s Informatics Strategy. National Informatics Strategy. Health Board s Information Security Policy. The request must be authorised by the responsible officer (e.g. budget holder or service manager). Where a request, in the opinion of the Head of IT requires no more than one person weeks of resource and does not conflict with any known policies or plans, it will be scheduled for procurement and implementation subject to available funds. Where a request requires more than one person weeks effort and more than 5000 external spend, then the Head of IT will assist the responsible officer in preparing a Formal IT Procurement Project Proposal for presentation to the ehealth Strategy Board. 8. PROCEDURE FOR FORMAL IT PROCUREMENT A proposal will be prepared and presented to the ehealth Strategy Board for any potential procurements which don t fit into the sections above. Prior to presentation for approval it should be discussed with the Head of IT for assessment of the technical issues involved to confirm that the project is technically feasible and that all IT issues have been considered. The proposal must contain the following elements and a template for this proposal is included in Appendix A: Name of:- o Clinical / Administrative System or Software to be procured, developed or enhanced o Network services required (Voice, Video and Data) A full explanation of why the system is required. A request will only normally be considered if it addresses at least one of the four categories below:- o That it will contribute to improved patient care o That it is required to satisfy the demands of the Welsh Assembly Government or other external organisation o o That it is required for clinical audit or governance purposes That it will generate cost savings net of the cost of the project over the systems lifecycle A description of how the system fits in to the Health Board s Informatics Strategy. A statement of conformance with the National Informatics Strategy with advice provided from IT. A statement of conformance with the Health Board s Information Security Policy. An outline system specification if one exists. A description of the envisaged approach to procurement / development:- o Bespoke Database No: 240 Page 7 of 13 Version 1.2

8 In-house, or outsourced o Packaged off the shelf o Enhancement to existing system The risks reduced by this investment. Envisaged cost of the procurement / development. Anticipated future developments. Envisaged cost savings or benefits expected of the procurement / development. These should be itemised to clearly identify where the savings or benefits are expected. In the case of a new system an individual should be identified who act as the System Administrator from the IT department if the scope of the system warrants this, appropriate ongoing revenue funding should also be identified to cover the support and maintenance charges of the system. If approved by the e-health board suitable bids for funding would be sought which is likely to be from one of two sources:- Capital bid for consideration by the Health Board s Capital Planning Group. Preparation of Business Case to Welsh Government 9. DETERMINING THE PRIORITIES FOR A PROJECT The following criteria will be used by the ehealth Board in assessing what priority should be given when approving projects. The priority in this area / activity in the Health Board s Strategy? The project s time constraint. The potential savings that would be lost or additional cost incurred, if the project was delayed. The resources required and any conflicts with other projects. Other projects / activities / initiatives dependent on the completion of this project. Any external influences on the project s implementation date. Risks incurred or changed by the implementation. The project s fit with national strategies if relevant. 10. RESPONSIBILITIES Head of Information Technology The Head of IT shall have overall responsibility for the implementation of this policy and will delegate responsibility to ensure appropriate procedures are in place to aid its implementation. The Head of IT will escalate any issues as appropriate to the Assistant Director of Informatics ehealth Strategy Board All members of the ehealth Strategy Board will be made aware of this policy to ensure they are aware of their roles and responsibilities in the approval process for IT projects NHS Wales Shared Services Partnership The NHS Wales Shared Services Partnership will be required to be aware of this policy to ensure any requisitions they receive for IT related equipment is not processed unless this policy has been followed (where requisitions are not received through designated IT requestors). Database No: 240 Page 8 of 13 Version 1.2

9 10.4. Heads of Department / Budget Holders Will be required to be aware of this policy to ensure it is followed when requested IT hardware, software and services. 11. TRAINING All staff will be made aware of this policy through global and availability to view on the Health Board intranet site. Awareness will also be promoted by the Informatics Service Desk when requests are received and through membership of the ehealth Strategy Board. 12. IMPLEMENTATION This policy will be implemented throughout Hywel Dda University Health Board and will apply to all staff. 13. REVIEW This Policy will be reviewed after 3 years, or sooner, as required. Database No: 240 Page 9 of 13 Version 1.2

10 14. APPENDIX A TEMPLATE FOR FORMAL IT PROCUREMENT This is the Proposal for a Formal IT Procurement which should be discussed with the Head of IT for assessment of fit with local and national strategies before submission to the ehealth Strategy Board. Project Proposed by Name Contact Details Project Name Name of:- Clinical / Adminstrative System or Software to be procured network services required (Voice, Video, Data) Full Explanation of why the system is required The project should fall into one of the following categories:- patient care WAG / external organisation clinical audit / governance cost savings Identify which category the project falls into and give a full explanation of the need for the project. Database No: 240 Page 10 of 13 Version 1.2

11 The system s fit with the Informatics Strategy How does the system fit in with the Health Board s Informatics Strategy? Conformance with the Informatics Security Policy Provide a statement of conformance with the Health Board s Information Security Policy particularly with regard to issues around access control, backup procedures etc. Outline System Specification Provide an outline system specification that describes what the proposed system is required to do. Attach any detailed specification. The approach to procurement / development Describe the envisaged approach to procurement / development. Is the system:- Bespoke development o In house o Outsourced Packaged off the shelf Enhancement to existing system Risk reduction What risks are reduced by this investment? What are the consequences of not making the investment? Database No: 240 Page 11 of 13 Version 1.2

12 Attach the Risk Register if one exists. HYWEL DDA UNIVERSITY HEALTH BOARD Costs of the procurement / development Provide details (estimated or actual) of the project costs including: Hardware Software IT infrastructure enhancements Implementation Training Cost Savings or Benefits Identify clearly where the savings / benefits are expected to be made. The IT resources needed for the project What resources are needed for the project? Time Cost People The source of funding Where is the funding for the project coming from? Initial purchase On-going costs Database No: 240 Page 12 of 13 Version 1.2

13 Authorised by Responsible Officer Name Contact Details Signed Date Head of IT Approved Not Approved Comments Signed Date ehealth Board Strategy Approved Not Approved Comments Signed (Chair) Date Database No: 240 Page 13 of 13 Version 1.2