NHSScotland Shared Services Design Authority Terms of Date Published: 03 rd December 2015 Version: v1.3 Document Type: Governance Review Date: 16 th July 2016 Page 1 of 5
DOCUMENT CONTROL SHEET: Key Information: Title: NHSScotland Shared Services Design Authority Date Published/Issued: 03/12/2015 Date Effective From: Version/Issue Number: 1.3 Document Type: Governance Document Status: Final Author: Rob Jones, Project Support Officer, Programme Management Services (PgMS), National Services Scotland Owner: Carolyn Low, Director of Finance and Business Services, National Services Scotland Approver: Approved by and Date: Contact: Carolyn Low, carolynlow@nhs.net File Name: Revision History: Version: Date: Summary of Changes: Name: Changes Marked: 0.1 01/07/2015 First draft of the document RJ N 0.2 10/07/2015 Working draft RJ N 0.3 14/07/2015 Initial review CL N 0.4 24/08/2015 Update following meeting with John Burns CA N 0.5 09/09/2015 Updates following meeting with CL, CS & MB CA N 0.6 24/09/2015 Update of Director of Public Health details RJ N 1.0 05/10/2015 Final Version RJ N 1.1 05/11/2015 Governance Diagram updated RJ N 1.2 03/12/2015 Partnership Representation updated RJ N 1.3 14/12/2015 Pharmacy Representation updated RJ N Approvals: This document requires the following signed approvals. Name: Title Date: Version: Design Authority 05/10/2015 1.0 Distribution: This document has been distributed to: Name: Title/SBU: Date of Issue: Version: Design Authority 29/09/2015 V0.6 Linked Documentation: Document Title: Shared Services Management Framework Shared Services Board Terms of Customer Group Terms of Document File Path: Page 2 of 5
1. Official Name of the Authority NHSScotland Shared Services Design Authority 2. Purpose of the Authority The Design Authority is an important part of the Management Office infrastructure and will act as an Advisory Panel to the Shared Services Board to ensure that any proposals submitted to the Board reflect appropriate professional practices, are aligned to the future strategic direction of NHSScotland and have been subject to effective scrutiny, review and challenge by agreed Governance bodies. 3. Role and Remit of the Authority The Design Authority s role is to provide overall strategic insight and challenge, and to ensure that each programme considers policy and operational implications of proposals in an appropriate manner. This will include responsibility for: Aligning the Shared Services proposals with existing and future NHSScotland and public sector strategies and policies Ensuring that Shared Services proposals are visionary and underpinned by leading practices and standards and future proofed Aligning the Shared Services proposals with clinical services and strategies Providing expertise and guidance on a specific area to ensure that there is appropriate alignment and control when changes are being planned and implemented Raising and supporting the resolution of strategic misalignment of Shared Services proposals to national strategies and policies. 4. Membership Proposed Core Membership: Representative Name Organisation Design Authority John Burns NHS Ayrshire & Arran Chair Senior Responsible Owner Carolyn Low NHS National Services Scotland Financial strategy and Christine McLaughlin affordability Director of Finance (TBA) Workforce strategy and Shirley Rogers governance Kenny Small Healthcare Strategic Michael Kellet Alignment ehealth strategy and Eddie Turnbull governance Robin Wright Partnership Ros Shaw Royal College of Nursing Medical Director To be agreed Director of Nursing Evelyn Roger Director of Planning To be agreed Page 3 of 5
Asset Management Strategies To be agreed and environmental sustainability Tom Steele NHS Forth Valley Pharmacy (Chief Pharmacist) Scott Mitchell NHS GJNH Director of Public Health Alison McCallum Director of Healthcare Scientists To be agreed Shared Service Design Authority Chair: John Burns, NHS Ayrshire & Arran The core membership will be supplemented with representation from functional groups where related work is being reviewed by the Design Authority. In attendance (as required): Directors Professional Subject Specialists Governance Board Chairs / Representatives External Advisers 5. Governance The Shared Services Design Authority is accountable to the NHSScotland Shared Services Board. NHSScotland Shared Services Governance Structure Cabinet Secretary For Health, Wellbeing and Sport Senior Leaders Forum (Formerly Guiding Coalition) Director General Health & Social Care Chair of Chairs Transformational Change Plan Programme Board Board Chief Executives Board Governance Shared Services Board Management Office Customer Group Design Authority Partnership Shared Engagement Services Design Authority Sub Group Board Programme Support Cross Cutting Workstreams Business Operational Health Key Accountable Report and consult Page 4 of 5
6. Meetings The Design Authority meeting shall take place on a quarterly basis and will be aligned where possible to the meetings of the Shared Services Board. Should the need arise; the Design Authority will meet on a more frequent basis. The location of the meetings will be Edinburgh and Glasgow. 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 Design Authority 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 Design Authority will review its Terms of annually. Page 5 of 5