Facilities Shared Services
Programme (FSSP)
Team Brief
September 2014
Note from Douglas Seago
Thank you for taking time out of your busy day to read the update on the Facilities Review and Shared Services Programme. I
hope you find the content of relevance and use to you in whatever role you have in our National Health Service.
The individual project reports identify the achievements which have been made and the way in which we intend to work with the
experts, those who are delivering services across the NHS in Scotland, and are committed to delivering improvements in vitally
important facilities services. Without the support of the operational staff, managers and Partnership representatives working in
our National Health Service to improve the quality and efficiency of key services it would not be possible to make the changes
which are being proposed and implemented as part of this programme of work.
The Programme has the confidence of colleagues in Scottish Government to deliver services in a more efficient manner while
improving the patient experience. As a consequence pump-priming funding has been made available to facilitate changes with
the revenue consequences, savings, being retained by NHS Boards.
Please endeavour to publicise the work of the Facilities Review and Shared Services Programme.
Many thanks to all those staff who have contributed to the process of change which has and will continue to improve Facilities
Services across the NHSScotland.
Douglas Seago
Our aims
• To explore opportunities for NHS Boards to utilise resources in more
effective and innovative ways; for example, sharing services where
appropriate.
• There are already examples of good practice across NHSScotland. Our
purpose is to work together to ensure that we share these benefits
widely and identify further productive opportunities to enable us to
deliver services of improved quality and efficiency.
Background
• NHSScotland has a duty to the people of Scotland to ensure the NHS
continues to deliver high quality services that are good value for money.
• The latest review, the Scottish Government Efficiency and Productivity
Framework (Feb 2011) identified Support/ Shared services as an area
where further savings and quality improvements could be made.
• Facilities Shared Services has 5 workstreams:
– Capital Planning & Hard Facilities Management – Public Private
Partnership (PPP) – Sterile Services – Transport – Waste (complete)
Capital Planning
• Ove Arup consultants have been engaged through the Healthcare
Planners Framework to develop the Outline Business Case for the
preferred option for HubCo, Design Build Finance & Maintain (DBFM)
and Design & Build (D&B) capital planning services to be delivered
through a Regional/geographic Model. As part of the work to develop
an Outline Business Case, a data collection exercise has been
undertaken to identify what the capital planning roles are within
NHSScotland and the skills set available. The outputs of the exercise
are currently being reviewed and it is proposed that the Outline
Business Case will be presented to the Facilities Review & Shared
Services (FR&SS) Programme Board on 29th October 2014.
Hard FM
• Hard FM Short Life Working Group has undertaken a data collection
exercise to determine the current specialist role resource / skill in each
NHS Board for the delivery of operational estates services. This exercise
will also identify current and future skills shortages and details on
succession planning arrangements that are in place. The work will inform
the identification of any collaborative opportunities for the sharing of
specialist roles across NHSScotland. The outputs from the data collection
exercise are currently being analysed by the Short Life Working Group and
a Recommendations Paper will be prepared for the FR&SS Programme
Board on 29th October 2014.
Public Private Partnership (PPP)
• The Business Case for the establishment of a central specialist support
team to provide expert advice on PFI/PPP/NPD projects and act as a
single point of contact for the contract management teams within NHS
Boards was approved by the Scottish Government in August 2014.
• The specialist support team will sit as part of Health Facilities Scotland
within the Procurement, Commissioning and Facilities Strategic Business
Unit as part of NHS National Services Scotland. Work is currently
underway to develop the priorities for the team.
Public Private Partnership (PPP)
• A number of specialist advisory papers have been produced that set
out the ‘PFI/PPP perspective’ on topics such as changes in legislation
and the impact this may have on contracts.
• These papers have been published to the PFI/PPP Advisory Group and
are also available on the website.
Sterile Services
• The Endoscopy and Primary Care Recommendations Reports were
approved by the FR&SS Programme Board on 25th March 2014. The
Sterile Service Department Recommendations Report was approved by the
FR&SS Programme Board on 23rd June 2014. Further work has been
undertaken to quantify the investment necessary to replace capital
equipment over a 10 year period.
• The FSSP is currently in the process of transferring recommendations to
the service to progress as business as usual (BAU). Benefits will be
managed through the SSD Consultative Group and Endoscopy and Primary
Care Working Groups (HFS) and reported to the FR&SS Programme Board.
Sterile Services
• Scoping is underway with a view to initiating new projects to take forward
the tracking & traceability and capital estate recommendations. A
workshop is being held on 10th September with Sterile Service Department
representatives to document business processes within decontamination
and define NHSScotland requirements for tracking & traceability.
Transport - Car Leasing
• The Car Leasing Recommendations Paper was discussed and approved
by the CEO Group on 6th August 2014. The formal route for negotiation
and implementation of core principles for car leasing is in progress. The
CEO Group gave a mandate to progress an automated Car Leasing
Management Fleet Management System for NHSScotland and a
collaborative management structure.
Transport & Fleet Management
• The Fleet Management Review was established to investigate and
identify the potential synergies to be gained from greater collaboration
between the 22 NHS Boards in Scotland, with regards to the provision
and management of the Fleet.
• On 25th March 2014, the FR&SS Programme Board approved the
preferred option for the delivery of fleet management (Regional with
National Support) and agreed to the creation of a National Fleet Support
Unit and detailed phased implementation plan. The Programme Board
also endorsed the need to procure a national telematics / fleet
management system.
Transport & Fleet Management
• A Business Case has been prepared, and approved in principle by Scottish
Government, to procure base telematics units for all commercial and pool
vehicles across NHSScotland and an integrated Fleet Management System
(including car leasing quoting functionality) and to establish a professional
national fleet management support function.
• Work has been ongoing with NHS Boards to explore opportunities and develop
a phased implementation plan for the creation of regional areas. A pilot
arrangement for a regional operating model has been progressed in East
Central (NHS Fife, NHS Forth Valley and NHS Tayside) and options are being
developed for the North (NHS Grampian, NHS Highland, NHS Orkney, NHS
Shetland and NHS Western Isles). Progress has also been made toward joint
structures within NHS NSS. The implementation plan will continue to be
developed in partnership with Staffside and NHS Boards.
Transport – Logistics
• The Logistics Recommendations Report was endorsed by the FR&SS
Programme Board on 27th August 2014. The report outlined the
opportunities available to NHS Boards to ensure best utilisation of
vehicles and maximise the efficiency and effectiveness of the
NHSScotland Transport Fleet.
• Opportunities were considered via two detailed independent
commissioned pieces of work. 1. An analysis of the fleet and logistics by
ISD and 2. Routing optimisation utilising best practice industry software
by the DHL Solutions Design Team. In addition, the Logistics Short Life
Working Group (SLWG) discussed options around the commitment to
general principles to allow for future sharing of best practice within fleet
and logistics operations across NHS Boards.
Transport – Logistics
•
It was recognised that dedicated resource is required to work through
the re-routing opportunities with NHS Boards. It was agreed that this
form part of the national fleet support function which will have a remit to
review telematics and engage with NHS Boards on efficiencies identified.
• The Programme Board approved the recommendations and agreed that a
funding bid is progressed for resource to implement the detailed benefits.
Find out more
Area
Lead Officer/ Project Manager/ Partnership Representative
Capital Planning & Hard FM
Tom Steele, Director of Strategic Projects & Facilities, NHS Forth Valley
Fiona McLaren, Project Manager
George Walsh, Partnership Representative
PPP
George Curley, Director of Facilities, NHS Lothian
Fiona McLaren, Project Manager
Thomas Waterson, Partnership Representative
Sterile Services
Mary Anne Kane, Interim Director of Facilities, NHS Greater Glasgow & Clyde
Lynn Hunter, Project Manager
Linda Clarkson, Partnership Representative
Transport – Car Leasing
Douglas Seago, Programme Director
Lynn Hunter, Project Manager
Samuel Brewster, Partnership Representative
Transport – Fleet Management
Michael Jackson, Project Manager, NHS NSS
Lynn Hunter, Project Manager
Lesley McConnell, Partnership Representative
Transport - Logistics
Gordon James, Logistics Director, NHS NSS
Lynn Hunter, Project Manager
Liz Rosie, Partnership Representative
Lesley McConnell, Partnership Representative
Further information is available on the website: http://www.qihub.scot.nhs.uk/quality-and-efficiency/sharedservices/facilities-shared-services.aspx
If you have any questions….
Email: [email protected]