SmartCare Collaborative Procurement
Terms of Reference for Steering Committee
Gloucestershire Hospitals NHS Foundation Trust
Yeovil District Hospital NHS Foundation Trust
Northern Devon Healthcare NHS Trust
TABLE OF CONTENTS
Document Control ............................................................................................................... 3
History.............................................................................................................................. 3
Reviewers ........................................................................................................................ 3
Distribution ....................................................................................................................... 3
1. Introduction .................................................................................................................. 5
2. Vision ........................................................................................................................... 5
3. Terms of Reference for the Gloucestershire, North Devon and Yeovil (SmartCare)
Collaboration Steering Committee ...................................................................................... 5
3.1. Core Purpose ........................................................................................................ 5
3.2. Expected Outcome ............................................................................................... 5
3.3. Principal Functions ................................................................................................ 5
3.4. Membership & Responsibilities ............................................................................. 6
3.5. Steering Committee Membership ......................................................................... 6
3.6. Relationship to other Committees. ........................................................................ 6
4. Modus Operandi ........................................................................................................... 7
4.1. Quorate ................................................................................................................. 7
4.2. Frequency of Meetings and Circulation of Minutes ............................................... 7
5. Procurement Assurance............................................................................................... 7
Annex A – Governance Structure .................................................................................. 10
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 2 of 10
DOCUMENT CONTROL
History
Date
25/5/12
28/5/12
16/7/12
Author
Gareth Evans
Richard Hale & Carole
Shuff
Richard Hale, Carole
Shuff & Gareth Evans
Gareth Evans
16/10/12
22/03/13
Gareth Evans
Gareth Evans
25/03/13
Gareth Evans
29/04/13
Gareth Evans
26/6/12
Reviewers
Name
Summary of Changes
Initial Draft
Incorporating RIS/PAC’s collaboration
documentation
Steering Committee Comments
Version No.
0.2
0.3
Libby Walters removed following
comments from Steering Committee
14/7/12
Revised Governance Diagram
Governance modified to reflect
procurement review with Non-Exec
Directors.
Revised YDH Procurement contact
and Non-Exec added.
Revised to meet SAcP requirements
post funding.
1.1
1.0
1.2
1.3
1.4
1.5
Date of
Issue
29/04/13
29/04/13
29/04/13
29/04/13
29/04/13
Version
Martin Scrace
Richard Hale
Carole Shuff
Dr Michael Richards
Louise Brereton
Approval Title
Received
Head of Informatics, North Devon
Head of Information, Yeovil
Programme Manager, Yeovil
Clinical Lead, Gloucestershire
Head of Procurement, Yeovil
Distribution
Name
Title
Date of
Issue
29/04/13
29/04/13
29/04/13
29/04/13
29/04/13
29/04/13
Version
29/04/13
29/04/13
29/04/13
1.5
1.5
1.5
Dr Sally Pearson
Sarah Truelove
Andy Robinson
Dr Alison Diamond
Dr Jonathan Howes
Jeremy Martin
Tony Foster
Nick Lewis
Julian Grazebrook
Director of Clinical Strategy, GHNHSFT
Director of Finance, GHNHSFT
Director of Finance, NDHNHST
Medical Director, NDHNHST
Medical Director, YDHNHSFT
Director of Planning and Performance
YDHNHSFT
Non-Executive Director - GHNHSFT
Non-Executive Director - NDHNHST
Non-Executive Director - YDHNHSFT
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 3 of 10
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 4 of 10
1. INTRODUCTION
The Southern Acute Programme (SAcP) has invited Trusts within the area to form
collaborative partnerships in order to apply for central funding for a range of clinical
procurements.
Gloucestershire Hospitals NHS Foundation Trust, Northern Devon Healthcare NHS Trust
and Yeovil District Hospital NHS Foundation Trust have applied to the SAcP for inclusion in
the overall programme for central funding in respect of a Collaborative Procurement for a
Clinical Information System with enterprise E-prescribing and clinical decision support.
This document provides the Terms of Reference for the governance and operation of the
collaborative programme.
2. VISION
The Vision for the collaborative programme is to provide the partner Trusts with an
integrated, current and sustainable technical infrastructure centred on provision for the
needs, care and safety of the patient. Clinical information will be owned, maintained and
used by clinicians, for clinicians and enable the Trusts to meet their respective strategic and
clinical outcomes.
By committing to a modern e-health initiative, the partner Trusts will enjoy strategic benefits
around quality, safety and efficiency. For example, the systems will help to monitor and
control the cost-effective and accurate prescription of medicine while providing a clear basis
for audit and development. The move to an Integrated Clinical System with a ‘one patient,
one record’ approach will simplify the day-to-day administrative tasks as well as presenting a
clear view of the patient for clinicians allowing more time to be directed to patient care with
improved safety. The Integrated Clinical System will enable delivery of significant change
allied to the partner Trust objectives thereby ensuring that each patient community will enjoy
the benefits of investment in healthcare.
3. TERMS OF REFERENCE FOR THE GLOUCESTERSHIRE, NORTH DEVON AND
YEOVIL (SMARTCARE) COLLABORATION STEERING COMMITTEE
3.1. Core Purpose
The purpose of the SmartCare Collaboration Steering Committee is to oversee the
collaborative procurement and implementation of an Integrated Clinical Information System
and associated business change to support the clinical delivery of care, improved patient
experience and the new NHS Information Strategy for Health & Social Care.
3.2. Expected Outcome
•
Award of contract for an Integrated Clinical Information System against a
combined output based specification (OBS)
•
All collaboration members to have served notice on current IHS contracts and
have implemented new solutions.
•
Ensure that value for money is achieved and benefits of the solution delivered
3.3. Principal Functions
•
To be the decision making accountable forum for the project.
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 5 of 10
•
•
•
•
•
•
•
To be the Sponsors Group for the programme
To provide regular feedback and assurance to partner Trusts regarding
programme status and delivery.
To provide transparent accountability to partner Trusts for shared project costs.
To provide updates to the NHS Southwest CIO and SAcP forums.
Determining the definition of and appropriate cost sharing methodology for the
programme.
Overseeing the identification and delivery of benefits
To provide the approvals and authorisation in respect of procurement prior to
central team assurance and approvals.
3.4. Membership & Responsibilities
The collaboration’s governance will consist of three levels of management and authority;
Collaborative Executive (Steering Committee), Delivery Group and local Programme Boards.
The overall governance and authority for decision making will be provided by a Collaborative
Executive consisting of CEO’s and optional Executive level members from each partner
Trust. The Collaborative Executive will make representation to the respective Trust Boards
and will direct the high level of decision making in respect of strategy and procurement whilst
also assuming overall responsibility for the delivery of the Programme. The Collaborative
Executive will elect one of the Trust CEO’s to act as the SRO for the Collaborative
Programme. The Collaborative Executive will provide the overall strategic direction for the
programme and focus on enabling the core purpose to be met. The Programme Director will
be a member of the Collaborative Executive.
The Collaborative Executive will also retain the membership of the Non Executive members
throughout the procurement process for internal procurement assurance review.
3.5. Steering Committee Membership
Dr Frank Harsent
(CEO, Gloucestershire)
Executive Director
(Gloucestershire)
Jac Kelly
(CEO, Northern Devon)
Executive Director
(Northern Devon)
Paul Mears
(CEO, Yeovil)
Executive Director
(Yeovil)
Tony Foster
Gloucestershire Non-Executive Director
Nick Lewis
Northern Devon Non-Executive Director
Julian Grazebrook
Yeovil Non-Executive Director
TBC
Programme Director
The Collaborative Executive will provide the executive management of the programme,
reporting to their respective Boards of Directors.
The Collaborative Executive members may be represented by a nominated deputy at
meetings. The deputy will retain the same level of authority and decision making as the
Collaborative Executive member.
3.6. Relationship to other Committees.
The relationship to other committees is represented diagrammatically at Annex A to these
terms of reference.
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 6 of 10
4. MODUS OPERANDI
This is a decision making committee and it is expected that members will either attend all
meetings or send a deputy authorised to make decisions on their behalf.
All members agree to complete their actions by the stated deadline and to take account of
the majority view, where compromises need to be made, to ensure delivery of the core
project objectives.
The Committee will approve final procurement proposals based upon the recommendations
and business case provided by the Delivery Group prior to ratification by the individual Trust
Boards.
4.1. Quorate
The meetings will be chaired by the Collaborative SRO or their nominated representative.
To be quorate, the following must be in attendance:
•
•
A Chief Executive Officer from each organisation or their nominated Executive
Director as deputy
The Programme Director
The agenda, minutes of the previous meeting and action list will be circulated at least three
working days before the meetings take place.
Members of the group are committed to having read the papers prior to the meeting and to
be in a position to make informed decisions
To assist it in making an informed decision, Members of the Delivery Group may be invited
to answer any questions the Committee have.
4.2. Frequency of Meetings and Circulation of Minutes
Meetings will be held at key milestones in the programme including but not limited to:
•
•
Commitment of financial resources and tolerances
Approval of selected supplier(s)
Final decision on go/no-go procurement activity will require agreement from the Trust Boards
of the constituent partners.
Minutes of this group will be a standing item for information on the local Programme Boards
and be made available to any other local or regional groups who require them.
These Terms of Reference will be reviewed at the 12 month stage of the project or more
frequently should the necessity arise.
5. PROCUREMENT ASSURANCE
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 7 of 10
The Collaborative Executive includes Non-Executive representation from each Trust within
the SmartCare collaborative. The Non-Executive members will provide a level of
Procurement Assurance in that they will review and where appropriate, challenge all
procurement documentation issued by the Programme Team prior to submission to the
Southern Acute Programme Central Team for assurance.
The function of the Collaborative Executive and its extended membership will incorporate the
procurement review and approval activities in the table below at the following stages:
•
•
•
•
Before publication of the OJEU notice;
End of PQQ stage;
End of ITT stage;
Contract Award stage.
SmartCare Collaborative Executive (with extended membership for assurance)
Extended Steering Committee Procurement Activity
•
•
•
•
•
•
•
•
•
•
•
•
Provide resources to develop the requirements and procurement documentation
Sign-off the requirements and procurement documentation
Approve the Procurement Management Plan
Request and act on advice from the Procurement Assurance Group
Provide resources for evaluation (PQQ and ITT)
Sign-off the evaluation outcome (PQQ and ITT)
Oversee the management of risks and issues relating to the procurement
Collaborate on local business case development and the identification of costs, risks
and benefits
Make recommendations and submissions to the SPFIT/replacement Organisation Board
Manage stakeholder communications regarding the procurement
Extended assurance responsibilities with skilled and competent non executive
members.
Non executive members to provide review and challenge where appropriate for
procurement documentation at each Gateway stage.
Procurement documentation will be presented to the Non-Executive membership upon
receipt from DAC Beachcroft following their legal and external review at each stage of the
procurement.
The members will review the documentation in respect of its suitability for use within the
procurement for each Trust and for the collaborative as a whole. The members will provide
comment, query or challenge to the procurement documentation and will issue their findings
to the Steering Committee for discussion or onward approval.
Any changes made to the document set will require confirmation of legal acceptance and
subsequent approval by the Steering Committee prior to submission to the SAcP Assurance
Team,
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 8 of 10
A record of document submission to the respective groups and individuals will be maintained
together with confirmation of approval given. Formal minuted records of approval meetings
or copies of email-based approval will be required.
Title: Annex 5.3 Board 23.07.13 -
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 9 of 10
Annex A – Governance Structure
Cabinet Office
LSP
SAcP
Collaborative SRO (Elected from CEO’s)
Trust CEO’s
Optional delegated deputy (per Trust)
Programme Director‡
Trust Non-Executive Member (Assurance)
Collaborative Executive
(Steering Committee)
NDHNHST
Trust Board
GHNHSFT
Trust Board
YDHNHSFT
Trust Board
Delivery Group
Programme Director‡
Programme Managers x3
Business, Clinical and IT Leads
Procurement‡
Preferred Supplier*
Key
Project Board
Workstreams
Project Board
Workstreams
Title: Annex 5.3 Board 23.07.13 -
Project Board
Trust SRO (CEO)
Trust Executive Member(s)
Trust Non-Executive Member
Local Programme Managers
Senior Users
Senior Suppliers (internal)
Senior Supplier(s)* (external)
Project Support
Project Assurance
Business Change
* Post contract award
‡ Shared Posts
Shared
NDHT
GHT
YDH
Workstreams
Document Ref:
Author: See Document Control
Smartcare Annex 1
Collaborative Procurement
Steering Committee TOR Part
3.docx
Status: Final
Management in Confidence
Version:
Date:
V1.5
29 April 2013
Page: 10 of 10