Facilities Shared Services Programme (FSSP)

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Facilities Shared Services Programme (FSSP)

• Team Brief
• May 2014

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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.

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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)

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Capital Planning

• An option appraisal process has been undertaken
  as part of the review of current capital planning
  arrangements in NHSScotland and its suitability
  to respond to the future needs of the capital
  programme. Short listed options were scored at
  the Options Appraisal Workshop held on 5th
  February 2014. All NHS Boards were invited to
  the event and a robust consensus on the preferred
  option was achieved.
• On 25th March 2014, the Facilities Review
  Shared Services Programme Board endorsed the
  preferred option for HubCo, Design Build Finance
  Maintain (DBFM) and Design Build (DB)
  capital planning services to be delivered through
  a Regional/Geographic Model. The Programme Board
  provided approval for the workstream to progress
  with the development of a Business Case.

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Hard FM

• The Recommendations Report approved by the
  Facilities Review Shared Services Programme
  Board in September 2013 identified collaborative
  opportunities for the procurement of estates
  equipment to enable increased efficiency and
  value for money through collective purchasing.
  This is currently being handed over to the
  service to take forward.
• A data collection exercise will be undertaken 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.

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Public Private Partnership (PPP)

• Further to the approval of preferred option by
  the Facilities Review Shared Services Programme
  Board in December 2013, work has been underway to
  complete 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. The Business
  Case will be submitted to Health Social Care
  Management Board for approval.
• An operational PPP/PFI Conference was held on
  12th March 2014. The event was well attended by
  NHS Boards, Scottish Government and Staffside.
  The programme focused on lessons learned from the
  in-depth reviews, opportunities for contract
  management and a workshop to explore requirements
  from a central specialist support team.

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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.

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Sterile Services

• The Sterile Services workstream seeks to ensure
  maximum efficiency of the physical assets
  provided and that capital is invested in a manner
  which allows NHS Boards to provide
  decontamination services within the statutory
  frameworks.
• The Facilities Review Shared Services Programme
  Board approved the Recommendations Reports
  submitted by the Endoscopy and Primary Care Short
  Life Working Groups on 25th March 2014. The
  report detailed the current provision of the
  endoscopy decontamination service and managed
  primary care decontamination services across
  NHSScotland and the investment necessary to meet
  technical requirements.

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Sterile Services

• The Programme Board requested further detail on
  the capital investment required. This work will
  be undertaken and added to the report for
  submission to the Efficiency Portfolio Board and
  handover to the service.
• The Sterile Services Departments (SSD) Short Life
  Working Group has undertaken further analysis of
  the dataset gathered to identify facility
  capacity based on a unit being operational 24/7.
  This data will inform recommendations on future
  planning for the service and contingency
  arrangements. Work has been undertaken to
  identify equipment replacement and capital
  investment requirements. The SSD SLWG will
  report on findings and make recommendations to
  the Facilities Review Shared Services Programme
  Board in June 2014.

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Transport

• Car Leasing
• The Facilities Review Shared Services Programme
  Board approved the Recommendations Report
  submitted by the Car Leasing Short Life Working
  Group on 25th March 2014.
• Recommendations focused on opportunities for the
  removal of variation and improved cost recovery
  associated with
• the adoption of a common set of principles for
  the assessment of financial viability of a car
  lease scheme
• potential efficiencies to be realised through an
  automated Car Leasing Management Fleet Management
  System for NHSScotland and
• potential efficiencies through changes to the
  management structure for the delivery of the car
  leasing function.

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Transport

• Car Leasing
• The Recommendations will now be submitted to the
  Efficiency Portfolio Board (EPB).
• NHS Boards are requested to phase in all core
  principles upon renewal of existing leases and
  commence new arrangements for all new leases from
  no later than 1st April 2015.
• Work will commence on the business case for the
  development of a Car Leasing Fleet Management
  System for NHSScotland.
• Further work is required to explore opportunities
  to increase collaboration between NHS Boards
  leading to the potential for a virtual national
  team for the management of car leasing.

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Transport

• 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.
• An Options Appraisal process for the future
  delivery of the Fleet Management structure was
  undertaken during the summer of 2013, and outline
  options approved by the Facilities Review
  Shared Services Programme Board on 26th September
  2013 with agreement to further develop with
  detailed costs.

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Transport

• Transport Fleet Management
• On 25th March 2014 the Facilities Review Shared
  Services Programme Board approved the preferred
  option and agreed to the creation of a National
  Support Unit and detailed phased implementation
  plan for the development of the shared management
  of NHS Board fleets within a regional area
  supported by a national support function. The
  Programme Board also endorsed the need to procure
  a national telematics system. 
• Next steps for this work will focus on the
  development of a business case for the set up of
  the National Support Unit and procurement of
  fleet systems. Collaborative work has started
  with NHS Fife, NHS Forth Valley and NHS Tayside
  to explore opportunities for the sharing of fleet
  management resource across the East/ Central area.

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Transport

• Logistics
• The purpose of this work area is to review the
  current NHSScotland logistics infrastructure,
  including understanding routes and types of
  logistics functions delivered.
• The data collected on vehicle assets and journeys
  undertaken during a 4 week period in September
  2013 has been analysed and reports produced for
  each NHS Board to review their data.
  Additionally, the dataset has been prepared for
  Paragon Modelling to identify optimal routes,
  utilisation and fleet.
• Opportunities for collaboration within logistics
  services and recommendations will be reported to
  the Facilities Review Shared Services Programme
  Board in June 2014.

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Note from Douglas Seago

• Thank you for taking time to read the update on
  the Facilities Review and Shared Services
  Programme.
• You will have seen from the individual project
  reports that there has been a continued effort
  from all of the
• workstreams to deliver improvements in the way we
  deliver facilities management across the National
• Health Service in Scotland.
• The intention is to maximise the benefit of the
  changes, approved through the Programme Board, by
  
• ensuring that improved ways of working are passed
  back to the service where identified individuals
  or
• Groups will be tasked with implementation across
  the NHS Health Boards.
• It is proposed that there will be assessments of
  the benefits realised by the implementation of
  the proposals
• at 12 and 18 months after the work has been
  passed back to the service and adopted as
  business as usual.

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Find out more
Area Lead Officer/ Partnership Representative
Capital Planning Hard FM Tom Steele, Director of Strategic Projects Facilities, NHS Forth Valley George Walsh, Partnership Representative
PPP George Curley, Director of Facilities, NHS Lothian Thomas Waterson, Partnership Representative
Sterile Services Mary Anne Kane, Interim Director of Facilities, NHS Greater Glasgow Clyde
Transport Car Leasing Douglas Seago, Programme Director Samuel Brewster, Partnership Representative
Transport Fleet Management Michael Jackson, Project Manager, NHS NSS Lesley McConnell, Partnership Representative
Transport - Logistics Gordon James, Logistics Director, NHS NSS Lesley McConnell, Partnership Representative
Further information is available on the website
http//www.qihub.scot.nhs.uk/quality-and-efficienc
y/shared-services/facilities-shared-services.aspx
If you have any questions. Email
nss.facilities-shared-services-programme_at_nhs.net