Facilities Shared Services Programme (FSSP)

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Facilities Shared Services Programme (FSSP)

• Team Brief
• September 2014

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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

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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

• 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 (DB) 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 (FRSS) Programme Board
  on 29th October 2014.

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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 FRSS Programme Board on 29th
  October 2014.

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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.

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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 Endoscopy and Primary Care Recommendations
  Reports were approved by the FRSS Programme
  Board on 25th March 2014. The Sterile Service
  Department Recommendations Report was approved by
  the FRSS 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 FRSS Programme
  Board.

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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.

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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.

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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 FRSS 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.

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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.

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Transport Logistics

• The Logistics Recommendations Report was endorsed
  by the FRSS 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.

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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.

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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/shared-services/facilities-shared-servi
ces.aspx
If you have any questions. Email
nss.facilities-shared-services-programme_at_nhs.net