Arden Cluster Worcester CCG’s and CSU Mobilisation Project Review Board Hana Taylor & Helen McAndrew No. 2 Project Board 28/01/2013

Agenda 1.Introduction 2.NHS Worcestershire Business Continuity Assurance 3.Infrastructure Delivery 4.Service Ramp up 5.CCG Operational and Management Systems 6.Information Sharing and Account Management 7.Risk Log 8.Any other business

NHS Worcestershire Business Continuity Progress to date: Business Continuity is managed through a risk register Regular communication with CCG service leads No other major areas of concern Finance assurance posts filled Yet to do: On-going dialog with CCG leads to be maintained Concerns:

Service and Ramp UP Contracting and Procurement : Progress to date Joint procurement strategy moving forward Third sector grants – communications & decommissioning agreed. Documents handed over and sighted Weekly CCSU/CCG meeting set up and ongoing well Yet to do Contracts due to be signed 31 st of March (CCG’s working on elements of the contract CQUIN and qualitative measures) Legacy contracts archiving system being progressed Sue in talks with Bravo Concerns: Overall AMBER status everything ongoing. Recruitment ongoing 1 senior position recruited to the rest are in the process of being actively recruited

Service and Ramp UP Business Intelligence Progress to date: Finalising model for Worcester BI team expansion Implement Operating model & Management arrangements VENTRIS single domain progressing for Worcester rollout in April 2012 VENTRIS dashboard development continuing with Finance, Performance and CHS dashboards Consultations on staff transfers taking place Contract models continue to be developed Yet to do: Agreement of SLA’s for financials – ongoing Agreement of discrete suite of reports for CCGs’ Concerns: Large volumes of ad hoc requests for information and support are taking away resource away from the work of developing efficient systems and processes

Service and Ramp UP Information technology Progress to date Technical Solution Defined and Partner Selected Technical Infrastructure Work between WHICTS and ITC complete User Desktop (Citrix) Created and Roll Out of Citrix Client to Worcester Staff Initiated All necessary hardware/software ordered CSU “takeover” of WHICTS contract with CSU/CCGs initiated Yet to do Complete Citrix Client roll out Install wireless access points in Wildwood Develop wireless solution to sites other than Wildwood Finalise revised SLAs for “business as usual” services post 1 st April Agree plans for 13/14 Concerns: On-going challenges identifying all staff who need migrating On-going uncertainty on future direction of WHICTS and impact on CSU/CCG SLAs/developments Location for CSU staff outside of Wildwood and finalised CCG locations

Service and Ramp UP Specialist Corporate (HR,IG) Recruitment Progress to date Recruitment in on ongoing for CSU Worcester Yet to do 16 vacancies which we are in the process of recruiting for although 4 of those we have no plans to recruit for 3 in HR and 1 in BI. As some Organisational Structures are being refined by Senior Partners. They are currently filled by experienced Interims. The national target date 27/2 to fill all 12 roles either on permanent or interim basis. Which we are on target for. Concerns: None its an ongoing process General HR & IG CCG and CSU leads need to meet to discuss the service detail & individual processes. IG meeting scheduled in February

Service and Ramp UP Medicines Management Progress to date: Revised ACS Structure & Associate JDs developed Medicines Management staff appointed Yet to do : Mapping / Clarification of interface / reports by CCG / Practice Change Improvement plan underway. Performance Improvement person in post Concerns: None at this time on target / plan

Service and Ramp UP Continuing Healthcare Progress to date: Ongoing clarification of reporting accountability to CCG for CHC performance Established Key Management Structure and Operational structure by team Ongoing discussion for establishing financial and quality arrangements for CCG clients Working to develop and agree CHC transformation/planning Appeals review work ongoing Yet to do: Final confirmation by budget by CCG ongoing discussions Agree delegation parameters and formulise legal Agree and formalise escalation process for non delegated contacts Concerns: No concerns at this time, work progressing - confirmation re CCG contract processes for 2013/14

Service and Ramp UP Finance Progress to date: Ensuring provision of accounting and payment systems Support System set up SBS ISFE implementation Populate ytd for FIMS to enable CCGs to provide own forecasts Agree the year end timetable, required CCG input and responsibilities to ensure CSU can support the LAT to close down the accounts. To include agreement of funds to support the closedown Yet to do: Support Commissioning - PBR - indicators Set up Payroll links /HR and ESR Agree protocols for new ways of working Non recurrent funding to be agreed to support transition (existing outsourced corporate services contracts until March 2013 ) Concerns: Finalise the counter fraud arrangements

CCG Operational and Management Systems Progress to date: 36 out of 42 KPIs for Arden CS are finalised, together with 35 out of 46 for CCGs (many of these cut across both groups). Ongoing performance now beginning to be reported on (where established). Yet to do: Need to arrange meetings to finalise KPI agreement with CCGs. To be arranged via Relationship Managers CCGs devise table of contacts for each service (for each CCG) - confirm sign-off date from Marie Moore Concerns: Need to maintain focus on outstanding KPIs plus CCG sign-off Need to clarify expectations around detailed service spec for all services

Information Sharing and Account Management Progress to date: Relationship management meetings scheduled separate from the project meetings Yet to do: We need to establish an efficient governance mechanism for CCG-CSU account management going forward Concerns: SWCCG project exec on medium term sick leave

Infrastructure Delivery ESR Project Update : Progress to date: Migrating to Logica/McKesson’s managed payroll service (national contract). We are 1 of 5 organisations to have submitted all data and progressed forward. Yet to do: New provider for CCGs (SBS for Worcester, also being finalised for the C&W CCGs). Concerns: Agreement for payroll date needs to be confirmed by end of January – potentially high risk. BSA needs to agree this with Department of Health and staff side representatives nationally.

Risks See risk log

Any other business Next meeting date Resourcing deputising while Lucy is off HR meeting Service detail – process map RA function & Smart Card issuing Risk stratification - amending the SLA