NHS Regional Roadshows Collaboration NHS Regional Roadshows

Building Collaborative Solutions Taran Sohal Business Development Manager ioko (Carelink) e: taran.sohal@ioko.com m: 07771 994118 MOSS solutions – Intranet, Information Governance & E-Forms N3 Hosting – web, application, spine aggregation Sophy Tayler Senior Account Manager D2i e: sophy.tayler@d2i.co.uk m: 07824 324235 Building Collaborative Solutions People * Knowledge * Technology Steve Prokopiu Practice Manager IM Group e: steve.prokopiu@imgroup.com m: 07801 470077 Business Intelligence and Performance Management Consultancy Global MS Business Intelligence Partner of the Year – 3 years running Ongoing relationships with several NHS organisations including: - Bradford and Airedale PCT - Lincolnshire Teaching PCT - London Ambulance Service - Warwickshire PCT Good afternoon, my name’s Taran Sohal. I’ve been a Business Development Manager at ioko for the past 7 years. We’re an IT services co. who have delivered over 50 SharePoint projects and also have a N3 hosting platform that holds data for around 240 NHS and private healthcare providers I’m going to be joined today by Sophy Tayler at D2i who I expect may well mention some of the collaboration work we’re doing together when she comes up to speak. Also here today is Steve Prokopiou from IM Group. We’re working with IM Group on joint projects in the NHS that involve Business Intelligence. This follows on similar work we’ve done in the past at ITV and EMI.

The technology available to support Collaboration across the NHS - Topic The technology available to support Collaboration across the NHS - Exchange/ MOSS/ Groove / InfoPath to support improvements in staff productivity, patient safety, patient experience Customer Case reference on business issues addressed around collaboration and workflow Benefits realised from solution Plans moving forward The agenda for the session is discuss key technologies involved in helping collaboration across the NHS, with a focus on how staff an patient improvements My presentation is going to approach this in three ways: Background to collaboration Technologies for collaboration Example projects, mainly NHS to cover some of the work we’ve done to extend the OOB functionality to give that rich collaborative solution

Why collaborate – the general picture Reduce silos organisational, departmental, discipline, location Join up teams Multidisciplinary, multi organisation Aid decision making Right decision Faster More informed Link persistent information vs live communication Communication Information So, Why Collaborate... We all know there’s a tendency for people to work in silos. I looked this up in wikipedia which says the Silo effect is used to describe a lack of communication and common goals between depts in an organisation. When we talk through a customer’s requirements more often than not we’re told that more than ever before there is a need to collaborate across departments and organisations – the goal being to get to the right decision faster The final point on this slide is that we need to link Persistent Information (that’s information we refer to in documents, email etc ) and Live Communication (where we talk to people to reach decisions and so...)

Types of Collaboration Real Time Asynchronous In Person Telephone Presentations Meetings IM Availability Mail Email Texting File/Document stores Task lists Calendars Access Information interactions People interactions Live People interactions Phone Instant messaging Meetings Presentations Domain – team – organisation – location – connectivity - mobility Collaborate Mail Email SMS File/Document stores Task lists Calendars There are 2 types of collaboration – real time (live communication), asynchronous ie non real time (persistent information) In short, collaboration is a combination of Interacting with information (document, emails), interpreting that information, then needing to Interact with people Our ability to collaborate can be limited by people not being on the same domains, across teams/organisations/locations, connectivity and mobility Let’s take a look at some of the key Microsoft technologies that can help here

Technologies for Collaboration Real Time Asynchronous Live Meeting Office Communications Server Instant Messaging Presence Outlook/Exchange SMS (Short Messaging Service) MOSS (SharePoint 2007) Groove Live People interactions Phone Instant messaging Meetings Presentations Domain – team – organisation – location – connectivity - mobility Security | Rights Management Server | BizTalk Collaborate Outlook Exchange SMS MOSS Groove Web In addition to chatting in person, telephones, etc – good real time tech’s include Live Meeting which we run as a hosted service for our customers as well as ourselves of course. It’s an online meeting platform that allows the organiser to invite multiple people with an email containing a link to access a real time meeting through a standard browser so they can be shown anything from the organiser’s desktop eg presentations, documents, applications. The audio can be provided via conference calling - either integrated into LiveMeeting or your existing conferencing capability if you have it Ever sent a mail to somebody, hoping to get a reply quickly – eventually get a reply 4 days later. on a course, or on holiday... Office Communicator is like MSN on performance enhancing drugs, Instant Messaging – with Exchange integration giving presence information so eg when i get an email, if the person sending the mail is online there will be a green ball next to their name and we can IM them, call them instead of replying into a mail. Asynch - Exchange mail ( which in the latest release has some very nice voice integration), sms text messages (easier to get a response to an sms than an email?), MOSS, Groove Which tools do we use and when? It depends who are we trying to collaborate with? Are they on our network - OCS, MOSS For collaboration with users not on our domain and non PI data - see LiveMeeting, MOSS. Secure sharing of PI data with users not on our domain, take a look at Groove. Other technologies to support collaboration Rights Management Server – if doc sent out it can be secure so people cant print, forward etc Biztalk – System to system integration

MOSS Microsoft Office SharePoint Server 2007

SharePoint 2007 Feature Areas 8/7/2018 6:33 PM SharePoint 2007 Feature Areas Server-based Excel spreadsheets, BI Web Parts, KPIs/Dashboards Business Intelligence Collaboration Docs/tasks/calendars, blogs, wikis, Outlook integration, offline docs/lists Business benefits – Single version of the truth, Track / drill down into KPIs from Excel / Data Warehouses Business benefits – improved document / project collaboration to drive business change Portal NHS Enterprise Agreement Web forms, AD / LOB integration Personalisation, Security Business benefits – Replace paper forms with electronic and speed up internal processes whilst reducing errors Business Forms Business benefits – single point of access to information/applications single sign on One of SharePoint’s strongest capabilities is in collaboration. OOB you can empower staff to create collaborative sites for working on projects, documents and meetings. Then there are a further 40 templates, lovingly named the Fantastic 40. I’m not going to go through them all but if someone wants to go through them they can be easily found online using any of the popular search engines out there. You can also take entire doc lib’s offline into Outlook 2007. otherwise, Groove can provide the offline capability to SharePoint Portal has the potential to be the single point of access to information and applications for staff, with personalised delivery of content for different functions, specific job roles and even different locations. The search naturally provides users with a rich search of content inside SharePoint, but also allows the Trust to index your file shares, exchange public folders, relevant external websites Content Management capability is built into this version and rich document management capability – check in/out, version history with a rich workflow platform sitting behind it. InfoPath forms – who’s using them? Free to the NHS since 2003 but the client install put off many large orgs. 2007 is web enabled with tight integration with SharePoint BI – rich capability for BI, Executive dashboards for Practice Based Commissioning. CUI work – BI templates. BI demonstrator. Content Management Search Document / Web Content management, Workflow Rich advanced search, people and business data search Business benefits - Compliance, audit. Comprehensive management of electronic documents/policies Business benefits – speed up information access/retrieval improves employee efficiency ©2005 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

Example Projects Intranets Information Governance Electronic Forms Global Property Co. Intranets WSS RSS Feeds Search (GP, Ward, People) Information Governance DM add-ons Electronic Forms AD integration Business Intelligence Reporting Services, Mapping Groove We’ve got speakers at most of the regional roadshows, couldnt make it today so I’ll be running through a few screenshots to give you a flavour of the sort of things other people are doing (in addition to rolling out the OOB SharePoint)

Search across 200 locations for available wards These screenshots show we have enhanced the search for tees, esk & wear Valleys NHS to search internal databases - Tees have 200 physical sites so they wanted a facility for staff to check ward locations and availability Below we see staff having the ability to search for a local GP from their own intranet Search for GPs across the region

People search extended to include skills, all contact phone numbers Killer app for intranets is the people search - Improved telephone directory (pulled from AD) to include skills, all contact numbers. We can extend this further so that clicking on a name takes you into an organisational chart that you could navigate up and down through the structure

NHS Information Governance Solution IG Toolkit Litigation Authority Audits Standards For Better Health Doc Creation & Approval workflow Doc Re-approval Workflow Read Document Confirmation Workflow Unique Doc ID Generation Document Classification Document Conversion to PDF Document Expiry Notification Doc Archiving Our customers have been telling us that the NHS have requirements to better manage their electronic documents, some of the drivers for this being the IG toolkit, Litigation Authority audits, Standards for Better Health. MOSS gives good OOB doc mgmt, but there are several gaps that have been identified in the projects we have done. For these we have created these Document Management Add-Ons

ioko’s Document Creation and Approval Workflow The ioko Document Creation & Approval Workflow takes the typical stages needed for creation a key document eg policies & procedures eg draft, formatting, reviewing, amending and approving and allows the creator to allocate a number of days for each stage. At each stage, the workflow allows you to allocate the appropriate people who will be involved. If the document doesnt move onto the next stage there is an escalation process that alerts the appropriate people. Once the doc is created it stays live until X days before expiry at which point an alert is sent out to the appropriate people, eg 30 days before, then every 7 days again with escalation if it has not moved onto the next stage of the re-approval. Alternatively, it could be pushed through the document archiving workflow or deleted if appropriate

ioko’s Read Document Confirmation Workflow New policy, push a read doc confirmation workflow out to key users eg new updated policy going out to clinicians The message would probably read something along the lines pl confirm that you’ve read, understood and agree with this policy update This generates a workflow that enables you to track who has acknowledged it, and who hasnt

Extranet Virtual Earth Integration In this case a customer can login and view available properties with integration into rich mapping tools such as Virtual Earth.

Groove Sync Relay Server Partner Disconnected Employee Partner Groove Scalable solution simplifies sharing information throughout and across organizations Sync Finally, Groove provides the capability to take documents from eg a SharePoint doc lib and have them available in Groove where they can be worked on offline by staff and securely shared with partner organisations. I’ll now hand you over to Sophy Tayler, Senior Account Manager at D2i who’ll take it on from here. Thank you. Rich client designed from the ground up for working online, offline, and across network boundaries Teams and data stay in sync automatically and effortlessly SharePoint integration connects informal projects with structured workflows and applications

Building Collaborative Solutions Taran Sohal Business Development Manager ioko (Carelink) e: taran.sohal@ioko.com m: 07771 994118 MOSS solutions – Intranet, Information Governance & E-Forms N3 Hosting – web, application, spine aggregation Sophy Tayler Senior Account Manager D2i e: sophy.tayler@d2i.co.uk m: 07824 324235 Building Collaborative Solutions People * Knowledge * Technology Steve Prokopiu Practice Manager IM Group e: steve.prokopiu@imgroup.com m: 07801 470077 Business Intelligence and Performance Management Consultancy Global MS Business Intelligence Partner of the Year – 3 years running Ongoing relationships with several NHS organisations including: - Bradford and Airedale PCT - Lincolnshire Teaching PCT - London Ambulance Service - Warwickshire PCT