1. NHS Regional Roadshows
Collaboration
NHS Regional Roadshows

2. Building Collaborative Solutions
Taran Sohal
Business Development Manager
ioko (Carelink) e: m:
MOSS solutions – Intranet, Information Governance & E-Forms
N3 Hosting – web, application, spine aggregation
Sophy Tayler
Senior Account Manager
D2i e: m:
Building Collaborative Solutions
People * Knowledge * Technology
Steve Prokopiu
Practice Manager
IM Group e: m:
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.

3. 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

4. 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, etc ) and Live Communication (where we talk to people to reach decisions and so...)

5. Types of Collaboration
Real Time
Asynchronous
In Person
Telephone
Presentations
Meetings IM
Availability
Mail
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
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, s), 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

6. 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 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 , 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 ?), 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

7. MOSS
Microsoft Office SharePoint Server 2007

8. 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 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 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.

9. 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)

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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.

16. 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

17. Building Collaborative Solutions
Taran Sohal
Business Development Manager
ioko (Carelink) e: m:
MOSS solutions – Intranet, Information Governance & E-Forms
N3 Hosting – web, application, spine aggregation
Sophy Tayler
Senior Account Manager
D2i e: m:
Building Collaborative Solutions
People * Knowledge * Technology
Steve Prokopiu
Practice Manager
IM Group e: m:
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