Facilities Shared Services Programme Car Leasing Short Life Working Group

Transcription

1 Facilities Shared Services Programme Car Leasing Short Life Working Group Terms of Reference Author: Douglas Seago, Programme Director Contact: Date Published: Version: 1.2 Page 1 of 7

2 Terms of Reference (ToR) Facilities Shared Services Programme Car Leasing Short Life Working Group (SLWG) 1) TITLE Car Leasing Short Life Working Group 2) ACCOUNTABLE TO Facilities Review & Shared Services (FR&SS) Programme Board 3) PROJECT OBJECTIVES To produce an options/ recommendations to the Facilities Review & Shared Services (FR&SS) Programme Board for the delivery of car leasing or alternatives for NHS Scotland based on 3 options: local (individual NHS Board), regional (geographically based), and national by March To produce recommendations to the Efficiency Portfolio Board to ensure consistent and standardised approach to car leasing or alternatives by June ) REMIT OF THE SHORT LIFE WORKING GROUP The Short Life Working Group has been established in March 2013 to meet the objectives as outlined above by June Review data on car leasing, including cost after travel expense/ mileage recovered. Review existing processes and procedures (21 car leasing policies) in the context of current mandatory guidance. Document local synergies e.g. expenses. Identify options for the alternative delivery of services which allow staff to carry out their duties when they require a car. Produce costed options that will remove inconsistencies and standardise; considering whether function / alternative could be delivered locally / regionally / nationally. Produce recommendations report on the preferred option. Report on progress to the Facilities Review & Shared Services (FR&SS) Programme Board. Page 2 of 7

3 5) MEMBERSHIP Name: Organisation / Division Responsibilities: Douglas Seago, Programme Director Iain Addison, Head of Area Accounting Jim Brooksbank, Assistant Travel Government Chair of Car Leasing SLWG Ensure the short life working group has appropriate resources to deliver the objectives Ensure engagement with, and buy-in from, the service to the outcomes Contribute to and review short life working group documentation Review and manage risks and ensure mitigating actions are robust Provide progress and final reports Provide a link to the FR&SS PB Provide advice and link to the SFG of HFS Provide a link to QEST NHS Highland Provide specialist subject matter expertise Provide link with all Staff employing NHS Greater Glasgow & Clyde Sam Brewster National Staffside Provide link with Partnership Forum Provide subject matter expertise and guidance Advise the SLWG on staff matters and likely concerns from those who have lease vehicle Provide assurance to the FR&SS PB that the staff point of view has been considered and appropriate governance arrangements are in place Kim Carter, Accountant Malcolm Colquhoun, Service Finance Support FM Review Projects Provide technical accounting advice Validate, from a financial perspective, the information and advice presented to the FR&SS PB Advise on the financial aspects of current car leasing policies Provide background to the car lease policies in your Board NHS Orkney Provide specialist subject matter expertise Provide link with all Staff employing Page 3 of 7

4 Colin Cowie Government Directorate for Health Workforce and Performance Advise on Government policy in the context of national Terms & Conditions of Service Mark Craske, Travel Eddie Dorans, Finance May Elphinstone, Payroll Gerald Ferrie, Transport & Waste John Gibson, Transport NHS Forth Valley Chair of the Travel & Transport Advisory Group Provide subject matter expertise Contribute to the general consideration of car leasing matters NHS Fife Provide specialist subject matter expertise Provide link with all Staff NHS Grampian NHS Forth Valley NHS Ayrshire & Arran employing Lynn Hunter, Project Michael Jackson, Project Programme Management Services (PgMS), NHS National Services Scotland (NSS) Government/ NHS National Services Scotland (NSS) Project to Transport Workstream Produce the relevant project documentation (e.g. Project Plan, Progress Reports) Facilitate workshop sessions Manage the baseline Plan and highlight any variances or issues to the Chair Maintain the Risk & Issue Register and highlight any variances to the Chair Maintain the Lessons Learned Log Act as Vice Chair to the Group Provide specialist subject matter expertise Consider options for the provision of cars to staff to allow them to carry out their duties Robert Mackinnon, Assistant Director Finance, NHS Tayside NHS Tayside Provide specialist subject matter expertise Provide link with all Staff employing Page 4 of 7

5 Lesley McConnell National Staffside Provide link with Partnership Forum Provide subject matter expertise and guidance Advise the SLWG on staff matters and likely concerns from those who have lease vehicle Provide assurance to the FSSPB that the staff point of view has been considered and appropriate governance arrangements are in place Peter McConnell, Strategic Sourcing Lyn McIntyre, Expenses & Car Leasing Elaine McLaughlan, Travel Team Richard Morrison, Head HR Service Centre National Procurement, NHS National Services Scotland (NSS) Provide specialist subject matter expertise Contribute to the general consideration of car leasing matters NHS Tayside Provide specialist subject matter expertise Provide link with all Staff employing NHS Greater Glasgow & Clyde (also responsible for car leasing within State Hospital & NWT) NHS Grampian Bill Riddoch, Transport Garry Rippingale, Travel & Car Leasing Ibby Ross, Car Leasing Charles Sloan, Assistant Head of Finance NHS Highland NHS Dumfries & Galloway NHS National Services Scotland (also responsible for car leasing within NHS 24, HIS & NES) NHS Lanarkshire Page 5 of 7

6 Magdalena Slowikowska, Project Support Officer Trevor Spowart, Regional Fleet David Tierney, General, Non- Clinical Support Services Gaynor Thomson, Car Leasing and Expenses TBC Programme Management Services (PgMS), NHS National Services Scotland (NSS) Ambulance Service NHS Western Isles NHS Lothian NHS Shetland Provide Project Management support Establish document control procedures Update project documentation such as plans, risk and issue registers Support workshop sessions Facilitate project communication ( , telephone, video conference) Act as secretariat for the Short Life Working Group Coordinate Short Life Working Group documentation prior to publication Provide support with the creation / development of Short Life Working Group communication documentation (e.g. newsletters) as needed Provide specialist subject matter expertise Provide link with all Staff employing In the case of unavoidable absence from the meeting, members should have a nominated deputy who is able to provide full representation, including decision-making powers. Representatives on the group are responsible for communication within their own Board areas. 6) CHAIR OF GROUP Douglas Seago, Programme Director 7) DECISION MAKING Decisions and actions from each meeting will be recorded in the meeting minutes and approved at the following meeting. 8) FREQUENCY OF MEETINGS Meetings will be held on a monthly basis. Page 6 of 7

7 9) PAPERS All papers and the agenda will be sent to members 5 working days in advance of the meeting. Minutes and action logs will be issued to members not later than 5 working days following meetings. There will be an open exchange of minutes between the 3 SLWGs of the Transport Workstream. 10) LIFESPAN OF GROUP The Short Life Working Group will run until 31 st March Terms of Reference Agreed: Date: Page 7 of 7