Strategic Review of Soft Facilities Management across NHS Scotland. Team Brief January 2014

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1 Strategic Review of Soft Facilities Management across NHS Scotland Team Brief January 2014

2 Our Aims Review all Soft Facilities Management Services across NHSScotland to see how the current service works and look at options to improve efficiency, patient safety and user satisfaction. In order to complete this review we need to involve a wide range of individuals from the service across Scotland including partnership representatives. The outcome of this work will be a review report which will be presented to NHS Chief Executives and NHS Efficiency Portfolio Board to agree which options will be taken forward.

3 Background The Shared Services programme is part of the NHSScotland s longstanding commitment to the people of Scotland to ensure that our quality services are good value for money. The purpose of this Strategic Review of Soft Facilities Management is to take stock of how Facilities Management is being delivered across NHSScotland in different health board areas. It will also look to find out if there are better ways that the NHS can provide these services. Soft Facilities Management includes the following services; - Catering - Laundry - Domestic - Portering - Retail

4 Progress So Far Facilities Review & Shared Services Programme Board Responsibility for this work has moved to the Facilities Review & Shared Services Programme Board. This group is chaired by Jeff Ace (Chief Executive of NHS Dumfries & Galloway) The Board is also responsible for the Facilities Shared Services Programme, which is being led by my colleague Douglas Seago, Programme Director. John Boland continues to be the National Staffside representative on this group. This change will allow the group to focus on delivery of service options across all facilities services.

5 Progress So Far The Strategic Facilities Group, which is made up of Facilities leads from across NHSScotland, continues to have a major role is supporting the direction and travel of our review. Strategic Service Review Groups Groups for each of the Soft FM services have been meeting frequently between August and December and they have been working hard looking at service data from across NHSScotland and assessing the opportunities in the chart on the next slide. To see who the members of the groups are and how they have been doing please visit the HFS website;

6 Service Improvement Opportunities Catering Laundry Domestic Portering Retail Introduction of a range of standard meal delivery systems Introduction of standard patient menus Introduction of policies for the standardisation of linen, theatre drapes, blinds, curtains and bed screens Recommendation of how the Portering role should adapt in order to support changing clinical services Introduction of standardised private sector lease return rates Introduction of a standard meal ordering and stock control system Introduction of a national contract for purchase, repair and maintenance of laundry equipment Introduction of standardised floor cleaning equipment and materials Introduction of a standardised tracking system Introduction of NHS run bakeries and Aroma Cafes Re-provision of catering production units Re-provision of laundry production units Re-provision of mailroom services Introduction of NHS run retail outlets 6

7 Catering Services Catering reviews have now been completed in all NHS Boards, with the exception of NHS Greater Glasgow & Clyde, NHS Forth Valley, The State Hospital, The National Waiting Times Board and National Services for Scotland. Although there is significant variation in the costs of patient meals, food and labour across NHSScotland, the initial findings have also shown a high standard in the quality of food and service.

8 Catering Information System After the first few Catering reviews had taken place, it became clear that the services have been looking for a support tool to aid the efficient running of departments. Funding was approved for two pilots of a Catering Information System one in NHS Borders and one in NHS Fife. These pilots have now been running for several months and are already showing an impact in service improvements and efficiency gains, such as reduction in food waste and stock holding.

9 Catering Information System Saffron Moir, Assistant Catering Manager, NHS Fife We introduced the Catering Information System at Queen Margaret Hospital, Dunfermline in September We use the system daily to track all our revenues, costs and wastage. With all information being linked and stored together it is very user friendly and gives you up to date information at the touch of a button. With our wastage being recorded we can show a significant drop in our overall waste which is easily monitored and recorded.

10 Catering Information System Features of the system include; An easy to use management tool that allows full analysis of all catering data Bespoke to each site Focuses on improving quality while reducing cost Mentoring and support for catering managers

11 HFS Conference I was also able to present at the HFS Conference with approximately 100 people in attendance to hear a joint presentation from myself and Douglas Seago (Facilities Shared Services Programme Director). The presentation can be found at the link below;

12 Next Steps Prioritisation of Service Improvement Opportunities After the Strategic Review Groups have completed their work in Feb 2014, their assessments will be used to inform future decision making about the future of Soft FM services. The Strategic Service Review Groups will carry out some prioritisation work by the spring of This will help decide which opportunities should be taken forward to improve the efficiency and quality of our services across NHSScotland, remembering that our aim to help our staff perform to the best of their ability especially as we move towards delivering the NHSScotland 2020 Vision.

13 Partnership Representatives Service Unite Unison Catering Ann Crozier Raymond Marshall Laundry John Boland Tony McGrory Domestic Irene Clark Rose Anderson Portering Thomas Mowbray Charles Leslie Retail John Boland Ewing Hope

14 The Programme Team Website Martin Henry, Programme Director Bobby Alikhani, Project Manager Kim Carter, Finance Support Ashley Gumbo, Project Administrator