NHS WALES INFORMATICS MANAGEMENT BOARD

NHS WALES INFORMATICS MANAGEMENT BOARD Draft minutes of part 1 of the meeting Wednesday 28 April 2016 14:00 15:00 Attendees: Andrew Goodall (AGD), Chair - Welsh Government Steve Ham (SH) - Velindre NHS Trust Glyn Jones (GJ) - Powys Teaching Health Board Andrew Griffiths (AG) - NHS Wales Informatics Service Dylan Williams (DW) - Betsi Cadwaladr UHB Carwyn Lloyd-Jones (CLlJ) - NHS Wales Informatics Service Patsy Roseblade (PR) - Welsh Ambulance Service Trust Nicola Prygodzicz (NP) - Aneurin Bevan UHB Elizabeth Waites (EW) - NHS Wales Informatics Service Val Whiting (VW) - Welsh Government Ian Gunney (IG) - Welsh Government Stephen Harrhy (SHA) - Cwm Taf UHB Huw George (HG) - Public Health Wales Neil Frow (NF) - NHS Wales Shared Services Partnership Albert Heaney (AH) - Welsh Government Fiona Jenkins (FJ) - Cardiff and Vale UHB Rhidian Hurle (RhH) - NHS Wales Informatics Service Hamish Laing (HL) - Abertawe Bro Morgannwg UHB Peter Jones (PJ) - Welsh Government Angela Gough (Secretariat) - Welsh Government Apologies: Karen Miles - Hywel Dda Welcome and Introductions AGD gave a brief introduction and noted that he is taking over from the Minister in chairing part 1 of the meeting during the election period. Minutes of part 1 of the previous meeting (14 March 2016) The minutes from part 1 of the previous meeting were agreed. Actions 27 and 28 of the log were closed. Actions 29 and 30 are to be left open and included in the agenda for the next meeting. Page 1 of 4

National Plan EW and CLlJ gave a presentation on ICT Infrastructure investment. The key points included: In previous years there has been an underspend on ICT in the NHS in Wales. In the short term, very old equipment needs to be replaced (a catch-up). National systems cannot be deployed effectively if the local infrastructure is inadequate. In the longer term there will be development and implementation of new services, including support costs and a sustained refresh programme. For the next year, estimated ICT costs from LHBs/Trusts are 18M and from NWIS are 5.75M, a total of 24M. The recommendation is to use currently available capital to partially fund the catch-up and to share out available funds on a percentage basis for the ICT costs. A discussion following the presentation raised the following points: The NWIS costs in the presentation are purely for replacing old equipment, not for anything new. This will differ across health boards as some need more updating than others. GP systems are not included in these costs as there is separate funding for these. The infrastructure needs to be updated before WCCIS is implemented. Combined procurement should be looked at as gaining the best value for spend. Although replacing equipment is important, information should also be considered. There is a link to the strategy, using better technology, and not just replacing like for like. There should be a minimum standard on equipment. Agreements were made that: It is necessary to see the projected spend over a 3-year period, with confirmation of what will be included in the rolling programme. SH should have a conversation with VW and IG about the capital for ICT that was ring-fenced by the Minister. AGD will ask Wales Audit Office for a summary of actions from their ICT reports. This will be discussed again at the next NIMB meeting. Action AGD to ask Wales Audit Office for a summary of actions from their ICT reports Action SH to meet with VW and IG about capital for ICT that was ring-fenced by the Minister Action CLlJ to provide further information showing projected spend over a 3- year period Page 2 of 4

Health Board Plans Update EW gave the following updates: ED system there has been a delay in going live in ABMU as more testing is needed by the supplier. A new date for going live will not be set until the testing is completed. NWIS are confident that the supplier is managing this well. The issue is around access control and is a national issue. Blood transfusion module of LIMS some user testing of the system is required but there is an issue around resource to do this. NWIS are considering holding workshops where the testing could take place. WCCIS 11 of the 29 organisations in Wales are signed up. There are currently issues around standardisation, testing, information governance and the Welsh language translation of the system. There is a problem with central resource as there is no specific funding as yet. EW was asked to re-look at the submission made to WG for funding. AH was happy to take the lead on looking into other funding sources but stated that he wouldn t want to support variations of the system. It was suggested that some of any future funding should go to health boards to help with the staff costs of implementation. AGD asked if there was anything that would be completed in the next 6-12 months that could be celebrated at completion. EW suggested the medicine e-prescribing that is currently live in Powys and on accelerated implementation for Cwm Taf and Cardiff. Strategy Implementation PJ gave a brief verbal update on progress of the implementation of the Digital Health and Social Care strategy. The key points were: Some work has already been carried out on the structure for implementation. The information workstream is currently active. Existing groups are being looked at to investigate whether they can be used, rather than form a new group. NIMB will be the programme board for the implementation. A gap analysis will be carried out to find out what is already being done. A formal reporting structure is required; the governance needs to be agreed. It was agreed that this should be signed off at the next NIMB meeting. It was noted that all organisations should be represented in the governance structure. Action SH / PJ to bring the governance structure to the next NIMB meeting (23 June) to be formally signed off. Clinical Informatics Council RhH gave an update: Page 3 of 4

The council are looking for NIMB support for a collaborative approach to Theatre Systems Review and Maternity Systems Review across NHS Wales. SROs are required for Welsh Hospitals Electronic Prescribing Medicines Administration and Welsh Care Record Service. AGD advised that he would ask outside of NIMB for volunteers for this. A need to task an IM&T service review to find out how many are employed in IM&T in Wales, what is their skill mix and how can we use these skills in a collective way? Concern was raised that there are different priorities in different health boards. Cardiff and Vale, for example, do not have theatre systems as a priority. This should be fed back to the clinicians in this group. RhH suggested that the Council would be happy for NIMB to set their priorities. HL advised that Wales Audit Office have already collected information on the numbers employed in IM&T in Wales and we could ask them for this information. It was suggested that the Terms of Reference of the Council should be reviewed to ensure their enthusiasm is being applied correctly. PROMS demo Colleagues from NHS Wales Informatics Service gave a demonstration of the Patient Reported Outcome Measures soon to be trialled in Betsi Cadwaladr UHB. The main points highlighted were: This will be available bi-lingually Patients will be able to access from a PC, Smartphone or a tablet All the content has been acquired from validated sources Summary of actions arising in part 1 of the meeting AGD to ask Wales Audit Office for a summary of actions from their ICT report SH to meet with VW and IG about capital for ICT that has been ring-fenced by the Minister CLlJ to provide further information on ICT spend, showing projected spend over a 3 year period SH / PJ to bring the governance structure of the strategy to the next NIMB meeting (23 June) to be formally signed off. Page 4 of 4

NHS WALES INFORMATICS MANAGEMENT BOARD Draft minutes of part 2 of the meeting Wednesday 28 April 2016 15:00 16:30 Attendees: Steve Ham (SH), Chair - Velindre NHS Trust Andrew Goodall (AGD) - Welsh Government Glyn Jones (GJ) - Powys Teaching Health Board Andrew Griffiths (AG) - NHS Wales Informatics Service Dylan Williams (DW) - Betsi Cadwaladr UHB Carwyn Lloyd-Jones (CLlJ) - NHS Wales Informatics Service Patsy Roseblade (PR) - Welsh Ambulance Service Trust Nicola Prygodzicz (NP) - Aneurin Bevan UHB Elizabeth Waites (EW) - NHS Wales Informatics Service Val Whiting (VW) - Welsh Government Ian Gunney (IG) - Welsh Government Stephen Harrhy (SHA) - Cwm Taf UHB Huw George (HG) - Public Health Wales Neil Frow (NF) - NHS Wales Shared Services Partnership Albert Heaney (AH) - Welsh Government Fiona Jenkins (FJ) - Cardiff and Vale UHB Rhidian Hurle (RhH) - NHS Wales Informatics Service Hamish Laing (HL) - Abertawe Bro Morgannwg UHB Peter Jones (PJ) - Welsh Government Angela Gough (Secretariat) - Welsh Government Apologies: Karen Miles - Hywel Dda Minutes of part 2 of the previous meeting (14 March 2016) The minutes from part 2 of the previous meeting were agreed. Due to time constraints, the actions were not addressed at this meeting. It was agreed that a full review of the outstanding actions will take place at the next meeting. IMTP/Work programme/priorities/business Cases Microsoft Licences CLlJ presented the paper on Microsoft Licences for the NHS. The paper sets out the approach to get the best deal from Microsoft. The key points were: Page 1 of 5

An agreement is in place until June. Microsoft are offering a reduction on any new products for the next 3 years by moving to subscription-based licensing. This also allows licences to be acquired for just 50% of the estate, staggering the introduction and going forward, advantage can be taken of further reductions. This reduction is based on an-all Wales contract. The costings in the paper are based on device-based licences rather than person-based licences. The paper sets out 3 options for next steps. There was a discussion around option 1 being the most appropriate option as it offers the highest financial savings. It was agreed that it would be helpful to see a 3- year prediction of costs if option 1 was chosen and alternatively if option 3 (no agreement is made) is chosen for comparison. There were concerns that the costs of these licences were not factored into the IMTPs. CLlJ was asked to investigate the costs based on a person-based licences and whether it was possible to have a combination of both types of licences. It was agreed that the next NIMB meeting is too late for a decision to be made on this. CLlJ / AG will compile a briefing setting out the 3-year deal and the financial implications to distribute to NIMB attendees. They will ask health boards to come back to them with their decision on which option to take within a reasonable timeframe. CLlJ highlighted that if option 1 is not chosen and licences are not acquired then health boards will be taking on a high cyber security risk. The collective opinion of NIMB is that they recognise the significant cost but also note that action needs to be taken. They recommend a move to subscription-based Microsoft 365. Action CLlJ / AG to compile a briefing setting out the financial implications over a 3 year period and distribute to health boards Action Following receipt of the briefing from NWIS, health boards to respond with their decision on their preferred option Efficiency Through Technology Fund update PJ provided some update on ETTF: Funding award letters have gone out to the majority of projects. Some have just completed the first quarter of activity and progress reports are due. Some just starting where funding award starts this quarter. Range of projects national (ICNet, Patient Flow, PROMs) and local (pilot of a fall service, mobile working) split across key themes platform, development, upscale. Page 2 of 5

At present all funding for 16-17 has been awarded. There is likely to be a further call later in the year, post election, for 17-18 funding. Informal feedback indicates that so far projects are progressing well. NWIS Plan AG talked through the highlights of the summary of the NWIS 1 year plan: Cyber Security Enhancing systems Rolling out new systems AG advised that he can share the full plan and he invites organisational conversations about what it means for everyone individually. He also welcomed feedback on the NWIS IMTP and the full 1-year plan. FJ was welcoming of the summary plan but noted that it would have been helpful to have received this in more advance of the meeting. There were concerns that some elements of the plan didn t appear to have come from health boards. Discussion took place on the timing of IMTP and NWIS 1-year plan. It was thought that it would be helpful for the NWIS plan to be delivered later so that health board IMTPs could be taken into account. There were concerns that there are parts of the strategy that are not included in the plan. It was noted that until the strategy implementation plan is completed, it won t be possible to add some of this. It was agreed that further discussion about the NWIS plan should take place at the next NIMB meeting, including how the plan will be monitored through the year. Health Intelligence Unit It was noted that this paper has already been sent around various groups. An ETTF bid was submitted and the response was that this should come to NIMB for endorsement. The group were generally supporting of this piece of work, with some issues raised: Are there other pieces of work already existing that are similar to this? Need to know who commissions this and how priorities are decided. Further clarity is needed on who will do what. This needs a supporting resource strategy. NIMB has a broad approval of the principle of this piece of work with a need to tease out the next steps of how the work will be done and more information on the commitments. Product Development Programmes A presentation was given on business intelligence apps. Some key points from the presentation were: Page 3 of 5

An application has been purchased to replace legacy packages USC dashboard a pilot is taking place in Cwm Taf with a refresh every 15 minutes Primary Care Information Portal displays the Quality and Outcome Framework that was previously sent as spreadsheets The presentation gave a list of planned developments. Discussion around this presentation raised the following issues: How are the planned developments prioritised? It was confirmed that generally priorities come from Welsh Government. A query was raised on where the bed data on the dashboard comes from. NWIS said they would confirm this. The dashboard data does not reflect data on Launchpad as real-time. Action NWIS to confirm where the bed data on the dashboard is taken from Operation Delivery Incident reporting NIMB members are asked to read the paper and feed comments back to Andrew Griffiths. Action All NIMB members to read the paper on incident reporting and feedback their comments to AG Governance / Assurance Due to time constraints, the items on risk management and reports from sub-groups were not discussed. NIMB members are asked to note the related papers. PJ asked AG to write to WISB regarding the staffing issues highlighted in the subgroup report. Action AG to write to WISB regarding the staffing issues raised in the subgroup report Cyber Security CLlJ gave a brief presentation. The slides from the presentation will be distributed to NIMB members. Actions arising in part 2 of the meeting CLLJ / AG to compile a briefing setting out the financial implications of the Microsoft Licensing over a 3-year period and distribute to health boards Following receipt of the briefing from NWIS, all health boards to respond with their decision on their preferred option Page 4 of 5

NWIS to confirm where the bed data on the dashboard is taken from All NIMB members to read the paper on incident reporting and feedback their comments to AG AG to write to WISB regarding the staffing issues raised in the subgroup report Page 5 of 5