Facilities Shared Services Programme Short Life Working Group Terms of Reference Author: Michael Jackson, Chair Contact: michaeledwinjackson@nhs.net Date Published: 2013-12-10 Version: 1.1 Page 1 of 6
Terms of Reference (ToR) Facilities Shared Services Programme Short Life Working Group (SLWG) 1) TITLE Short Life Working Group 2) ACCOUNTABLE TO Douglas Seago, Facilities Shared Services (FSS) Programme Director 3) PROJECT OBJECTIVES To produce an options appraisal to the Facilities Review & Shared Services (FR&SS) Programme Board for the delivery of fleet management for NHS Scotland based on 3 options: local (individual NHS Board), regional and national by March 2014. To produce recommendations to the Efficiency Portfolio Board to ensure consistent and standardised approach to the delivery of fleet management by June 2014. To maximise the benefit of procurement through the development and standardisation of specifications for all vehicles required to provide transport services by December 2013. 4) REMIT OF THE SHORT LIFE WORKING GROUP The Short Life Working Group has been established in April 2013 to meet the objectives as outlined above. Review current processes and procedures and data gathered, ensuring engagement with all the NHS Boards and existing professional bodies / groups Identify and cost options for the future delivery of Fleet Management that will remove inconsistencies and standardise; considering whether these could be delivered locally / regionally / nationally Produce a recommendation report for the Programme Board on the preferred option To produce a common specifications for all vehicles required to provide transport services, which will include HGVs, vans, car based vans, pool cars and telematics Report on progress to the Facilities Review & Shared Services (FR&SS) Programme Board. Page 2 of 6
5) MEMBERSHIP Name: Organisation / Division Responsibilities: Michael Jackson, Project Kim Carter, Accountant Malcolm Colquhoun, Services Gerald Ferrie, & Waste John Gibson, Scottish Government/ Health Facilities Scotland Finance Support FM Review Projects NHS Orkney NHS Forth Valley NHS Ayrshire & Arran Chair of short life working group 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 Escalate risks which compromise the delivery of the short life working group s objectives Provide progress and final reports to the Programme Director Provide assurance that the short life working group s outputs are fit for purpose Provide subject matter expertise and guidance Provide technical accounting advice Validate, from a financial perspective, the information and advice presented to the FSSPB Advise on the financial aspects of current and future practice Provide information on Board specific aspects of Lynn Hunter, Project Programme Management Services (PgMS), (NSS) Project to 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 Page 3 of 6
Kevin Jenkins, Regional Fleet Andrew McArdle, Supply Chain Derek Mcaulay, Estates Officer/ Scottish Ambulance Service NHS Grampian NHS Borders Provide information on Board specific aspects of Lesley McConnell National Staffside Provide link with Scottish Partnership Forum Provide subject matter expertise and guidance Advise the SLWG on matters and likely concerns from those who have lease vehicle Provide assurance to the FSSPB that the point of view has been considered and appropriate governance arrangements are in place Peter McConnell, Strategic Sourcing Provide subject matter expertise and guidance Inform the Group of and involve them in the procurement of goods and services relating to activities Provide specialist procurement advice. Jim McIlroy, Officer Bert McNaughton, Bruce Melvin, NHS Fife NHS Lanarkshire NHS Greater Glasgow & Clyde Provide information on Board specific aspects of Paul Milne, National Logistics Scottish National Blood Transfusion Service (SNBTS), Allan Ramsay, NHS Tayside Bill Riddoch, NHS Highland Shelley Sloan, Joint Fleet Dumfries & Galloway Council Page 4 of 6
Magdalena Slowikowska, Project Support Officer Iain Sneddon, & Travel Dave Tierney, General, Non- Clinical Support Services Programme Management Services (PgMS), (NSS) NHS Lothian NHS Western Isles Provide Project Management support Establish document control procedures Update project documentation such as plans, risk and issue registers Support workshop sessions Facilitate project communication (email, 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 information on Board specific aspects of 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 Michael Jackson, Project 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 5 of 6
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 Workstream. 10) LIFESPAN OF GROUP The Short Life Working Group will run until 31 st March 2014. Terms of Reference Agreed: Date: Page 6 of 6