Scottish Healthcare Facilities Conference 2014 Estates & Facilities Benchmarking Programme Janis Terris
Today s Session will cover: Estates & Facilities Benchmarking Programme Brief background Aims of the Benchmarking Programme Progress Challenges Work over last 12 months Dashboard released January 2014 All Boards now have Estates & Facilities Benchmarking Lead/Deputy Terms of Reference Workshops held for Leads and Deputies Governance Demo of the Estates & Facilities Benchmarking Dashboard
Background Estates & Facilities Benchmarking was initiated by the SFG - led to NHS Efficiency and Productivity Programme/National Benchmarking Programme
NHS Scotland Estates and Facilities Benchmarking Background In 2009, NHSScotland Estates and Facilities activities involved expenditure of approximately 1.2 billion per annum (15% of total net operating costs). Current costs are in the same order of magnitude. The report recognised... There are opportunities to improve quality and cost effectiveness in carrying out these activities through improving productivity and implementing more efficient ways of working
NHS Scotland Estates and Facilities Benchmarking Covers 4 key Workstreams... Facilities Management Estates & Asset Management Energy Management Waste Management
NHS Scotland Estates and Facilities Benchmarking Aims Support the improvement of Health Service delivery by gaining a common and deeper understanding of what our current position is with regards to Estates and Facilities... and using this information to allow Boards to identify gaps in information compare key aspects of performance across Boards share best practice to identify opportunity for improvement can be achieved Identify opportunities for efficiencies and savings without compromising service
NHS Scotland Estates and Facilities Benchmarking Extract... Action Plan Allow Estates & Facilities Teams within Boards to identify, share and spread good practice and act on opportunities to secure improvements in performance as part of the wider need to deliver improvements in efficiency and productivity... Establish consistent service definitions Align this with development of new & existing information systems Identify information gaps Measure performance of key activities and service improvement initiatives Acceleration adoption of best practice 19 Recommendations within report... Table of Recommendations Monitored by Programme Board
NHS Scotland Estates and Facilities Benchmarking Key phrases... improve quality cost effectiveness identify, share and spread good practice deliver improvements in efficiency and productivity implementing more efficient ways of working no compromise on Service Benchmarking is to help facilitate the above it is NOT seen by Scottish Government as a league table of Board s performance.
Progress against action plan since 2009 Establish consistent service definitions Align this with development of new & existing information systems *Identify information gaps Compete but subject to review Ongoing Ongoing *Measure performance of key activities and service improvement initiatives *Acceleration adoption of best practice Ongoing Ongoing Accurate data is vital for these actions
Progress to date... achieved since 2009 Data recording and reporting systems in place Facilities Management FMS Estates & Asset Management EAMS Energy Management emart Waste Management emart Quarterly reports, based upon the data submitted by Boards, are available within the reporting system or are circulated by the workstream leads Service Definitions Agreed and defined for each workstream Awareness some require review/refinement Data Quality Data has improved across all 4 workstreams, Martin Henry has worked with most boards regarding FMS data.
Overview of Systems and Reports
Data Submission Schedules Quarterly Schedule Q1 1 April 30 June Q2 1 July - 30 September Q3 1 October 31 December Q4 1 January 31 March Quarterly deadlines Q1, Q2 & Q3 FMS, Energy and Waste - Boards have 6 weeks to submit data Q4 FMS 6 weeks Energy *6-8 weeks Waste *10 weeks * To allow for receipt of end of year invoices, processing and necessary data correction within emart Estates Data is real time. All data timescales circulated to Leads and Deputies
NHS Scotland Estates and Facilities Benchmarking Challenges... Data quality Number of staff, within departments, involved in gathering, collation and submission of data Varying knowledge of where data goes and how it is used Lack of awareness of Estates & Facilities Benchmarking Programme within Boards Benchmarking data held over 3 separate systems
NHS Scotland Estates and Facilities Benchmarking Work over last 12 months Dashboard released January 2014 All Boards now have Estates & Facilities Benchmarking Lead/Deputy Terms of Reference Workshops held for Leads and Deputies Governance
Considerable progress has been made across NHS Boards, however, data challenges remain Data not submitted on time Time spent chasing up Boards Data not checked before submission Data missed Inaccurate data being submitted Data not being approved Inconsistent interpretation of Service Definitions Data quality is imperative to allow any meaningful Benchmarking discussions to be undertaken...
Strategic Facilities Group (SFG) SFG s view - Boards need to take more accountability for their Estates & Facilities Benchmarking data submissions. Programme Board asked SFG to approve proposal that 1 All Board to nominate a single accountable person (and deputy) to allow Board to have more ownership of the data submitted by that board. 2 E&F Programme to run regional workshops, to Re-iterate the aims of E&F Benchmarking Programme Overview of Dashboard and reports Facilitate discussions within Boards and between Boards around issues in relation to data defining, collecting, reporting and submitting.
Terms of Reference Role of Lead/Deputy The role of Lead/deputy will vary between boards,however is expected to include; Review, and update as necessary, the current collection, collation and submission processes for each workstream Ensure robust data validation undertaken before any data submitted Act as escalation point for any unresolved data issues within Board Ensure Board SFG representative kept informed on any Estates & Facilities Benchmarking data issues.
All Boards now have a nominated Lead and Deputy 2 workshops have been held 1 August Glasgow 30 September Tayside Most Boards were represented ongoing engagement with Boards unable to attend
Governance - Programme Board Chair Ken Armstrong, NHS Tayside Current membership NHS Tayside, NHS Borders and NHS GG&C Invitation to SFG members to extend NHS Board representation on Estates & Facilities Benchmarking Programme Board Additional Finance representation on Estates & Facilities Benchmarking Programme Board.
Data held over 3 separate systems Dashboard provides overview of all reports Using data contained within 3 systems No additional data required Updated following quarterly submission deadlines Developed and refreshed by NSS BI Team
Estates & Facilities Benchmarking Dashboard The Dashboard provides centralised point where Health Boards can view all Benchmarking data for their board (across 4 workstreams) view their Benchmarking data in relation to other health boards view their Benchmarking data in standardised graphical form across boards This helps bring the reports to life, allowing boards to identify any areas requiring attention or discussion. The Estates & Facilities Benchmarking Dashboard is viewable at all levels of staff within NHS Boards and within Scottish Government. It is, therefore, imperative all data is validated before submission and submitted on time.
Sample report - Estates & Asset Management EAMS Quarterly Report Dashboard Tenure, by GIA, by Board Annual State of NHS Assets & Facilities Report Please note: The reports have been developed for illustrative purposes only the data shown should not be considered accurate.
Estates & Facilities Benchmarking Dashboard
NHS Scotland Estates and Facilities Benchmarking Ongoing work... Data improvement Address information gaps Encourage Benchmarking discussions within and across Boards Raise profile of Dashboard Link Benchmarking contacts within the Boards Comparison of m2 data across the 3 systems Costbook
Questions?
Summing up Today s session should have provided you with Overview of Estates & Facilities Benchmarking Programme Work over last 12 months Demo of the Estates & Facilities Benchmarking Dashboard Ongoing work
Thank you for your time
Sample report - Energy Management emart Quarterly Report Dashboard Total Cost per m2 report Please note: The reports have been developed for illustrative purposes only the data shown should not be considered accurate.
Sample report - Waste Management emart Quarterly Report Dashboard Healthcare Waste Report ` Please note: The reports have been developed for illustrative purposes only the data shown should not be considered accurate.
Sample report - Facilities Management FMS Quarterly Report Dashboard Food Cost report Please note: The reports have been developed for illustrative purposes only the data shown should not be considered accurate.