Facilities Shared Services Programme Hard FM Short Life Working Group - Phase 2 Terms of Reference Owner: Jim Leiper Author: Clare Adams Contact: James.Leiper@nhs.net Clareadams1@nhs.net Date Published: 2014-01-13 Version: 2.0 Page 1 of 5
Terms of Reference (ToR) Facilities Shared Services Programme Hard FM Short Life Working Group 1) TITLE Hard FM Short Life Working Group 2) ACCOUNTABLE TO Tom Steele, Capital Planning / Asset Management / Hard FM Workstream Lead 3) PROJECT OBJECTIVES To undertake an options appraisal for the delivery of operational estates services for NHSScotland incorporating 3 options: local (individual NHS Board), regional (geographically based), and national and provide the Facilities Review & Shared Services (FR&SS) Programme Board with the recommended option by October 2014. To present an options appraisal recommendation to the Efficiency Portfolio Board on the management of operational estates services for NHSScotland by December 2014. 4) REMIT OF THE SHORT LIFE WORKING GROUP The remit and membership of the Short Life Working Group (SLWG) has been reviewed for the second phase of this piece of work. The group will provide guidance and support to the delivery of the following project deliverables: Identify the specialist roles in scope for the project Report on the current specialist role resource / skill in each NHS Board Identify collaborative opportunities for the sharing of specialist roles across NHSScotland An options appraisal exercise with workshops to identify a long list of options then short list of options and final scoring exercise Submit options appraisal papers to the FR&SS Programme Board 5) MEMBERSHIP Name: Organisation / Division Responsibilities: Page 2 of 5
Jim Leiper, SLWG Lead, Director of Estates, Facilities & Capital Services Clare Adams, Project Manager Victor Francis, Project Support Officer Denise Booth Alexander, David Browning, General Manager Property & Support Services Ian Bryden, Head of Estates & Property Eric Green, Head of Estates NHS Fife Chair of the SLWG Ensure the SLWG has appropriate NHS Board representation and resources to deliver the project deliverables Provide the SLWG with updates from Core Project Team (CPT) Provide progress reports to the Capital Planning / Hard FM CPT Provide assurance that the SLWG s deliverables are fit for purpose Review and manage risks identified by the SLWG and ensure mitigating actions are robust Ensure the workstream Communication Plan is delivered Provide subject matter expertise and guidance Inform and update the Scottish Engineering Technical Advisory Group (SETAG) as appropriate Provide advice/ link to the Strategic Facilities Group (SFG) NSS PgMS Project Manager to Hard FM 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 NSS PgMS 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 SLWG Coordinate SLWG documentation prior to publication Provide support with the creation / development of SLWG communication documentation (e.g. newsletters) as needed NHS NSS SNBTS Review project deliverables Provide subject matter expertise and guidance Communicate with stakeholders as defined in the workstream Communication Plan NHS Lanarkshire NHS Dumfries & Galloway NHS Highland Page 3 of 5
Robert Harvie, David Martin, Gary Mortimer, General Manager Facilities & Estates Iain McInally, Head of Estates Eddie McLaughlan, Assistant Director Engineering & Environment Howard Royston, PFI/PPP Contracts Advisor Douglas Seago, Programme Director NHS Tayside NHS State Hospital NHS Grampian NHS Ayrshire & Arran NSS NSS HFS NHS NSS HFS Scottish Government Facilities Shared Services Programme Director Ensure that the workstream is delivering the desired outcome for the programme Approves any changes to the workstream scope Provide link to Facilities Shared Services & Strategic Review of Soft FM Programme Board Provide a link to QuEST, Scottish Government David Taggart, Category Manager George Walsh Unite Representative NHS NSS NP Review project deliverables Provide procurement subject matter expertise and guidance Communicate with stakeholders as defined in the workstream Communication Plan National Staffside Provide link with Scottish Partnership Forum, ensuring all appropriate staff organisations are advised of service implications for their members Advise on any implications for staff in relation to Hard FM project deliverables 6) CHAIR OF GROUP Jim Leiper, Director of Estates, Facilities & Capital Services, NHS Fife 7) DECISION MAKING Page 4 of 5
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. 9) PAPERS All papers and the agenda will be sent to members 5 working days in advance of the meetings. 10) LIFESPAN OF GROUP The Short Life Working Group will run until October 2014. Terms of Reference Agreed: Date: Page 5 of 5