Date 17/07/13 Our Ref 3913/4/5. I write in response to your request for information in relation to NHS Lothian s Workplace Travel Plan.

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1 Lothian NHS Board Waverley Gate 2-4 Waterloo Place Edinburgh EH1 3EG Telephone Fax Date 17/07/13 Our Ref 3913/4/5 Enquiries to Richard Mutch Extension Direct Line Dear FREEDOM OF INFORMATION STAFF TRAVEL I write in response to your request for information in relation to NHS Lothian s Workplace Travel Plan. I have been provided with information to help answer your request by Mr Iain Sneddon, Transport Manager NHS Lothian. Question:- 1. Please provide a copy of your current Workplace Travel Plan or in the absence of a Travel Plan copies of any documentation regarding any discussions or decisions on this issue. 2. If you have a Workplace Travel Plan please provide a copy of your procedures for monitoring, reviewing and auditing this Plan. Answer:- I enclose with this response a copy of NHS Lothian s Sustainable Development Strategy - Green Travel Plan. Question:- 3. Please provide a copy of your policy on the promotion of public transport use for business and commuting purposes or copies of any documentation regarding any discussions or decisions on this issue. 4. Please provide details of any financial or other incentives your organisation provides to encourage the use of public transport, walking, cycling and car-sharing. Answer:- NHS Lothian recognises that by facilitating staff to purchase season tickets for travel purposes it is both encouraging environmentally friendly practices and assisting with staff recruitment and retention throughout NHS Lothian. NHS Lothian will endeavour to agree discounted rates with local operators/travel schemes for the purchase of annual travel passes. In addition, NHS Lothian has agreed to make the initial payment of any appropriate season ticket/travel passes on behalf of individual staff members subject to certain prerequisites. Weekly or monthly deductions will be made to recoup this cost in line with the individual staff member s current pay frequency. Headquarters Waverley Gate, 2-4 Waterloo Place, Edinburgh EH1 3EG Chair Brian Houston Chief Executive Tim Davison Lothian NHS Board is the common name of Lothian Health Board

2 staff travel - july 2013 NHS Lothian operates or part fund a number of services to enable staff to travel across sites. These include the shuttle bus, MPV and Healthlink services. Staff are encouraged to make best use of these services wherever possible to assist the organisation meet our Green targets. Re-imbursement of travel associated costs are detailed in the Travel policy which can be viewed on the intranet. Further guidance and associated documentation is provided in appendix 5 of the document. NHS Lothian actively promotes the use of Traveline Scotland as a method of journey planning through links from our internet site. Staff are encouraged to consider making use of this tool when planning journeys. NHS Lothian promotes the following points as part of its Sustainable Development Agenda: - Vehicle selection the most fuel-efficient vehicles will be chosen provided they are fit for purpose and economically practicable The use of Video/Tele conferencing where appropriate, to reduce the need to travel. Further information available from the Intranet or the Telecoms department. Since 2002 we have purchased 85 Video Conferencing Units. Fuel selection vehicles with lower levels of harmful emissions typically diesel engines will be preferentially selected where these are fit for purpose and economically practicable. Driver responsibility drivers of all vehicles on NHS Lothian business will be encouraged to observe best driving practice in particular driving within the speed limit This will be achieved via driver assessment training which will be arrange at Local Management level. Car share scheme We are actively involved in the promotion of our car sharing scheme which any member of staff can join our scheme which is webhosted. Please click on the following link Staff will be encouraged through the provision of alternative transport information to consider: Use of alternative methods of transport where practicable e.g. bus, rail, walking, cycling, car sharing Economic and fuel efficient route planning and driving style Bicycle Users NHS Lothian through its Sustainable Development Strategy has developed a bike to work scheme and will encourage staff use of bicycles for both commuting and NHS business to reduce traffic congestion and to promote healthy living; shower facilities and secure cycle storage will be provided where practicable.

3 staff travel - july 2013 Cycle-2-Work Scheme NHS Lothian is introducing a Cycle-2-Work Scheme in partnership with Cyclescheme Ltd. The scheme will be administered through a salary sacrifice / hire agreement and will be run in accordance with the Government s Green Travel Plan. This scheme offers an attractive employee benefit by encouraging staff to maintain a healthy and active lifestyle whilst making substantial savings on the cost of a bike and safety equipment. You can select any make/model bike up to a value of 1000 through independent bike shops taking part in this scheme. Further information can also be accessed via the NHS Lothian website: Additional information available to staff on our intranet site (not accessible externally) is also enclosed with this response. Question:- 5. Please provide the number of vehicles your organisation owns and/or leases in each of the Vehicle Excise Duty classes A, B, C, D, E, F, G, H, I, J, K, L and M. 6. Please provide the number of vehicles your organisation has purchased and/or leased in each of the Vehicle Excise Duty classes A, B, C, D, E, F, G, H, I, J, K, L and M from January 2011 to date and the cost of purchasing/leasing these vehicles. Answer:- LEASED AND POOL CARS CURRENTLY ON THE ROAD Private Leased Cars Leased Pool Cars VED band No of Vehicles VED Band No of Vehicles A 37 A 3 B 41 B 1 C 187 C 248 D 67 D 34 E 40 E 3 F 19 F 30 G 16 G 10 H 1 H 0 I 1 I

4 staff travel - july 2013 VED Band LEASED AND POOL CARS ACQUIRED SINCE 01/01/2011 Leased Pool Private Leased Cars Cars No of Vehicles Annual Lease Charge VED Band No of Vehicles A B A B 3 1 C 36 C 3 D 55 D 0 E , E 0 F 13 F 4 G 8 G 6 H 1 H 0 I 1 I 2 Annual Lease Charge 41, Question:- 7. Do you have essential and/or casual car user allowances, and if so, what are the criteria for granting an essential car user allowance and how many staff have this allowance as part of their terms and conditions? 8. What mileage rate do you pay for the use of private cars on organisational business and how many staff have this allowance as part of their terms and conditions of employment? 9. What mileage rate do you pay for the use of bicycles on organisational business Answer:- The Terms and Conditions of Service for Agenda for Change (AFC) staff have changed the way in which AFC employees are reimbursed travel expenses from 1 July 2013 please see Scottish Government circular PCS(AFC) 2013/3 for information relating to mileage rates payable. The terms "essential and casual" user have never applied to NHS employees when determining rates. Rather employees were classified as Regular or Standard Users. The Regular User category is removed by the new Terms and Conditions and all AFC employees will be Standard Users. There are currently approx 8,000 employees who are authorised to use their own car for business use. This classification still applies to Hospital Medical and Dental Staff who are not yet subject to the new Terms and Conditions. The rates payable to this category of staff are regulated by Scottish Government circular (PCS2008(DD)07). There are Currently 52 Hospital Medical and Dental staff in receipt of a Regular User allowance and 545 Standard users in this category.

5 staff travel - july 2013 Question:- 10. Please provide copies of any corporate policy your organisation has on the reduction of the use of air travel for business travel purposes. Answer:- There is no specific policy in place in relation to the reduction of air travel for business purposes. Question:- 11. Please provide details of the number of flights your staff have taken from Edinburgh & Glasgow Airports to London Airports for business purposes in the past 12 months for travel to destinations within south-east England? 12. Please provide details of the number of rail journeys your staff have taken from Edinburgh & Glasgow railway stations to London railway stations for business purposes in the past 12 months for travel to destinations within south-east England? Answer:- We are unable to provide this level of detail, all flight and rail expenditure is coded to a single detail code. Under the Freedom of Information Act NHS Lothian is not required to create new records to enable it to respond to your enquiry. This information is not collated or held in aggregate form and it would be necessary to review all related invoices over the period you have requested to assemble the information you seek. Even if NHS Lothian did this and there would be significant cost implications in doing so it would be unable to respond in full to your request. The information requested is therefore exempt under section 12.1 Cost. I hope the information provided helps with your request. If you are unhappy with our response to your request, you do have the right to request us to review it. Your request should be made within 40 working days of receipt of this letter, and we will reply within 20 working days of receipt. If our decision is unchanged following a review and you remain dissatisfied with this, you then have the right to make a formal complaint to the Scottish Information Commissioner. If you require a review of our decision to be carried out, please write to the FOI Reviewer at the address at the head of this letter. The review will be undertaken by a Reviewer who was not involved in the original decision-making process. FOI responses (subject to redaction of personal information) may appear on NHS Lothian s Freedom of Information website at :-

6 staff travel - july 2013 Yours sincerely ALAN BOYTER Director of Human Resources and Organisational Development Cc: Chief Executive

7 NHS LOTHIAN Sustainable Development Strategy Green Travel Plan Transport and Travel Manager NHS Lothian V6 May 2007

8 Content Page 1. Introduction 3 2. Context 4 3. Key Performance Indicators and Monitoring Arrangements 6 4. Green Travel Plan Objectives 7 5. Conclusion References 14 2

9 1. Introduction 1.1 The Green Travel Plan is an integral element of NHS Lothian s Sustainable Development Strategy. The plan is a means to further improve our management of all forms of travel modes for patients, visitors and staff in a sustainable manner, thereby reducing reliance on car travel and increasing and further publicising alternative options. 1.2 The plan will ensure that green travel is given due recognition and consideration in all decisions on access to services and future service/site redesign. It includes the promotion of measures to reduce the proven negative impact of travel on the environment, improve the health of staff and the reduction in the need for single occupancy car journeys and business travel. 1.3 To date NHS Lothian, through its appointment of a Transport and Travel Manager and the establishment of a Transport and Access Group, have demonstrated its commitment to our overarching sustainable development agenda. The implementation of this plan will ensure that this continues. 1.4 In developing the Green Travel Plan we have consulted with representatives of the Councils in West Lothian, East Lothian, Midlothian and the City of Edinburgh and build upon extant interagency relationships and co-operation. 1.5 By continuing to work collaboratively with partners such as the Energy Saving Trust, SEStran, West Lothian, East Lothian, Midlothian and the City of Edinburgh Councils it is anticipated that an on-going incremental change can be achieved. 3

10 2. Context 2.1 Legislation and good practice dictates that given the importance of environmental protection, many of the activities of public bodies are now subjected to a strategic environmental assessment. The Scottish Executive has published five key national transport objectives namely: growing the economy; protecting the environment and health; promoting social inclusion; promoting integration and; promoting safety. 2.2 The Scottish Executive also advise in their publication Planning for Transport that: access to opportunities to exercise is an important element of a strategy for improving health in Scotland. There are potential health benefits if people forego car travel for walking and cycling, whether undertaking a short journey, or going to and from bus stops or rail stations. 2.3 The publication suggests that modes of transport should be prioritised in the following way: walking; cycling; public transport and only then; other motorised modes. 2.4 One of the aims of this plan is to proactively further reduce the amount of carbon emissions produced by our vehicles or vehicles accessing our sites. This is consistent with the requirements of the recently published Scottish Executive Health Departments Environmental Management Strategy (HDL (2006)21). 2.5 Locally, healthcare provision is heavily dependent upon transport and travel. Some of the principle examples include: staff travel to and from work; patient travel to and from appointments/treatment/day care etc; visitor travel; travel associated with meetings and service delivery; movement of goods. From this it is clear that by reinforcing and enhancing existing practices and adopting and encouraging the principles of green travel significant health and environmental benefits can be realised. 2.6 Within the plan it is important to understand the pan-lothian, local geographical and other issues. These include: site differences, for example rural locations where access /availability of public transport, or distances between locations, can influence the appropriateness of walking or cycling;the need to transport staff and patients and move goods between locations and; 4

11 the embedded culture of personal travel and the difficulties which will be faced in changing this culture. 2.7 The outcome of this understanding indicates that this plan will require local application within a framework of overarching principles as previously agreed within our Sustainable Development Strategy. Changes in the provision of services as a result of the Primary Care Modernisation Strategy for example will see a decrease in the number of services provided within a hospital setting and an increase in those provided within the community setting. 2.7 The impact of ever-increasing traffic congestion, parking restrictions and costs on our ability to recruit and retain appropriately trained staff is further factor that requires to be addressed. It is recognised that current travel habits are unsustainable in the long term and, therefore, we must put arrangements in place to change people s behaviour and custom in relation to travel whilst minimising public concern with travel difficulties. 5

12 3. Key Performance Indicators and Monitoring Arrangements The following are a range of indicators to be monitored regularly which will be a measure the impact and effectiveness of this plan: Indicator Reporting Frequency Monthly taxi spend information; Monthly * Analysis of travel figures from MPVs/shuttle bus and Corsa cars; Turnover of car park spaces; Up-date on travel survey and comparison with previous statistics; Improving information and raising awareness; Up-take of secure cycle storage/locker facilities; Monthly ** Monthly Bi-annually As required Annually Transport operating costs. Monthly *** Vehicle Emissions Annually Business mileage statistics Monthly **** * Monthly taxi spend monitoring already in place and reviewed on a partnership basis regularly. ** Monitoring, in partnership, on a monthly basis already in place. *** Transport operating costs presently monitored at revenue income and expenditure level but will be further refined against comparative benchmarking. **** Monitoring in place with further reporting to the Sustainable Development Steering Group. 6

13 4. Green Travel Plan Objectives It is recommended that:- 4.1 Key Actions Timescales Communication/Information NHS Lothian undertakes a comprehensive travel survey to a fully understand the habits and barriers to trying alternative travel modes. The survey will be undertaken using a variety of methods including face-to-face discussions, internet and paper questionnaires. This will provide the baseline from which the plan s success can be measured. Dec 2007 Continued promotion of the positive health benefits associated with green travel and measurement of this improvement will be undertaken in conjunction with the Occupational Health and Safety Service to demonstrate the benefits of using other forms of transport whether this is as a result of using an alternative form of transport for the whole or part of the journey. Feb 2008 Promoting the momentum for a sustainable philosophy, through regular staff information via The Lothian Report and Connections. This will be responsibility of the Transport and Travel Manager in conjunction with the Communications department. Oct 2007 Ensure that Transport and Travel issues are debated at the sustainable development steering group. Feedback on Transport issues will be presented to the Transport and Access Group to ensure this live document continues to develop and encompass all appropriate elements Oct Operational arrangements Co-ordination of transport arrangements within NHS Lothian is developed as a crucial operational component of encouraging and facilitating behaviour change. A dedicated transport helpline has been established and this is being promoted as the hub for all calls in relation to transporting staff, patients and packages. The Transport department will be able to provide information on other available forms of transport and offer advice on vehicle design to ensure accessibility, sustainability and fitness for purpose, etc. Continue to promote the variety of transport options available to staff. These currently include: Pool car availability; Shuttle bus; 7

14 Car sharing; MPV s; Corsa car service. Car park applications Further work is on-going to develop multi-purpose vehicles in order that we can maximise the efficiency and effectiveness of existing journeys. As vehicle leases come up for renewal. Further develop opportunities to reduce single occupancy journeys. Inter-site transport currently exists linking the following sites: Royal Infirmary of Edinburgh; Astley Ainslie Hospital; Royal Edinburgh Hospital; Royal Hospital for Sick Children; Lauriston Building; Western General Hospital. The services are primarily for the use of staff that require to travel between sites and to provide an option other than using their car or taxi. Arrangements will be put in place to review the potential of reconfiguring the Healthlink service and the city inter-site shuttle service to determine whether or not a more integrated approach could be achieved from these two separate contracts and as a consequence bring added value to linking city centre sites and West Lothian. Links with sites in East Lothian and Midlothian may be considered following analysis of the travel survey. It is also recommended that we develop a travel policy in relation to intersite movement and business travel and that we continue to review and promote alternative modes including the provision of timetables and a menu of travel options. March 2008 March 2008 March 2008 Develop the use of technology to reduce our need to travel. Across the NHS Lothian Managed Voice Network we already have the ability to set up telephone conference calls for up to 8 extension users based at any site. In addition, this will be extended to up to 2 "external" users. By following a simple set-up instructions, any extension user may set up a multiple point Conference Call at any time. Available now Voice conferencing can be used effectively to bring small groups of colleagues together without the need to travel to meetings. Calls are quick and easy to set up and, if all participants are on the Lothian Managed Voice Network, calls are free of charge. Time is saved by being able to participate in a virtual meeting at your desk, reducing travelling time and the difficulties in finding parking at some locations. 8

15 Our developing video conference network is being up-graded to allow colleagues participating in meetings to see each other via a video link to most of our major locations. By using the data network calls are free and easy to set up. Video conferencing can be used to meet with external contacts at favourable telephone call charges, saving on expensive and timeconsuming travelling. October Commercial Vehicles All new vehicles are procured using a sustainable specification. Since January 2006, all purchased or leased commercial vehicles will run on diesel fuel only. Diesel vehicles generally produce lower carbon emissions than a petrol equivalent. Advice from the Energy Saving Trust has been sought to ensure we comply with statutory requirements and make best use of available resources. Internal auditing will be undertaken and audited through ISO Monitoring of fuel usage is undertaken via the fuel card provider and used as a method of monitoring. We will consider the merits of alternative fuel vehicles based on the requirements of the service. There will be a requirement to specify why a particular vehicle was chosen to demonstrate the commitment to the sustainable agenda. Proposals in this regard will be reviewed by the Sustainable Development Steering Group. Application already made As vehicle leases come up for renewal When fuel generally available locally. 4.4 Pool/Leased Cars We will continue to influence the Car Leasing Policy in relation to the use of Pool/Leased vehicles. The policy will: Feb 2008 benchmark vehicles; remove high emission vehicles from the fleet policy; monitor high mileage or owned vehicles and ensure they are fit for purpose; ensure drivers keep vehicles correctly maintained and undertake regular basic checks; encourage the take up of low carbon/fuel efficient vehicles. 4.5 Sustainable Car Parking In applying the term sustainable NHS Lothian will aim to: properly design and maintain traffic management systems to prevent queues forming and disperse peak traffic effectively, thus reducing harmful emissions; consider technological advances to ensure car share participants access priority spaces; 9

16 consider a reduction in car park fees for participants who participate in a car share scheme. Car drop-off facilities, where provided, are commonly abused by those averse to paying to park on site. Where appropriate we will design and implement short term pick-up/drop-off areas within our traffic managed areas to maximise the benefits to patients. 4.6 Pedestrian Access We will continue to maintain footpaths in an acceptable and safe condition and will take all reasonable precautions to reduce slip, trips and falls via a planned preventative maintenance programme. Drop kerbs are being installed to ensure disabled access is available at all sites and, where practicable, raised kerb lines will be provided at on-site bus stops. This underpins our commitment to our legislative requirements in respect of DDA and Health and Safety and in reducing our carbon footprint and gaining health benefit by encourging walking. 4.7 Cyclists/Motorcyclists We will ensure that facilities are available for secure storage of cycles on all sites and shower and changing facilities are made available. Information on public transport providers who allow the carriage of bicycles and cycle dealers who can advise on the most suitable form of cycle will be made available. Feb 2008 Oct Incentives Consideration to be given to developing and promoting a range of incentives including: promotion of the Government s cycle to work initiative promotion of a national lift share day; promotion of car sharing/preferential parking; reduction in car park fees for those that join and actively participate; finance annual season tickets via payroll; 4.9 Public Transport Park and Ride Scheme As part of our existing inter-agency transport working group, we will work with partner agencies to promote the benefits/options available by accessing a park and ride scheme and we will where possible influence bus services calling at these facilities to link with our main 10

17 sites to maximise the advantage. Park and ride facilities provide an alternative for the motorist, which would hopefully provide a viable option for single occupancy car parkers. Information on existing park and ride facilities and the hours of operation will be made available. We will also engage in discussion with Midlothian Council around availability of spaces at the future Sheriffhall park and ride facility and potentially the Straiton Park and Ride. We will also work with East Lothian Council in respect of opportunities that may exist in relation to the new Craighall Park and Ride facility. The service 400 which is the link between St John s Hospital and the Royal Infirmary of Edinburgh has been future-proofed to the extent that we have a commitment from the commercial operator that when the Sheriffhall and Straiton and Park and Rides are commissioned, the service will detour and pick up passengers at these points. When available Rail Consideration will be given to reviewing the opportunities to create transport interchanges at stations within the City. The existing shuttle bus route and MPV vehicles could provide an option for staff to interchange at Haymarket station and continue to their place of work via this mode. We will work with our previously defined partner agencies to assist in developing an integrated transport guide from all areas to enable our staff to make an informed choice of how to travel. NHS Lothian will exert influence on SEStran through our link person to ensure appropriate emphasis is placed on public transport links to healthcare centres. December 2007 Taxis Taxis will continue to be booked via the Transport Hub (61010) so as to ensure that calls are only placed with the appointed contract company after all other options have been exhausted. This underpins our corporate commitment to further reduce taxi expenditure and reduce single occupancy business travel Links with Operators We will work with operators and other agencies as and when necessary to ensure transport links are developed/maintained. Integrated Ticketing We will work with partner agencies in the expansion of the one ticket initiative linking 24 bus operators, First Scotrail, GNER and Virgin cross country. Further information is available from 11

18 Information NHS Lothian will integrate the development and installation of information systems including real time plasma travel information screens across all our major sites into its inter-agency Work Plan Behaviour Change Personal travel planning (PTP) is promoted, primarily aimed at the production of a travel plan for individuals. It is anticipated this will assist an individual challenge and modify their normal mode of travel by providing accurate information on set criteria such as: Feb 2008 options available; cost per journey; cost per mile in comparison to private car; length of journey; length of journey in comparison to private car; frequency. We look to provide links to PTP websites from the NHS Lothian network. In conjunction with our partners, we would aim to develop internet and intranet/web-based links to public service operators to assist staff, patients and visitors access information on services which link NHS sites. A link to a personal journey planner would be an option alongside an intranet based booking system. 12

19 5. Conclusion The success of this plan depends upon: 5.1 Gaining commitment to it from all parts of the organisation In this we include Strategic Planning, Public Health, Occupational Health Services, Transport Services and the Car Leasing department. It is important for the organisation to understand that the principles of sustainable development and within this green travel need to pervade all aspects of the work we undertake to have a real impact. 5.2 Establishing and maintaining meaningful dialogue with other partner agencies. We have already demonstrated a commitment to this via our collaboration in the Healthlink service linking St John s Hospital in Livingston and the Royal Infirmary of Edinburgh and the inclusion of a council representative on the Transport and Access working group. We have also confirmed our commitment to maintaining best practice through our links with SEStran and the Energy Saving Trust. 5.3 Achieving behaviour change in promoting green travel behaviour within our staff and service users. Success in this regard will require the commitment of the organisation to investing in the necessary measures outlined in the plan which will support the behaviour change. It will also require the application of certain disincentives to encourage the change to be made. 5.4 Promoting communication between all parties. This is vital in effecting the size of change necessary to achieve success and will involve engaging the expertise of the Board Communications Department. 5.5 The raising of a sustainable awareness amongst all parties and the maintenance of green travel in the planning and development of all our services. This will be achieved through the clear commitment of the Board and a demand to all services to incorporate sustainability and green travel in service planning activities at all levels. 13

20 References In drawing this document together, references were taken from Promoting active lifestyles; good ideas for transport and health practitioners; Scottish Executive Nov 2006 Moving in to the future an action plan for Buses; Scottish Executive Dec 2006 Planning for Transport; Scottish Executive Aug 2005 Environmental Strategy (HDL (2006) 21. Green Travel Plan - University Hospitals of Leicester Accessed via their website April 2007 Car park review - NHS Tayside March 2006 Green travel plan - Addenbrookes Hospital Accessed via their website April