Terms of Reference. HRA Approval Change Management Project Board. Title:: HRA Approval Change Management Project Board Terms of Reference 2.
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1 Terms of HRA Approval Change Management Project Board Title:: Document Version Number: HRA Approval Change Management Project Board Terms of 2.61 Issue Date: June 2015 Author: Mary Cubitt Sign-off Authority Status: Next Review date: HRA Approval Programme Board FINAL - APPROVED June 2016
2 Contents 1. Introduction Membership and Chairing Quorum Frequency of Meetings Responsibilities of the Board Freedom to Act Reporting Papers Review... 5 Appendix A: Document Control... 6 Author: Mary Cubitt Page 2 of 7 Doc. Status: FINAL- APPROVED
3 1. Introduction The Health Research Authority (HRA) is committed to ensuring that there are robust and transparent reporting frameworks in place, which are also proportionate and appropriate to the nature of the HRA business. The HRA will aim to follow an open culture of management which respects the responsibilities of those leading a particular area of work. The HRA accountability is through the HRA Board and Executive Management Team supported by management groups for recommendations and risk review. The HRA Approval Programme Board reports to the HRA Executive Management Team. The role of the HRA Approval Programme Board, which is outlined in the HRA Approval Programme Initiation Document (PID), is to take overall responsibility for the effective running of the programme, assuring the Board of delivery of objectives. A governance structure to support the individual projects within the HRA Approval Programme was agreed by the HRA Approval Programme Board on 18 August The HRA Approval Change Management Project Board provides assurance to the HRA Approval Programme Board that a plan to support NHS organisations to prepare and be ready for the implementation of HRA Approval is developed and delivered as part of HRA Approval, reporting on progress, and escalating risks and issues to the Programme Board. The Project Board will interact with other project boards within the HRA Approval Programme and be aware of interdependencies across the programme. 2. Membership and Chairing The Board will be chaired by the HRA Approval Programme Director. In the absence of the Chair, the meeting membership may elect any other member to act as Chair for that meeting. Membership of the Board is agreed by the HRA Approval Programme Board. The composition of the Board and HRA Approval Programme team members who are required to attend by invitation are given in Appendix 1. Members may send deputies by exception only. (However, in the case of the NIHR CRN Representative, a formal deputy has been identified with arrangements in place to keep them apprised of developments). The HRA Programme Management Office (PMO) will support the provision of the secretariat function for this Board. 3. Quorum A quorum shall be five members; one of which must be external to the Health Research Authority.In the absence of the Chair, the board can agree another member of the Board to chair the meeting. Author: Mary Cubitt Page 3 of 7 Doc. Status: FINAL- APPROVED
4 4. Frequency of Meetings Meetings will be held monthly usually by teleconference. Ad-hoc meetings may be held by agreement of the Chair as and when required. Meetings may, exceptionally, be cancelled by the Chair. 5. Responsibilities of the Board The HRA Approval Change Management Project Board will be responsible for the development and delivery of cultural change and operational change for NHS organisations. Specifically it will: 5.1 Develop the strategic direction for supporting the change in the NHS in relation to setting up research as set by the HRA Approval Programme Board. The change will impact on both NIHR Clinical Research Network Portfolio research and research which is outside of that portfolio. 5.2 Receive and review reports from HRA Approval Change Manager on the progress of the project ensuring management and mitigation of risks, providing feedback, support and challenge as appropriate. 5.3 Work with the other project boards within the HRA Approval Programme, to ensure a single direction of project development, reduce conflicting actions and minimise any duplication of resources. The project board may identify areas that are agreed to be outside its responsibility and need to be passed to other project boards, through the Chair. HRA Approval Programme team members attending project boards, most especially the Programme Implementation Manager, have a specific role to play in ensuring consistency across the project boards and identifying matters that have fallen between the responsibilities of the boards. 5.4 Report monthly to the HRA Approval Programme Board. 5.5 Review the risks associated with the project, escalating to HRA Programme Board as appropriate along with any proposals for changes to plans, priorities or resources that would address identified risks. Any project business referred to HRA Approval Programme Board should have previously been considered and agreed by the HRA Approval Change Management Project Board. 6. Freedom to Act The HRA Approval Change Management Project Board has the authority to modify plans or alter priorities within this workstream only where there are no interdependencies to plans or priorities for other workstreams, or where failure to modify plans or priorities would put the programme delivery at risk. The Board does however have the authority to propose changes to plans and priorities to the HRA Approval Programme Board and has a responsibility to do so and to highlight identified interdependencies with other workstreams. The HRA Approval Change Management Project Board does not have the authority to add or remove resources allocated to the workstream but has a responsibility to propose changes to the HRA Approval Programme Board. The HRA Approval Change Management Project Board cannot Author: Mary Cubitt Page 4 of 7 Doc. Status: FINAL- APPROVED
5 authorise expenditure but has a responsibility to propose requirements to the HRA Approval Programme Board. 7. Reporting The HRA Approval Change Management Project Board will report monthly to the HRA Approval Programme Board. The Chair or the Programme Implementation Manager shall draw to the attention of the HRA Approval Programme Board any issues that require further action or disclosure to the HRA Executive Management Team and /or HRA Board. In exceptional cases any members of the Board may escalate issues to the HRA Executive Management Team. The minutes of these meetings will be formally recorded and available to HRA Approval Programme Board members upon request. When approved by the HRA Approval Change Management Project Board the minutes will be published on the HRA website. Occasionally, when the minutes contain information that it is not in the public interest to publish, this content will be contained within a Part 2 section of the minutes which is confidential. 8. Papers Agenda items may be raised by any member of the Board and should be communicated to the secretary at least 7 working days in advance of any meeting. All papers for the board meetings will be circulated to board members at least 5 working days in advance of meetings. Draft minutes of each meeting will be circulated within 7 working days to Board Members for comment and will provide a clear record of decisions reached and actions agreed. Minutes will be formally approved by the Board at the subsequent meeting. The Secretary will maintain an Action Log, which will be reviewed at each meeting. 9. Review The terms of reference should be reviewed at least annually. Author: Mary Cubitt Page 5 of 7 Doc. Status: FINAL- APPROVED
6 Appendix A: Document Control Origin and Responsibility Author Project Name Mary Cubitt Change Management Project HRA Approval Programme Change History Version Status Changes 1.0 Unapproved draft Initial Draft 2.0 Unapproved draft Second Draft reviewed by Mary Cubitt/Janet Messer 2.1 Unapproved draft Changes to formatting and insertion of Distribution list in Appendix A 2.2 Unapproved draft Addition of Janet Wisely s details as sign-off. 2.3 Final draft Changes made to the arrangements for secretariat and Janet Wisely s details for signature remove based guidance from Quality team. 2.4 Final Draft Amendment to wording relating to use of Part 2 minutes as a result of feedback from the HRA Approval Programme Board. 2.5 Unapproved draft Amendments based on feedback from Board. 2.6 Final - unapproved Amendment to Board composition to include Primary and Secondary Care NHS Research Management, details of formal deputy and changes to quorum Final - approved Minor changes to formatting and grammar and timescale for distribution of papers changed to 7 days from 5-7 days to align with other project boards. Board Composition Name Louise Bell Sue Bourne Mary Cubitt Gordon Harrison Jen Harrison Role NHS Research Management - Primary Care HRA Head of Guidance and Advice Programme Implementation Manager - HRA Approval HRA Head of Communications Change Manager HRA Approval Author: Mary Cubitt Page 6 of 7 Doc. Status: FINAL- APPROVED
7 Name Richard Hart Sylvia Hazard Tomasz Kurdziel Janet Messer (Chair) Reggie Pestininkas Deputy: Mark Terry Ashley Solieri Nicky Williams Role HRA Project Lead - Systems and Information as needed HRA Deputy Director of Finance Programme Assurance Manager HRA Approval HRA Director of Systems and Development, Director of HRA Approval Programme NIHR CRN Representative - Lead RM&G Manager NHS Research Management - Secondary Care Strategic Change Management Advisor Distribution/Publication This document will be published on the HRA website. Author: Mary Cubitt Page 7 of 7 Doc. Status: FINAL- APPROVED
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