NHS Education for Scotland

Transcription

1 NES Item 7f June 2013 NES/13/39 (Enclosure) NHS Education for Scotland Board Paper Summary: Finance and Performance Management Committee Minutes 1. Title of Paper Unconfirmed Minutes of the Finance and Performance Management Committee meeting held on 30 th May 2013: copy attached. 2. Author(s) of Paper David Ferguson, Board Services Manager 3. Purpose of Paper To receive the unconfirmed minutes of the meeting of the Finance and Performance Management Committee meeting held on 30th May Items for Noting The Board is asked to note the following items of interest: Item 6 Revised Remit The Committee noted its revised remit, which had been approved by the Board. Item 7 Finance Report The committee commended the Finance team on achieving the final outturn figure for 2012/13 an underspend of 575,000, against a planned underspend of 1 million. Item 8 Performance Management Reports The committee agreed that consideration should be given to high-level reporting to the Board in future. Item 9 Procurement Reports The committee commended the progress to date with the Procurement Transformation Project.

2 Item 12 Equality and Diversity The committee noted the progress being made to deliver the procurement duty and the equality priorities identified for Item 14 Annual Report to the Audit Committee Subject to incorporating one minor update, the committee approved its 2012/13 Annual Report for submission to the Audit Committee. Item 15 e-portfolio: Future Development The committee received a report on a review of the management and ownership arrangements to support the NES e-portfolio (ep), endorsed the way forward and looked forward to receiving a paper on the outcome of the forthcoming Option- Appraisal at its next meeting on 29 th August Recommendations None. NES May 2013 DF/

3 DRAFT IN CONFIDENCE NES(FPM)13/22 NHS Education for Scotland FINANCE AND PERFORMANCE MANAGEMENT COMMITTEE Minutes of the meeting held on Thursday 30th May 2013 at Westport 102, Edinburgh Present: Dr Lindsay Burley (Chair) Mr Murray Duncanson Ms Liz Ford, Employee Director Ms Caroline Lamb, Director of Finance & Corporate Resources In attendance: Mrs Audrey McColl, Deputy Director of Finance Dr Stewart Irvine, Director of Medicine (agenda item 15 only) Ms Margaret McEwan, Head of Procurement Ms Linda Dewar, Head of Property and Facilities Management Mr Donald Cameron, Head of Planning & Corporate Governance Mr David Ferguson, Board Services Manager 1. Chair s Welcome and Introduction The Chair welcomed everyone to the first meeting of the committee to take place since its change of membership with effect from April It was noted that Dr Stewart Irvine, Director of Medicine, would join the meeting for agenda item Apologies for absence Apologies had been received from Mr Malcolm Wright, Chief Executive 3. Minutes of meeting held on 21st February 2013 (NES(FPM)13/09) The minutes of the previous meeting were approved as a correct record. Action : DF 4. Action List from meeting held on 21st February 2013 (NES(FPM)13/11) The single action point on the list had been completed. 1

4 5. Matters arising from the minutes There were no matters arising which were not covered elsewhere on the agenda. 6. Revised Remit of Finance and Performance (NES(FPM)13/12) Management Committee Caroline Lamb introduced a paper presenting a revised remit for the committee, which had been approved by the Board, subject to two amendments which had now been incorporated. It was emphasised that the committee has an operational, rather than governance, role and that operational leads would be in attendance at meetings on a regular basis. Members noted the revised remit of the committee. Action : DF 7. Finance Report (NES(FPM)13/13) Caroline Lamb introduced a paper presenting the financial position for the year ended 31st March 2013, including all pre-audit adjustments. The following points were highlighted. The final outturn figure indicates an underspend of 575,000, against a planned underspend of 1 million. Most of the fluctuations in expenditure occurred between January to March A close-out meeting with the external auditors will take place on 31 st May. Members noted the final year-end position, which will now be reflected in the Annual Report and Accounts for 2012/13. The Finance team was congratulated on achieving this excellent outcome. 8. Performance Management Reports (NES(FPM)13/14) Caroline Lamb introduced a paper providing an overview of the NES performance, against the Local Delivery Plan and the Local Operating Plans, for the fourth quarter of the 2012/13 reporting year. The following points were highlighted: There were 13 red KPIs (not 12, as indicated in the summary paper). Those relating to the LDP were child, rather than parent, measures and performance against the overall targets was still acceptable.. The report was considered to represent a solid performance by NES. The following main points arose in discussion: (i) It was noted that the performance management reports include a considerable number of targets, as they represent the Corporate Plan in a performance context. It was accepted that there may be scope, moving forward, to merge some of the targets into wider, high-level targets. 2

5 (ii) It was agreed that it would be useful to provide the Board with high-level performance indicators in future, which could be appended to the minutes of the committee s meeting. Consideration will be given to the format of this summary reporting to the Board. Action : DC and CL Following discussion, members noted and were satisfied with the current performance of NES. 9. Procurement Reports (NES(FPM13/15) Margaret McEwan introduced a paper providing updates on: (i) (ii) The procurement activity which had taken place during the fourth quarter of the 2012/13 financial year; and Operational developments and projects within the Procurement area. The following areas were highlighted: (a) (b) (c) Procurement Transformation Project The aim is to move from a devolved model to a centrally-managed function. Consultation with the staff concerned has proceeded well and it is hoped to be able to recruit to the posts in the new team at a fairly early date. PECOS (Professional Electronic Commerce Online System) This system has been mandated for use by Scottish Government. The intention is to implement PECOS as the prime purchase order system within NES towards the end of 2013/14. Special Health Boards Heads of Procurement This group, which will meet monthly, provides a useful forum to share best practice and target areas for collaboration. Discussion of the paper produced the following main points: It was acknowledged that it will be challenging to release the required capacity from across the Directorates to create the centrally-managed procurement team and deliver the identified savings. National Procurement Contracts are not relevant for many of the services which NES procures regularly. It was emphasised that NES Procurement is in a transitional phase currently. Following discussion, members noted the information in the paper and commended the progress made to date in relation to the Procurement Transformation Project. 10. Performance Improvement Update (NES(FPM)13/16) A paper had been circulated to provide an update on the work of the Organisational Performance Improvement Team and to seek advice on what further information the committee would find useful for future meetings. 3

6 Caroline Lamb provided some background information, as follows: The Organisational Performance Improvement Programme (OPIP) was established around one year ago, initially to carry out ABC reviews across NES, with a view to greater efficiency and streamlining of processes and functions. The ABC reviews are largely completed and Directorates are at different stages of development in producing action plans in relation to benefits realisation arising from ABC recommendations. A Performance Improvement Programme Board meets every two months, and links closely with the Change Management Programme Board, which considers the organisational change implications of the Directorates change plans. Discussion of the paper generated the following main points: (i) (ii) (iii) (iv) (v) (vi) The challenges inherent in realising benefits were acknowledged. There are a number of constraining factors, notably the Scottish Government s policy of no compulsory redundancies. A number of legacy and cultural issues require to be addressed. The joining-up of back office functions supports NES s frontline delivery and should help to position NES favourably in relation to future Shared Services developments. A number of NES staff have received training in LEAN methodologies and have formed a LEAN network. There may be scope for NHS Boards to become more collaborative in relation to the redeployment of displaced staff. Murray Duncanson will be provided with a briefing in relation to ABC activity. Action : CL For future reports of this kind, it may be helpful to include a flavour of the progress made by individual Directorates in relation to performance improvement. Following discussion, members noted the update paper and acknowledged the oversight and support provided by the OPIP team. 11. Proposals for Performance Reporting in relation to (NES(FPM)13/17) IM&T and Properties & Facilities Management Caroline Lamb introduced a paper presenting an outline of the information which it was anticipated the committee would require to see to assist with discharging its revised remit and providing an opportunity for the committee to provide details of any further areas it would wish to see included. Members were content with the proposed KPIs for Property, Facilities Management and IM&T, which will assist in tracking the implementation of strategies in these areas. Each area will provide updates to the committee twice per year. 4

7 In discussion, it was recognised that the KPIs would not necessarily draw attention to behavioural and cultural issues, although it may be possible to capture these in a covering summary report. On a related point, it was advised that an action plan had been produced to respond to issues raised in the context of the Westport 102 Post Occupancy Evaluation (POE) and that this action plan would be featured in a special issue of NES Express. 12. Equality and Diversity Annual Report (NES(FPM)13/18) A paper had been circulated providing an update on the governance and delivery of the equality and diversity aspects of the committee s remit. Members noted the progress being made to deliver the procurement duty and the equality priorities identified for Annual Information Governance and Information (NES(FPM)13/19) Security Report A paper had been circulated to report on progress and future activity for Information Governance (IG) and Information Security (IS) within NES. In relation to the paper, members: (a) noted the Information Security Report ; (b) noted and approved the Information Governance Improvement Plan (previously approved by the ICT Information Governance Group); and (c) noted the Information Governance highlights for Annual Report to the Audit Committee 2012/13 (NES(FPM)13/20) (including Forward Work Plan for 2013/14) Caroline Lamb introduced the draft annual report (2012/13) from the committee to the Audit Committee. It was noted that Professor Fiona Mackenzie, the committee s Chair during 2012/13, was content with the report and that this would be reflected in the paper. Subject to this update, the committee s annual report was approved for submission to the Audit Committee. Action : CL 15. eportfolio : Future Development (NES(FPM)13/21) Dr Stewart Irvine was welcomed to the meeting for this item. He introduced a paper setting out the scope of a forthcoming review of the management and ownership arrangements to support the NES e-portfolio (ep). The following points were highlighted: In many ways, the ep has been a victim of its own success and the limitations of its current operating arrangements prevent NES from taking full advantage of its commercial potential. The review will be taken forward in two stages: Option Appraisal and (dependent on the preferred option) Selection of a Preferred Third Party. 5

8 The following main points arose in discussion: (i) (ii) (iii) (iv) Caroline Lamb supplied the figures marked as TBC (to be confirmed) in the table on page 3 of the main paper. It was confirmed that different permutations were possible in relation to Option 3 : Joint venture with a third party. NES is exposed to both commercial and reputational risks. The core ep team is supplemented at present by agency (developer) staff, as it is not possible to attract the required staff on the basis of Agenda for Change bands. Following discussion, members noted the report on the review underway and agreed to the involvement of the committee in the review, as set out in the paper. A paper on the outcome of the Option Appraisal will therefore come to the next meeting on 29th August. Action : CL 16. Internal Audit Reports There were no internal audit reports to consider or note on this occasion. 17. Any other business a. Papers for Board and committee meetings Donald Cameron advised that, in view of the current move towards greater utilisation of the ECMS, hard copies of Board and committee papers would no longer be provided for NES Executive Directors, functional Directors, senior officers and staff. A general communication to this effect will be issued soon. Action : DF 18. Date and time of next meeting: Thursday 29th August 2013 at a.m. NES May 2013 DF/tn TN/Board/StandingCommittees/F&PM/F&PMMinutes