Information Communication and Technology Management. Framework

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1 Information Communication and Technology Management Framework Author(s) Andrew Thomas Version 1.0 Version Date 24 September 2013 Implementation/approval Date 25 September 2013 Review Date September 2014 Review Body Information Governance Steering Group Policy Reference Number 014 Version Author Date Reason for review 0.1 Neil Taylor September Neil Taylor September Minor changes from Information September 2013 Governance Steering Group Final Page 1 of 13

2 Contents Page 1.0 Summary Introduction Helpdesk SLCSU Policies, Protocols and procedures ICT Education, Training and Development Greenwich IT Group (GrIT) Implementation and dissemination of document Training Requirements Latest Version Associated Documents CSU CCG Appendices... 7 Appendix 1 Equality & Equity Impact Assessment Checklist... 8 Appendix 2 Consultation History... 9 Appendix 3 ICT Service Desk Customer Charter Appendix 4 GrIT Terms of Reference Page 2 of 13

3 1.0 Summary Information, Communication and Technology (ICT) plays a key part in governance of NHS Greenwich Clinical Commissioning Group (CCG) and the quality of commissioning, planning, performance measurement, assurance and financial management relies upon accurate and available information. The approach of the CCG is to use ICT to enable the best possible outcomes for enabling the organisation to plan, implement best practice and measure and report compliance on an annual basis. The Information Communication and Technology Management Framework (ICTMF) is the framework for achieving this. The CCG s performance against assurance standards is supported by robust ICT and forms part of our broader assurance and risk management standards.robust ICT requires clear and effective management and accountability structures, governance processes, documented policies and procedures, trained staff and adequate resources. The way that an organisation chooses to deliver against these requirements is currently by procuring the ICT service from it preferred provider, South London Commissioning Support Unit (SLCSU). This document provides a summary/overview and sets out an overarching framework for the strategic ICT agenda within the CCG. 2.0 Introduction ICT provides the enablers and framework for the CCG to work towards the assurance that Information processes are appropriately secure and legal. The CCG relies on good quality information being available in order to support commissioning. Staff need to have confidence in the quality of data they use to make commissioning decisions and the way in which we use resources and run our business. ICT is important to the CCG as it is no longer a nice to have; it is essential to improving and supporting the patient experience and pathway within health and social care. This framework will outline the polices, protocols and procedures adopted from SLCSU as our preferred ICT supplier. 3.0 Helpdesk The ICT department provide a 8am to 6pm call centre with operatives available to discuss user queries The LANDesk portal is a web enabled site that allows, both users and technicians to log calls for all supported organisations of SLCSU. An address is also available for users as another mode of being able to communicate with the ICT department. Additionally there are escalation points if calls are not resolved. Please see appendix 3 for further detail. 3.0 SLCSU Policies, Protocols and procedures The following polices, protocols and procedures have been approved by SLCSU for the use when supplying an ICT service to its customers: Page 3 of 13

4 For all polices protocols and procedures approved by SLCU in relation to ICT, NHS Greenwich will adopt the said document. A copy of the SLCSU polices can be found here: Page 4 of 13

5 6.0 ICT Education, Training and Development ICT Education, Training and Development is essential for the development and improvement of staff knowledge and skills relating to ICT. 7.0 Greenwich IT Group (GrIT) The ultimate responsibility for ICT in the CCG lies with the Governing Body. The Governing Body discharges its functions in this through the Greenwich Executive Committee and the Greenwich IT Group, which is a sub-committee of the Finance, Performance & QIPP Committee for assurance and the Greenwich Executive Group. The GrIT Group has overall responsibility for overseeing the development and implementation of this framework, and the ICT Work Plan. These will be subject to a periodic review and progress reports and any identified risks will be highlighted to the Greenwich Executive Committee. The Terms of Reference and associated roles and responsibilities are reviewed annually to ensure that there are no gaps or weaknesses in the CCG s ICT accountability arrangements and that roles and responsibilities are current and in line with national guidelines and requirements. A key function of the GrIT Group is to monitor and review the ICT service provided by SLCSU and oversee the ICT development within both primary care and the wider Health economy. The Group is responsible for scoping and developing ICT for all CCG staff and approving communications for ICT developments and standards to appropriate forums and groups. A copy of the terms of reference can be found in Appendix Implementation and dissemination of document The Framework, once approved by the CCG s governing body, or delegated group, will be shared with all staff through the all staff , updated on the intranet, and shared with the CCG s Management Board. A team briefing will be provided to support this dissemination. 9.0 Training Requirements Training will be carried out for this framework under the CCG Information Governance Training Needs Assessment Latest Version The audience of this document should be aware that a physical copy may not be the latest version. The latest version, which supersedes all previous versions, is available on the CCG Internet and Intranet. Page 5 of 13

6 11.0 Associated Documents As a new organisation, the CCG is still developing a broad range of policies, protocols and procedures, which will be subject to further updates and additions. Related ICT policies, protocols and procedures currently include: CSU Application Security Bring your own Device (BYOD) ICT Change ICT Emergency Planning and Business Continuity ICT Procurement Replacement and Disposal ICT Security Information Quality Network Approach and Internet Access Registration Authority (RA) Business Continuity Mobile Working Data Recovery, Resilience and Redundancy ICT Device Disposal CCG Consent to use PCD Policy Policy Information Governance Policy Internet Policy Mobile Device Policy Records Management Policy Acceptable Use Protocol Confidentiality Code of Conduct Protocol Freedom of Information Protocol Information Sharing Protocol Information Lifecycle Protocol Pseudonymisation Protocol Safe Haven Protocol Confidentiality Audit Procedure Subject Access to Health Records Procedure Supporting documentation also includes: Information Communication and Technology Framework Information Governance Strategy Information Governance Acronyms Document Information Governance Roles & Responsibilities Document Information Governance Steering Group Terms of Reference Page 6 of 13

7 Information Governance Training Needs Assessment 12.0 Appendices Appendix 1 Equality Impact Assessment Checklist Appendix 2 Consultation history Appendix 3 ICT Service Desk Customer Charter Appendix 4 GrIT Terms of Reference Page 7 of 13

8 Appendix 1 Equality & Equity Impact Assessment Checklist This is a checklist to ensure relevant equality and equity aspects of proposals have been addressed either in the main body of the document or in a separate equality & equity impact assessment (EEIA)/ equality analysis. It is not a substitute for an EEIA which is required unless it can be shown that a proposal has no capacity to influence equality. The checklist is to enable the policy lead and the relevant committee to see whether an EEIA is required and to give assurance that the proposals will be legal, fair and equitable. The word proposal is a generic term for any policy, procedure or strategy that requires assessment. Challenge questions Yes/No What positive or negative impact do you assess there may be? 1. Does the proposal affect one group more or less favourably than another on the basis of: Race No Pregnancy and Maternity No Sex No Gender and Gender Re-Assignment No Marriage or Civil Partnership No Religion or belief No Sexual orientation (including lesbian, gay bisexual and transgender people) Age No Disability (including learning disabilities, physical disability, sensory impairment and mental health problems) 2. Will the proposal have an impact on lifestyle? (e.g. diet and nutrition, exercise, physical activity, substance use, risk taking behaviour, education and learning) 3. Will the proposal have an impact on social environment? (e.g. social status, employment (whether paid or not), social/family support, stress, income) 4. Will the proposal have an impact on physical environment? (e.g. living conditions, working conditions, pollution or climate change, accidental injury, public safety, transmission of infectious disease) 5. Will the proposal affect access to or experience of services? (e.g. Health Care, Transport, Social Services, Housing Services, Education) Document Author No No No No No No Equalities Lead (Carol Berry) Signature: Signature: Page 8 of 13

9 Appendix 2 Consultation History Stakeholders Area of Name expertise Date sent Date received Comments Changes made Page 9 of 13

10 Appendix 3 ICT Service Desk Customer Charter Page 10 of 13

11 Page 11 of 13

12 Appendix 4 GrIT Terms of Reference TERMS OF REFERENCE Greenwich IT Group (GRIT) 1. Purpose GRIT will have a strategic focus. Its purpose will be to:- a. monitor the CSU s performance against its service level agreement, b. take an 18 month to two year forward look at the CCG s IT needs and the business cases to meet them. c. consider health and social care IT systems and how they interfaced with primary care. 2. Roles and Responsibilities This Committee will be deliberative with no decision making powers. Matters where it considers action is necessary will be reported to the relevant committee of the CCG Governing Body. 3. Reporting The GRIT will report to the GP Executive. 4. Committee Membership GCCG Chair GP Governing Body Member, GCCG. Head of Analytical Support, GCCG. South London CSU Head of Primary Care ICT or Head of CCG, Community and CSU IT Deputy Director ICT (to attend when possible) Secondary Care IT Representative from the IT Department Oxleas NHS Foundation Trust Representative from the IT Department South London Healthcare NHs Trust (until its dissolution) Representative from the IT Department Lewisham and Greenwich NHS Trust (after its establishment) Primary Care One EMIS GP Practice Manager One Vision GP Practice Manager Local Authority Royal Borough of Greenwich Public Health representative Administrative support Provided by Greenwich CCG Page 12 of 13

13 5. Reporting Arrangements and supporting structures In carrying out its tasks the Committee will make reports and recommendations to the relevant GCCG committee as necessary. Minutes of its meeting will be submitted to the GP Executive and the Chair of the LMC for information. 6. Quorum rules Meetings will be quorate when either the Chair or the Head of Analytical Support, GCCG and a management representative from South London CSU are present. 7. Frequency of Meetings The committee will meet every two months. 8. Monitoring adherence to the Terms of Reference / Review The Committee will review its terms of reference annually. Any changes to its terms of reference will be submitted to the GP Executive for approval. Page 13 of 13

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