Trust Board Report. Review of the effectiveness of the IM&T Committee

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1 1. Introduction Trust Board Report Review of the effectiveness of the The meets every eight weeks, with a specific responsibility for governance, strategic direction, approval and direction of developments and operational review of IM&T provision in the Trust to ensure that it supports the business requirements and the Trust s business plan. This report reviews the effectiveness of the work of the committee throughout 2011/12 and establishes whether it would be appropriate to change the current Terms of Reference in light of the review. 2. Key Objectives, Responsibilities and Scope The has specific terms of reference (attached). A review of the agenda and supporting papers has been undertaken to reconcile whether the has met its current terms of reference. The attached table - Evidence of Scrutiny - provides evidence of the extent to which the committee is operating within the boundaries outlined in its terms of reference. 3. Conclusion The review has indicated there is positive evidence that the is operating in line with its terms of reference and demonstrates challenge, scrutiny and monitoring in respect of IM&T arrangements for the RNOH. It highlighted areas for further development as detailed in the table and listed below: How to make clinical engagement more effective and improve the manner and level by which clinicians engage Improve the IM&T communication and presence throughout the Trust Review the Risk Register on a more frequent basis 4. Recommendations The Trust Board is recommended to: Endorse the review of the effectiveness of the Note the actions taken as a result of the review Repeat the review of effectiveness one year from now Effectiveness Review May 2012 Page 1

2 Evidence of Scrutiny 2011/12 OBJECTIVE COMMENTARY EVIDENCE DATE CONSIDERED Strategic Direction There is a detailed implementation plan for the strategy and progress against it is reviewed by the on a quarterly basis. This is documented in the IM&T strategy The IM&T Strategy was approved by the IM&T in March 2009 and the Trust Board in April 2009 The process for updating the strategy for the next three years has begun and is expected to conclude in September IM&T Strategy Implementation Plan, including reporting of progress against plan. reporting to Trust Board, relevant committee(s) of the Board and external bodies An update of key IM&T activities and any key issues are reported to the Performance and the Trust Board after every IM&T meeting. IM&T Update reports every 8 weeks to the Performance and Trust Board. Every IM&T meeting The IM&T is regularly informed about performance with respect to submission of external returns. IM&T Updates to the and specific reports where appropriate e.g. Information toolkit. IM&T update reports and specific reports as necessary. - policies and standards All IM&T policies are approved by the Minutes of the and agendas As necessary Effectiveness Review May 2012 Page 2

3 OBJECTIVE COMMENTARY EVIDENCE DATE CONSIDERED Operational performance review Key areas of performance: 1.Clinical coding completion and quality performance is regularly reported to the IM&T IM&T updates and Audit reports An internal audit is carried out every year and the Audit Commission carries out an audit annually. 2. Robustness and reliability of the ICT infrastructure and systems All Business Continuity Plans (BCP) are approved by the and any downtime is discussed at the IM&T Updates, BCP plans, reports of BCP tests, Report on external security test, minutes of the meetings As necessary 3.Information overseen by the Information Steering Group which reports any issues and developments to the Specific IG progress reports and regular report on IG issues in the IM&T Update to every IM&T To the IM&T as required. Externally - Quarterly submission of the IG toolkit with a final submission made at the end March Developments and direction 1. New developments all projects approved by the Project proposals and business cases, As new projects are initiated 2. Project delivery all projects are managed using PRINCE II methodology Project Initiation documents and related project documentation. As required 3. Project monitoring Project Highlight reports At every IM&T Effectiveness Review May 2012 Page 3

4 OBJECTIVE COMMENTARY EVIDENCE DATE CONSIDERED Representation and engagement of stakeholders The membership of the ensures that all stakeholders are included, however attendance to the meeting is by the members needs to be improved. There is an issue with clinical attendance. The membership of the IM&T as stated in the TOR Attendance recorded in the minutes TOR last updated March 2012 At every meeting Escalation of incidents and issues All incidents are reported to the IM&T and externally where required. Incident reports and where applicable lessons learnt reports. As necessary Minutes of the Risk Management The risk register is maintained, kept up to date and regularly scrutinised by the and periodically by the Risk. Information incident report to the ICO IM&T risk Register Agenda and minutes of the Annually by the Annually by the Risk Progress on action plans to mitigate risks are also discussed As above Annually by the Effectiveness Review May 2012 Page 4

5 Appendix A COMMITTEE NAME: Information Management and Technology TERMS OF REFERENCE Date of this version: May 2012 This version prepared by: Programme Manager & Deputy Director of IM&T Terms of Reference Approval by the May 2012 Review Date: March 2013 Effectiveness Review May 2012 Page 5

6 Terms of Reference 1. Purpose The Information Management and Technology (IM&T) will have direct responsibility, delegated by the Trust Board, for governance, direction and operational review of IM&T and Connecting for Health implementations across RNOH and for joint projects with other organisations. 2. Establishment of the The is a non-executive committee of the Board and has no executive powers, other than those specifically delegated in these Terms of Reference. The is established in accordance with the Trust s Standing Orders, Standing Financial Instructions and Scheme of Delegation. 3. Authority and Accountability The will be chaired by the Chief Executive having been delegated responsibility by the Trust Board to report key issues and decisions to the Trust Board via the Performance. The Performance will also ratify strategies and approve policies and major proposals on behalf of the Trust Board. In addition, the will establish relationships with other RNOH forums, committees and stakeholders with major interests in IM&T generally or for specific initiatives. Operational of IM&T Directional & Representational of IM&T Chief Executive Performance Other s 1 Director of Workforce, IM&T and Corporate Affairs IM&T Information Steering Group IM&T Managers & Team Leaders IM&T Project Managers Project Boards User Groups Data Quality Group IM&T Support: Policies Mandated Processes Methods Standards - Architectures 1. Examples of other s would include: Clinical Capital Planning Audit Medical Records Forum MSC etc. Effectiveness Review May 2012 Page 6

7 4. Duties The duties of the are as follows: Direction ensuring that direction, strategies, programmes, projects, initiatives and plans are in place for IM&T and Connecting for Health and these are adequate for the governance and professional operations of IM&T. When necessary, proposals will be referred to the Performance and the Trust Board for review or approval. Policies & Standards working with the Director of Workforce, IM&T and Corporate Affairs the will ensure - on behalf of the Trust Board - that appropriate IM&T policies, standards, architectures and methods are developed and maintained. Where necessary these will be referred to the Performance with recommendations for RNOH-wide approval. IM&T Strategies initiating the creation of an IM&T strategy for RNOH and recommending acceptance by the Trust Executive and the Trust Board. Once approved the takes on the role of steering the implementation of the IM&T strategy. Representation - representing the Trust Executive and the Trust Board and the various constituencies and stakeholders across RNOH in the decision-making on major IM&T issues and approval of proposals and new developments. Appointments the can appoint (or request the Director of Workforce, IM&T and Corporate Affairs to appoint) programme & project managers with accountability for delivering specific objectives. Performance and Reviews - The will ensure (in conjunction with the Director of Workforce, IM&T and Corporate Affairs) that appropriate and adequate reporting of operational, programme and project performance is in place and will review and advise on such reports. At its own discretion it will bring operational issues to the attention of the Director of Workforce, IM&T and Corporate Affairs and/or the Trust Executive and the Trust Board. Data Quality - The will gather appropriate evidence from the Data Quality Group to report to the Audit, which is the committee that has overall responsibility for ensuring that the Board receives adequate assurances, that there are effective controls in place to manage Trust data quality risks. Escalation reviewing major IM&T incidents periodically to ensure that escalation was adequate and that lessons learned have been implemented. 5. Membership Chief Executive (Chair) Director of Workforce, IM&T and Corporate Affairs Non-Executive Board Director (nominated by Trust Board/ Performance ) Medical Director Director of Nursing Director of Finance Director of Operations Director of Projects, Estates and Facilities Programme Manager and Deputy Director of IM&T Effectiveness Review May 2012 Page 7

8 If the nominated Chair is unable to attend the meeting the Non-Executive Board Director will chair the meeting. The Medical Director will be responsible for attending on behalf of the Clinician body and will nominate a suitable representative should he/she not be able to attend themselves. Nominated Clinicians are welcome to attend the meeting and the committee papers will be sent to them. 6. Frequency of meetings Meetings shall be held on a bi-monthly basis with the agenda and relevant papers circulated one week in advance. 7. Quorum The committee will be considered quorate with the following members in attendance: 1. Chief Executive or Non-Executive Board Director 2. The Medical Director or nominated Clinician 3. Director of Workforce, IM&T and Corporate Affairs or Deputy Director of IM&T 4. A representative from the Nursing Directorate 5. One additional other Executive Director 8. Reporting Arrangements into the The shall oversee, and receive reports from: Project Boards as Highlight Reports Data Quality Group Information Steering Group Audits User Groups 9. Required Frequency of Attendance by Members It is highly important that members attend the on a regular basis. 10. Process for monitoring the effectiveness of all of the above In its monthly reports to the Trust Board, the will review its effectiveness against its objectives, including its membership. 11. Administration The shall be supported administratively by the Personal Assistant to the Director of Workforce, IM&T and Corporate Affairs 12. Review The terms of reference will be reviewed every year or sooner if necessary. Effectiveness Review May 2012 Page 8

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