PHSO Information Asset Register July 2015
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1 PHSO Asset Register July 2015 Asset Governance and Strategic Management Asset Owner Managing and Strategy Finance & Governance Quality & Service Integrity System Type of information contained Sensitive personal data? I Drive (Performance Reports) G Drive (HR Pro Downloads) BoardPacks Governance framework & statement Statement of responsibilities including accounting office responsibility management Corporate meeting management and governance including Executive team, audit committee, remuneration committee, PHSO Board, Convergence committee and former governance groups and PHSO network meetings Approved versions of all corporate policy and guidance and PHSO register of corporate policies Corporate strategies, strategic plans and business insight and planning Corporate, directorate and divisional business plans Corporate and individual performance data including HR reporting requirements Fraud Investigation, Internal Audit, Risk Management Casework compliance and monitoring including casework risk assurance Quality operating model and quality framework Corporate casework meetings including high risk, old corporate casework meetings, strategic casework meetings Casework assessment panel meetings and administration Memoranda of Understanding Change management
2 Accounting, purchasing and transactions Finance & Governance Z drive (Financial Management ) Resource accounts Expenses and taxable benefits Purchasing and invoice administration including payments made Financial budgeting and reporting Budget management Tax, National Insurance and VAT administration Accounting Capital Investment Development n current asset information GPC management General ledgers Settlements Parliamentary estimates administration and guidance Contracts Procurement, Managing Finance & Governance (on site & SharePoint site: PPBM G Drive PPBM folder (on site & Contract management documentation with third party individuals Contract management documentation with third party suppliers n executive personal files Procurement advice Procurement management documentation
3 Business Continuity, Business Security and Security Accommodation and Facilities PHSO casework FOI/DPA casework,, Battlebox (Sharefile) Back up tapes SharePoint site: Service delivery Online complaint form G drive folders (Elanor Private, Jane Private, Taylorson) SharePoint site: Review Team SharePoint site: Clinical Advice ate Online complaint form Business continuity management, policies and procedures Business Continuity reviews and disaster recovery plans. Business security incidents Accommodation Management including environmental requirements Facilities general management Health and Safety includes accidents reports, fire, first aid, health and safety audits. Health & Safety Administration, risk assessments and testing. Complaint handling information initial enquiries through to complete investigations. Clinical advice Legal advice Case Review management The handling and management of requests under various legislation
4 SPSO/SPOW Casework Legal Casework,, SharePoint site: Clinical Advice ate SharePoint site: Legal Complaint handling information received from other Ombudsman Clinical advice Legal advice Judicial review casework Jurisdictional reviews Associated legislation information General legal advice on all aspects of PHSO work Casework litigation n judicial review casework litigation REPT DH Instructions to counsel Joint Working Casework, Egress Switch (secure system) SharePoint site: Clinical Advice ate Complaint handling information for Joint Working cases between LGO and PHSO Clinical advice Legal advice
5 Employee Files My Workspace folders HR Pro G Drive folders (HR Pro Downloads, HR Ops, HR Secure) Individual employee files including ex employee files Addresses, pay details, course attendance, leave and sickness records, PDRS administration Employee benefits information Recruitment and Selection (on site & Recruitment files successful and unsuccessful applicant information. Organisational Development & Learning and Development Payroll and Pensions Quality & Service Integrity Managing My Workspace folders SharePoint site: Casework Learning SharePoint: Outcomes and Learning HR Pro (on site & Employee engagement tools including survey information OD resources Learning and development resources including IiP resources, communications, assessments and final reports. Training material and resources Casework learning material and capturing casework learning, lessons learnt Casework conferences and libraries Remedy issues and typology of injustice E library access including learning and resource centre Pay and pension information and administration Pay review information
6 Stakeholder activity of and Strategy Engage G Driver folder (EB Support) Contact details of our stakeholders Stakeholder correspondence, consultations and briefings, guidance External presentations and talks. Liaison visit information and administration. PASC scrutiny PHSO stakeholder events, corporate queries, invitations, honours and awards Press, publishing, marketing and external affairs Internal Communications & Strategy & Strategy Ombudsnet PHSO website SharePoint site: External Affairs and strategy G Drive folder (Communications Design. InDesign) Ombudsnet Annual report content, data, promotion, final published report Code for website and intranet Branding, bulletins, digital communications media, social media information, press and published reports. Image library, editing and proofreading External consultation exercises and policy summaries External environment analysis, external impact reports, external systemic research Copyright and licensing. Staff surveys, internal communications briefings and staff alerts Library and resource centre management management Quality & Service Integrity G Drive folder (IRM project, SunGard, ICT Assets, Temporary Transfers) SharePoint site: Secure document access Archive management IRM guidance and advice governance audit and compliance Assurance Managing paper and electronic files Retention and disposal administration ICT management and performance including asset management Systems, software and service administration Content management for ICT systems Audit logs security incidents
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