NHSmail 2 Executive Summary Version 3.0
NHSmail 2 Executive Summary Introduction to NHSmail 2 We re delighted to welcome you to the new NHSmail 2 service that we are deploying as a national secure collaboration platform for health and social care. The capabilities that the service provides will transform the way you collaborate within and outside of your organisation. The new service has been designed to offer a common national platform that can be tailored to your local needs through providing add-on collaboration capabilities and a flexible range of implementation services. Using the feedback provided by users of the current NHSmail service, we re creating a solution that is designed for the future of the health and social care system, enabling seamless collaboration across organisational boundaries. If you are an existing customer of NHSmail, the Health and Social Care Information Centre (HSCIC) and Accenture delivery team will start to transition your organisation over to the new platform during 2016. We ll be issuing communications to your administrators, trainers and users to ensure that all of the relevant stakeholders are kept informed and understand the timing and impact of the transition. 2 If you are not yet a customer of NHSmail 2 but are considering joining the service in the future, we welcome the opportunity to support you in assessing your options and are excited to be able to offer you the option of a fully managed migration service as a potential alternative to managing the migration yourself. This short briefing pack will provide you with some insight into what the NHSmail 2 service will offer, the benefits of the new platform and the additional services that will be available in the future. We hope you find the new service as compelling as we do and that you want to share your collaboration journey with us. 3
NHSmail 2 Executive Summary The future of NHSmail 2 The NHSmail 2 service provides the technology to enable communication and collaboration within, between and outside of organisations; this is critical as health and social care strives to become more integrated. Our vision is that NHSmail 2 will become the platform to enable the transformation of communication across Health and Social Care, enabling individuals and organisations to connect, communicate and collaborate. The NHSmail 2 service includes core capabilities that are centrally funded by HSCIC, as well as optional top-ups and additional collaboration services; across this suite of services NHSmail 2 will enable organisations to: Collaborate with individuals and groups virtually utilising audio, video and web conferencing and desktop sharing Connect and locate the right people in their own and other organisations, using a richer and enhanced directory Send instant messages to connect with colleagues in their own or other organisations without needing to pick up a phone or compose an email 4 Maintain confidence in a secure solution with dedicated hosting of all services At a glance, see whether colleagues across health and social care are online, away from a computer, or busy in a meeting or a clinic Store, share, co-create and co-edit documents 5
NHSmail 2 Executive Summary Scope of core service The NHSmail 2 core service is the foundation for the collaboration journey. The platform will provide the following core capabilities: 1. A secure and modern email exchange 2. Seamlessly integrated instant messaging and presence 3. A rich and user-friendly contact directory 4. Flexible and intuitive administration tools A secure and modern email exchange: Microsoft Exchange 2013 The NHSmail 2 platform will be based on Microsoft Exchange 2013. Microsoft Exchange offers close integration across email, SharePoint and Skype for Business. The NHSmail 2 service will provide 4GB mailboxes with the option to increase the mailbox quota for individual users as a top-up service. As part of the core service organisations will be able to give their users local email addresses, therefore retaining their local identity and brand whilst consuming the nationally-funded service. The latest version of Trend Micro s cloud-hosted service will provide a secure wrapper for the service creating an environment protected against the latest generation of malicious emails. Organisation-level mobile device management policies and calendar permissions will help support local working practices. Seamlessly integrated instant messaging and presence: Skype for Business The core service will provide health and social care professionals with instant messaging and presence capabilities via Skype for Business. Utilising the latest developments in the Microsoft communication 6 platform, users will be able to communicate seamlessly via instant messaging across organisational boundaries, contributing to improvements in team productivity. Voice and video call functionality will be available as an add-on service. A rich and user-friendly contact directory: NHSmail 2 Directory The NHSmail 2 Directory will offer users a rich directory of contact details for other health and social care professionals. Using a modern user-interface and search capabilities users will be able to provide biographical information and use advanced search features to locate the identities or contact details for other users across the health and social care system through specifying location, clinical speciality, name or other data fields. Flexible and intuitive administration tools: NHSmail 2 Portal The NHSmail 2 Portal will provide flexible tools for users and administrators to manage accounts. The Portal will also enable organisations to administer mobile devices across the email and Skype for Business services. User experience will be at the heart of our approach to the design of a new mobile-friendly NHSmail 2 Portal. The new tools will enable administrators to more efficiently manage their local service and the provisioning of new services. For organisations that are looking to enjoy the full benefits of greater connectivity and collaboration, a series of add-on services beyond the core service will be available from 2016. Further details can be found in the next section. 7
NHSmail 2 Executive Summary Scope of enhanced service In addition to the NHSmail 2 core offering, a number of add-on services will be available to enable organisations to build their collaboration maturity. Web and video conferencing The add-on features available for Skype for Business, on top of the core Instant Messaging and Presence service, will allow health and care professionals to communicate directly through such features as: Video conferencing Peer-to-peer calls Web conferences and dial-ins Desktop sharing Mobile Device Management An advanced Mobile Device Management (MDM) service will be available as an additional service provided by AirWatch. As a market leader in MDM, AirWatch provides a simple, secure and effective mobility management solution to enable access to applications and information whilst on the move. Utilising AirWatch, organisations will be able to provide their staff with secure access to patient information through a wide range of mobile devices, improving workflows, clinical decision-making and patient care. Our vision Using web conferencing for discharge co-ordination Jane is a Discharge Co-ordinator responsible for the discharge planning for Beryl Smith, an 84 year old patient awaiting discharge following a fall that resulted in a fractured hip. To support Beryl s discharge, Jane schedules a conference call using Skype for Business with the Elderly Care Multidisciplinary Team (MDT), allocated Social Worker, Physiotherapist and GP. During the call, Jane is able to share her desktop to work through Beryl s recent Care Needs Assessment and jointly co-create her Discharge Plan. Following the call, Jane is able to share Beryl s Discharge Plan with the organisations involved in her care using SharePoint. The collaboration tools available to Jane support quicker decision-making, reduce travel costs, enable secure exchange of information across organisational boundaries and improve patient experience by delivering an efficient workflow. Using AirWatch to provide secure access to applications John is a Community Matron with a busy caseload of patients that he visits in their homes. John s organisation has recently rolled out AirWatch with a package of applications that he can now access using his tablet. Whilst he is working in patients homes, John is able to access their medical records and add information about their care at the point of delivery. This means that their records remain accurate and up-to-date, but it also means that John doesn t have to return to base during the day to complete administration. On his way home, John realises that he s left his tablet in his patient s home. Using the AirWatch Portal, he is able to quickly self-report the device and put a temporary block on it. The next day, John is able to pick the tablet up from his patient s home and use the AirWatch Portal to unlock the device and continue to use his applications on the move. * Basic mobile device management, for example device blocking, can also be completed as part of the core service via the NHSmail 2 Portal. 8 9
NHSmail 2 Executive Summary Scope of enhanced service cont. Remote and cloud storage Our flexible storage solution, based on Microsoft SharePoint 2013, will offer secure, reliable, cloud-based storage on-tap. SharePoint 2013 offers a wide range of capabilities from basic document storage to advanced workflow management or even use as a content management system for an organisation s intranet. This add-on will be available to organisations on a per-user basis with the option to top-up the organisation s quota based on demand. Delivering collaboration capabilities using SharePoint 2013 Sean is a Social Worker based in a local authority and works closely with Alison, an Adult Mental Health Nurse at a neighbouring NHS Trust. Their teams have recently kicked off a project to identify ways in which they can better integrate their services. Using SharePoint 2013, they can seamlessly share documents between organisations and across the project team. The SharePoint Web App enables Sean and Alison to jointly work on the same document at the same time, even if they disconnect from the internet for a period and continue working offline. When the document is complete, they are able to trigger a workflow to send the document to the relevant reviewers for approval. Once approved, Sean and Alison are sent a task by the SharePoint workflow to lock the document as final. Using SharePoint, Sean and Alison s teams are able to work from a single shared workspace and securely share files. They can also use workflows in SharePoint to manage approval processes and tasks. The new capability has enabled their organisations to work much more closely together, more efficiently. Mailbox quota and retention top-ups The standard mailbox size provided for all users of the service is 4GB and the standard retention period for deleted emails is 180 days. For users requiring larger mailboxes or who have a requirement to retain their email communications for longer than 180 days, top-ups will be available on a per user basis. Using the NHSmail 2 Portal, Local Organisation Administrators will be able to provision and de-provision top-ups quickly and easily. Managed migration service For organisations who wish to migrate new users to NHSmail 2 from local legacy email platforms, Accenture will offer the option of a managed migration service. This optional service will give organisations a safe and speedy migration from their legacy email platform to the NHSmail 2 service. 4GB standard mailbox size Additional support Accenture will be providing a range of technology and business services to support organisations in building their collaboration capabilities. The services will be tailorable to organisations needs and will include: Custom application integration Infrastructure and technical readiness Change enablement Training and deployment support Benefits realisation Collaboration strategy Mobility consulting 180 days retention for deleted emails 10 11
NHSmail 2 Executive Summary Key features of NHSmail 2 Solution overview Email Microsoft Exchange 2013 Directory Single Health and Social Care Directory 4GB storage space, with optional top-ups to 6GB, 10GB and 25GB Integration with local data sources using Push Connectors Access Key features Components Underlying Infrastructure Services Core Service Desktop Clients REST API Training & Guidance Directory/ Contact Directory Mobile Device Management (Basic) Administration NHSmail 2 Portal Additional Top-up Services Web Clients Secure Email Gateway (Trend) Insecure Email Gateway (Trend) 6GB, 10GB, 25GB Mailbox 4GB Mailbox Exchange Managed Service Secure Hosting Mobile Devices Desktop Sharing Audio & Video Call Presence Management Instant Messaging Skype for Business Applications OneDrive for Business Secure File Storage SharePoint AirWatch (Advanced Mobile Device Management) Additional Support Services Access via Outlook Web App 2013 or desktop client Compatible with mobile devices and applications The option to customise local email addresses Skype for Business Instant messaging and presence management across NHSmail users Audio and video calling Peer-to-peer desktop sharing One-to-one calls between Skype for Business and consumer Skype, for example GPs to patients Self-service administration portal User and organisation management functions Rich organisation reporting Mobile Device Management Programmatic administration, reducing local manual effort Advanced Search based on profile attributes Biographical information and profile photos that can be updated by end users Custom profile attributes SharePoint Secure file storage and sharing within and between organisations Access control for user, group and organisationlevel restricted access to files Automation of processes through SharePoint workflows OneDrive for Business for desktop access to files stored on SharePoint User self-management functions (unlock account, reset password and update security questions) 12 13
NHSmail 2 Executive Summary Key features of NHSmail 2 cont. Finding out more AirWatch Access and management of devices through AirWatch online console Manage internal, public and purchased apps across devices Provide an enterprise app store for users to browse and install approved apps Local mobile device management policy administration Security Anti-virus and anti-spam detection Deep persistent threat detection and cloud pre-scanning using Trend Micro s cloud-hosted security service Data loss prevention tools UK data sovereignty ISO 27001/27002, ISB 1596 and ISB0129 accredited Local compliance searching Integration Integration with other secure email services; Government Secure Intranet, Local Government/ Social Services, Criminal Just/Police Network and Ministry of Defence Secure email transfer with other accredited organisations Compatibility with applications utilising POP3, IMAP4, SMTP, LDAP, MAPI, APIs or dedicated secure relay Local automated workflow integration with local systems Single sign-on with local and national services Training & Support Online self-service training and guidance 24/7 x 365 days a year national helpdesk If you are as excited as we are about making the most of the new service and want to find out more about add-on services and future developments, please contact Accenture for further information at NHSmail.development@accenture.com. To find out more about migration to NHSmail 2, please contact the HSCIC NHSmail Team at feedback@nhs.net. You will be put in contact with your Local Implementation Support Manager (ISM) who can guide you through the process and provide further information on the service. 14
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