Trust Board Meeting November 2009 Paper Ref: 21.22 Performance Report Information, Communications Technology Title: (ICT) Summary: This report provides an update on the ICT services and projects including Information Governance. The Key Performance Indicators (KPIs) for the ICT service are attached. KPIs are included for each management area. Action Required: Author: Accountable Director: FOI Status: For approval and feedback. David Johnson Assistant Director ICT Keeley Townend ICT Director Public Business Report: Performance Report ICT RAG Status: Green Strategic Objective: Standards for Better Health: Performance: Measuring What Matters Domain Governance Core Standard 7 & 9 Assurance Auditors Local Evaluation: 5.3 Monitoring and reviewing performance, including data quality Clinical Performance Indicators: N/A Business Plan Objective: 1/2/3/4/9/10/27/30/63/66/ 78/105/158 Assurance Framework: 4/25/30/47/48 Risk Management Scheme for Trusts: N/A Page 1 of 9
ICT Performance Report 1 Purpose 1.1 This report provides an update to the Board on the services, projects and system developments provided by the ICT team since the last public Board meeting. 2 General update 2.1 ICT is divided into four management units Service Desk, Infrastructure & Systems, Project Delivery and Voice Communications. The Team provides support for all the Trust s Information Communications Technology including the Communication Centres in Access and Response, Patient Transport Services (PTS) and their communication links to Operational Staff, Stations, Hospitals and Vehicles. 2.2 During the reporting period the Trust s second Information Governance (IG) Toolkit return for 2009-10 was submitted at the end of October. As a result of new requirements for 2009-10 the October return is 67% compared to the 2008-09 return of 68%, however, the Trust s target for the final March 2010 return is 70% which is the required position. 2.3 The SHA, who are now responsible for over-seeing Information Governance, have also requested a baseline audit of eight key statement of compliance (SoC) areas. Internal audit have carried out this work in October and found that three areas are at a level one. The Trust is required to submit the audit and the action plan to have all areas at level two by the end of the year. The Clinical Records Management project manager is implementing the recommendations of the report into records management. 2.4 The IG Group s work plan for 2009-10 is set out below: IG Work Plan 2009-10 - Priorities 1 Information Governance Toolkit - additional evidence and three submissions (July / October / March). 2 Information Governance Training - to develop a training plan that includes all directorates across the Trust. 3 Auditors Local Evaluation (ALE) to review and provide additional evidence in line with the latest guidance and requirements. 4 Clinical Records Management Project. 5 RMST 1.1.8 - Records Management Policy. 6 Implementation of the NHS Information Risk Management Process. 7 SHA IG Assurance & Internal Audit. 2.5 The information Governance Group, as a level three committee, will be refreshed in light of the committee structure changes and this will include the ICT Director taking the chair role. 2.6 In relation to the ICT team there are currently two vacancies against the 38.6 whole time equivalents (WTEs) that are funded. In addition to this the ICT team currently provides support to Yorkshire and Humber NHS organisations and the National Library for Health for the patch-wide e-learning environment. Funding for this has recently been increased and extended for another 12 months and now covers two WTE for 12 months. Page 2 of 9
2.7 The Emergency Care Solution (ECS) otherwise known as the electronic patient report form (eprf) has been fully rolled out to release four (R4) within the Wakefield pilot area. Work is commencing to extend the use of this to other front line vehicles. ICT has also been involved in developing the reporting of Clinical Performance Indicators (CPIs) from this data and it is planned to include a link to the Trust s current paper PRF database and for user generated access and reports. Along with East Midlands Ambulance Service (EMAS) and West Midlands Ambulance Service (WMAS), East of England Ambulance Service has now asked to use the YAS ECS reporting solution. 2.8 Currently work is continuing to complete the Trust s interim Disaster Recovery / additional capacity site in the old PTS building at Fairfields York; this is timetabled to be completed by early December which supports business continuity for winter and flu. 2.9 Other ongoing projects include the completion of the YAS Communication Centres Virtual Telephony infrastructure, the Central move to the C3 CAD system, and the Analogue Radio Replacement Programme (ARRP). 2.10 The Patient Transport Service (PTS) Personal Digital Assistants (PDAs) project for PTS vehicles is nearly complete with some final training and station storage / charging facilities being installed in November. There are over 500 PDAs in regular use within PTS with some 200 coming on in the next month. Other PTS Redesign Programme projects include the redesign of the PTS Communication Centre, Single PTS Database and PTS on-line bookings. The Single PTS database went live with Central in October and completes in November with South and then North joining to create a YAS wide PTS registration, planning and control system. 2.11 A similar, parallel, process is being followed to migrate the Trust s resource management from the current three Promis systems to the latest Global Rostering System (GRS). This staged migration is due to complete by December. 2.12 As part of the digital radio implementation the ICT team have implemented a dual mobile data interface on the Central Alert CAD system this allows both the new and old mobile data terminals (MDTs) to work at the same time allowing a smooth transition. Hand in hand with this work is the implementation of the Trust s Integrated Communications Control System (ICCS). Along with the Department of Health (DH) provided ICCS from Sungard, YAS is implementing a solution from Cyfas which will provide resilience and ease the transition to Airwave. The Cyfas system is live in both South and North with the Central area live in November. 2.13 The roll-out of digital radio to the North A&E fleet began in October with the parallel install of digital radio and new mobile data solution for the Central area beginning in November. 2.14 The Service Desk is open from 07:00 to 19:00 and has been rolling out the new smartcard access control system as part of the controlled drug project over the last few weeks a large number of stations have gone live for controlled drugs access control. The Service Desk is now beginning to promote Self Service and have also commenced the development of Customer Quality Surveys. The Service Desk manager is beginning to meet with other managers to promote the service and discuss the levels of service required by different parts of the Trust. 2.15 Now that the Connecting for Health (CfH) smartcard system is used by HR, Finance and Payroll to access the national Electronic Staff Record (ESR) system. The next stages are to have a CfH Registration Authority (RA) Manager and RA Administrator in the HR department and to implement self service access to ESR for manager access and authorisation. Page 3 of 9
2.16 In November the Infrastructure team will complete the projects for improving our resilience on data back ups with a new enterprise data backup solution, create a larger capacity for remote dial in access to the YAS network system (RAS) to support remote and home working and finally bolster the server capacity from our applications that are delivered over the wide area network (for example fleet and PTS) through an expanded Citrix Server farm which will include thin client access to the C3 CAD system. 2.17 The Voice Communications team are currently finishing the decommissioning of the legacy telephone systems in Rotherham and Wakefield Springhill1 and linking these areas into the new telephone switch based in Wakefield and York. The Trust has a large Voice over Internet Protocol (VoIP) telephony network and is continuing to expand its use of VoIP at Stations and remote offices. Next Steps 2.18 Internal Audit are tasked to review and benchmark the current ICT KPIs. 2.19 The next three to six months key activities for the ICT team are: - Implement the final stage of the Virtual Call Centre infrastructure for North and South - Complete PTS and Resource Management single system implementations. - Thin client version of C3 CAD, new Enterprise Backup solution, new RAS solution to provide capacity for Pan-Flu contingency - Complete Business Continuity Plans for 2009-10 - Digital Radio rollout into the North and Central and the implementation of the interim Integrated Communications & Control system (ICCS) - Net Consent rolled out to all staff with full functionality - Review of Standards for Better Health C09, C13c and Auditors Local Evaluation (ALE) Data Quality Assessment in line with the latest guidance and requirements 3 Recommendations 3.1 The Board is asked to note the ICT update and take assurance from the activities and KPIs. 3.2 Feedback on the KPIs and any requests for further information would be welcome. 4 Appendices Appendix A Appendix B Appendix C Appendix D Appendix E Service Desk KPIs Current main ICT Project involvement Infrastructure & Systems KPIs Voice Communications KPIs Information Governance Activity and Status Page 4 of 9
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