Introduction
This Action Plan sets out the time periods in which action is to be initiated and indicative timeframes. It is intended at this point to identify the key actions from the recommendations and the sequence of events which should take place. It is not a project programme as this will need to be fully developed by the proposed Project Steering Group in conjunction with NHS Boards. It is also relevant to consider that local action may prioritise some areas of work in a different sequence.
Draft Action Plan – Chronologically Ordered Tasks Workstream
Ref.
No. Owner Action Theme General Estates Energy Waste Cleaning Catering Laundry Other
First 6-month Period – April 2009 to September 2009
1 SGHD/
HFS
Development of a High-Level Estates and Facilities Balanced Scorecard and definitions
6m
2 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Estates Management
12m
3 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Cleaning Services
6m
4 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Catering Services
6m
5 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Energy Management
6m 9 HFS Integration of this Action Plan into the
ongoing work of existing Estates and Facilities working groups
12m 12m 12m 12m 12m 12m 12m 12m
14 HFS Develop a study of the cause and effect relationships underpinning improved cleaning performance in high-achieving NHS Boards
12m 17 SGHD/
Local Boards
Adoption and roll-out of the FMS and relevant consistent performance measures across NHS hospital sites
12m 12m 24m 24m
18 Local Boards
Local NHS Board use of FMS data and benchmarking analysis to inform catering performance improvement plans
12m
20 HFS/
Local Boards
Development of consistent definitions for
types of site and operational activities 12m
21 HFS/
Local Boards
Development of information systems for energy and waste management data for hospital sites
12m 12m
22 HFS/
Local Boards
Development of information systems for
facilities management data for hospital sites 12m 12m 12m 12m
39 HFS/
Local Boards
Development and implementation of the NHSScotland national catering and nutrition database
12m 42 SGHD/
HFS
Implementation of performance
35 Action Plan
Appendix
B
Draft Action Plan – Chronologically Ordered Tasks Workstream
Ref.
No. Owner Action Theme General Estates Energy Waste Cleaning Catering Laundry Other
Second 6 months – October 2009 to March 2010
6 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Waste Management
6m
7 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Laundry Services
6m 12 HFS Develop a study of the cause and effect
relationships underpinning improved waste management performance in high-achieving NHS Boards
6m
15 Local Boards
Use the findings of the cleaning performance
study to inform local improvement plans 6m
16 Local Boards
Use the findings of the cleaning performance
study to develop a shared learning resource 12m
40 Local Boards
Adoption and roll-out of the national catering and nutrition database and consistent performance measures across NHS hospital sites
12m
41 Local Boards
Development of consistent data definitions and establishment of laundry information systems to provide regular management reports across the service
12m 18m
KEY
Theme Theme – Performance Management
Theme Theme – Information for the Development of Benchmarking Investigation and Decision-Making
Theme Theme – Improvements in Productivity and Efficiency
Workstream – Tasks
Colour-coded Workstream and Estimated Duration of Key Activity or Task started in period (Example)
Draft Action Plan – Chronologically Ordered Tasks Workstream Ref.
No. Owner Action Theme General Estates Energy Waste Cleaning Catering Laundry Other
Third 6 months – April 2010 to September 2010
8 SGHD/
HFS
Development of Functional Balanced Scorecard and data definitions – Facilities Management Other Services
12m 10 SGHD/
HFS
Development of ongoing reports identifying good practice and benchmarking opportunities
36m 36m 36m 36m 36m 36m 36m 36m
13 Local Boards
Use the findings of the waste management performance study to inform local waste action plans and improve implementation
6m
19 HFS/
Local Boards
Local NHS Boards to work with HFS to develop a collaborative action plan for laundry service improvement
12m
23 HFS/
Local Boards
Development of information systems for
estates management data for hospital sites 36m
24 HFS/
Local Boards
Development of information systems for energy and waste management data for non-hospital sites
36m 36m
25 HFS/
Local Boards
Development of information systems for estates management data for non-hospital sites
36m 12m
28 SGHD/ HFS
Development of a consistent and systematic approach to the assessment, quantification and reporting of risk management issues.
12m 31 Local
Boards
Development by local NHS Boards of regular utilisation monitoring reports for hospital sites
12m 34 Local
Boards
Local NHS Boards to review existing estates and financial information systems to identify potential weaknesses in identifying and managing prompt adjustments to rates valuations, charges and reliefs
6m
35 HFS/
NHS Procure-
ment
Include supplier data provision as part of annual energy contract negotiations to support collection from dispersed non-hospital and shared facilities
6m
36 Local Boards
Local NHS Board performance metrics to be re-measured on a timely basis, establishment of a rolling programme to ensure data is kept up to date
12m
38 HFS/
Local Boards
Development of internal recycling activities, related data and analysis to improve sustainability and reduce costs
12m 43 SGHD/
HFS
Implementation of performance
improvement – Cleaning Services 36m
44 SGHD/ HFS
Implementation of performance
37 Action Plan
Appendix
B
Draft Action Plan – Chronologically Ordered Tasks Workstream
Ref.
No. Owner Action Theme General Estates Energy Waste Cleaning Catering Laundry Other
Fourth 6-month Period – October 2010 to March 32 Local
Boards
Preparation of regular evaluation of assets surplus to requirements as part of normal business planning cycle
12m
45 SGHD/
HFS
Implementation of performance
improvement – Waste Management 12m 6m
Third Year – April 2011 to March 2012
11 SGHD/
HFS
Establishment of a Performance Improvement Fund to support Boards to undertake appropriate projects
36m 6m
26 HFS/
Local Boards
Development of information systems for Facilities Management data for non-hospital sites
36m 12m
27 HFS/
Local Boards
Development of management data for joint premises sites (First steps – see Action 32 above)
36m 12m
29 SGHD/
HFS
Development of a high-level Estates and
Facilities risk register 6m 12m 18m
33 HFS/
Local Boards
HFS/Boards to undertake a review of the existing Joint Premises Information Dataset and develop amendments to improve implementation and support systematic data collection
36m
37 Local Boards
Local NHS Board development of energy usage data by operating departments or specialty to improve accountability and control through regular reporting and management of exceptions
36m
46 SGHD/
HFS
Implementation of performance
improvement – Laundry Services 36m
47 SGHD/
HFS
Implementation of performance
improvement – Hospital space utilisation and related estate management improvements
36m
Fourth Year – April 2012 to March 2013 30 Local
Boards
Establishment of a regular risk monitoring
and resource evaluation process 24m
48 SGHD/
HFS
Implementation of performance improvement – Non-Hospital space utilisation and related estate management improvements
24m
49 SGHD/
HFS
Implementation of performance
improvement – Facilities Management other services
24m
KEY
Theme Theme – Performance Management
Theme Theme – Information for the Development of Benchmarking Investigation and Decision-Making
Theme Theme – Improvements in Productivity and Efficiency
Workstream – Tasks
Colour-coded Workstream and Estimated Duration of Key Activity or Task started in period (Example)