Implementation Plan Roles and Responsibilities

The Scottish Governments CEL 35 (2010) places a requirement on NHS Fife to develop strategies for each type of asset held and integrate them into a Property and Asset Management Strategy (PAMS) and plan, linking to the NHS Fife service strategy.

Since 2011 the PAMS strategy has been routinely submitted annually to the Capital Planning and Asset Management Division of SGHSCD in a time frame consistent with the submission of local Delivery Plans and features the following requirements:

Ensure we assess estate condition, statutory compliance, functional suitability and space utilisation on a regular basis. (20% of entire Estate annually);

Ensure all information on assets is held electronically;

Review their performance management arrangements and, where required, develop performance measures against targets for assets.

The CEL 35 (2010) also places the following mandatory requirements:

All NHS SCOTLAND bodies must have appropriate Board level and supporting governance, accountability and reporting arrangements in place to ensure the efficient and effective planning, operation, management and disposal of assets.

NHS Fife Status; This has been actioned with recent restructuring resulting in the Director of Estates, Facilities and Capital Services taking up a Corporate position on the Board. The PAMS will be reported into the newly established Capital Planning Group chaired by the Director of Finance who will also undertake the role of Asset Champion on behalf of NHS Fife

All NHS SCOTLAND bodies must hold appropriate up to date information to ensure the effective planning, operation, management and disposal of the assets held and utilised in support of service delivery.

NHS Status; The initial population of the 3i system database for NHS Fife owned properties is nearing completion for Condition and Statutory Compliance. Following the establishment and introduction of the NHS Fife Support Team in 2013/14 an action plan will be developed to fully populate and maintain the system database.

All NHS SCOTLAND bodies must have a PAMS which is technically robust, achievable and affordable within the context of agreed financial plans (capital and revenue).

NHS Fife Status; Future PAMS will be programmed and approved in parallel with the established programme structure set up for the annual Financial Plan

Such strategies should demonstrate clear and explicit links to Scottish Government and Local Delivery Plan objectives, HEAT targets and clinical/service strategies, Local Authority Structure Plans and broader planned outcomes.

Where NHS SCOTLAND bodies are responsible for the delivery of regional and/or national services, the PAMS must reflect the links to the appropriate regional and/or national service strategies, priorities and targets. In addition to the above our Board must ensure an appropriate structure of suitably qualified staff to provide the comprehensive management of the Estate, covering all statutory and mandatory requirements.

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The responsible Department will demonstrate a suitable range of qualifications, being experienced, up to date and capable of delivering the informed client role when commissioning support from external sources.

NHS Fife Status; This role will be provided by the Capital Planning & Property Team within the Estates, Facilities and Capital Services Directorate. This Directorate will also have the responsibility for managing the survey work required annually to populate the electronic Asset Management System. The implementation plans to establish the team responsible for made reasonable progress over the last year and should be fully functional in 2013/14. This restructuring process has taken significantly longer than first envisaged, due to the necessary changes to individual job descriptions and subsequent evaluation under Agenda for Change.

The intention is to manage corporate asset management through the Board’s recently introduced Capital Planning Group which is chaired by the Director of Finance. RICS best practice guidance on Asset Management recommends that the Board appoint an Asset Champion and responsibility for this role will be undertaken by the Director of Finance on behalf of NHS Fife. This Champion has been charged with promoting and sustaining good practice in Asset Management within the Board.

The Boards Capital Planning Group will set priorities in accordance with the Boards service strategy ‘Getting Better in Fife’ and PAMS strategy within the resources available. The Boards Capital Planning Group will agree the PAMS and the resulting priorities in order to inform the annual capital investment plan. The PAMS and Capital Investment Plan will be agreed by the CPG and Senior Management Team before submission to the Financial Resources Committee prior to consideration by the Board for approval on an annual basis.

Capital Planning Group: Role and Remit Purpose

The Capital Planning Group is responsible for managing and monitoring the NHS Fife capital programme including the prioritisation of the Fife wide minor capital allocation for projects. The Group shall ensure that the requirements of the SGHD Policy CEL 35 (2010) are implemented and support the development and updating of the Boards annual Property and Asset Management Strategy.

Membership

The core membership of the Capital Planning Group will be: Director of Finance ( Asset Champion )

Capital and Planning Finance

Director of Estates ,Facilities & Capital Services Head of Planning and Property

Head of Estates

Head of Primary Care Administration Head of eHealth

Infection Control Manager Operational Division

Kirkcaldy & Levenmouth CHP Glenrothes & North East Fife CHP Dunfermline & West Fife CHP Facilities Manager

HR Representative Staff Side Representative

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The Capital Programme Management Group shall meet as necessary to fulfil its purpose. Routinely, the group shall meet every month but this can be varied at the discretion of the chair. Whenever possible, the groups meetings shall be scheduled to fit in with the timing to allow for papers to be submitted to the Capital Planning Group.

The Agenda and any supporting papers shall be sent out at least 5 working days in advance of the meeting, to allow for due consideration of the issues.

Remit

The remit of the group is to:

Prepare the 5 year Capital Plan by recognising all the strategic developments and the ongoing capital commitments for submission in due course to the SMT and Finance and Resources Committee for recommending approval to the NHS Fife Board.

In line with the approved 5 year Capital Programme and taking cognizance of the Capital Allocation, prepare the Annual Property Asset Management Strategy for submission for consideration by the Capital Planning Group then SMT and thereafter recommendation of approval by the Finance and Resources Committee to the Board.

Routinely monitor the progress and expenditure of individual capital schemes against the funding available.

Identify any in-year slippage and make proposals through the Senior Management Team to the Finance and Resources Committee for any substitution of schemes or banking with the Scottish Government Health and Social Care Directorate for utilisation in subsequent years.

Update Capital Programme in year for any additional allocations received.

Ensure that any revenue consequences associated with the approval of a Capital Scheme have been provided for within the board’s overall Financial Framework.

Receive information from various capital subgroups to inform the overall process – eHealth,

Medical Equipment, Radiology, Transport, Statutory Compliance, and Capital Building Works. Keep under review all property acquisitions, disposals and leases.

Commission and review proposals for changes in the use of accommodation within and across services.

Receive and consider mini Business-cases for projects in excess of £100,000.

The Group will also consider other matters perceived to fall within its remit and any other issues remitted to it from time to time by the Finance and Resources Committee.

Authority

The Group has been given the authority by the SMT to monitor and prepare Capital Plans and Programmes to address the strategic priorities of NHS Fife.

All aspects of the Capital Planning and allocation process are to be addressed by the group to inform SMT and the Finance and Resources Committee and facilitate decision making.

Reporting Arrangements

The group will prepare regular and ad hoc reports as needed for the Capital Planning Group to inform SMT and the Finance and Resources Committee and the NHS Fife Board for approval, in line with the “constitution and terms of reference for the Finance and Resources Committee” within the Code of Corporate Governance.

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