Technology Equipment Principles

Author: Helen Barnet.Engagement and Innovation Technology Programme Manager

Purpose

To outline the principles applied to ensuring that individual members of staff have the correct IT equipment to support them to carry out their role.

Background

Southern Health Foundation Trust Informatics and Technology Strategy has identified a number of key strategic initiatives which are already being actively progressed within the current work programmes. Key areas include the analysis of the IT equipment infrastructure across the organisation so improvements can be identified and supported to enhance the daily working practices for staff whilst using their devices and contribute to supporting their effective static, mobile and flexible working.

There are a number of different legacy hardware devices within the IT equipment estate across the organisation. These have evolved from the historic arrangements that were in place as the Trust has grown over the last few years. In order to ensure that staff have the appropriate equipment to carry out their role a number of principles have been developed and applied to roles. This is information can be used by managers when placing an order for new / replacement IT equipment. Please see Appendix 1

The Core Trust Principles state individuals should not normally have exclusive use of more than one Device (desktop PC or Laptop). This principle supports the effective working practices for staff so they do not experience profile issues for example when working across different device platforms.

The recommendation from Technology is that if the role profiles principles which are mapped below are followed then clear advice and guidance can be provided and additional benefits for cost savings through no more equipment purchasing can be realised and also the contributing to more flexible working practices to further support the Estate rationalisation.

Role Profile

A role profile ‘work style’ can be applied to a member of staff to inform which device or additional equipment they would benefit from i.e.docking station for Laptop Devices. This ‘work styles’ approach also supports the promotion and support towards a more Agile Workforce with key corporate benefits of a reduction in operating costs and a move towards a more efficient service provision.

Below is a summary of the Role Profiles used for the mapping of staff roles to recommend the equipment needs:

Fixed Site Workers: Staff who generally work at a desk or in a ward area for approximately 90% of the time. They rarely attend meetings or work from alternative locations. This may be fixed in the office or ward area.

Locality Workers:Staff who have a more mobile work style and are usually able to work from a variety of satellite or community locations i.e. GP Practices or Schools etc.

Flexible Workers: Staff spend most of the time working in an office environment although may frequently be away from their desk attending meetings, working from other Trust sites or working from home.

Touchdown Workers: have a designated base (as with flexible workers) but generally are working out in the Community setting i.e. home visits, hospital visits, care home visits, transporting service users etc. this group of workers may choose to undertake office duties from an alternative building that may be closer to their current location

Table of Recommendation for IT Equipment per Job role:

Role Profiles
‘Workstyles’ / Role / Desktop / CoW’s / Laptop / Trust iPad / Blackberry / Trust Mobile Phone / BYOD
using GOOD to access trust email
Locality Worker / Locality Manager / * / * / *
Locality Worker / Community Nurse / * / * / *
Locality Worker / Clinical Nurse Specialist / * / * / *
Locality Worker / Health Visitor / * / * / *
Locality Worker / Social Worker / * / * / *
Locality Worker / School Nurse / * / * / *
Fixed Site Worker / PA/Secretarial Staff / *
Fixed Site Worker / Clerical Worker / *
Fixed Site Worker / Ward Clerk / * / *
Fixed Site Worker / Inpatient Staff / * / *
Fixed Site Worker / Radiology Staff / *
Fixed Site Worker / Some Corporate Staff e.g. Finance/HR / *
Touchdown Worker / Community Nurse / * / * / *
Touchdown Worker / Community Health Care Support Worker / * / * / *
Touchdown Worker / Consultant / * / * / * / *
Touchdown Worker / Dietician / * / * / *
Touchdown Worker / Mental Health Practitioners / * / * / *
Touchdown Worker / Pharmacist / * / * / * / *
Touchdown Worker / Physiotherapist / * / * / *
Touchdown Worker / Information and Technology Staff / * / * / *
Flexible Worker / Chief Executive / * / * / * / *
Flexible Worker / Divisional Directors / * / * / * / *
Flexible Worker / Other Executive Director / * / * / * / *
Flexible Worker / Service Manager / * / * / * / *
Flexible Worker / Therapy Lead / * / * / * / *
Flexible Worker / Director of Nursing / * / * / * / *
Flexible Worker / Modern Matron / * / * / * / *
Flexible Worker / Some Corporate Staff e.g. HR, IT, Estates / * / * / * / *
Flexible Worker / Nurse Manager / * / * / * / *
Flexible Worker / Sister/Charge Nurse / * / * / * / *
Flexible Worker / Clinical Director - Medical / * / * / * / *
Flexible Worker / Clinical Medical Officer / * / * / * / *

Core IT Equipment Principles

  • Individuals should not normally have exclusive use of more than one Device (desktop, laptop or tablet).
  • Surplus equipment or equipment that is no longer required is to be recovered and re-cycled if still serviceable.
  • Replacement equipment is to replace existing equipment that is broken or no longer meets the requirement due to a change in need i.e. larger screen, greater resolution required. If existing equipment is still serviceable it will not be replaced until it exceeds our current ‘age’ limits. Desktops will normally be replaced 6 years after first use, laptops 4 years and monitors 6+ years.
  • New equipment is for additional new staff i.e. where a staff member is additional to those in situ and not replacing someone who has left a department and their equipment is still in situ.
  • If staff change jobs and someone replaces them the replacement member of staff uses the equipment left behind.
  • If a team/individual moves location (not function/role) on a permanent basis they should take existing equipment to the new location.
  • Additional computing devices that require software licenses may accrue additional expense to be covered by the department from their revenue budgets.
  • Individuals do not normally require two screens unless they have a specific requirement to work between multiple open documents concurrently. Requests for multiple monitors must be accompanied with a full business justification.
  • Staff who predominately work within community settings i.e. GP Surgeries, schools etc. will need a Trust Laptop device so they can effectively access the necessary Trust applications.
  • If a service is due to ‘go to tender’ within the next 12 months or is within 12 months of transferring to a new provider replacement equipment of any type will only be supplied on a case by case basis.
  • Where we are gaining/losing services the appropriate transfer of service form will specify whether equipment ‘follows’ the staff. This process will be informed by the Business Development Team as part of the Tender and contract negotiation stage.
  • Requests for 3G SIM card enablement must be accompanied by an approved signature confirming the business justification and associated revenue budget costs.

Replacement of IT

  • A replacement PC is to be just that, a replacement PC, and nothing more unless the associated equipment also requires replacement due to it being broken or not supported by the new PC.
  • Where possible requests for additional/new equipment will be fulfilled from existing recycled stock.

New IT Equipment Standard Package

  • Replacement equipment will be to the current operational standard.
  • A new desktop PC package comprises of a PC, a single monitor, a keyboard and mouse plus additional equipment as requested and justified.
  • A new laptop comprises a laptop, laptop case/backpack, mouse and network cable.
  • A docking station package comprises a docking station, a single monitor, keyboard and mouse.
  • The current standard monitor is a 19” monitor.

Non Standard IT Equipment

  • A request for larger monitors must be accompanied with a full justification for the larger size.
  • Requests for additional software, non-standard software must all be accompanied with a full justification.
  • iPad devices can only be purchased with Director approval as they are not currently core Trust supported equipment. They can be used to access the Trust email account using the Good for Enterprise security solution but they do not support access to our Clinical systems. Any iPad device failures need to be taken back to the Apple Store for resolution.
  • Android Tablet devices are currently being tested within a ‘proof of concept’ technical environment and when available will be initiated into a Project Evaluation process for Corporate and Clinical staff to test.

The Informatics Forum is invited to discuss and comment on the IT Equipment Principles and make recommendations on improving to contribute to the working practices for staff.

Author: Helen BarnettDate: 23th October 2014Version: 0.2

Filepath: Z:\ICT HCHC\Technology\Programmes\Engagement and Innovation Programme\Programme Planning\Device Rationalisation\Technology Equipment Principles v2.docx

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Appendix 1 – IT Equipment Decision Making Advice for Managers

Author: Helen BarnettDate: 23th October 2014Version: 0.2

Filepath: Z:\ICT HCHC\Technology\Programmes\Engagement and Innovation Programme\Programme Planning\Device Rationalisation\Technology Equipment Principles v2.docx

Page 1 of 7