Estates Strategy Performance Indicators

2012-13 Built Environment Key Performance Indicators (KPIs)

Built Environment Key Performance Indicators (KPIs)

Purpose

These KPIs are published to enable Directors and Managers of the NHS Estate & Facilities and their NHS Finance colleagues to make an informed judgement about how efficient and effective their estate and facilities are in supporting patient care. An overview and user guide is set out below – including guidance on how to access specific trust data – together with advice on how to interpret the indicators. The data collection and KPI production methodology is at Annex A.

Note: The KPIs no longer include data relating to Primary Care Trusts owing to them cease to exist on the 31 March 2013.

Overview

1. The direct revenue expenditure on the infrastructure of land, buildings and equipment in the NHS was £7.2 billion in 2012-13. This did not include depreciation, cost of capital and other related costs.

2. The NHS estate is therefore one of the largest and one of the most complex property portfolios in Europe. It contains a range of buildings, from the most modern hospitals and primary care facilities, located and designed specifically to meet the demands of modern and future health care, to hospitals that can trace their roots back hundreds of years and which require considerable investment or radical reshaping or relocation to make them appropriate for the modern day.

3. To successfully manage the NHS estate, information is needed to identify areas of good practice and where improvements are needed. To assist NHS managers in this work, we currently publish the Built Environment Key Performance Indicators (KPIs) to allow NHS organisations to consider the efficiency and effectiveness of their estate and facilities against their peers. The 2012-13 KPIs are now available.

4. These KPIs can be used in a variety of ways:

· To support internal NHS organisation budgeting, planning and decision making, especially in terms of the financial challenges the NHS currently faces;

· As part of NHS Board level reporting and strategic planning, and;

· To support the on-going Quality, Innovation, Productivity
and Prevention (QIPP) initiative.

The KPIs only relate to the financial aspects of estates & facilities management and not the safety or qualitative aspects such as patient experience. For an integrated overview of estates & facilities we recommend using the NHS Premises Assurance Model (NHS PAM) Metrics currently available at: https://www.gov.uk/government/publications/nhs-premises-assurance-model-launch

5. These KPIs allow informed judgement on the efficiency and condition of the estate. All are based on indicators that are expressed as ratios of a trust’s building and land areas. A simple traffic light exercise classifies Performance Indicators into three categories:

· Green: In the top third of Trusts

· Amber: In middle third of Trusts

· Red: In the lowest third of organisations

It is important to note that a Trusts position will depend on their situation. For instance, Trusts with a new estate will generally have lower Backlog Maintenance than an older estate. This needs to be carefully considered when reviewing the Performance Indicators.

6. The use of radar capacity charts using Performance Indicators demonstrates the potential for a trust to improve its asset management against similar organisations and the national average for its cluster. They also assist Trusts, Commissioners, and other interested stakeholders to compare high level performance and will provide a basis for identifying potential areas for improvement as well as role models.

7. It is important to note that while these KPIs provide information on the efficiency and effectiveness of a Trusts estate, they do not give information on areas such as the safety of the estate or the quality of the patient environment. To fully understand and assess the estate in a holistic manner, we suggest the use of the NHS Premises Assurance Model (PAM) available from

8. The generic trust used in the following example has been grouped with others using the Department of Health’s, basic level clustering, ie: Acute, Teaching, Multi-Service, Community, Ambulance etc., so that comparisons are with peer organisations.

9. As the structure of the NHS changes, organisations will be created, merge and cease to exist. The KPIs can only be effectively produced where data is consistently available for the whole year for an individual organisation. This therefore means, that for some organisations, in 2012-13, it has not been possible to produce KPIs for them.

User Guide

For ease of use the Excel spreadsheet 2012-13 KPIs Final .xlsm is best copied to your computer hard drive using the mouse to drag and drop the file, via Windows Explorer, to the required area of a hard drive. (Instructions on how to do this can be found in the online Help featured in Explorer.)

STARTING THE WORKSHEET

Open the 2012-13 KPIs Final.xlsm file.

Press Ctrl and hold it down, then press the letter i; this will display a toolbar containing four buttons:-

Existing Existing data from ERIC

New This is where new data about your Trust can be added.

Graphs This produces radar charts compiled from the grouping information you request.

Trust This allows access to your data when you type in your Trust Activation ID number found in column A of the Base Data worksheet .

Initially, the first three buttons will be dimmed and unavailable for use.

ACCESSING YOUR TRUST DATA

· Click on Trust on the toolbar; this will display the Activation ID Key box

· Type in your Trust ID number; which can be found in column A of the Base Data worksheet or in the worksheet called “ID & Cluster Group” [NB: these worksheets also provide information on the cluster designation for each organisation].

· Click OK; you will be presented with the four-button toolbar again, all the buttons will now be available for selection.

· Click on the Graphs button, this will bring up the PI Filter Wizard.

You can now request the database to compile data as you wish using the PI Filter Wizard.

PI FILTER WIZARD

Grouping Filters

This screen allows you to choose the trusts with which to compare your trust data.

There are four different methods of filtering:-

All Trusts No filter parameters chosen; this will use data from all available trusts.

By Trust Type The data used will be from all trusts falling into the Trust type groups defined by the DoH’s Top, Standard and Basic Level cluster groups. These can be found for your Trust by viewing the number in columns E,F,G in the Base Data worksheet and then cross referencing to the corresponding definition in the Static Data worksheet. Selection of the choice of these cluster groups is determined by the user.

SHA The data used will be only from trusts within the Strategic Health Authority (SHA) selected by the user.

Trust Type & SHA The data used will be from trusts falling into the cluster group(s) and SHA(s) selected by the user.

Year You can choose whether to use your existing data from ERIC returns or new data for a future year. Data for a future year (eg. to inform potential outcomes of your Trust Estates Strategy) must be entered manually.

Choosing Grouping Filter Criteria:

All Trusts

· Select ‘All Trusts’ by clicking on the checkbox.

· Click on ‘Next’.

· Select either 2012/2013 or “future year” (NB: future year data can only be used if you have manually entered the data yourself by clinking onto the ‘New’ button on the four button toolbar then entering data into the table. Please note that new data will remain unchanged unless altered by the user, irrespective of groupings or Trust selected.)

· Click on ‘Next’.

· Click on ‘Finish’.

You will be presented with a ‘Data processing will take a few seconds’ message box’; click OK.

The screen flickers quickly whilst the data is compiled. This is normal but may take a few minutes, please wait until the compilation is complete.

By Trust Type

· Select ‘By Trust Type’ by clicking on the checkbox.

· Click on ‘Next’ button on the bottom of the box.

· Select either 2012/2013 or “future year” (DN: future year data can only be used if you have manually entered the data yourself by clinking onto the ‘New’ button on the four button toolbar then entering data into the table. Please note that new data will remain unchanged unless altered by the user, irrespective of groupings or Trust selected.)

· Click on ‘Next’.

· Select the grouping/cluster type (Top, Standard, Basic) by clicking the appropriate checkbox and by using the drop down list

· Click on ‘Next’.

· Click on ‘Finish’.

By Strategic Health Authority (SHA)

· Select ‘by SHA’ by clicking on the checkbox.

· Click on ‘Next’ button on the bottom of the box.

· Click on ‘Next’.

· Choose one or more SHA(s) by clicking the appropriate checkboxes in the list of SHA(s).

· Click on ‘Next’.

· Click on ‘Finish’.

You will be presented with a ‘Data processing will take a few seconds’ message box’; click OK.

The screen flickers quickly whilst the data is compiled. This is normal but may take a few minutes, please wait until the compilation is complete.

By Trust Type and SHA

· Select ‘by Trust Type and SHA’ by clicking on the checkbox.

· Click on ‘Next’ button on the bottom of the box.

· Click on ‘Next’.

· Select the Trust grouping/cluster type (Top, Standard, Basic) by clicking the appropriate checkbox and by using the drop down list

· Click on ‘Next’.

· Choose one or more SHA(s) by clicking the appropriate checkboxes in the list of SHA(s).

· Click on ‘Next’.

· Click on ‘Finish’.

You will be presented with a ‘Data processing will take a few seconds’ message box’; click OK.

The screen flickers quickly whilst the data is compiled. This is normal but may take a few minutes, please wait until the compilation is complete.

Once the data has been compiled the screen displays tables of data and 5 Radar Charts; these may be viewed by moving round the screen using the scroll bars or printed out using the instruction below.

To change the parameters for the filter, add new data or type in a new Trust Activation ID number, press the CTRL+I key to redisplay the 4-button toolbar.

ADJUSTING THE RADAR CHARTS AXES

If a value on a radar chart is very large in comparison to the others, it may be necessary to adjust the axes in order to properly view all the results.

Adjusting Axes

· Point with the mouse at one of the axes on the chart.

· Double click on the axis and the ‘Format Axis’ dialogue box will appear.

· Select the ‘Scale’ tab at the top of the box.

· Click in the Maximum checkbox to remove the tick and type in the required maximum for the chart.

· Click OK.

· Adjust the axis scale as necessary to obtain a balanced chart.

PRINTING THE TABLES AND CHARTS

· Select ‘File’ and ‘Print’ from the Menus at the top of the screen.

· In the Print dialogue box click on the ‘Preview’ button at the bottom of the box.

· Check that the tables and charts fit correctly on the pages, if not change the page set-up by clicking on the ‘Setup’ button at the top of the screen and adjusting the necessary parameters.

· Click OK when the page layout has been adjusted satisfactorily.

· Click on the ‘Print’ button at the top of the screen to print out the reports.

Interpretation

Please note: These KPIs are intended for users who are familiar with the NHS Estates & Facilities, specifically NHS Directors of Estates and Estates Managers as well as NHS finance staff who work with them. Therefore the KPIs and interpretation guidance below assume a level of knowledge regarding both the NHS and Estates & Facilities which other potential users may not have. This needs to be considered when interpreting the KPIs.

Specific points to note:

· The KPIs are provided for Trusts in existence and as constituted at the 31st March 2013;

· Activity data used relates to Total Inpatient Episodes, therefore activity relating to other clinical areas e.g. Outpatient will not be counted;

· Premises costs data is not available for all NHS organisations, though all other types of data are considered complete;

· The data used is as provided by the NHS organisations themselves and has not been altered centrally;

· Every effort has been made to ensure these KPIs are accurate, however if you have any questions relating to them please contact Michael Bellas () or Simon Wright ().

The complicated nature of the NHS estate, the interrelationship between the different PIs and the differing situations for Trusts means that providing interpretation of all possible results is not possible. However, the example below is designed to walk users through an interpretation and provide guidance on how to interpret specific PIs.

The summary for the example Trust being considered is: