APPROVED

NHS GRAMPIAN

Minute of the Staff Governance Committee

held on Wednesday 19thMarch2014 at 11.30 am

in Seminar Room, Summerfield House

Present:

Mr Terry Mackie, Board Member (Chair)

Mrs Sharon Duncan, Employee Director

Mr David Anderson, Board Member

Mr Mike Scott, Board Member

Cllr Anne Robertson, Board Member (up to item 7/14)

In Attendance:

Dr Annie Ingram, Director of Workforce

Mr Richard Carey, Chief Executive

Mrs Clare Ruxton, Deputy Director of Workforce

Ms Gerry Lawrie, Workforce Planning & Redesign Manager

Mrs Morag Hives,Head of Service,Occupational Health

Mr Steven Lindsay,Full time Partnership Representative

Prof Gillian Needham, Postgraduate Medical Dean

Mrs Anne Inglis,Head of Organisational Development

Mr Ian Francis, Full time Partnership Representative (deputy for Laura McDonald)

Rev Mark Rodgers, Co-ordinating Chaplain (for Laura Gray) (up to item 7/14)

Mr Richard Morrison, Head of Service, HR Service Centre

Mrs Diane Annand, HR Team Leader (Minute taker)

Mrs Julie Murray, HR Officer

Item / Subject / Action
1/14 / Apologies
Apologies were received fromCllr Bill Howatson, Chairman, Mr Keith Thomson, Head of Health and Safety andMs Laura McDonald,Health and Safety Partnership Representative.
2/14 / Minute of meeting held on 19th November 2013
The Minutewas approved as an accurate record with the exception of one change, agenda item 3c ‘members’ changed to ‘doctors’.
3/14 / Matters Arising
  1. Implementation group on Nursing Resource Utilisation
Dr Ingram reported that the work to implement the recommendations of the Report was progressing, with specific emphasis on agreeing nursing establishments across the organisation. Cllr Robertson explained that the Chairman had been informed that the timescale to complete the work had been extended due to a number of complexities (number of tools being used to determine establishment and NHS Grampian had five different nursing banks). The revised timescale would be determined by group deadlines being met by sectors.
Dr Ingram outlined that the proposed establishment would be subject to challenge at a meeting on 30 April 2014. Mrs Duncan highlighted that the submissions required to be shared at local partnership forums and questioned whether this had happened. Dr Ingram reassured the Committee that partnership representatives would be invited to the challenge meeting.
Cllr Robertson explained that sectors had been asked to submit funded establishment, actual establishment and the establishment required to deliver a safe service. Mr Carey acknowledged that the process required to be robust, to address safety as the first priority, as a finite budget had been set aside for use from 1 April 2014 and if this was insufficient it would have an impact on other services. Dr Ingram explained that tool outcomes required to be triangulated with professional judgement and confirmed that risk assessment formed part of the tool.
A report would be presented to the next meeting of the Committee.
  1. Comparison of NHS Grampian Datix Recording with other Boards
Referring to the discussion at the last meeting regarding the use of datix by students, Dr Ingram reported that the staff group was a mandatory field but grade was not and students would only be able to report if they had access to the NHS Grampian network or intranet. Figures provided by the Quality Informatics Manager suggested that some students (102) had been able to report a Datix issue during 2013.
Professor Needham asked if a Doctor in training could be identified in Datix asthe GMC now required trainees to report where they felt patient safety had been compromised. If the GMC deemed it was a significant patient safety issue, they would disclose the doctors name. Dr Ingram said that in Datix it was not a requirement to include your name and this would not change, as the preference would be for staff to report. Access of students would not be prevented. It was agreed that doctors would be encouraged to complete Datix or ensure someone else involved with any issue did. Mrs Duncan stated that if the doctor reported the incident to the GMC then there would be an expectation of local reporting. / AKI
4/14 / Committee arrangements for distribution of papers and action log
Dr Ingram reported that a PWC audit had recommended an action log and the paper also outlined a timetable to aid distribution of papers and the development of a yearly programme to ensure the committee secretariat agenda appropriately. The amendment to committee arrangements were agreed. / AKI/DA
5/14 / Recruitment 2020
Recruitment is a significant issue for NHS Grampian, with particular challenges in securing medical and nursing skills across a whole range of disciplines. In support of Workforce 2020, work was ongoing, led by Mrs Ruxton to modernise the approach to recruitment.
Referring to the paper, Mrs Ruxton outlined the need to attract applicants across all professionsand the paper outlined what was in place and what can be improved or developed to enhance recruitment and retention. Mrs Ruxton asked the committee for approval of the broad direction to allow her to debate the issues with other committees including GAPF to discuss whether the solutions were practical and to seek other suggestions.
Mrs Inglis suggested working with partners who face similar challenges. Mrs Ruxton responded that the North East HR Directors were setting up a group to assist attraction to the area but that it was important to address the NHS Grampian specific issues.
Mr Carey said that whilst the paper comprehensively identified the issues, it would benefit from an Implementation plan, supported by SMART objectives for each solution, specifically stating what needs to be done, by who and a timescale. Mrs Duncan stated that recruitment was not just an HR role, as everyone involved in recruitment, including line managers, needed to work together to address the issues. Dr Ingram confirmed that service improvement work had commenced with the Recruitment team.
Prof. Needham suggested linking to this work of the START initiative for the recruitment and retention of doctors in Scotland. A further suggestion was identification and support of trainee ambassadors within the Board, including liaison with local colleges and universities to harness the students support. Dr Ingram highlighted the relationship with RGU regarding nursing courses and asked whether there could be learning from the approach used to match newly qualified doctors to posts, for newly qualified staff in other disciplines, for example, nursing.
Mrs Ruxton explained the work with Shell’s outplacement role for spouses, which she has sought to link with, as the NHS has not necessarily been seen as an obvious choice. She also reported that a team were due to attend career fairs both locally and in Glasgow and London. Ms Lawrie confirmed that work experience was also offered to all 39 schools.
Mr Anderson questioned the need to use headhunters. Dr Ingram responded that there was a need to develop the skills internally. Mrs Hives suggested summer placements which may lead to employment. Dr Ingram confirmed that this happened, although may need to be extended and proposed that older people’s placements in the Autumn may also be a route to encourage older workers to consider a healthcare career.
It was agreed to have wider discussion within the organisation. / CR
Well Informed
6/14 / Staff Experience
  1. Staff Survey
Mrs Ruxton reported that results, received in December 2013, demonstrated an improvement in some areas, when compared with the results from 2010. The response rate for Grampian was 28% was the Scottish average but lower than in 2010, which had achieved a 38% response rate.
This survey had been collected in such a way as to allow the results to be fed back to different sectors within the Board and these results had now been distributed to all sectors. Mrs Ruxton and Mrs Duncan had attended all local partnership forums to discuss the results and the implications for each sector. It had been agreed that each Sector Committee would complete a local monitoring form, identifying the actionsto be taken forward to address staff survey outcomes for their sector. These returns should have been submitted ahead of the meeting to allow the Boards Staff Governance Action Plan to be collated ahead of this meeting. Some remained outstanding and it was therefore agreed that the collated Staff Governance Action Plan would be circulated to Members for approval, outwith the normal schedule of meetings and signed off retrospectively at the next meeting. Mrs Ruxton reported that the next national staff survey would be in Autumn 2014 by which time it was hoped there would be actions evident by then to encourage an increased participation.
  1. Access for Hospital Chaplains to appropriate information
Rev Rodgers summarised the distributed paper, highlighting that other Boards had interpreted legislation differently allowing Chaplains access to patient information onPMS, which is considered necessary for them to undertake their role. It was noted that previous requestshave been denied on the advice of Information Governance, who have viewed thisas a breach of the legal framework. Rev Rodgers believed this remained the advice but the Spiritual Care Committee had thought the imminent registration of the profession may change this.
Mr Scott commented that the information was received from the patient and would be used reasonably for the benefit of that patient. Mr Anderson suggested a change in wording to be explicit on the use of the information.
The Committee agreed that the Chaplains should in principle have restricted access due to the low level of risk of allowing access and the improvement to patient centred care. This would be discussed with the Caldicott Guardian for ratification.
  1. Shared Support Services Programme – Payroll, Expenses and SSTS Focus Group
Mr Morrison explained that as part of the financial shared services project data had been collected for three years against a range of nationally agreed Key Performance Indicators (KPIs). This report identified NHS Grampian performance against these national KPI’s compared to other boards and against the national average and reported positive performance. NHS Grampian had almost eliminated weekly paid staff and was the best in NHS Scotland for the number of current employees per payroll wte. SSTS implementation had greatly increased over the last three years, which will reduce costs as costs were greater during implementation. The committee acknowledged the overall good performance of NHS Grampian. Mrs Duncan thanked Mr Morrison and his team.
  1. ePayroll update
Mr Morrison reported on progress towards full implementation of the NHS Scotland ePayroll system and gave assurance to the Committee on both the robustness of the system and governance arrangements. Implementation was phased,with the need to continue with business as usual during implementation, at the same time as implementing other changes, including responding to new legislative requirements, including changes to HMRC rules and introduction of auto-enrolment. One of the most significant changes to come would be ePayslips. The complexity of linking eESS and ePayroll had been greater than envisaged and halted in December 2013. Both the eESS and ePayroll Project Boards were considering the preferred option to take forward a simplified interface but the costs and timescale were unclear. Mr Morrison reported that all Boards were at the same stage with the exception of the self service roll out.
  1. eESS Implementation
Ms Lawrie reported that NHS Grampian data migration was due to begin on 28th March 2014, with the system going live in July 2014. The interface with ePayroll was key to allow data from the application stage to payroll thus recorded once. There were a significant number of issues and risks from Boards already implementing, reporting that NHS Orkney had yet to report a functioning system. Dr Ingram elaborated that other larger Boards, including NHS Glasgow and Clydeand NHS Tayside had stopped implementation until such times as the system was functional. Dr Ingram said that she had previously intimated that NHS Grampian would not move to eESS until there was a functioning and reliable interface with ePayroll.
Mrs Duncan stated that she had raised concerns at all the committees she attended as the system dealt with all employee processes and their personal data. It was agreed not to implement until the system worked satisfactorily elsewhere. Current systems would be still available to support this approach. Dr Ingram explained that eESS was linked to shared services. Committee members were extremely concerned with the proposal to implement the system without reassurances regarding robustness and a functioning payroll interface and asked Dr Ingram to write to the eESS Project Director, noting these concerns and intimating the decision of the Committee that NHS Grampian would stop implementation until such times as both of these issues have been addressed. / CR
AKI
AKI
7/14 / Partnership & Staff Governance
  1. Staff Governance Action Plan 2013/14 – progress
Mrs Ruxton asked the committee to note progress made, which would form part of the self assessment submitted to the Scottish Government. Cllr Robertson queried how members could be reassured that the action Plan had achieved its aims. Mrs Ruxton replied that future staff survey results and the sector work would provide this reassurance. Dr Ingram stated that when iMatter was implemented, there would be more assurance available. It was agreed that there would be additional recording on the achievement of objectives or a colour coding system but it would not be possible to change the national proforma. For the objectives with a March 2014 deadline those with a tick had been achieved with the others being rolled forward. In future the key action would be acknowledged as on-going with deadlines for the specific objectives.
  1. Partnership issues
Mrs Duncan reported that she had covered the issues within other agenda items but explained that staff side were struggling for resource which the revised Facilities Agreement may help but encouraged manager to allow staff side representatives appropriate release. / CR
Appropriately Trained and Developed
8/14 / Learning and Development
  1. eKSF and L&D update
Ms Lawrie highlighted the new L&D intranet site, which had now gone live. In relation to eKSF compliance across NHS Grampian, the overall Personal Development Plan (PDP) rate was increasing however it was of concern given all staff should have an agreed PDP in relation to ongoing statutory and mandatory training. The overall rate for agreed objectives was disappointing and general managers have been asked to work with their teams to ensure that reviews and objectives were signed off before 31 March 2014. It is hoped that compliance will therefore increase. Compliance was at a similar level if progress was measuredover a 12 month rolling year.
If development conversations were happening without being recorded on e-KSF, members agreed that it would be difficult to hold to account those in the senior/executive cohort, unless a manual return could be made that all appraisals had been done in their department.
Ms Lawrie reported that work was ongoing nationally to revise eKSF, and the revised version would be based on the six core dimensions and G6 People Management specific dimension, with other dimensions existing in some form. From 2015, e-KSF would transfer to a module within eESS. Discussion took place if the approach could change if no longer a HEAT target. The iMatter staff experience would ensure conversations were held locally. Dr Ingramraised her concerns regarding capacity, referring to recent discussions with Senior Charge Nurses, who reportedprioritising other actions,clinical leadership and patient care, over e-KSF.
Ms Lawrie highlighted a perceived mismatch as usingthe AT-Learning system there had been on average 5,000 bookings per month for development activities. In addition, 79% of the staff responding to the staff survey said they received the required training. Mr Francis raised that lack of action may be as a result of no perceived consequence.
  1. Organisational Development/Leadership update
Mrs Inglis reported that there may be the opportunity to have two national management trainees (Finance and general management) and this was welcomed.
Referring to her report, Mrs Inglis highlighted:
  • that the North East mentoring programme was currently being advertised;
  • the North East “Collaborating for Outcomes” leadership programme commenced in April 2014 with 7 NHS Grampian participants;
  • AberdeenCitywas appointing Development Facilitators and a draft plan had been developed for Aberdeenshire;
  • an OD plan, to ensure alignment of alldevelopment activity with strategic themes and objectives, had been drafted for discussion with Dr Ingram;
  • that individuals in the first cohort of Talent Management development centres were very good and had fedback feeling very valued.
Mr Carey raised that medical staff involved in management development would benefit from coming together and being exposed to non-medical managers. Both Mr Carey and Dr Ingram would welcome the opportunity to link with that group. Ms Inglis reported that there would be one doctor in the next talent management development centre.
  1. Induction
Ms Lawrie asked the committee to note progress. The super 7 induction topics were hand hygiene, fire safety, IT security, violence & aggression, moving & handling, standard control of infection precautions and adult protection, to be undertaken by FYI’s within 48 hours of starting. From the evaluation it had been well received. Mrs Duncan received the committee support that mandatory training should be undertaken in work time. / AI
Involved in Decisions
9/14 / Workforce Development and Redesign
Workforce Information Report
Ms Lawrie reportedthat bank costs to end December 2013 were £12million, with a projected £16million by 31 March 2014, which will be £2million more than last year. When overtime and additional hours are also taken into account, this figure is projected to rise to £19m.
The overall sickness absence rate was slightly higher against the same point last year at 4.84% compared to 4.65%, despite a good winter. The absences for Support Services had increased and absences for non-registered nursing had been increasing every quarter. It was suggested that this is an area for further attention.
Dr Ingram confirmed that the work of short life Nursing group had not resulted in posts being held back from being recruited to. Establishment was broadly achieved by combining actual establishment with bank and agency spend. Mr Carey commented that NHS Grampian may need to acknowledge working on the bank was preferred due to its flexibility. Dr Ingram added that more flexible contracts were also required.
Treated Fairly and Consistently
10/14 /
  1. DignifiedWorkplaces – progress
Mrs Ruxton reported that the Datix staff experience module was now live, with 200 records to date. This would be rolled out through a Mental Health pilot. The existence of the module was advertised through the patient centred work. The consultation comments on the Dignity at Work policy were being reviewed. A Staff Experience Manager had been appointed commencing April 2014.
  1. Management standards audit organisational learning
Dr Ingram had wished the group to hear Mr Thomson’s presentation but due to his absence this matter would be deferred. She reported that it was intended that the next pilot would be in DrGraysHospital, over the next few months. Mr Anderson reported that the Audit Committee had agreed an audit on health and safety for the 2nd quarter of 2014.
  1. NMAHP Performance Review group
Mrs Annand explained that Mrs Smith had said the remit was work in progress. As a number of concerns were raised Dr Ingram said the matter would be discussed outwith the meeting. / AKI
Provided with a Continuously Improving and Safe Working Environment
11/14 /
  1. Corporate Health & Safety Progress Report
  2. Report on the fire at RoyalCornhillHospital
Both items deferred to the next meeting.
  1. HEIWoodendHospital
Mrs Duncan reported that the outcome of the inspection had been positive, for which Mr Carey had just signed off the written report. Mrs Duncan raised the cost to staff of all the work undertaken. Mr Scott commented that it should not have taken an inspection to tidy up/carry out necessary work. It was agreed that this would be fedback through the Employee Directors group. Mr Carey reminded that inspection was here to stay and we should work to improve the methology.
12/14 / Occupational Health
  1. Attendance Management
Mrs Hives outlined that there had been an increase in sickness absence which was being discussed nationally to consider if employing an aging workforce had an impact or whether this was a data issue, as a result of eESS migration. The University of Aberdeen was conducting a study using five years of absence rates considering the same subject. An electronic referral form was being developed for which education and training would be required.
  1. iAMS
Mrs Hives reported this was being rolled out throughout the Acute sector, with more clinical staff using the system. There was an increase in musculoskeletal and financial problems which should be monitored and signposted at an early stage for support.
For Information
13/14 /
  1. GAPF Minute – 21 September 2013, 29 October 2013, 20 November 2013 and 18 December 2013 -Noted
  2. NHS Grampian Integration Workforce Group Minute – 3 October 2013- Noted

14/14 / AOCB
There was no AOCB
15/14 / Date of next Meeting:
The next meeting will be held onTuesday 20th May 2014 at 11.30am in the Conference Room, Summerfield House.

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