eHealth - Commissioning Process
PROGRAMMES
COMMISSIONING PROCESS
F3026442 2.1
eHealth - Commissioning Process
Table of Contents
1.Purpose
2.Background
3.When does the commissioning process start for eHealth CQS
4.The roles of those involved in the commissioning process
5.The commissioning process and who does what
6.Commissioning Registers
7.Workflow
Appendix 1
1.Purpose
The purpose of this paper is to provide a detailed description of the commissioning process.
2.Background
The commissioning process has the flexibility to support the full range of new eHealth investment projects. The positioning within the national project lifecycle is constant, but the commissioning allows alternative routes through the Office of Government Commerce (OGC) gateways 0 - 3.
The commissioning process as described in this document provides a set of desk instructions that must be followed by eHealth CQS team.
3.When does the commissioning process start for eHealth CQS
New Investment Projects
When there is a new requirement to provide electronic support for a Health service to funded in part or total by eHealth and/or other Health Directorate Department
Project nearing End of Life
When electronic support is an integral part of a Health service, and electronic support is approaching the end of its project life.
4.The roles of those involved in the commissioning process
The following table shows the required roles to operate the eHealth commissioning process:
No / Organisation / Role Responsibilities1 / Scottish Government / Commissioning standards for investment in IT to support Health services in Scotland
2 / “ “ “ / Identification & prioritisation of new investment projects
3 / “ “ “ / A register of all commissions
4 / “ “ “ / Project Specific commissioning process
5 / “ “ “ / Initial Commission preparation
6 / “ “ “ / Quality assurance of commission documents and project initiation deliverables
7 / “ “ “ / Approval of commissions and Investment Request cases
8 / “ “ “ / Coordination and distribution of commissioning documents as appropriate
“ “ “ / Notification and feedback of approval / rejection
9 / Health Boards/Special Boards / Identifying potential for national IT support for Health Services
10 / “ “ “ / Commission (response)
11 / “ “ “ / Business Case stages (IA, OBC, FBC)
12 / “ “ “ / Project Initiation Document (PID)
5.The commissioning process and who does what
There is a commissioning standard for all new national investment in IT support for Health in Scotland. The eHealth commissioning process ensures that the Health Boards/Special Boards in Scotland fulfil their obligation to comply with the commissioning standard.
The following table describes the commissioning process:
1
eHealth CQS Commissioning Process 1
Objective: F3026442 2.1
eHealth - Commissioning Process
Step / Task/Action / When / Who1 / Founding a project
Identifying a need/potential need for investment in ICT/Services to support Health Services / When an existing project life is coming to an end (e.g. funding, licensing, facilities management etc)
When looking to use ICT to support a Health service / Scottish Government (SG) – eHealth Division; other Health Directorate Department; NHS NSS on behalf of Scottish Government
2 / Prepare Commission (Remit Chapters 1 – 3)
and arrange the NHS Board(s) to be commissioned / When a piece of work is required to initiate/ support the project case for investment in ICT / Scottish Government – eHealth Division; other Health Directorate Department; NHS NSS on behalf of SG
3 / Register the commission / On receipt of initial draft commission (remit) / SG eHealth CQS manager
4 / Quality assurance of commission (remit) including circulation to all eHealth Programme divisions / On receipt of commission (remit) / SG eHealth CQS manager
5 / Issue commission (remit) to Board(s) to be commissioned / Once the commission (remit) quality assurance is complete / SG eHealth CQS manager
6 / Complete chapter 4 of the commission / When served with the commission (remit) / Commissioned Board(s) – NHS Boards/Special Boards Contact (e.g. Project Manager, eHealth Lead etc)
N.B. Assisted by SG Programme
7 / Return the Commission for acceptance / Once the Board(s) agree and sign the commission / Commissioned Board(s) – NHS Boards/Special Boards Contact (e.g. project manager, eHealth lead etc)
N.B. Boards and SG negotiations
8 / Confirm Commission
Quality assurance of commission including circulation to all eHealth Programme divisions / On receipt of commission / SG eHealth CQS manager
9 / Request commission for inclusion in agenda for eHealth PET / On successful completion of steps 6-8 / SG eHealth CQS manager
10 / Distribution of commission to eHealth PET for approval / Friday am before the eHealth PET meeting (This will be the 1st eHealth PET meeting in the month) / SG Business manager
Step / Task/Action / When / Who
11 / Approval of commission / When the commission is considered / eHealth PET
12 / Approval of commission feedback / Day after the eHealth PET decision / SG Business manager
13 / Issue commission approval feedback to commissioned organisation / commissioning contact / Day after the eHealth PET decision / SG eHealth CQS manager
14 / Serve commissioned Board(s) with commission instructions; SG toolkit (e.g. BM toolkit if business case involved) / Once the commission has been approved by eHealth PET / SG eHealth CQS manager
15 / Undertake the commission and build the developers using the SG toolkit as appropriate / On receipt and acceptance of the commission / Commissioned Board(s) – NHS Boards/Special Boards Contact (e.g. Project Manager, eHealth Lead etc)
N.B. Assisted by SG Programme
16 / Approve the completed commission
Project approval for the deliverables and outcomes / Once project team have built the completed commissioned work / Commissioned organisation – programme/project board
17 / Submit the completed commission response for approval / Once the commissioned organisation has approved the completed commission response / Commissioned Board(s) – NHS Boards/Special Boards Contact (e.g. project manager, eHealth lead etc)
18 / Quality assurance of the completed commission documentation deliverables including circulation to all eHealth Programme divisions / On receipt of the completed commission deliverables / SG eHealth CQS manager
19 / Submit the commission deliverable papers for approval / Once the commissioned organisation has approved the completed commission including deliverable papers / Commissioned Board(s) – NHS Boards/Special Boards Contact (e.g. project manager, eHealth lead etc)
20 / Quality assurance of the commission deliverables (papers) including circulation to all eHealth Programme divisions / On receipt of the commission deliverables / SG eHealth CQS manager
Step / Task/Action / When / Who
21 / Request commission and deliverables (papers) for inclusion in agenda for eHealth PET / On successful completion of steps 16 - 20 / SG eHealth CQS manager
22 / Distribution of commission papers to eHealth PET for approval / Friday am before the eHealth PET meeting (This will be the 1st eHealth PET meeting in the month) / SG Business manager
23 / Approval of the commission papers / When the completed commission response on the agenda is covered / eHealth PET
24 / Approval of business case feedback / Day after the eHealth PET decision / SG Business manager
1
eHealth CQS Commissioning Process 1
Objective: F3026442 2.1
eHealth - Commissioning Process
6.Commissioning Registers
The CQS are responsible for maintaining a record/log of all the projects / commissions throughout the commissioning process. The method of doing this is creating and maintaining a separate spreadsheet record for each of the following:
- Commissioning (briefs and responses)
- Business cases (initial agreement (IA), standard (SBC), outline (OBC), full (FBC)
- Initiation documents (project initiation document (PID), project brief (PB)).
These records provide details by project of contacts, status, dates (development, approval) and useful comments).
N.B. The registers are historic e.g. can see last action and deduce next event but do not include dates for next event etc.
7.Workflow
The diagram shown in Appendix 1 of this document outlines the end-to-end process for commission showing the key documents. However, the detailed outline business case process is the subject of a separate document.
Appendix 1
1
eHealth CQS Commissioning Process 1
Objective: F3026442 2.1