INFORMATION MANAGEMENT AND TECHNOLOGY STEERING BOARD MINUTES OF MEETING HELD ON THE 17th JULY 2007
Present:
Pat Keeling (Chair) Graham Cawsey Liz Nicholson Malcolm Hawthorne Stanley Riseborough Graham Wilkin Clive Gibbons Derek Cater Jan Beaumont Stuart Craig In Attendance Tad Matus John Lloyd (for Steve McMillan)
Director of IM&T and Built Environment Chairman Director of Workforce & Communications Medical Director Director of Nursing Director of Social Care & Carer Involvement Director, Surrey HIS South Coast Audit CRS Liaison for SABP Carer Representative
Chief Information Officer, South East Coast Strategic Health Authority Deployment Support Team, Southern Programme for IT, NHS Connecting for Health
Action 1. Apologies Andy Edeleanu, David Hodson, David Tombs (Service User), Julie Gaze, Jo Young Minutes of Previous Meeting Minutes of the previous meeting were agreed with the following change: Jan Beaumont is no longer NHS Project Manager for CRS; her position is now CRS Liaison for SABP.
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Matters Arising Ben Sutton of the Surrey HIS has been asked to contact Malcolm regarding Remote Access Pilot ICT Strategy has received Board approval. Data Warehouse is now known as Business Intelligence Platform, and has received £25k support from the SHA. This Business Case was approved at the 16th July 2007 Capital Steering Committee meeting.
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Legal advice on the CRS security and confidentiality issue has been provided for the CRS Highlight Report and this has been followed up at the Information Governance Committee. Malcolm updated the members saying that information has gone to clinical leads and he is awaiting feed back. Malcolm felt that security issues could be resolved. John Lloyd confirmed that the Fujitsu demonstration is now available and Simon Martin will contact Malcolm who stated that he requires 6 weeks notice of the demonstration date. Tad confirmed that clinical information can be separated from other Trusts and is requesting details and will feedback. His understanding is that all of Surrey is on one database and within that are flags to all security to be set up for MH Trusts. Pat requested a paper from Tad to go to the CRS Project Board for clarification.
ITEMS FOR DECISION CPA Malcolm spoke about a paper submitted regarding Risk Assessment and Management Outline Project Plan and would like to approach the research department to see if trainee doctors would like to participate. Initial proposals have been developed by Stanley Riseborough and this risk assessment better prompts further action. Specific training with CPA will be given and this will be heading towards implementation for 3rd December. National CPA Review is taking place and this could be a step ahead of the new requirements. Implementation was approved and this information will be fed into the eCPA Group. 3. NPfIT Local Ownership Programme Governance Tad discussed the paper that had been submitted and about the need to have one coherent stream. The South Management Board is made up of 3 SHA CEs and the South Programme Director who will meet monthly to take decisions forward to the main Board. This is not to be confused with the local Domain Board where all Trusts are involved. Pat asked what the benefits of NLOP are and Tad confirmed: 1 – Access to information 2 – Decision making about future product change is by the NHS 3 – Able to flex more rigid parts of the contract moving it away from large annual releases and keep small constant changes frequent. Stanley asked what assurance can be given regarding the new
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structure and Tad replied saying by taking out the middle man it gives the NHS more direct say and makes the NHS needs clearer. Malcolm asked how we can be assured that long term specific attention will continue and Tad replied that most urgent concerns are addressed first and MH and Acute representatives need to be on the Board to assure continuity. Pat requested a paper to go with the slide presentation that explains the structure and Tad has agreed to provide copies of the 2 sets of Terms of Reference and a paper explaining the responsibility of the SHA CRS Board. The IM&T Steering Board requested CIOs prepare a paper that is endorsed by 3 SHA members to explain and confirm the operation of the new structure and governance arrangements. Clive spoke about Governance and confirmed that the Surrey Domain Management Board has already met and he can share the Terms of Reference which he will bring to the next CRS Project Board meeting. 4. CRS Replanning Process John confirmed that the new CRS go live anticipated date is 8th August 2008; however this will depend on a number of items that need to happen in R1. E.g. acute programmes need to be built and tested, and previous dependencies with other Trusts need to be alleviated, e.g. R1 upgrade to RO at SASH. Graham Cawsey asked about the real risks to the revised programme. He stated that a realistic go live date for CRS is required that takes account of the risks within the Domain. Tad felt there was a concern about external issues but with the new contract felt that our involvement can help influence to actual go live date. Graham then confirmed that we need reassurance and Tad felt by bringing Cerner in for a direct meeting would confirm a worst case scenario. John agreed to provide information regarding the R0 track record and information about R1, which will give more information on the worst case scenario. Jan Beaumont pointed out that there are other risks involved in LD use and Tad stated that FJA and Cerner is aware they need to work with the NHS to develop a good product. Clive wondered whether contract renegotiation will eliminate some concerns and Tad stated that, yes, there will be a document drawn up specifying deployment. TM – November
TM – November
CG - November
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It was agreed that there will be a meeting with Cerner to discuss dates and how to take key decisions forward. 5. Champion Trust Benefits John confirmed that his role is one aspect of the Champion Trust support function and assists in testing and development. Tad added that the key with being a Champion Trust is that we are much more involved and have a major say on how problems are corrected and developing a process to go through to correct these problems. Pat stated that the IM&T Board feels that there should be a tangible link in with other MH Trusts. Andrew Brownless from SECSHA would like a group set up for mutual support. Tad confirmed that it is the responsibility of the 3 CIOs to make sure that all information ties together and the right people are involved for sharing information. Pat suggested that the CIOs link in with MH Trusts and LD Trusts, such as Berkshire, and Tad will take this forward. 6. CRS Options Paper Pat distributed and discussed the new CRS Option Report. The first table identifies risks and additional costs and outlines possible solutions. The second table shows funding and the history of changes in the budget and confirmed the approved community project which affected our budget. Malcolm queried what the cost of migrating to the Legacy System would be and what the risk of organisations using different systems would be. For example; information sharing. Tad stated that there may be a possible short term solution if RI0 is used as an interim, however in the long term we must be on the same system. John stated that there is an internal review of RI0 taking place next week and information will be available in August. Stanley reinforced that there are clinical risks involved, difficulty in motivating staff and monetary concerns in penalties and also real people / community concerns. SABP will be looking to the SHA to find solutions as well as identifying the commercial implications. Tad confirmed that there are other options available but there are cost implications within the current contract. Pat summed up by asking for a Steering Board’s agreement to options listed or to offer alternatives. It was agreed to recommend Option 6 to the Trust Board. It was agreed that all options are to be explored in depth and a paper is
TM - September
TM - September
PK – July
PK - September
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to come to the next meeting with explanations, and it is necessary that meetings take place with Cerner and the CIOs. 7. CRS Clinical Engagement Newsletter Pat discussed the newsletter which was submitted for information. It shows a diagram describing the link back to Clinical Engagement 8. HIS Review Clive gave a brief update confirming that systems are being put into place to support HIS clients. 9. Disaster Recovery and Business Continuity Update Derek Cater discussed concerns previously expressed and is looking for feedback on ESR and eCPA. A mapping system is currently being set up to identify all system sites and this process is moving forward and being refined. Stanley will pick up on eCPA information and feed back to Derek The Trust needs to give assurance that data is being managed correctly. A review will be conducted to confirm whether a generic disaster recovery plan could be built on and Derek will work with Jan to provide a template to work with from September. Derek also confirmed that voice mail and mobile networks are covered in his plan.
DC / JB September
10.
Network Upgrade (COIN) Plan Clive updated the Board verbally on the COIN Project, stating that the first upgraded lines will be available in October of this year. Project benefits will be updated and information will be fed back.
ITEMS FOR INFORMATION (11 – 15) 11. to 15. CRS Risk Log The Board was assured that this has been completed and monthly resilience reports are now being received. Malcolm asked that Simon Martin update the CRS Risk Log. 16. Key Messages • CRS Governance Go Live and Options
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Pat requested feedback and stated that staff need to be informed that the go live is no longer December. It was agreed that communications are to go out after the July Board meeting regarding the CRS Project, the HIS Review, the benefits of COIN to SABP, and information regarding Disaster Recovery and Business Continuity
PK - August
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Date of next meeting 10.00am – 12.00noon - 16th October 2007 – Meeting Room A, Trust Headquarters
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