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INFORMATION & PERFORMANCE SCRUTINY
ACTION PLAN APRIL 2006 TO DATE
Summary of Current Action Points Updated 20 December 2006
Action
Number Issue Lead Action Status
(Meeting)
Action 1 Automate current manual data Iain Dorricott TOPAS Implementation Monitoring of Roll Out Phase 1 to be
(April) collection Replacement of existing systems completed by end
Plan for TOPAS roll out across whole system March 2007
PRI rolling out T5/T6 before end March 2007
Ninewells roll out T6 mid-2007
PCD sites rolling-out systems in stages dependent on the specialty and
any issues with current roll out.
Action 2 Rules for data collection – Information Information protocol for receipt, collection, pre processing etc To be agreed
(April) what, when, why, how do we Team Managers Document data sources
manage Produce protocols
Relationship with key Create „regular reports‟ list within Information Services departments, Completed April
providers (public health, HR, attaching „source of data‟ to each task
external, internal) – receipt,
collection, pre processing, data Protocols where relevant to be produced for the „regular task‟ list by By End march 2007
management current task owners.
Create rules for data collection once single info service portfolios agreed To be agreed
Action 3 Timely v.‟s accuracy and Information Routine data audit report - Put in place a system which indicates the To be agreed
(April) consistence for data Team Managers timeliness, level of accuracy and consistency of data
EXAMPLE - Time - 2 wks old - Accuracy – 95% - Consistent – monthly
since 04 05
1
Action 4 Team Development Information Each information team to determine what and how we should address Completed by 20
(April) Team Managers development needs: April 2006
Action 5 Review of Skills audit and Information Audit via a skills/ knowledge/ training assessment questionnaire. Review Completed April
(April) Analytical skills Team Managers findings and information managers to produce report. 2006
Action 6 Cover arrangements Information Produce „regular reports‟ list for all team members encompassing content Completed April
(April) Team Managers of report, source of data, recipient(s), job owner, secondary owner. 2006
Action 7 Succession planning Information Portfolio plan will identify gaps in secondary owners for regular reports Completed
(April) Enhanced team working Team Managers which require to be filled September 2006
Action 8 Review Presentation skills Information Review portfolio plan to identify training and personal development By End March 2007
(April) Other training, e.g. Team Managers requirements to be taken forward
information security
Action 9 Improve Skills sharing and Information Internal
(April) consider Organisational raids Team Managers Information Managers to attend meetings across NHS Tayside, shadowing
each other.
Team members, co-ordinated by managers to shadow other members of On going
the team, across NHS Tayside and locations giving priority to the
reporting processes.
Information managers to evidence the progress of the shadowing
Due to annual leave, deadline pushed back. Information Managers to On going
focus on shadowing, supporting the process and getting it started across
sites a.s.a.p.
External
Info Mgrs and selected team members to visit information services within By End July 2007
other organisations for possible „good practice‟ ideas
Action 10 Agree detailed requirements of Gerry Marr May event on performance management in the delivery unit being run by Completed May
(April) key customers including Bob Ironside Bob Ironside – This will inform this development plan 2006
Delivery unit, CHP and
Clinical Group
Action 11 Agree named contact within Rae Taylor Agree named contact once final single information team structure and By End March 2007
(April) single information team for portfolios have been confirmed.
key customers
2
Action 12 Getting customers to tell us Rae Taylor Review existing proforma and create a standard template for information
(April) what their question is rather Jenny Bodie requests.
than submit detailed Lindsay Bedford
information requests
Information Information Managers to produce a single NHS Tayside information By End December
Team Managers request form, to be signed-off by Rae Taylor
Action 13 Review what service the Information Produce information on what is currently provided by the current Completed April
(April) information team provides Team Managers information teams. 2006
Action 14 Building a single information Caroline Selkirk Provide progress reports, by way of action plan and portfolio lists, on the On going
(April) team Rae Taylor building of the new single information team.
Action 15 Implement NHS net across Iain Dorricott Request and encourage all team members to move from NHS Tayside Completed
(April) single information team Les Henderson intranet e-mail to NHS net e-mail. November 2006
Action 16 Review Marketing plan / Information Jenni to attend Modernisation Team Meeting in October 06. Completed October
(April) Team Managers 2006
Roadshows to progress raising Determine arrangements for raising the profile of the new single By End March 2007
profile of single information information team taking into consideration roadshow events newsletter
team publications etc. Await new team structure and portfolios to be fully
implemented.
Action 17 Interpretation Jenni Douglas Jenni to attend Improvement Methodology workshop in November 2006. Completed
(April) Modelling November 2006
Analysis
Action 18 Review Information security Iain Dorricott Information team members requested to complete questionnaire indicating Completed
(April) training for single information last attendance on security course. Dates requested from Peter Mckenzie. September 2006
team Information Team advised to attend annually.
Action 19 Discuss integration of HR data Caroline Selkirk Determine integration of HR Systems. Now indicated that this is not part Completed
(April) systems Lindsay Bedford of single information team remit. September 2006
Action 20 Review data reconciliation / Caroline Selkirk Ongoing as part of TayStat development work. The single information On going
(April) audit across all systems Lindsay Bedford team will address this within a portfolio and instigate routine data
Information reconcilliations.
Team Managers
3
Action 21 IT systems that support single Iain Dorricott Initial discussions to consider business objects and direct access to patient Completed
(April) systems working – facilities Jenni Douglas activity information have taken place with Maryfield ICT and Cambric. September 2006
not systems
Iain Dorricott Current status is that Maryfield ICT and Cambric are working towards a By End January
Universe for Topas data. 2007
Iain Dorricott Provide access to formal business objects “nhs” based training for Completed
Jennie Douglas information team users. Arranged for 31 January 2007 in Edinburgh November 2006
Jenni Douglas Jenni to create standard reports within Business Objects By End January
2007
Further meetings will be required to discuss Topas System and business
Jenni Douglas objects, incorporating „New Ways of Measuring Waiting Times‟ as
Iain Dorricott required By End March 2007
Action 22 Review / investigate further Iain Dorricott Develop awareness of Knowledge Services and eLibrary. Iain to attend On going
(April) development of library and initial / subsesquent Knowledge Services Information Sharing Events.
knowledge services
First event Dunblane October 06. Information packs from event circulated Completed October
to managers. 2006
Action 23 Identify gaps and areas where Information Teams to identify a list of current data collected that they think could be Completed April
(April) current data collection can be Team Managers stopped. These reports will be used as part of a session at the development 2006
stopped event on 2 May 06
Action 24 Agree data audit plan Information
(April) Team Managers
Action 25 Ensure all staff have logged Information PDP‟s to be determined once portfolio plans and structure is in place. By End March 2007
(April) their PDP and appraisals on Team Managers PDP‟s to be developed from appraisal process. Managers to be aware of
the training database Anne Joiner training issues required to complete appraisal and PDP where this process
not currently in place. AJ to obtain appraisal course information and book
Jenni Douglas and Lesley Sutherland for training
4
Action 26 Feedback on performance and Rae Taylor Information managers to seek continuous feedback from key customers On going
(April) Value for Money Jenni Douglas when determining information request requirements or attending events
Karen Jack where key customers stakeholders are attending.
Action 27 Identify portfolios for each Rae Taylor Portfolio plan to be determined for each member of staff based on current Completed October
(June) team member based on Information workload. Lead and supporting officers to be allocated dependent on task 2006
workload and HEAT/LDP Team Managers requirements and current skills/knowledge.
performance measures All
Rae Taylor Agreement to provisional portfolios and movements of line management Completed October
Information between teams for staff requiring to be moved. 2006
Team Managers
All Implementation of fully agreed portfolios By End January
2007
Rae Taylor Review of portfolios at team member level By End March 2007
Information
Team Managers
Action 28 Information team currently Iain Dorricott Initial discussions with D Downie and I Dorricott as to short-term Completed August
(July) has access to three website solutions for creating a single information site, linking it within Change & 2006
locations based on previous Innovation.
management arrangements.
These require to be comibined Iain Dorricott Further discussions around the initial content of the single website. On going
to reflect single information
team. Iain Dorricott Review of content required within the website to reflect portfolio By End January
Donna Downie information 2007
Iain Dorricott Implementation of a single website, showing key progress made towards By End March 2007
Donna Downie information and performance reporting across NHS Tayside
Action 29 Instigate department meetings Iain Dorricott Arrange programme of department meetings – these to be seen as learning Completed
(July) programme for Team Anne Joiner events to share knowledge and expertise. To be on an “area rotational” November 2006
basis. Meetings to be held every two months and last no longer than two
hours. Dates should be arranged in advance for minimum 6 meetings.
Action 30 Instigate individual team Information Each team to arrange regular team meetings to enable flow of information Completed
(July) meetings Team Managers and to discuss task workload and individual team issues. November 2006
5
Action 31 Head of Information to meet Iain Dorricott Information managers and Rae to schedule two weekly meetings into diary Completed July
(July) with Information Managers Anne Joiner and to provide updates on current tasks workloads at each event. 2006
every two weeks
Action 32 Single Shared Directory Iain Dorricott ICT to be contacted to discuss option for creation of a single shared On going
(July) Structure directory across the single information team. Initial contact made with
Kevin Burns on 4 August. Priority raised with Kevin on 17 October.
Action 33 Determine action and Information Interim portfolio arrangements put in place and notified to team members By End March 2007
(July) portfolio for general Team Managers for –
administration issues Anne Joiner Sick Leave, Staff Returns, Annual Leave, Travel Claims, Booking
Meeting Rooms, Estates, Stationery, General Risk Assesssment, Health &
Safety, Fire, Secretarial Support, Name Badges
Action 34 Determine action and Iain Dorricott Team members requested to complete questionnaire to allow annual Completed October
(July) portfolio for general Lesley review to take place in relation to attendance at and knowledge of – 2006
administration issues Henderson Fire, Health & Safety, Information Governance, First Aid Contact, General
Risk Assessment
Action 35 Arrange replacement names Karen Jack Team members to complete replacement badge form and to have By End January
(August) badges for entire team Anne Joiner photographs taken. Revised to Information Managers only 2007
Action 36 Ensure Information team Rae Taylor Obtain authorised signatory form, complete and submit to financial Completed by
(August) managers are recorded as Anne Joiner services. September
Authorised Signatories
Action 37 Implement brought forward Create shared directory with file showing tasks, responsible person and On hold awaiting
(August) tracking system deadlines for completion for all ad-hoc information requests. Action 33
Action 38 Amend team entries within All THB and former Primary Care complete Completed by
(August) LDAP to change and September
Innovation.
Acute unable to action as choice unavailable in drop down list – reported Completed by
to ICT and Nicky Foley. Issue resolved acute complete. September
Action 39 Agree names of teams, Caroline Department name, team names and managers names agreed Completed by
(August) managers and department Selkirk Information and Performance Scrutiny September
Rae Taylor Karen Jack – Information Manager – Corporate
Jenni Douglas – Information Manager – Operational
Iain Dorricott – Information Manager - Infrastructure
6
Action 40 Consider shared calendar Iain Dorricott Shared calendar access not available through NHS Net, however initial By End November
(August) access whilst not available discussions suggest that if the entire team moved from former LDAP subject to action 54
through NHS NET locations of TPCT THB and TUHT then an interim solution could be
achieved. All team members informed to move therefore to NHS Net mail
to allow this to be fully considered.
Action 41 Information managers to share Anne Joiner Provide Anne Joiner with paper copy of diary weekly to allow Anne Joiner Completed by
(August) manual diaries Rae Taylor to be aware of location of information managers at all times August
Action 42 Create standard letterheads for Iain Dorricott Les to create standard letter heads and templates for other documentation Completed by
(September) all document types Les Henderson which conform to Board template standards and circulate to information October
managers to implement
Action 43 Amalgamate current three Iain Dorricott Review made of current websites. Initial contact made with ICT to Completed by
(September) information services websites Donna Downie consider options. Donna to work on structure for current websites and to November
look at proposal for bringing this together in the short term.
Longer term to review all website content currently available and to
remove duplicate information, revising current information to a standard By September 2007
format.
Action 44 Review attendance at Rae Taylor Disseminate information on courses, conferences, seminars and meeting Completed by
(September) conferences, courses, Information agendas to allow decisions to be made ensuring department is represented September
meetings to ensure Team Managers and that wherever possible appropriate manager attends.
Information Team is
appropriately represented.
Action 45 Changes in line management Information Information team mangers to meet and discuss individually with staff who Completed by
(October) Team Managers will be involved in changes to their line management as a result of October
portfolio agreements.
Action 46 Confirm requirements with Iain Dorricott Confirm with HR the action required for changing line management of Completed by
(October) HR for line management staff within current teams and structures October
changes
Action 47 Announce Team Structures Rae Taylor Formally announce Information Managers and Team Members at Completed by
(October) and Members department meeting on 6 November. November
Action 48 User Acceptance Testing of Information Information team managers are involved with ICT and Cambric to By End January
(October) Business Objects for TOPAS. Team Managers implement and User Acceptance Test Business Objects for Topas. In 2007
Extension of Action 22 discussion with ICT the agreed timescale is to complete UAT for the
project by 12 January 2007.
Action 49 Standardise Flexitime working Information Flexitime policy written by Information Team Managers, agreed with Rae Completed by
(October) agreement across team Team Managers Taylor and implemented across all teams. October
7
Action 50 Consider re-location of Iain Dorricott Formal request made to Carloine Selkirk. Caroline has passed to Rae so Completed by
(October) Ashludie staff to KxH Caroline Selkirk they can discuss October
Rae Taylor
Action 51 Provision of Laptop Iain Dorricott Formal request made to Carloine Selkirk. Caroline has passed to Rae so Completed
(October) equipment for Information Caroline Selkirk they can discuss CS has passed laptop to ID. ID has made available laptop November 2006
Managers Rae Taylor with open access to JD.
Action 52 Ensure stationery can be Iain Dorricott Brought forward from Action 34
(October) ordered and delivered to Anne Joiner
information managers Iain/Anne to arrange for additional stationery codes to be provided to Completed by
locations. allow ordering and delivery to individual managers locations. Anne to October
provide instructions codes to managers when available.
Action 53 Provide draft Objectives Information Provide draft objectives based on current detail supplied by Rae Taylor Completed
(October) Team Managers taking into account own portfolio, tasks and action plan. December 2006
Action 54 Review action required to Iain Dorricott From action 40 Completed by
(November) transfer email accounts Rae Taylor and Anne Joiner require IT support to review current email November
content prior to transfer to NHS Net. Anne to contact Lorraine Reid to
arrange meeting to discuss and progress
Action 55 Create departmental Iain Dorricott Communications Strategy template issued November 2006 – workshop to Completed by
(November) Communications Strategy be held 4 December 2006 following which strategy to be documented. December
Action 56 Statistical Process Control Jenni Douglas Investigate purchase and training for statistical process control package By End March 2007
(December) Package
Action 57 Write protocols for tasks All Review existing and create new protocols for tasks within all portfolios By End June 2007
(December) within new portfolios
Action 58 Provide draft objectives All Provide draft objectives based on current detail supplied by HIPS and By End January
(December) Information Managers taking into account own portfolio, tasks and action 2007
plan. All staff should have a folder containing action plan, objectives and
evidence of objectives completed or evidence of objectives on-going.
Action 59 Remove all archive and Iain Dorricott All archive and unnecessary documents to be removed from information By End January
(December) unnecessary documents from Donna Downie department‟s intranet sites to ease transition to electronic document store 2007
all IS intranet sites from February 2007. Guidance issued to staff 14 December 2006
Action 60 Review archive and current Rae Taylor IPS currently have responsibility for Performance website. Content to be By End January
(December) documents on Performance Donna Downie reviewed by RT and then he is to transfer responsibility for site to Health 2007
Website and transfer Strategy
responsibility to Health
Strategy
8
Action 61 Complete 2006 appraisal Information Information managers to complete 2006 appraisals for department staff By End March 2007
(December) process Managers and to prepare for roll out of 2007 appraisal methods
Action 62 Presentation to Executive Rae Taylor RT to prepare presentation to reflect current view of information team By End January
(December) Teams 2007
Action 63 Develop role within Quality Iain Dorricott AJ to ensure that IPS department is represented at QIC meetings and also On Going
(December) Improvement Circle Anne Joiner to share administration methods agreed or that could benefit the
department
9
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