Dataset Item Data provided by
Asset Register Reference Assyst/Alteris
Serial Number Assyst/Alteris
Location Assyst/Altiris
Model Assyst/Altiris
Make Assyst/Altiris
Supplier Finance System
Purchase / Acquisition Date Finance System
Purchase Cost Finance System
Expected Standard Life Variable – dependent on device
Annual Depreciation Finance System
Estimated Replacement Cost Variable – dependent on device
Maintenance Information Manufacturer’s Warranties & Support
Planned Preventive Maintenance and Repairs Variable – dependent on device
Service Histories Assyst
eHealth can confirm that an up to date IT Asset Register is available via Altiris and that all IT Business Cases are approved at the appropriate level.
eHealth Management Costs
The total budget for IM & T including all resources, revenue spends on equipment and external contracts £9,700,000.
IT Asset Management Methodology
The eHealth Department endeavours to replace assets as they become obsolete however there is a historical underfunding of the replacement programme. Departments are in some circumstances left to provide funding for their own equipment which is not a satisfactory situation.
In order to consolidate printing equipment and reduce the overall number of printers across the organisation a printing protocol has been put in place which emphasises the use of networking multi functional devices are opposed to small desktop printers.
IT Maintenance Costs
The majority of the IT equipment is maintained in-house or via manufacturer’s warranty. Generally speaking PCs or peripheral devices are not covered by maintenance contracts, however the Multi Functional Devices (MFD's) are covered by a support agreement. The majority of new general use printers are also being purchased with a support agreement. Other hardware such as servers and specialist items will typically have a maintenance contract in place
IT Risk Assessment
eHealth risks are managed by the eHealth Risk Group and all risks are logged in the organisations risk recording system with appropriate risk levels. This includes any risks to the physical equipment or that may be caused by the condition of the equipment.
IT Environmental Management
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By default all IT equipment that has environmental power settings have these set to the most practical settings before deployment.
Many of our deployed services utilise virtualisation which has reduced the number of physical servers in the data centres therefore reducing the power consumption within the server environment.
All condemned IT hardware is disposed of securely and safely as described in the Condemnation of IT Hardware Procedure. This ensures that NHS Fife, eHealth Infrastructure Department has the appropriate arrangements in place.
IT Independent Health Care Contractors
All of the IT assets within the GP Practices in NHS Fife are managed by eHealth Department via a Service Level Agreement. The service is funded in its entirety via GMS Funding managed by the Primary Care Manager.
IT Implementation of ISO 27001 Part of the NHS Fife IT Governance Project
Business Drivers
Major IS Security Breach with negative publicity Need to provide assurance re. Information Security Need to utilise established standards and best practice
Need to ensure that we are working in compliance with policies
How have we done it?
Built on existing IT Governance Project o COBIT
o ITIL
Re-focused on information security processes Set process target levels
Established process improvement plans
The audit process
Mock compliance audit(s) o Highlighted key weaknesses o Corrective actions
Internal/External Audit
Independent Certification Audit (SGS) ISO27001 CERTIFICATION (Feb 2012) monthly surveillance audits
Has it made a difference?
Raised awareness of information security POSITIVELY – security culture Policies and procedures in place
Corporate Information Security Report Improved Incident / Risk Management Established BC / DR Plans & Tested
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eHealth Service Delivery Team
ALL made a positive contribution
ALL competent dealing with Information Security
ALL PROUD of our achievement and recognition we have received.
Next Steps
Continue implementing corrective actions
Extend the scope of ISO27001 to cover other components in eHealth
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Annex BAnnex C: Sustainable eHealth
NHS FIFE Green eHealth commitment
The NHS Fife Green eHealth refers to the commitment of the NHS Fife to provide environmentally sustainable IT and Telecommunications, in order to reduce the environmental impact of our IT and Telecommunications operations.
These includes the “practice of designing, manufacturing, using, and disposing of computers, servers, and associated subsystems - such as monitors, printers, storage devices, networking and communications systems - efficiently and effectively with minimal or no impact on the environment."[1] The main goals of Green eHealth are:
Reduce the use of hazardous materials like toners
Maximize energy efficiency during the ICT product's lifetime
To promote the recyclability or biodegradability of decommissioned ICT
NHS FIFE Green eHealth approaches
eHealth products longevity - we are conscious one of the biggest contributions to green computing usually is to prolong the equipment's lifetime, including upgradability and modularity.
Data centre design - Data centre facilities are heavy consumers of energy. NHS Fife recently redesign one of the main data centres. All energy use aspects were considered and an “eco friendly” design was selected from all bids. The main areas of focus are:
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Environmental Virtualisation - NHS Fife is progressively virtualising all servers and considering future desktop virtualisation. Virtualization refers to the abstraction of computer resources by sharing physical hardware between several individual logical systems, thereby unplugging the original hardware and reducing power and cooling consumption.
Terminal servers - NHS Fife still supports Citrix. When using the system, users at a terminal connect to a central server; all of the actual computing is done on the server, but the end user experiences the operating system on the terminal. This reduces up to 1/8 the amount of energy of a normal workstation, resulting in a decrease of energy costs and consumption.
Power management - when possible NHS Fife supports ICT and Telecommunications equipment compliant with ACPI (Advanced Configuration and Power Interface), an open industry standard that allows an operating system to directly control the power-saving aspects of its underlying hardware. This allows a system to automatically turn off components such as monitors and hard drives after set periods of inactivity. In addition, a system may hibernate, where most components (including the CPU and the system RAM) are turned off.
Materials recycling - NHS Fife engages with 3rd parties for disposal and recycling of computing equipment, including but not exclusively ICT and Telecommunications equipment and toners. This action can keep harmful materials such as lead, mercury, and hexavalent chromium out of landfills, and can also replace equipment that otherwise would need to be manufactured, saving further energy and emissions.
Telecommuting - NHS Fife is committed to provide more teleconferencing and telepresence technologies, including OCS. The advantages are many; increased worker satisfaction, reduction of greenhouse gas emissions related to travel, and increased profit margins as a result of lower overhead costs for office space, heat, lighting, etc. These also offer savings opportunities.
Voice over IP (VoIP) reduces the telephony wiring infrastructure by sharing the existing Ethernet copper. VoIP and phone extension mobility also made hot desking more practical.
Multi funtional devices - combining printing, photocopying and faxing in a single machine reduces CO2
emissions and paper usage. NHS Fife is implementing a strategy for reducing the amount of individual and departmental printers, photocopiers and faxes by providing more efficient shared devices (MFDs). Since the project started in October 2011, NHS Fife already saved 1.304.991 sheets of paper (157 trees)
and avoidance of manufacturing CO2 (required to produce paper) of 19.079 KgCO. NHS Fife continues
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10.
Vehicles/Transport/Travel Planning
All commercial vehicles operated within NHS Fife are managed by the Transport department, which is a part of Estates Facilities & Capital Services Directorate.
The Current fleet consists of 103 vehicles. All vehicle data is held on Chevin Roadbase transport software.
Vehicles are sourced through national contracts and the Government Procurement Service, using their multi quote system. Where possible all vehicles are sourced locally.
Routine maintenance and all mandatory checks are pre planned 12 months in advance as recommended by Vehicle Operator & Service Agency, (VOSA). Maintenance is carried out by several suppliers, including Fife Council. All new vehicles remain with franchised approved dealers during warranty period, normally three years.
Fleet Complement
Commercial vehicles up to 3.5 Tonnes (58 vehicles)
These vehicles are used for a variety of functions by various departments in NHS Fife. Their tasks include meals delivery, labs/courier service, estates, horticulture, clinical waste, dental service and chilled vaccine delivery.
Vehicles over 3.5 Tonnes (8 Vehicles)
This type of vehicle is required to carry heavier loads and come under the O licence regulations and therefore require regular planned safety checks. The drivers require c licences, Certificate of Professional Competence and strict medical assessment. These vehicles are used to carry laundry, stores, clinical waste and carries and heavy/bulky cargo such as, beds, furniture, and pallets of goods.
The clinical waste drivers also require vocational training every four years and may be subject to roadside checks by enforcement authorities.
Patient carrying vehicles (7 Minibuses)
These vehicles are used exclusively for transport of children to Child Assessment Centres in Fife. As such they are built to a child friendly specification. This reduces the amount of awkward lifting required b to be carried out by staff. The seats in the most recent four are on tracks to allow for sufficient spacing between passengers where required. The vehicles are 14/15 seat capacity reduced to 8/9 to allow for extra space required. As passenger carrying vehicles they are, voluntarily, subject to Public Service Vehicle inspection regulations, drivers must also hold Midas training certificate.
Cars (21 vehicles)
The cars are used primarily for light goods, patient /staff transfer, case notes, NHS Fife Primary Care Emergency Service etc.
3 vehicles are used as pool cars and two are 4x4 used by security which is redirected for bad weather duties as and when required.
Transport Fleet Safe Operation
All vehicles are subject to driver daily walking round checks, any defect should be reported immediately to transport department.
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All vehicles have service schedules issued every three months. It is the user department’s responsibility to ensure vehicles are submitted on the appropriate date.
All service and defect sheets and vehicle histories are held by the Transport Department. The Transport department ensures repairs are carried out by the appropriate supplier.
Vehicles are inspected for damage at each service inspection and the Transport Department notified of any immediate repair required. Body damage is repaired as soon as possible.
Transport department records all vehicles on the Motor insurance database (MID), and manages the system. All accidents and incidents are dealt with by the department.
NHS Fife Transport Department is required to comply with the following regulations. o Road traffic act (1988)
o Road Vehicles (Construction & Use) Regulations 1986 o Road vehicles(Authorised weight) Regulations 1998 o Regulation(EC0 561/2006 Drivers Hours
o International Carriage of Dangerous Goods by Road o (EU) Council directive 94/55EC
o The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2009
o Public Service Vehicle Regulations 1981 o Waste Framework Directive (2008/98/EC)
o certificate of registration under Control of Pollution (Amendment) o Act 1989 (Waste Carriers Licence)
Fleet Management
Recent initiatives to reduce cost and contribute to carbon emissions targets include: o A reduction in large vehicles
o Improved fleet utilisation
o Review of latest technology and vehicle improvements, incorporating national targets and industry KPIs
o Use of tracking and fuel saving equipment, providing reduced fuel consumption o Implementation of multipurpose vehicles to further increase utilisation
NHS Fife in association with National Procurement, Government Procurement Service, and Health Facilities Scotland and various advisory panels and manufacturer liaison visits have resulted in the following:
o Cost effective insurance o Environmental Improvements o Improved fuel efficiency
The fleet at present is 70% purchased and 30% leased. Purchasing is dependent on capital funds available at the start of the financial year. At present the policy for vehicles is open procurement method. This system is best suited to NHS Fife’s needs, it allows purchase the most cost efficient vehicle available for the funding available, rather than be committed to a fixed price/supply vehicle contract.
NHS Fife services are continually evaluated using information exchanges through HFS Transport working group. There are also informal meetings between Health Boards to discuss working practices and legislative matters. Where possible there is engagement with local authority partners where experiences are shared, and information exchanged.
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NHS Fife also engages with third party suppliers and transport operators to maintain knowledge of various improvements, new technology, best value products and efficient vehicles. There is also a good relationship with the Freight Transport Association and Fife Police regarding training and prior notification of regulation changes, which may affect NHS Fife.
NHS Fife has presence on the HFS Transport and Travel Advisory Group, National Procurement Commodity Advisory Panel, where we both give and receive advice on pertinent transport matters, including insurance and vehicle purchasing/leasing. NHS Fife transport officer also sits on the Scottish Freight Council.
Target vehicle replacement programme.
o Pool cars - 5 years
o Commercial vehicles up to 3.5 Tonnes - 4/6 years dependant on condition o Large Goods Vehicles - 5/7 years
o Minibuses - 5/6 years
Environmental management. At the procurement stage, the issues taken into account are:
o CO2 Emissions
o Fuel consumption o Fuel type
o Recyclability o Whole life costs The Future
A working group was formed in 2012 with membership drawn from all transport user departments. The remit of this group is to make efficiency improvements and reduce the size of the fleet by:
o Analysing the use of all vehicles in the fleet
o Mapping the journeys of each vehicle to identify overlaps o Reviewing the type/size of vehicles used for each function
Transport Assets
The standard asset database proforma as requested by Scottish Government can be found in Section
12 of this document Travel Planning
Travel planning is a management process that brings together transport and other business issues in a co-ordinated strategy within an organisation. A Travel Plan sets out measures and initiatives that aim to provide practical alternatives to single occupancy car use, i.e. a choice of other, easy and convenient methods of travelling. Travel planning also aims to make travelling by car, where necessary, more sustainable as well as reducing the need to travel at all through the use of technology, thus realising energy and time savings or reducing pollution of the local environment. Successfully implemented measures and initiatives within a Travel Plan also have a positive influence on the accessibility of an organisation. This increases the pool of potential employees available for recruitment and reduces stress through less congestion. A Travel Plan has the potential to realise cost savings for both the organisation and the individual and to improve access to serve the wider community.
In August 2006 NHS Fife Board published ‘A STRATEGIC TRAVEL PLAN FRAMEWORK FOR NHS
FIFE’,4 Since then a number of site-specific travel plans have been developed, focusing on issues
4
A STRATEGIC TRAVEL PLAN FRAMEWORK FOR NHS FIFE, pub. NHS Fife Board (2006), available from the URL http://www.nhsfife.scot.nhs.uk/Papers/2006/29%20Aug%202006%20-
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relevant to those sites, however many of the measures contained therein are common since they are intended to achieve the following aims:
Increase social inclusion by improving transport links for patients and visitors to our facilities Increased access to health care services and facilities for all
Improved health of employees, patients and visitors by encouraging more active travel (walking, cycling)
Reduced transport based pollutants entering our local environment Reduced traffic congestion
Reduced road traffic accidents
Increased opportunities for employment and education
Travel Plan Measures introduced across NHS Fife
Since 2006, a number of measures have been introduced – this section aims to summarise these to date, with subsequent annual updates demonstrating how the organisation is shifting to more sustainable methods of travel. NHS Fife works closely with partner organisations, including Fife Council Transportation Services (FCTS), Fife Constabulary, the south-east Scotland regional transport partnership (SEStran), Stagecoach East Scotland (SES), Sustrans and Cycling Scotland.
Public Transport
NHS Fife, together with FCTS and SES, produces the ‘How To Get To..’ series of leaflets, which summarise Public Transport that serves Ninewells Hospital (Dundee), QMH, SACH and VHK sites - these major sites all have on-site bus-stops with shelters. The cost for producing the leaflets is shared equally between NHS Fife, FCTS and SES, with NHS Fife receiving 75% of each print run. Leaflets are available from hospitals, GP surgeries and health centres, as well as Fife Council buildings.
Buses also serve Adamson, Cameron, Glenrothes, Lynebank and Randolph Wemyss hospitals, with health centres and GP surgeries having stops also adjacent or nearby. At all sites, timetables for relevant bus/train routes are usually available in reception areas.
NHS Fife has dedicated on-line Traveline Scotland journey planners for QMH, SACH, VHK sites (both on the intranet and on the public facing website), where users can enter their home postcode and preferred date/time of travel to produce a dedicated journey plan that details bus stop locations, necessary changes etc. The NHS Fife intranet (for staff) also has links to downloadable apps (usually free) for some smart phones.
Walking & Cycling
NHS Fife operates a Cycle to Work salary sacrifice scheme: to date there have been two windows, each of which attracted 30 users before funding was fully allocated. Of the 60 scheme members, 30 are based in Kirkcaldy, with the remainder based all around Fife.
Downloadable cycle/walking maps are available on the NHS Fife intranet to cover Dunfermline, Glenrothes, Kirkcaldy, Levenmouth and St Andrews areas. The Kirkcaldy area map is also available on the internet as part of the ‘Make Your Move Kirkcaldy’ campaign. Cycling route planners are also available on the intranet & internet, with downloadable apps for smart phones also available.
In October 2012 NHS Fife gained the ‘Cycle Friendly Employer’ award from Cycling Scotland for each of its Glenrothes, QMH, Lynebank, SACH, Stratheden and VHK sites: current cycle parking provision is summarised in Table 10.1.
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Table 10.1 Cycle parking at major sites.
Site Cycle lockers Covered storage Uncovered
storage Adamson Hospital 10 4 Cameron Hospital 4 Glenrothes Hospital 8 Lynebank Hospital 10 QMH 20 SACH 5 18 Stratheden Hospital 10 VHK 10+ (bulk locker) 30 Total 25 86 18 Car-sharing
NHS Fife has operated a free, voluntary staff car-sharing scheme since 2007. Take-up has slowly risen since the scheme was introduced, as shown in Table 10.2. Membership increases within the last few years can be directly attributed to marketing campaigns (e.g. national lift share week, on-site roadshows