snbts management board - Scottish National Blood Transfusion ...

APPROVED VERSIONB 10.65SNBTS MANAGEMENT BOARDTraining Room, Ellen’s Glen Road, EdinburghTuesday, 9th March 2010Present:Martin Bruce (MB)Bruce Cuthbertson (BC)Douglas Forsyth (DF)Peter Forsyth (PF)Lynne Kidd (LK)Linda Lodge (LL)Chris Prowse (CP)Apologies:-Irene Barkby (IB)Ian M Franklin (IMF)George Galea (GG)In attendance:-Elaine Hughes (EH)Safia Qureshi (SQ)Bert Stillie (BS)Steve Taylor (ST) (for morning only)Keith Thompson (KT) (Chair)Hazel Thomson (HT)Marc Turner (MLT)Rachel Green (RG)Jacqueline Millar (JM)Sam Rawlinson (SR)Neil Billing (NB) (for item 5.3 only)Margaret Smith (MS) (Minutes)B 10.45 1 MINUTESThe preliminary draft Minute of the meeting held on 9th February 2010, whichhad previously been circulated was reviewed and revised. An amended copywould be issued in due course.B 10.46 2 ACTIONS ARISING2.1 Steering Committee for Account for Blood – Ref Item 2.4It was noted that Mr Thompson had discussed the Terms of Reference with DrGreen and that these would required to be submitted to and approved by theSNBTS Management Board.2.2 Electronic completion of KSF appraisals – Ref Item 2.6It was noted that Mr Forsyth had discussed with Robin Fraser how regularreports could be extracted.2.3 National Guidance on Major Haemorrhage – Ref Item 3.1It was reported that the paper prepared by Richard Soutar, Sam Rawlinson andDouglas Watson had still to be discussed by the Clinical Directorate.2.4 BCET Bids – Ref Item 4.2At the February meeting Mrs Thomson and Mr Bruce had been asked to mapthe BCET bids against the strategy. This had been revisited and bids identifiedagainst the strategy.MSRGDFMLT1

APPROVED VERSION2.5 Core System Replacement – Ref Item 5.3The possibility of using suppliers to provide interface rather than develop this inhouse will be discussed in more detail at the April meeting.LL, MB2.6 MHRA INSPECTIONSDr Cuthbertson reported that a strategy had been agreed with the MHRA inresponse to their recent inspection of the USA plasma supplier. Themanufacturer would continue to supply product until the end of the contract.Two shipments were due and it was noted that a two week extension to thecontract may be required.3 NATIONAL DIRECTOR’S REPORTB 10.47 3.1 MONTHLY UPDATEIn presenting the National Director’s report Mr Thompson covered the followingmeetings:- SNBTS Partnership – 12th February• The Partnership Working template had been deferred for furtherdiscussion. NSS Partnership – 16th February• Every member of staff in the pension scheme should have receivedinformation regarding the Pensions Choice Action Plan from theScottish Public Pensions Agency and workshops were beingarranged by NSS to assist decision making• The Business Case in respect of Meridian Court had been revisitedand would be submitted to the NSS Board on 7th May. It wasproposed that Meridian Court would house PSD, HPS and HFS. Apolicy of desk sharing had been included in the revised plans• The following policies had been approved:-o NSS Fire Safety Policyo NSS Recruitment and Selectiono NSS Reserve Forces Training and Mobilisation Policyo Lone Working EMT – 23rd February• An SNBTS local delivery plan which would allow for some serviceimprovement had been discussed at NSS and it was important thatif the work is to be completed in the financial year that there shouldbe no delays in implementing this• NSS Environmental Strategy had been approved• NSS Governance Arrangements are to be circulated to SNBTSManagement Board members• The SNBTS Extracorporeal Photopheresis (ECP) Programme hadbeen discussed and the method of approving funding for this andsimilar projects. This had gone forward to the NationalCommissioning Group for review UK Forum – 26th February• JPAC has been asked to prepare a Business Plan and MrThompson will write to Dr Sheila MacLennan and Dr Mike Murphy.• It had been agreed that the Prion Assay Working Group (PAWG)and the Prion Reduction Working Group (PRWG) should be mergedand the combined prion group will be chaired by Professor Turner• Professor Franklin is to continue representing the UK on the EBAuntil the end of 2010• SNBTS had been invited by the Department of Health to participatein a UK short life working group on Stem Cell provision General Issues – 3rd MarchMS2

APPROVED VERSION• A verbal indication to proceed with the implementation of 80%apheresis platelets had been given and Mr Thompson wouldprovide a letter of explanation to SGHD• The availability of leaflets explaining how to become a bone marrowdonor and the work with the Anthony Nolan Trust had beendiscussed• The approach to public petitions and how to raise SNBTS profilehad been reviewed• Fernbrae hospital is to be put on notice as they had failed to signthe Service Level Agreement required by SNBTS to comply withtheir license.4 ITEMS FOR APPROVALB 10.48 4.1 Finance2010-2011 BudgetingA second Resource Allocation meeting had been held on 4th March concerningthe 2010-2011 budgets. A reduction of the projected revenue deficit from£1.7m to £1.1m had been possible by using the sale of waste plasma to meetthe cost of non-recurring expenditure. Likewise a review of the capitalrequirements had been requested and by bringing forward some expenditureand deferring others the total had been reduced by £384k. It was noted thatsignificant savings were projected from the Service Modernisation programme.A workforce plan including the move to 80% apheresis had been completedand was being used to project costs for 2010-2011. LEAN efficiencies hadinitially been targeted at the donor services and processing and testing butcould be extended to other SNBTS Directorates, especially clinical.2009-2010 ReportingA net surplus of £1m for the year to date was projected. The surplus had beenaccounted for as a result of vacancies in both Quality and Clinical, the impactof the sale of plasma, and slippage on some developments.Considerable work on delivering projects within the year and bringing forwardsome expenditure into 2009-2010 had taken place resulting in a total forecastcapital spend of £2.7m for 2010-2011.Mr Stillie noted that under Agenda for Change On Call Payments and ShiftPremiums had not been dealt with and back payments to staff accruing from2005 would be due in the coming year. A rough calculation of the amountoutstanding had been made and it was estimated that this could be in theregion of £1m plus.B 10.49 4.2 Policy Testing of Blood and Tissue Donors using Multiplex NATThe proposed policy had been discussed at the recent Clinical Governanceand Safety Committee and a review meeting would be held the following day todecide on a go live date.After some further discussion it was agreed that the algorithm should besimplified. SOPs are still to be finalised.Mr Thompson had requested a breakdown of costs for both routine andconfirmatory reference work and these had still to be done.BCCP,BD,MBB 10.50 4.3 Policy NSS National Health, Safety and WellbeingThe NSS policy on Health, Safety and Wellbeing was submitted for information.3

APPROVED VERSIONThe policy had been drafted to meet legal requirements and was considered tobe a work in progress. Reviews of the detail would be carried out in the nearfuture.5 FOR CONSIDERATIONB 10.51 5.1 Values Leaders and Managers Toolkit(sixpapers)The link to the genss web site was given in the agenda. It was noted thatValue Champions had been nominated and the workshop had been arrangedin SNBTS with more to follow by request of Directors/Line Managers across thevarious locations.B 10.52 5.2 HR RedesignElaine Hughes and Douglas Forsyth presented the plans for the reorganisationof the HR function in NSS. The model used by NSS was developed on amodel created by Dave Ulrich and was widely used throughout the country. Itwas noted that Jackie Jones had been appointed NSS HR Director and shehad taken up her post on 1st March.The Re-design of HR had been put out for consultation in January and theconsultation document is available on genss. The intention to reduce thenumber of staff working in HR from 104 to 84 by natural wastage was includedin the plan.The following comments were made on the consultation document:- Assurance was required that a call centre set up could provide aconsistency of contact and consistency of advice Concern that the business partner is disconnected and has noresponsibility for delivery of service A business partner had been identified for each division or combinationof divisions but the workloads of those divisions differed significantlyand the success of the model depended upon the business partnerbeing part of the Divisional Senior Management team. This is a pivotalposition and it is considered that the proposed level of Agenda forChange band 7 will be too junior and will lack credibility A plea that user names and passwords to access personnel systemsshould be linked to existing systems The importance of fixing processes and systems prior to implementationB 10.53 5.3 Penrose InquiryMr Billing gave a verbal update on the progress being made and includedreference to the following:- There were two stages to the Inquiry – gathering in all thedocumentation in the public domain and a public hearing and finalreportCarol Bienek had left the team and been replaced with Anne WelchSusan Murray, Tracy Turnbull from CLO had been working with thePublic Inquiry team and are to appoint a legal secretary from nextmonthA glossary of the documentation held by SNBTS had been submittedA Memorandum of Understanding had been agreed by CLO regardingconfidentialityHealth Boards had been approached for documentation and Dr CharlesSwainson had been appointed to co-ordinate thisSNBTS had interviewed all ex members of staff and were currentlyspeaking with certain expert witnessesFive consecutive mini inquiries into deaths of patients who had Hep C4

APPROVED VERSIONare to be heard before Penrose will report A interim report is being prepared without input from SNBTS The final report is due in 2012Dr Prowse referred to a statement on the Haemophilia Society website.B 10.54 5.4 Quality Regulatory Report and KPIsB 10.54aB 10.54bB 10.54cA copy of the Quality Regulatory Report and KPIs for the quarter endingDecember 2009 was submitted. The report had recently been reviewed by theClinical Governance and Safety Committee.The following issues were raised in the discussion:- FVIII is not a good indicator of FFP clinical effectiveness unless lossesare extreme; levels of FVIII are relevant for cryoprecipitate qualityalthough fibrinogen content is probably more important for most uses. The recent MHRA, HTA and CPA inspections had gone well with nosignificant issues raised Progress is being made on inspecting vendor sitesB 10.55 5.5 Quality Audit ScheduleA copy of the proposed audit plan for 2010-2011 was circulated for information.The requirement to include NSS IM&T as part of the audit programme6 FOR INFORMATIONB 10.56 6.1 Scotblood – 10th and 11th June 2010A copy of the programme for Scotblood was circulated and members wereencouraged to attend. The quality of the programme and the speakers wascommended.B 10.57 6.2 Audit, Performance and Risk 2009-10B 10.57a A copy of the Corporate Issues Report was circulated with the agenda and inaddition a revised Business Objectives paper was tabled.It was noted that NSS were incorporating all the divisional risks into one riskregister and that it would be noted that the wording of the SNBTS risks hadbeen amended to ensure consistency. It was noted that Sandra Skelly hadbeen appointed to provide HR support to the Service Modernisation Board.The risks on the SNBTS register were discussed and a year end summarywould be presented next month. The status of one or two issues wasamended.In discussing the Strategic Performance the following were discussed:- The possible revision of the target number of active donors The removal of the percentage of serious adverse events reported A blended score required for the platelet expiry rate The transfusion rate per 1000 population was currently 38.6 and it hadbeen agreed at the Steering Committee that for 2010-11 the targetshould be 37.Dr Qureshi agreed to discuss the arrows on the matrix with Steve Conway,NSS.B 10.58 6.3 Blood Supply OperationsMr Bruce presented the results for the Supply Chain for the year to January5

APPROVED VERSION2010.B 10.59 6.4 Human ResourcesMr Forsyth presented the Promoting Attendance Report for SNBTS and notedthat absence was the lowest for 2009-10 (4.52% for the year ending January2010).All donor staff apart from one member who had suffered adversely from usingChloraprep had been assessed and had returned to work.It was noted that with effect from next month General Practitioners wouldcomplete a Fitness to Work note rather than a sick note.6.5 National Centre ProgressMr Taylor reported the following:- Gateway two review is due in August subject to progress in developingthe Outline Business Case (OBC) First meeting with CEL, consultants, had been held on 24th Februaryand a detailed work programme was awaited which will includeexamination of EGR to confirm potential for refurbishment Work is underway to develop HR and Logistics information to informrefinement of geographical location. This is likely to be a two or threestep process -o Geographical locationo Desktop appraisal of site optionso OJEU procurement as required Governance structure revisited and may be revised Project plans and risk register continue to be reviewed and developed.The number of moving parts currently make it difficult to predict OBCcompletion date CPO have provided additional resources to support project delivery Surplus accommodation had been identified at Foresterhill forGrampian Health Board Clinics. Redesign of the donor centre would berequired. All changes would be notified to the MHRA Relocation of laboratory at Raigmore may provide potential space foruse by Highland Health Board Space planning work at Gartnavel has identified one floor may beavailable for use by Greater Glasgow Health Board. Mr Thompsonwould like to revisit this. Mortuary facilities at Gartnavel were alsodiscussed A meeting has been scheduled for 22nd March to discuss facilities atLauriston Mike Maginnis is to report on his examination of laboratory facilities atthe RIE.KT, STB 10.60 6.6 Service Modernisation BoardA copy of the Service Modernisation Progress Report for the period to 1stMarch was tabled.It was noted that the first Workforce Planning meeting had been held on 5thMarch 2010.Governance arrangements had been reviewed and simplified and members ofthe Service Modernisation Board had attended SCIM training. A visit to Filtonhad been delayed.6

APPROVED VERSIONA copy of the Minute of the last meeting will be circulated in due course.B 10.61 7 CALENDAR OF EVENTSThe Calendar of Events was circulated for information and members wereasked to note the items due for discussion at the April meeting. In addition itwas agreed that a final draft of the Local Delivery Plan and Business Planwould be included in the agenda.MBSQ,MS8 ANY OTHER BUSINESS8.1. Pay AwardMr Stillie reported that the pay award for 2010-2011 had been agreed. Thiswas agreed over three years ago and is being rolled out as last year of initialAgenda for Change three year agreement.9 DATE OF NEXT MEETINGThe date of the next meeting was scheduled for Tuesday, 13th April in theTraining Room, Ellen’s Glen Road, Edinburgh. Items to be included in theagenda require to be submitted by Thursday, 8th April 2010.7