Summary of matters being brought to the Committee for Information:

Transcription

1 Agenda Item: 3.4 WORKFORCE & OD COMMITTEE Date Of Meeting: SUBJECT: REPORT OF THE BOARD SECRETARY Summary of matters being brought to the Committee for Information: GOVERNANCE HIGHLIGHTS: COMMITTEE RISK REGISTER The Committee will be aware that development of the Corporate Risk Register is ongoing with regular updates being provided to the Audit and Assurance Committee and Board. Work to review and refine supporting Directorate Risk Registers to ensure that they underpin and appropriately inform the Corporate Risk Register is progressing. Directors have been working with their respective teams to cleanse local and Directorate Risk Registers and these were reviewed by the Executive Committee in July, alongside the Corporate Risk Register. Directors are in the stages of further refining Directorate Risk Registers and a further session with the Executive Committee will take place at the end of August, where registers will be moderated and used to inform a review of the Corporate Risk Register and the Assurance Framework. In turn, these documents (Corporate Risk Register, Directorate Risk Register and Assurance Framework) will inform the development of risk registers for each of the Board s Committees. Committee risk registers will be an integral part of the board s arrangements, ensuring assurance is provided in line with the agreed Risk Management Framework. The intention is to finalise the Workforce & OD s Committee Risk Register in readiness for the meeting scheduled for 3 October Report of The Board Secretary Page 1 of 11 Workforce & OD Committee

2 COMMUNICATION AND ENGAGEMENT HIGHLIGHTS 1. Dementia Home Treatment Team development in North Powys Further to the May 2017 Update to the Committee, the Engagement and Communications Team has led, planned and delivered a comprehensive Consultation and equality impact programme during June and July 2017 on proposals to permanently establish the Dementia Home Treatment Team in North Powys. This has enabled the health board to develop a clear recommendation on the way forward based on a sound process in accordance with NHS Wales guidance on engagement and consultation. This follows the extensive period of engagement in February and March 2017, on the basis of which the Powys Community Health Council agreed to a fourweek period of consultation (with the option to extend this period by mutual agreement if required). The purpose of the consultation was to: Build on the continuing engagement that has already taken place following the temporary closure of the Fan Gorau Unit in June Continue to raise awareness of the issues & challenges facing the sustainability of Fan Gorau in Newtown, and the positive experience of the interim Dementia Home Treatment Team model that has been put in place. Feed back on the insights gathered during the engagement that has taken place so far, including the period of structured engagement during February and March Propose that, based on the insights from local engagement, the Dementia Home Treatment Team in North Powys should be permanently established and the Fan Gorau Unit closed. Share information about the additional actions and assurances that would be put in place if this proposal is approved. Seek views on these actions and assurances, and on any new or different issues affecting this proposal that have not already been identified during engagement to date. Further strengthen the Equality Impact Assessment to supportive informed decision-making. Discuss the feedback from this process with the Powys Community Health Council in accordance with the NHS Wales Guidance on Engagement and Consultation, in order to agree a way forward. The key milestones have included : 30 May 2017: Presentation of engagement feedback, and consultation plan, to Executive Committee of Montgomeryshire Community Health Council 31 May 2017: Presentation to PTHB Board (as part of the Strategic Change Update) Report of The Board Secretary Page 2 of 11 Workforce & OD Committee

3 1 June 2017: Repatriation of adult mental health services in mid and south Powys from Aneurin Bevan University Health Board to Powys Teaching Health Board 12 June 2017: Launch of four week period of consultation on the proposal to establish the Dementia Home Treatment Team and close Fan Gorau Unit 10 July 2017: End of four week period of consultation 11 July 2017: Presentation to Powys Community Health Council Executive Committee to review feedback and discuss the next steps 19 July 2017: Outcome of consultation presented to meeting of Powys Teaching Health Board for decision The role of the Engagement and Communications team in relation to this consultation has included: Strategic leadership for the development and delivery of the consultation plan, including stakeholder analysis and event planning Development and distribution of the consultation materials through a wide variety of channels Direct delivery and/or support for a range of consultation events including drop-in events, health focus groups, presentations etc. Receipt and analysis of consultation feedback Development and authorship of the Equality Impact Assessment Report Development and authorship of the report on the outcome of consultation for presentation to Powys Community Health Council Executive Committee on 11 July 2017 and to PTHB Board on 17 July 2017 At the meeting of the Powys Community Health Council Executive Committee on 11 July 2017, a representative at that meeting described the process led by the Engagement and Communications Team as exemplary. Further information available includes: Consultation Plan and supporting materials Consultation Report Equality Impact Assessment Next Steps for the Engagement and Communication Team include: Communication of the decision at the Board Meeting to key stakeholders during August 2017 Consultancy & support to Adult Mental Health Services Team and Primary and Community Care Directorate for the delivery of recommendations relating to ongoing communication and engagement during August and September 2017 Report of The Board Secretary Page 3 of 11 Workforce & OD Committee

4 Develop the suite of materials produced for the Fan Gorau Engagement and Consultation into template materials, for use by teams across the organisation, enabling the Engagement and Communications Team to focus on capacity & capability building, consultancy and support suite of templates to be modelled for OOH care engagement during August and September Events Programme The Engagement and Communication Team supports a broad programme of events in June and July, including the Marking Time Official Opening, Ministerial Launch of the Integrated Autism Service, Health and Care Strategy Launch, NHS69 Open Day at Newtown Hospital, Annual General Meeting, Royal Welsh Show and planning for Cabinet Connect sessions and Ministerial Visits in August. The Marking Time sculpture and Woodland Walk official launch on 22 June saw around 100 representatives from local schools, veterans groups, local communities and partner organisations coming together to open this new facility at Bronllys Hospital. The role of the Engagement and Communication Team included: Direct involvement as part of the planning team Development of materials and publicity Development of event collateral including memento seed packets for school children and the event programme Designing and dressing the Concert Hall as an exhibition and reception space with hundreds of photos of the development journey Social media and other real-time comms during the event, on-site photography and video Post-event communication including newsletters and press releases to celebrate the day 5 July saw the Health and Care Strategy launch in the morning (see Section 2) followed by a special Open House event at Newtown Hospital to mark the 69th anniversary of the NHS. The event was arranged to celebrate some of the recent developments at the Hospital including refurbished Birth Centre, enhanced x-ray and scanning, improved parking and access as well as a refresh to the hospital garden following a positive response to a social media appeal arranged by the Engagement and Communication Team. The role of the Engagement and Communication Team included: Direct support for planning and publicity Arranging and issuing invitations Report of The Board Secretary Page 4 of 11 Workforce & OD Committee

5 Event collateral including posters, social media advertisement and edible NHS birthday cake toppers Support on the day including photography and real-time social media Post-event communication including press and social media The event had an excellent attendance by County and Town Councillors alike, including Chair of the Montgomeryshire Committee of Powys County Council Cllr Joy Jones (pictured front centre with fellow County and Town Councillors). The following week saw the official launch of the Integrated Autism Service for Powys on 12 July, led by a core planning team comprising Adrian Osborne from the Engagement and Communication Team and Rebecca James from the Integrated Autism Service (pictured rear left with Rebecca Evans AM and colleagues from the IAS). The event provided an opportunity to celebrate the development of our Integrated Autism Service which is the first in the whole of Wales. The role of the Engagement and Communication Team included: Direct support for planning and publicity Arranging and issuing invitations Ministerial briefing and liaison with Minister s office and policy teams at Welsh Government Briefing and logistical planning for PTHB and PCC representatives at the event Support on the day including photography and real-time social media Post-event communication including press and social media Key events taking place shortly after the submission of this report will include: The Annual General Meeting of Powys Teaching Health Board on 19 July 2017 for which the Engagement and Communication Team role has included event design, set-up and delivery; co-ordination of the overall agenda including commissioning of external presentations and production of a range of video content; document design and delivery including the Annual Quality Statement; invitations and publicity and much more besides. The Royal Welsh Show from July 2007 for which the Engagement and Communication Team has designed and delivered a full interactive experience downstairs in Twr Brycheiniog that aims to engage with parents and young people in a conversation about childhood and parental health as well as NHS Careers. The team has also co-ordinated the programme of reception events upstairs which includes a visit by the Chief Medical Officer for Wales, and a joint integration reception with Powys County Council. Report of The Board Secretary Page 5 of 11 Workforce & OD Committee

6 Planning is also underway for the Cabinet Connect sessions taking place on 17 August 2017, with Vaughan Gething AM and Rebecca Evans AM visiting the county for a Q&A session with frontline staff from health and social care. These sessions have traditionally taken place for NHS staff with the Cabinet Secretary only, but given that Powys is leading the way on integration the Engagement and Communication Team has successfully negotiated a joint event with both Ministers that will encompass both health and care staff. The Cabinet Connect session takes place at lunchtime, and a programme of visits for both Ministers is also currently being arranged. WELSH LANGUAGE HIGHLIGHTS 1. Welsh Language Strategy The Welsh Government launched its new Welsh Language Strategy Cymraeg 2015: A million Welsh Speakers on Tuesday 11 July This is the Welsh Ministers strategy for the promotion and facilitation of the use of the Welsh language. It has been prepared in accordance with Section 78 of the Government of Wales Act The strategy supersedes A living language: a language for living Welsh Language Strategy , and its associated policy statement, A living language: a language for living Moving forward. The Cymraeg 2050 Strategy sets out the Welsh Government s long-term approach to achieving the target of a million Welsh speakers by A baseline assessment of our preparedness and compliance with the requirements set out in the strategy is being undertaken. This will be reported to the Workforce & OD Committee in October. 2. Welsh Language Standards The NHS Welsh Language Standards are still expected to be published in October Welsh Government have appointed an implementation officer to work with NHS Wales organisations. September 2017: Welsh Language Standard s implementation group established. This group to be chaired by the Board Secretary. 3. Recruitment of Welsh Language Speakers 154 of the 430 (36%) of staff recruitment over the last twelve months reported that they had some Welsh skills. We are currently supporting manager to undertake a capacity mapping exercise. This will help identify which posts or team requires Welsh speaking skills, the level of skill required and enable the development of approaches to close any capacity shortfalls. Also, this will help identify which posts need to be advertised as Welsh essential. Timescales: Report of The Board Secretary Page 6 of 11 Workforce & OD Committee

7 September 2017: All posts advertised in Welsh as well as English with Welsh job descriptions and person specs. October 2017: Mapping exercise completed November 2017: Plans submitted to the Equalities Officer October/November: Posts identified as Welsh Essential 4. National Centre for learning Welsh Timescales for provision of the 10 hour e-learning course and the intensive courses has slipped. The Board Secretary has ed the Centre asking for a meeting to discuss next steps. The e-learning course is expected to be available before the end of July. The More Than Just Words Powys public sector group agreed to write to the Chief Executives of the health board and the local authority seeking support to release two or three members of staff from each organisation to attend the three month intensive residential courses being offered by the National Centre. Details of the courses will be issued to staff by end of July 2017 and a walkabout event on selected sites by members of the National Centre is planned for September. Powys Teaching Health Board and Powys County Council addressed a group of care home providers recently regarding the active offer and plan to do the same with primary care in September Peer Review The Board Secretary has asked Hywel Dda University Health Board s the Welsh Language Officer to undertake a peer review of the health board s level of compliance with More Than Just Words and readiness for the Standards. A meeting to discuss next steps is scheduled for 22 August EQUALITY AND DIVERSITY HIGHLIGHTS 1. Sensory Loss Standards The Sensory Loss Information Communication Standard. Will be in place by October The first phase will be for GP practices to record patient communication needs onto their updated systems. The next phase, by December 2017, will be for the link with secondary care systems to be completed. The Welsh Government NHS Centre for Equality and Human Rights and Health Board sensory loss leads have agreed a communications plan to raise the awareness of stakeholders, especially GPs and NHS bodies to this impending standards. Presentations have already been given to Directors of Primary Care, the RCGP Report of The Board Secretary Page 7 of 11 Workforce & OD Committee

8 and NHS Heads of information. Further meetings will be arranged with Health Board Primary Care Teams, cluster groups, practice managers etc. Publicity materials and a dedicated webpage are being developed. Similar communications activities are planned for users and the wider public. Next steps for Powys Teaching Health Board Participate in the communications plan and raise awareness locally. August 2017: Powys Announcement when publicity materials are available. September to December 2017: Meetings and presentations to practice managers cluster groups etc. Agree the Health Board s operational processes for staff to look for communication needs and how to respond. A task and finish group led by the Equalities Manager with appropriate membership to consider and develop the back end processes/algorithms/patient pathways. First deliverable (draft process) to Exec Team September The It makes sense campaign will again be run in November. It will aim at raising public awareness and will probably be somewhat low key given the Centre s resources. We will be looking to out events in place that will link this campaign and the Information Standard together. 2. Pride Cymru August Powys Teaching Health Board is joining forces with other Health Boards and NHS Trusts to celebrate Pride Cymru. There will be an NHS stand and an NHS Wales banner. Powys Health Board staff are invited to march under the NHS Wales banner and or to help out at the stand. Views and comments received from members of the public will be collated and shared with relevant NHS equality leads and others. We will use this event as a catalyst to establish a Powys Teaching Health Board LGBT network. Also to identify champions and allies. Actions: July 2017: Issue Powys announcement July 2017:Obtain dedicated outlook address for LGBT group Early September 2017: Arrange first meeting/virtual meeting of LGBT group September 2017: Create section on intranet to publicise PRIDE, the network and LGBT resources for managers and staff. Report of The Board Secretary Page 8 of 11 Workforce & OD Committee

9 3. A Rights Based Approach The recent Equality Exchange Network s Annual Conference featured examples of how a prison and a social housing community have used a rights based approach to good effect. Committee Members will wish to note that Llanidloes Day Hospital has been applauded by the Older People s Commissioner for adopting such an approach. Over the coming months we will be looking at how we can, using the experiences of Llanidloes adopt a rights based across all our services and raise the profile of the Human Rights, diversity and equality agenda. Action October 2017: Presentation to Workforce & OD Committee 4. Assessing the impact of service change for protected and disadvantaged groups to assist in decision making. Equality impact assessments have recently been completed for Fan Gorau and Future Fit Women and Children s services (see more detail in next section). Also a review and update of the Equality Impact Assessment undertaken of the South Wales Programme has been completed. This time looking at implementation and emerging service re-design work. As those of you who have attended Actions September 2017: The Fan Gorau and Future Fit EIAs to be published on the web site. 5. NHS Future Fit Integrated Impact Assessment During June and July the Engagement and Communication Team successfully designed, delivered and completed a programme of equality engagement to contribute to the NHS Future Fit review in Shropshire and Telford & Wrekin, compliant with Equality Act requirements and the NHS Wales Engagement and Consultation guidance. NHS Future Fit is a programme to agree the future configuration of acute and community hospital services in Shropshire and Telford & Wrekin. These hospitals are the main providers of acute services for communities in north east Powys and therefore any proposals to change these English services are a critical concern to those communities and to us as a commissioner. A recommendation made last year by the NHS Future Fit Programme Board that would see Royal Shrewsbury Hospital become the Emergency Centre and Women & Children s Centre and Princess Royal Hospital become the Planned Care Centre was not supported by a Joint Committee of Shropshire CCG and Telford & Wrekin CCG in December Several programmes of work were put in place, including additional integrated impact assessment work particularly relating to women and children s services. Report of The Board Secretary Page 9 of 11 Workforce & OD Committee

10 The engagement period set through the NHS Future Fit Programme Board was from 19 June 2017 to 30 June We note that information and materials were not shared by the NHS Future Fit Programme with Powys Teaching Health Board until 20 June 2017, but a solid and engaging preparatory approach (involving co-design with Powys Community Health Council, Powys Association of Voluntary Organisations and Powys County Council representatives) enabled the Engagement and Communication Team to take took prompt action to activate its plan for local delivery in order to reduce adverse impact on the ability of people in Powys to engage. Our local engagement has sought to consider issues such as: What do affected groups and the wider public think of the proposed changes? What, are the issues and what suggestions do they have to overcome these issues? Conversely, do they welcome the changes? How representative are the views we have heard? Our local engagement process involved a range of methods which targeted the following stakeholders: Service users and their families for example, by sharing information via frontline staff working in women and children s services in Powys. Local Councillors and Town & Community Councils e.g. via , and a presentation to Newtown and Llanllwchaiarn Town Council. General public - e.g. via drop-in sessions in Newtown and Welshpool, and via social media, and through a presentation to Newtown Health Forum Third sector organisations through distribution via Powys Association of Voluntary Organisations. Powys Community Health Council. Staff of PTHB and Powys County Council via internal staff briefings. The engagement programme included: The NHS Future Fit Shaping healthcare together overview questionnaire was distributed directly to service users, their families, carers and the Powys Community Health Council. Events were advertised on the PTHB website, Twitter and Facebook (Our initial Facebook post had a reach of over 5000 including 51 shares. It was also posted into relevant local Facebook groups to encourage feedback. Partner organisations also posted the information via their channels e.g. Powys Youth, Powys Family Information Service, Powys Children and Young People s Partnership, PAVO, Newtown Health Forum, NPTC Newtown Health and Social Care Team, Credu). Report of The Board Secretary Page 10 of 11 Workforce & OD Committee

11 Patients had the opportunity to return their completed surveys directly to the health board or via during the engagement period. Information was published on the website of the Powys Teaching Health Board. Information was sent to Powys Association of Voluntary Organisations, Powys Teaching Health Board and Powys County Council for distribution through their organisations and networks. A dedicated address was also provided as a mechanism of providing feedback. Individuals were invited to contact the health board to offer depth interviews to discuss and share their own experiences. There have been added complexities for the engagement process given the wider context for maternity services in Shropshire and Telford & Wrekin, including quality and safety concerns and sustainability of midwife-led units. The role of the Engagement and Communication Team included: Co-production of the proposed engagement approach with colleagues from Powys Community Health Council, PAVO and Powys County Council Development and delivery of escalation plan in response to late receipt of materials from NHS Future Fit. Design, delivery and distribution of engagement events, materials and channels as outlined above. Face to face engagement at a range of local events including local dropins, Town Council, Health Forum and with staff. Analysis of responses against the equality protected characteristics. Development, agreement and submission of the Equality Impact report to the NHS Future Fit Programme. Next Steps include: Continuing to work with NHS Future Fit on the design and delivery of a comprehensive consultation programme once final proposals are agreed by the NHS Future Fit Programme Board and Joint Committee of Shropshire CCG and Telford & Wrekin CCG. Next Steps: Further updates will be provided to the Committee at the next meeting scheduled for 3 October Report of The Board Secretary Page 11 of 11 Workforce & OD Committee