• People Transition
• NHS Property Services

No. Issue

1 Welcome

a) David Nicholson welcomed attendees to the NHS TEF.

b) The minutes and actions from the previous meeting were agreed.

2  Programme Overview

a) Karen Wheeler provided NHS TEF with an update on the issues and actions raised at the last meeting. She said that no new issues had emerged and the outstanding actions were being actively managed.

b) The NHS TEF discussed three of the outstanding issues:

• Louise Troy provided an update on the unresolved Local Informatics functions. She explained approximately 700 staff were affected and further work was underway to solve the issues. Louise Troy agreed to provide an update at the next NHS TEF.
• Karen Wheeler also gave an update on the transfer schemes. She urged receiver bodies to work closely with the senders to ensure that they have less work to do post April.
• There was concern that month 9 guidance had not yet been sent out. NHS  TEF were reassured that a letter outlining the process would be shared with the SHA/PCT finance leads imminently and that it would provide answers to the issues that had been raised.

3 People Transition

a) Sir Neil McKay and Caroline Corrigan gave an update on the recruitment process. It was explained the next people tracker returns were not due until 14 January 2013 but that it was estimated approximately 14,900 post remained unfilled. A number of interviews were planned for the early new year so the number would be lower by the next NHS TEF meeting.

b) NHS TEF were also given an update on the progress Payroll/ESR programme. Sir Neil reassured the NHS TEF that governance processes were being put in place to ensure the effective transfer of staff records.

c) He closed by mentioning final negotiations were underway with the Trade Unions with regard to non-TUPE transfers. NHS TEF agreed the approach set out and would revisit the issue, if required, at the January 2013 meeting.

4 NHS Property Services

a) The NHS TEF were asked to feed back any comments they had on the paper directly to Peter Coates.

5 AOB
This meeting finished at 11.15.

• Record Management
• Key Issues for Transition
• People Transition
• Communications
• Informatics

No. Issue

1 Welcome

a) Ian Dalton welcomed attendees to the NHS TEF. He noted that he would be chairing the meeting on David Nicholson’s behalf. The minutes and actions from the previous meeting were agreed.

2  Programme Overview

a) Karen Wheeler provided NHS TEF with an update on Transition progress. She informed NHS TEF of the including an update on the recommendations from the SHA Transition Review; and local issues.

b) NHS TEF discussions led to agreement that:

• The Amber rating and recommendations 1-6 of the SHA Transition Review were agreed, subject to receiving the final report.
• The next steps relating to Local ICT, on page 8 of Transition Overview were agreed.

3 Record Management

a) Olga Senior updated NHS TEF on proposals to outline the approach for the management of physical (hard-copy/paper) legacy records resulting from the abolition of SHAs and PCTs under the Health and social Care Act 2012

b) The NHS TEF agreed the approach set out in the slide pack.

4 Key issues discussion

a) The NHS TEF had two breakout sessions where they discussed an agreed list of issues and identified key actions to take them forward. The Integrated Programme Office would manage these actions and produce a handling plan to take them forward. This would be brought back to TEF on a monthly basis.

5 People Transition

a) Sir Neil McKay and Caroline Corrigan updated NHS TEF on progress with People Transition. NHS TEF noted that good progress had been made and there would be further communication with senders and receivers to clarify the TEF decision that serving notice of redundancy should be done on a differential rather than blanket basis.

6 Communications

a) Colin Douglas update NHS TEF on Communication arrangements for People Transition. The NHS TEF noted that there would be a communication in ‘the month’ with a follow up in January.  

7 Informatics

a) Alan Perkins provided NHS TEF with a short update on Informatics and management information flows across the system. A fuller discussion would be held at December’s NHS TEF.

8 AOB
There was no other business

• Health Education England
• People Transition
• Handover and Closedown
• Planning for 2013/14

No. Issue

1 Welcome

a) David Nicholson welcomed Steven Singleton to NHS TEF as the new SHA Chief Executive for the North of England.

2 Transition Programme Update

a) Karen Wheeler provided the NHS TEF with an update on the transition programme. She informed the NHS TEF that ensuring a separate payroll work stream was being set up to reflect the highly transactional, complex process that needed to be undertaken before April 2013 to ensure the successful. 

3 SHA transition planning: Health Education England

a) Charlie Massey gave a short update on HEE. He informed the NHS TEF on the 1 October 2012 HEE had successfully taken on responsibility for all the functions of Medical Education England.

b) He also confirmed HEE was on track to take on formally delegated leadership responsibility, from SHAs, for 2013/2014 planning functions for workforce planning, education and training.

c) NHS TEF agreed to discuss HEE again at the December meeting following their State of Readiness review.

4  People Transition Planning

a) Sir Neil McKay provided the NHS TEF with an update on People Transition following the stocktake at the last meeting.

b) NHS TEF discussions led to agreement that:

• The HRSG will continue to provide advice to Receivers about contingency options and staffing numbers and that it is for the Receivers and their Boards/governance arrangements to take decisions about contingency actions.
• Each NHS TEF Sender and Receiver Representative would be responsible for  supporting the HR Strategy Group with the orphan function process.
• Appeals to decisions made during the job matching process should be monitored. An update will be provided to the next TEF.

5 Handover and closedown programme

a) Karen Wheeler gave an update on the Handover and Closedown programme. She outlined proposals for ‘Quality Assemblies’ to be held for each of the SHA clusters. This would cover both the National Quality Board’s work on handover as well as the non clinical side covered by the handover and closedown programme.

b) The NHS TEF agreed that, in principle, this was a good proposal but should only take place if the Assemblies provide additional support and information to the system.

c) Karen Wheeler also provided a short overview of the SHA Assurance reviews. She explained the reviews should provide extra support for the SHAs transition process rather than being an additional burden 

5 Planning 2013/14

a) Ian Dalton provided an update on the work underway for 2013/2014 planning for the NHS Commissioning Board. The was followed by a similar outline from Bob Alexander on behalf of the NHS trust development Authority, Steve Clark for Health Education England and felicity Harvey for Public Health England.

b) In the resulting discussion NHS TEF agreed that it was essential  planning across the system was co-ordinated and plans need to look and feel consistent. Further work would be undertaken to ensure a common timeline and a co-ordinated communications approach.

6 NHS Property
 
a) Peter Coates outlined the proposals for what services NHS Property Services would provide in year one and more forward. He informed NHS TEF a number of the services currently provided by PCTs would not be provided by NHS Property Services. Barbara Hakin explained that a number of these would be offered by Commissioning Support Units as they were provided by PCTs as part of their wider commissioning support.

b) The NHS TEF agreed the list of services that NHS PS will deliver and agreed that need to be shared quickly with the service so that they can start to work on them.

c) There was also a discussion in the funding flows relating to NHS Property Services. It was also agreed further work was need to clarify exactly what CCGs and NHS CB are expected to pay for both in 2013/14 and beyond.

7 Informatics

a) Alan Perkins reassured the NHS TEF that the Informatics programme was making good progress.

b) In the resulting discussion it was agreed further work should be undertaken by receiver bodies to identify and describe clearly how management information will flow in the new system and report back to December NHS TEF.

• People Transition Planning
• Transition Programme Update
• SHA transition planning
• Financial Strategy and Risk in the System
• Financial Closedown

No. Issue

1 Welcome

a) David Nicholson welcomed attendees to the NHS TEF. He noted that he needed to give apologies for the second part of the meeting, and that Ian Dalton would chair on his behalf.

2  People Transition Planning

a) Sir Neil McKay provided the NHS TEF with an update on People Transition following the stocktake at the last meeting.

b) NHS TEF discussions led to agreement that:

• The NHS TEF was the forum for decisions on any necessary contingency plans for people transition.
• The boards of receiving organisations should make the decision on whether to “lift and shift.”
• CSUs and CCGs should be asked to provide outline structures by 31 October.

3 Transition Programme Update

a) Karen Wheeler provided the NHS TEF with an update on the transition programme. She informed NHS TEF of the project to ensure effective records management in the service during transition and would be working with the SHA leads. The NHS TEF agreed that this would be an effective way to manage the approach to records management.

b) The NHS TEF asked that receiving bodies should work up their IT and information requirements.

4 SHA Transition Planning

a) Karen Wheeler gave a short update on SHA Transition Planning. The NHS TEF agreed with the proposals set out in the paper on secure transition. 

b) The Governance as articulated in the paper was agreed. HEE and CBA confirmed that arrangements were in hand and their boards were appropriately sighted.

5 Financial Strategy and Risk in the System

a) Richard Douglas provided an update with work underway on financial strategy and how risk in the system would be managed.

6 Financial closedown

a) Carl Vincent provided an update on the NHS Finance Closedown programme. He informed NHS TEF of the intention to ensure that adequate numbers of staff were in place to provide financial support, and that accounting officers were clear of their roles in finalising end of year accounts.

b) He also updated NHS TEF on the proposal to set up a Steering group to provide national oversight and leadership.

c) The approach set out at NHS TEF was agreed.

7 AOB

There was no other business.

• SHA Transition: Planning
• HR transition
• Estates
• Governance

No
Issue
1 Welcome

a) David Nicholson welcomed Shaun Gallagher to his first NHS TEF meeting. He explained the majority of the meeting would be used to discuss SHA transition post October 2012.

2  SHA Transition: Planning

a) Karen Wheeler outlined a proposal to support stability and resilience for the current system through transition by moving 2013/14 planning functions to receiver bodies from October. The NHS TEF was then split into two groups to consider the individual proposals from the NHS Commissioning Board (NHS CB), Health Education England (HEE), NHS Trust Development Authority (NHS TDA) and Public Health England (PHE).

b) NHS TEF discussions of transition in relation to NHS CB and NHS TDA led to agreement that:

• There will be no formal transfer of statutory functions, accountability, budgets or employment of staff ahead of the new timetable for new organisations to become operational.
• Individual appointed to future regional and local leadership roles should take management responsibility for both 2012/13 operational delivery and planning for 2013/14;  and
• NHS CB and NHS TDA leaders working in this way will be accountable to their new organisations for future planning and development and be accountable to PCTs/SHA for relevant delivery and performance in the current system.c) It was agreed that this would be the simplest and safest operating model for transition.

d) It was also agreed further detailed work should be undertaken to understand the operational impact of these proposals for NHS CB and NHS TDA.

• The NHS TEF agreed to the Health Education England (HEE) and Public Health England (PHE) proposals. HEE and shadow LETBs will take on delegated authority for 2013/14 planning functions for workforce planning, education and training from 31 October 2012. PHE will prepare to take on its functions from January 2013.

e) It was agreed a letter explaining the changes to the system should be sent within two weeks
3 HR transition

a) Steve Buggle provided the NHS TEF with an update on the HR transition programme.

b) He agreed to identify and bring back to the next meeting details of final dates by which HR appointment processes need to be completed.

4 Estates

a) Karen Wheeler gave a short overview of the proposed Estates plans for the new system. She proposed that an estates oversight group consisting of SHAs, receiver representatives and NHS Property Services (NHS PS) should be set up. The group will coordinate and govern the estates arrangements at a regional and local level.

b) The NHS TEF agreed that this group would be an effective way to manage a strategic approach to estates.

5 Governance

a) Karen Wheeler explained as the transition is entering the final stage from October 2012 the new bodies will be established and leadership will start to move to the new system.

b) She set out a proposed approach for changing the governance which included merging the NHS FSE into the NHS TEF. This change reflects the fact that there will be more issues being resolved internally by the new bodies. Key transition issues will still be discussed at the NHS TEF.

c) The NHS TEF agreed to merge with the NHS FSE from 1 October.
AOB
There was no other business

• SHA Transition: Monthly Report
• SHA Transition: Planning
• HR People Transition Update
• PCT Estate and NHS Property Services
• Vaccination and Immunisation
• Communications Dashboard

A note of the summary minute is attached.

No
Issue

1 Welcome

a) David Nicholson welcomed the NHS TEF to the meeting.

2 SHA Transition: Monthly Report

a) Karen Wheeler updated the NHS TEF on the progress of SHA Transition. She described a forthcoming workshop in which SHA transition directors will discuss how to coordinate transition and plan for the future.

b) The NHS TEF agreed that it is important the workshops facilitate communication between senders and receivers, fit within wider planning work and help to resolve complex transition issues.

c) It was also agreed there should be two outputs from the workshops: firstly, feedback to individual organisations about assumptions in the transition process; and secondly, feedback of any issues arising to the September NHS TEF meeting.
3  SHA Transition: Planning

a) Karen Wheeler outlined a proposal to support the SHA transition by moving 2013/14 planning functions to receiver bodies from October.

b) In the resulting discussion the NHS TEF agreed accountability needed to be retained by senders until April 2013. It was reiterated that delivery must trump reform and transition should prioritise minimising risk.

c) The importance of communicating the method and meaning of handover clearly was stressed. It was also agreed reducing the number of handover points to no more than two key milestones would make the process more straightforward, as would consistent timing across the country. Similar functions should transfer together, while allowing flexibility for local delivery.

d) The NHS TEF tasked Karen Wheeler with discussing the proposals in detail with the relevant receiver bodies and would report back to the 31 July meeting.

4 HR People Transition Update

a) Steve Buggle outlined the progress of people movement between senders and receivers.

b) The NHS TEF requested more detail on staff numbers and budgets to be brought back to the 31 July meeting.
5 PCT Estate and NHS Property Services

a) Richard Douglas presented an update on the programme.

b) The NHS TEF discussed the governance structure, funding model and ownership and agreed to bring NHS PS back to a later meeting.
6 Vaccination and Immunisation

a) Felicity Harvey updated the NHS TEF on the progress of the National Immunisation Programme. The ‘Heads of Agreement’ has now been signed and further work is underway.
7 Communications Dashboard

 AOB
There was no other business

• HR
• Finance
• SHA Transition
• Closedown and Legacy issues
• Emergency Preparedness Resilience and Response (EPRR)

A note of the summary minute is attached.

Issue
1. Welcome
a) David Nicholson welcomed the NHS TEF to the meeting.

2 HR
a) Neil McKay provided an update on the HR transition plan reporting that good progress was being made.

b) The NHS TEF discussed the timeline and agreed that further work was required on the Informatics and NHS Property Services (NHSPS) HR transition.

c) David Nicholson asked Karen Wheeler to provide an update on the Department of Health project bank.

3 Finance
a) Richard Douglas explained that the current estimates on the transition costs were being worked through and audited. He also explained that the finance team were working closely with the HR team on the redundancy costs.

b) In the discussion, NHS TEF agreed the data should to be as accurate as possible. It was regarded as essential that further work was undertaken with PCTs to ensure business as usual was not recorded as transition activity which would improve the accuracy of the numbers.

4  SHA Transition

a) Karen Wheeler  outlined the key issues raised by the SHA transition directors. The key theme was that there needed to be more communication from the new organisations to explain their roles in the new system.

b) The NHS FSE agreed that when communicating how the new system will work it should be explained in practical ways for example outlining how the planning system will work on quality in the new system

c) There was a request for more information at the local level on Informatics, NHS Property Services, Public Health England and Health Education England. It was agreed that the lead SROs would work with the communications team to work up opportunities to engage with NHS colleagues.

5 Closedown and Legacy issues

a) Karen Wheeler described a number of options for dealing with legacy issues after April 2013.

6 Emergency Preparedness Resilience and Response (EPRR)

a) David Flory confirmed that EPRR oversight would be transferred to the NHS CB from April 2013. Ian Dalton explained that the recruitment to EPRR posts would be prioritised.

b) NHS TEF agreed that the SHA Chief Executives should continue to prioritise and protect EPRR arrangements during transition.

AOB
There was no other business

• Freedom of Information
• SHA Transition Reporting
• Direct Commissioning
• Handover Process
• Clinical Advice
• HR People Transition

A note of the summary minutes is attached.

1. Welcome

David Flory welcomed NHS TEF members. It was announced that Peter Carr has been appointed as Chair of the NHS Trust Development Authority.

2. Freedom of Information

Colin Douglas explained that the number of FOI cases had increased by 40% and that post April 2013 further increases were expected.

He provided a short outline of the planning  that was being undertaken to ensure that the new organisations post-2013 had the necessary support and expertise to deal with FOI requests.

3. SHA Transition reporting

Karen Wheeler provided the NHS TEF with an update on the SHA transition. She explained the overall delivery against plan was reporting but further work was required to enable the inherent risks of the overall programme to be reflected in the report

4. Direct Commissioning

Dame Barbara Hakin outlined the proposals for NHS Commissioning Board direct commissioning for screening and immunisation, prison health and veterans’ health.

In the resulting discussion, the importance of getting screening and immunisation right was re-emphasised. It was agreed further work would be undertaken and that the issue would be discussed at the next meeting.

5. Handover process

Karen Wheeler described the high level strategy for the handover of functions from sender to receiver bodies.

NHS TEF agreed that the process must be kept simple and allow for local discretion.

6. Clinical Advice

Sir Bruce Keogh gave NHS TEF an update on the clinical advice work stream.

In the resulting discussion, NHS TEF agreed that there should be no cross charging for advice across the system.

7. HR people transition

Neil McKay gave an update on the HR transition programme. He reported that the timeline was still on track although there was a lot of work still to be done.

8. AOB

There was no other business.

• Communications
• HR Transition
• Finance
• NHS Property Services
• SHA Transition
• Leadership

A note of the summary minutes is attached.

1    Welcome

Sir David Nicholson welcomed NHS TEF members and announced that the Health and Care Bill had received Royal Assent.

2    Communications

Colin Douglas outlined how communications would become refocused to support the implementation of the new Health and Care Act.

3    HR Transition

Neil McKay provided NHS TEF with an update on the HR transition plan. This included running through where each of the programmes were on the HR timeline and confirming that each programme was likely to complete the HR transition by the December deadline.

4     Finance

Richard Douglas provided the NHS TEF with an update on the current finance position.

It was agreed that further work was required on profiling and finance issues would be discussed in more detail at the April NHS TEF

5    NHS Property Services (NHS PS)

Peter Coates ran through the proposed model for the interim NHS PS.

NHS TEF broadly agreed with the proposal on the basis that a  number of issues around the current estate needed to be solved. It was also agreed that a representative from the NHS Commissioning Board should be invited to join the NHS PS project board.

6    SHA Transition

Karen Wheeler introduced the new SHA transition reporting report. She outlined that the monthly report would also draw out common risks and issues.

David Flory then ran through a number of options for the 2013/2014 planning process. It was agreed by NHS TEF that primacy would be given to the new system but the SHA Chief Executives would provide support to resolve issues. It was also agreed more detailed work would be undertaken to understand the practical implications of this.

7    Leadership

Jim Easton gave an overview of the proposal for the national Leadership Academy. NHS TEF agreed that this was essential to ensure the long term sustainability of the NHS.

8    Any Other Business

There was no other business

• SHA Transition
• Workforce functions
• NHSCB and National Screening Programme
• CCGs Authorisation Process
• Communications

A note of the summary minutes is attached.

1    Welcome

Sir David Nicholson welcomed NHS TEF members.

2    SHA Transition

Bill McCarthy outlined the work that had been done around the transfers policy. The scale of transfers vs recruitment required was still indicative and further work was agreed to ensure the accuracy of the numbers.

Karen Wheeler then gave a presentation on the HR timeline. The NHS TEF agreed that non-alignment to the timeline would only be considered in exceptional circumstances. The NHS TEF agreed that where organisations could not meet the 21 May start date they should aim for alignment further down the timeline.

There was a broad discussion on the sign-off processes for the senior management jobs and the HR guidance that would be provided to Clinical Commissioning Groups to support them through their recruitment of senior management.

3    Workforce functions

Jan Sobeiraj gave a brief presentation around the workforce functions that were currently not allocated to new bodies.

NHS TEF agreed that although some of the functions were not required in the new system it was essential that talent was retained by the service.

The function of Local Education and Training Boards (LETBs) was discussed. It was agreed that although they should be encouraged to be innovative they should not duplicate services that are already being provided.

4     NHSCB and National Screening programme

Dame Barbara Hakin outlined the importance of the national screening programme and the work that was being done to mitigate risks of transition.

The NHS TEF agreed that it was essential that the transition process  was carried out in the safest way possible to ensure continuity of service.

It was agreed that the governance around screening services should be brought back to the NHS TEF in April once the further work had been completed.

5    CCGs Authorisation process

Dame Barbara Hakin talked through the Authorisation process for
CCGs and explained that the guidance was almost complete. She
talked through the main issues in the guidance.

The NHS TEF discussed the issue of SHA resourcing as the timing for the authorisation process and the planning work for 2013/2014 could lead to a pinch point in October and November. It was agreed duplication of work was to be avoided and that the SHAs needed to be adequately resourced during this period.

It was agreed that further work was required.

6    Communications

Colin Douglas talked through the proposed communications plan for
the period following Royal Assent.

7    Any Other Business

There was no other business.