Centralisation of Trust Policies Project received a commendation from the Sally Hernando Awards for Organisational Initiative for good/best practice (SHALL, 2011) Lynn Allan MSc MCLIP E-Resources Librarian

Contents Background to Project A working solution Current issues and future challenges

Background Issues with Maternity & Neonatal Care –CQC (Care Quality Commission) and Monitor involved with investigating SUIs (serious untoward incidences) in 2009/2010 (KPMG, 2012, p4) –Monitor continued to oversee Trust and open further investigation in November 2011(Monitor, 2011) Monitor finds “governance processes and systems are inadequate and are below standard” (PriceWaterhouseCooper, 2012, p5)

Key Drivers NHSLA (Litigation Authority) Risk Management Standards –at Level 2 - demonstrate procedures to respond to NICE guidance –for Level 3 – monitoring compliance Trust Risk Register – failure to locate information on the intranet

Policies on the intranet So many different places to look! They are such a mess! But how do I find them? Which version is the correct one? I’m getting lost here! NHS not the only organisation that has problems with the intranet: More than half (52%) of respondents say they cannot find the information they are seeking using their own organization’s enterprise search facility within what most define as an acceptable amount of time (Mindmeter, 2011)

Trust attitude The intranet works fine Is there a problem? We don’t need a new system You just need to know the right place to look

What’s really needed -A single document management system to house all Trust policies -A single taxonomy required -A single team to manage revision control, including prompting editors -Strict version control required

How did library get involved? Library Manager attended Integrated Risk sub-committee meeting E-Resources Librarian also attended meeting involving IT, Clinical Audit and Marketing. Senior Library Assistant key to cataloguing all policies consistently

A working solution Have you heard of the Library Management System (LMS) Heritage? Using in-house: Trust Savings of £25k

Piloting the project Pharmacy was the first department to add their policies to Heritage. Working with Pharmacy a project plan was implemented to identify : key information required to add policies a working process for adding policies length of time required from policies being sent to library staff to them being available on Intranet how to adapt Heritage to absorb Trust policies

Process Policies sent to library with cover sheet and added to Heritage confirmation sent to document author when policy added From receipt of document to availability on catalogue can take 2 working days, or quicker if necessary Revision date approaching – notification sent to author –If no response from reminder then more pointed reminder sent out –Still no response? Policy removed from Heritage

Maternity Services were required to: organise and update all policies Make policies easier to find In 2011 Monitor announced that UHMBT was in breach of terms to meet Foundation status in regards to Maternity Services. Maternity Services

Challenges Continual approval and support from Senior Management Gaining trust from departments Difficulty getting IT on board Policies continue to be in two places and staff do not know where to find them Intranet editors no longer working for department Problems opening policies on some machines Some users are unhappy with the change How many policies are there? Terminology – what do we call Heritage?

Going forward Getting continual approval from senior management Continue to publicise the new document storage model Surgical Division policies are next in line to be added Working in partnership with IT to improve the intranet

Thank you for listening Any Question? Lynn Allan E-Resources Librarian University Hospitals of Morecambe Bay NHS Foundation Trust

References KPMG (2012) Learning and implications from University Hospitals of Morecambe Bay NHS Foundation Trust: London: Monitor nhsft.gov.uk/sites/default/files/Morecambe%20Bay%20Report%2026%20June% pdf (Accessed: 2 July 2012) nhsft.gov.uk/sites/default/files/Morecambe%20Bay%20Report%2026%20June% pdf MindMeter (2011) Mind the search gap Available at: research-report-sponsored-by-smartlogic (Accessed: 19 June 2012) research-report-sponsored-by-smartlogic Monitor (2011) Monitor intervenes at University Hospitals of Morecambe Bay NHS Foundation Trust Available at: events-and-publications/latest-press-releases/press-release- archive/2011/monitor-intervene (Accessed: 19 June 2012) events-and-publications/latest-press-releases/press-release- archive/2011/monitor-intervene NHS Litigation Authority (2011) NHSLA Risk Management Standards Available at: FD89C683/0/NHSLARiskManagementStandards pdf (Accessed: 26 May 2012) 2865FD89C683/0/NHSLARiskManagementStandards pdf PriceWaterhouseCooper (2012) Formal Interventions: University Hospitals of Morecambe Bay NHS Foundation Trust Governance Review. London: Monitor. Available at: trusts/regulatory-action/formal-interventions. (Accessed: 25 June 2012) trusts/regulatory-action/formal-interventions SHALL (2011) Organisational Innovation Submissions Innovations-Submissions.ashx (Accessed 20 June 2012) Innovations-Submissions.ashx