KSF Leads network meeting notes – 1st May 2009

Venue: Boardroom, NHS 24, Clydebank, Glasgow

In attendance: Alison Aitken, Lewis Berston, Ken Brown, Anne Campbell, Helen Cheyne, Lynn Cowan, Susan Dunne, Irene Gott, Anne-Marie Greene, Dave Grigor, June Livingstone, Tracy McBurnie, Ross McCulloch, Paul McGuire, Sandra-Dee Masson, Andy Moir, Katrina Murray, Evelyn O’Neil, Kevin Reith

Apologies: Birgit Clark, Deanne Gilbert, Stephen Hook

1.  Welcome and housekeeping

Anne Campbell welcomed everyone and detailed the plan for the meeting.

2.  Notes of previous meeting

June Livingstone highlighted a change under item 4. Random checks on reported performance for the 2008/09 HEAT target were done but not by June in person.

3.  Matters arising

KSFG

AC stated that a KSFG meeting was held on 30th April with the agenda specifically in relation to KSF in England and as such SHA leads attended. AC provided background information on problems experienced by SHA’s in England. There were workshop sessions to try to help alleviate the concerns/problems they are experiencing. Janet Thacker as KSF Lead with NHS Employers attends the SHA KSF meetings.

KSF Revalidation

AC referred to notes from previous meeting in relation to KSF Revalidation and stated that copies of the presentation delivered by Lindsay Mitchell were given out at KSFG. The actual report is being added to NHS Employers website and also being sent electronically to AC. Once received it will be emailed to all Leads. There was discussion around the presentation and AC explained additional parts that are in the full report.

4.  e-KSF reporting

Due to technical difficulties it was not possible for Kevin to present on e-KSF reporting and it was agreed to carry this item over to the next meeting in September.

5.  HEAT target 2009

AC stated that some Boards were reporting that due to staff turnover and vacancies they were finding it difficult to improve performance beyond 95% for the 2008/09 HEAT target despite the agreed exclusions being taken into account. There was general discussion regarding adjusting baselines to take into account exclusions and staff turnover. AC reported approval by SWAG about taking turnover into account but that Boards needed to provide her with an audit trail for any readjustments of the baseline figure.

The new target will be monitored centrally quarterly as it is assumed that data is unlikely to alter greatly on a monthly basis. Monitoring will be based on the number of AfC employments as per the 2008/09 HEAT target. AC highlighted that there are no exclusions from the 2009/11 target. AMG will work with e-KSF Administrators to ensure consistency of reporting.

A query was raised around TUPE transfer staff and there was discussion on this. AC will raise with SGHD and may need to go to SWAG for decision.

6.  Gateways

AC stated that there has been some concern raised over Boards activating Gateways on an individual basis.. This is now the subject of discussion with the HRD’s and CEOs. AC emailed all KSF Leads to advise them of this. Any further updates on Gateways will be issued to all Leads. There was discussion on this and the issues at Boards.

7.  Bank staff

There was discussion on bank staff and recording reviews for these staff in e-KSF. AC stated that the Bank staff guidance is currently with SWAG and it was agreed to wait until agreement has been reached prior to discussing the implications of recording in e-KSF.

8.  e-KSF

AC confirmed that the new contract is now in place with effect from 1st April 2009 for 3 years and is being funded centrally by the 4 UK country government departments. Methods Consulting Ltd are the Prime Supplier and their role is to manage the contract with Think and Ikonami. The contract is currently in a 3 month transitional phase and 2 consultants from Methods are working on this. They are gathering information about the different set ups in each country and the various complexities associated with this. Methods are working with the SHA Leads in England in relation to increasing uptake of e-KSF in England..

AMG detailed the process that has been adopted by the e-KSF Administrators for discussing developments and then putting them forward from NHS Scotland. AC stated though that development resources are limited but transitional phase will review the management and technical aspects which may free up resources.

AC and AMG raised an issue that has arisen regarding nhs.net email addresses. As a result of people with the same name having similar addresses there have been instances of the wrong email address being entered for a staff member which has then resulted in the username and password being sent to the wrong person by e-KSF. This issue also applies though when e-KSF Administrators send emails direct to staff if the wrong email address is entered.

AMG also explained that if someone self registers for an nhs.net account they have to phone to activate the address with their local team. If they do not do this then the email address they think belongs to them can be given out to someone else. AC has raised this issue with DoH. All of these issues emphasise the need to be more aware of data security. The e-KSF system has been made as secure as possible but local processes around data security also need to be robust.

9.  NES update

AC informed everyone that most Boards have received support for the KSF essentials courses planned and that these courses are aimed at Administrative and Support Services staff in Bands 1 – 4. These courses are being piloted and NES will be looking for feedback / evaluation from Boards.

10.  Date of next meeting

The next KSF Steering Group meeting will be held on Wednesday 23rd September in the Mackay room at NES, Central Quay, 89 Hydepark Street, Glasgow from 10.30 am.