CKWCB-12-193d_CKW_transition_and_close_down_project_plan_DRAFTv_6_19th_Sept__2_

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CKW Transition and close down plan

1.0 1.1 1.2 1.3 1.4 1.5 2 2.1 2.1.1 2.1.2 2.1.3 2.1.4 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 3.0 3.1 3.1.1 3.1.2 3.2

Project Governance Set up governance arrangements, project plan, risk recording/monitoring Establish monthly project steering group High level project plan and governance sign off at Cluster board implemenation of detailed project plan (regular monitoring) Establish monthly reporting into Cluster Governance Committee Quality (Laura Elliot) Quality legacy documents Programme of refreshing documents throughout transition period Preparation of v.1 handover document to North of England by end september Handover document to last CKW Cluster Board

4.1 4.1.1 4.1.2 4.1.3 4.1.4 4.2 4.2.1 4.2.2

24-Jun

17-Jun

10-Jun

03-Jun

June '13 27-May

20-May

13-May

06-May

29-Apr

22-Apr

May '13 15-Apr

08-Apr

25-Mar

18-Mar

11-Mar

04-Mar

25-Feb

01-Apr

Apr '13

Mar '13 18-Feb

11-Feb

04-Feb

28-Jan

Feb '13 21-Jan

14-Jan

07-Jan

31-Dec

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Jan '13 17-Dec

10-Dec

03-Dec

Dec '12 26-Nov

19-Nov

12-Nov

05-Nov

29-Oct

22-Oct

Nov '12 15-Oct

08-Oct

01-Oct

24-Sep

17-Sep

10-Sep

Oct '12

Y Y

LE SC LE

Handover to CCGs Series of face to face meetings with CCGs

SC

Identify running arrangements for next 6 months

LE

Handover to Commissioning Board

LE

Identify primary care quality information to be transferred to commissioning board

LE

Handover document to first meeting of CCG Boards Workforce (Susan Moloney)

LE

Staff communications and engagement

Establish staff reference group for PCT staff Local HR/OD shared service footprint to change to reflect PCT cluster

Various future arrangements for functions

CCG management structures produced for consultation and process for 'slot in and/or pool 3.2.1 arrangements 3.3 Staff transfer arrangements 3.3.1 produce and consult on people transition policy 3.3.2 Commence interim alignment of staff by function followed by 1:1 discussions with LMgr to confirm 3.3.3 Continue process of staff alignment CCGs discussed and agreed with PCT Cluster implementation of People Transition Plan for staff and 3.3.4 infrastructure support Roll out schemes for staff as required in line with people transition policy and send to SHA for 3.3.5 approval 3.3.6 Validate staff lists and alignment 3.3.7 Prepare staff transfer letters 3.3.8 Give notice to contracted services 3.3.9 Assess and compare staff benefits and payroll arrangements 3.3.10 Complete and distribute transfer letter to staff 3.3.11 Prepare basic information and share with new hosts 3.3.12 Prepare basic information and share with TUs 3.3.13 Finalise any schemes/processes for staff in line with people Transition policy 3.3.14 Prepare and deliver letter requesting formal measures from hosts 3.3.15 Due diligence questionnaire complete 3.3.16 Prepare full staff list and transfer date and share with TUs 3.3.17 Receive formal measures from new hosts 3.3.18 Formal notification of transfer 3.3.19 Transfer of all staff complete 3.3.20 Thank you letter from Chief Executive 3.3.21 Liaise with receiver organisations to ensure 'soft landing of staff'; induction, welcome letters 3.3.22 work with staff groups and receiver organisations on staff issues eg. Taking of annual leave 3.4 Non clinical contracts relating to workforce 3.4.1 work through any issues in particular: payroll and OH with contracting 3.4.2 Transfer of staff records (ESR) including CRB checks, OH checks, working permits 4.0

JS JS JS JS JS

Status

Description

actions complete

Task Ref.

R e v

Lead

WorkstreamSteps and Milestones

03-Sep

Sep '12

Last updated: 19th September 2012

SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM SM

Communications and engagement (Jeanette Miller/jayne Beecham) internal communications Disseminate information via Cluster Connect and intranet (ongoing) Arrangements for transfer of engagement databases including seeking any permissions Liaise with IM&T and finance on comms' equipment including graphics package Staff awards/thank you events - autumn 2012 External Keep websites up to date with links to new organisations (inc.microsites for CCGs) Transfer C&E archives to CSU

JB JM JM JB JB JB/JM Z:\Corporate Services\Meetings\Cluster Board\2012\Sept 12\CKWCB-12-193d CKW transition and close down project plan DRAFTv 6 19th Sept (2)

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4.2.3 4.2.4 4.2.5 4.2.6 4.2.7 5.00 5.01 5.02 5.03 6.00 6.01 6.02 6.03 7.00 7.01 7.02 7.03 7.04 7.05 8.00 8.1 8.1.1

Retain PCT signage externally until handover Work through handover arrangements with media and external stakeholders Identify requirements for AGM and Annual Report (2012/2013) Implement requirements for AGM and Annual Report (2012/2013) Communications with external stakeholders 'handing over' - AGM, websites, media Public Health

24-Jun

17-Jun

10-Jun

03-Jun

June '13 27-May

20-May

13-May

06-May

29-Apr

22-Apr

May '13 15-Apr

08-Apr

25-Mar

18-Mar

11-Mar

04-Mar

25-Feb

01-Apr

Apr '13

Mar '13 18-Feb

11-Feb

04-Feb

28-Jan

Feb '13 21-Jan

14-Jan

07-Jan

31-Dec

24-Dec

Jan '13 17-Dec

10-Dec

03-Dec

Dec '12 26-Nov

19-Nov

12-Nov

05-Nov

29-Oct

22-Oct

Nov '12 15-Oct

08-Oct

01-Oct

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Oct '12 17-Sep

10-Sep

Status

Description

actions complete

Task Ref.

R e v

Lead

WorkstreamSteps and Milestones

03-Sep

Sep '12

Last updated: 19th September 2012

JB/GG

JB JB JB JB

Completion of due diligence requirements for three teams Primary care (Helen Wilde, Mark Jenkins)

Risk (Ian Wilkinson) Support risk owners in identifying risks relating to transition programme Identify and manage process of reviewing risks.

IW

Coordinate handover of live risks to successor organisations by sharing current identified risks with successor organisations

IW

Handover open risk register to successor organisations.

IW

hand over of legacy documentation from internal audit regarding review of risk process

IW

IW

Estates (keith Geldard) Obtain details of every site, tenancy, operational costs identify which properties will transfer to NHS Prop. Co on 1st April Obtain legal support to ensure no outstanding liabilities on properties which will transfer to NHS Prop.

8.1.2 Co. 8.03 Preparing for transfer 8.04 Notify landlords of changes post 1st April 9.00 Contracting and procurement (Matt England) 9.01 Contract transition engagement plans in place 9.02 Roll out engagement process (April 12 - Mar 13) 9.05 Contract transition plans 9.06 notify providers of new commissioner arrangements 9.07 identify contracts where there is a potential conflict of interest and actions to mitigate 9.08 Update DH data capture tool on quarterly basis 9.09 SCG Contract Transition 9.10 - Stage 1 - Stocktake 9.11 - Stage 2 - Stabilise 9.12 - Stage 3 - Shift 9.13 All Other Contract Transition 9.14 - Stage 1 - Stocktake 9.15 - Stage 2 - Stabilise 9.16 - Stage 3 - Shift 9.17 9.18 9.19 10.00 10.1 10.1.1 10.1.2

13/14 contracting intentions non health contracts (novation / cancellation / assignment) Novation letters to be issued by 01.03.13 Transfer agreement to future commissioners Finance (Kay Hughes) Transfer of budgets/allocations to successor organisations (excl. CCG) Establish final allocation for transfer of public health budgets to LA/PHE Establish final allocation for transfer of budgets to Commissioning Board Establish allocation for transfer of budgets to Propco.

Establish allocation and mechanism for transfer of budgets to CCGs identify assets for transfer to successor organisations with effect from 1/4/12 close down

10.1.3 10.1.4 10.2 10.2.1 Identify budget for closedown

10.2.2 Identify and agree staffing resource available for completion of year-end accounts (inc. audit/annual report) 10.2.3 identify arrangements for sign off of Accounts 10.2.4 Identify responsible officers for authorising invoices post 31/3/13

KH KH KH KH KH KH

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10.2.5 10.2.6 10.2.7 10.2.8 10.2.9 10.2.10 10.2.11 10.2.12 10.2.13 11.00 11.1 11.1.1 11.1.2 11.1.3 11.1.4 11.1.5 11.1.6 11.2 11.2.1 11.2.2 11.2.3 11.3 11.3.1 11.3.2 11.3.3 11.3.4 11.4 11.4.1 11.4.2 11.4.3 11.4.4 11.4.5 11.4.6 11.5 11.5.1 12.00

Identify last date for raising invoices Notification to suplliers of new contact details for successor organisations Identify and recall petty cash floats Cash management dependent on national guidance on clearing/transferring balances (inc.provisions) Receive national guidance on action and transfer of closing balances Receive national guidance on timing of bank accounts closure Determing who will have access to historicacl financial data/systems and how Identify and transfer any charitable funds to successor organisations Close down accounts IM&T and information (Ian Wightman, Helen Bridges)

KH

Support CCGs in determining business intelligence requirements (ongoing work) Develop MYHT "footprint" data-flows to support business requirements Develop community data-flows to plug gaps in existing data-sets Clarify and refine Urgent Care reporting requirementsd across CKW Inform CSU creation work to ensur ongoing information needs are met - identify risks Clarify THIS Contract arrangements for embedded analytical staff (NHSK) Share licence and maintenance costs for information resources with contracting/finance leads THIS SLA Identify CCE clinical lead for contract review meetings GP lead involved in THIS contract negotiation for post April '13 Identify where budget for THIS SLA to sit IT Kit Refresh of IT kit - rolling programme of replacement non clinical maintenance arrangements Consider plans on capital and revenue budgets for IT Decide how to manage funding of networks IM&T issues for transfer of staff out of PCT Agree principles of transferring assets and finance Work with the 'workforce team' to identify destinations of staff and what equipment they will need develop timetable for supporting transfer of staff process of transfer Identify arrangements and costs on transfer of licences to successor organisations liaise with finance on their IT needs post April for close down of accounts Information sharing agreements

HB

24-Jun

17-Jun

10-Jun

03-Jun

June '13 27-May

20-May

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06-May

29-Apr

22-Apr

May '13 15-Apr

08-Apr

25-Mar

18-Mar

11-Mar

04-Mar

25-Feb

01-Apr

Apr '13

Mar '13 18-Feb

11-Feb

04-Feb

28-Jan

Feb '13 21-Jan

14-Jan

07-Jan

31-Dec

24-Dec

Jan '13 17-Dec

10-Dec

03-Dec

Dec '12 26-Nov

19-Nov

12-Nov

05-Nov

29-Oct

22-Oct

Nov '12 15-Oct

08-Oct

01-Oct

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10-Sep

Status

Description

actions complete

Task Ref.

R e v

Lead

WorkstreamSteps and Milestones

03-Sep

Sep '12

Last updated: 19th September 2012

KH KH KH KH KH KH KH KH

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Corporate Governance (Andrea McCourt)

12.01 obtain Cluster Board approval for CCEs to meet in public once authorised and revise CCE membership 12.02 12.03 12.04 12.05 12.06 12.07

Transfer of Audit and Governance responsibilities to CCGs Once CCG lay member recruitment completed, review arrangements for NEDs/NEAs CCGs to update sub group/Board Committees ToR for all statutory responsibilities Confirm arrangements regarding remuneration decisions for CCGs on Gov Body pay Training and preparation of handover of Remuneration committees to CCGs Ensure arrangments in place for new seals for CCGs

Amc Amc Amc Amc Amc Amc

12.08 Confirm Governance arrangements with West yorkshire LAT 12.09 Transfer schemes/orders (property, rights and liabilities) - agree/complete due diligence process

Amc

12.10 1st meeting of CCGs: Items under establishment order 12.11 Arrangements for final AGM in 2013

Amc

12.12 Ensure PCT and Cluster Board corporate records are archived

Amc

13.00 Information Governance (Terry Service) 13.01 transfer of IG responsibilities, SIRO and caldicott appointments to CCGs 13.02 Identify and implement IG support for CCGs including IGT10 13.03 Support review of appropriate policies and procedures in preparation to transferring to successor organisations (timescales relevant to CCG Authorisation) 13.04 13.05 13.06

prepare for IG submission for October deadline (PCT)

Amc

Amc

TS

TS TS

Support preparation for IG submission (CCG) for October deadline (where applicable) Prepare for IG toolkit final submission end March 13

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13.07 13.08 13.09

Make arrangements for the transfer of all relevant documentation from PCTs to successor organisations Info on open complaints, claims or incidents to be passed to successor organisations Handover open risk register to successful organisations.

24-Jun

17-Jun

10-Jun

03-Jun

June '13 27-May

20-May

13-May

06-May

29-Apr

22-Apr

May '13 15-Apr

08-Apr

25-Mar

18-Mar

11-Mar

04-Mar

25-Feb

01-Apr

Apr '13

Mar '13 18-Feb

11-Feb

04-Feb

28-Jan

Feb '13 21-Jan

14-Jan

07-Jan

31-Dec

24-Dec

Jan '13 17-Dec

10-Dec

03-Dec

Dec '12 26-Nov

19-Nov

12-Nov

05-Nov

29-Oct

22-Oct

Nov '12 15-Oct

08-Oct

01-Oct

24-Sep

Oct '12 17-Sep

10-Sep

Status

Description

actions complete

Task Ref.

R e v

Lead

WorkstreamSteps and Milestones

03-Sep

Sep '12

Last updated: 19th September 2012

TS TS TS

13.10

Develop timetable for transfer of serious incidents to successor organisations (not clear as at 11/09/12) transfer outstanding current cases subject to litigation (Including NHSLA) to successor organisations TS 13.11 13.12 14.0 14.1 14.1.1 14.1.2 14.1.3 14.1.4 14.1.5 14.1.6 14.1.7 14.1.8 14.1.9 14.1.10 14.1.11 14.1.12 14.1.13 14.1.14 14.1.15 14.1.16 14.1.17 14.1.18 14.1.19 14.1.20 14.3 14.3.1 14.3.2 14.4 14.4.1 14.4.2 14.4.3 14.4.4

Completion of end of year reports Closedown of PCTs (Judith Clarke, Angela Peatfield, Pat Patrice) Corporate Services

TS

Arrange physical new year clean Arrange electronic spring clean Decision to be made regarding meeting room equipment (TV's / Projectors etc.)

Decision to be made about switchboard Collect stationery items for redistribution Collect mobile phones,Blackberry's and chargers Branding and access to new corporate letterheads etc.

Redirection of mail Transfer of franking machine and contract Internal van - cancel or re-route Cancel door swipes Cancel lift fobs and hand back to corporate managers Retrieve ID badges from PCT staff Retrieve parking permits from PCT staff Communicate with SMT regarding closure plans No purchase orders after 01/03/13 Put a stop on ordering stationery beyond regular usage Place final stationery order on ( ) Order boxes for transferring confidential files and order cable ties Order cages from Loan Stores for the transfer of boxes etc.

Estates Link with Estates workstream Put right PCT buildings if vacating Business Continuity Update business continuity plans (end Feb 2013) On-call rota's and arrangements (Feb 2013) Review CAST procedures (Jan 2013) Policy review (Jan 2013)

KEY TO RAG STATUS GREEN – task is on target to complete on time; AMBER - task either will not be completed on time or is at risk of not being completed BUT it will not affect overall deliver of your area or programme; RED - task will not be delivered on time and affects the ability of the whole programme or your area to deliver

Z:\Corporate Services\Meetings\Cluster Board\2012\Sept 12\CKWCB-12-193d CKW transition and close down project plan DRAFTv 6 19th Sept (2)