1 February Team Brief

2 HR Stats – January Current Previous Appraisals 96.0% Target 95% 96.0% Sickness Absence 6.8% Target 3.5% 6.4% Bank and Agency 5.3% Target 3.5% 5.3% Vacancy rate 1.3% Target 5% 1.9% Training Compliance 95.3% Target 95% 90.4% Training attendance: DNA % % Statutory training: Fire 97.9% Target 95% % IG 94.4% Target 95% 92.4% H&S 95% Target 95% 94.9% Manual Handling 95.6% Target 95% 94.9% Conflict Resolution 88.1% Target 95%

3 M10 Estates Closing PositionFinance update M10 Estates Closing Position Rental Income Rental Income - Solent SALT vacated Fairway House, Basingstoke in April 16. This has led to a cost pressure of £4k per month. Catering Income Included in the budget is income from the Solent catering contract (£148k YTD) which is no longer going to commence Bank & Agency Bank and agency usage has been the predominant cause of the over spend in month Rates Non-recurrent savings have been received for Antelope House (£600k) and the Romsey Road properties (£96k).

4 Finance update Postage / Courier Contract The in month under spend has been caused by both December and January recharges for Moorgreen being processed in month. Printing & Stationery This is a saving against the fully managed Clare's contract and we will re-align the budget for 2017/18 Maintenance / Minor Works We continue to over spend in month, but this is being off-set by a high level on internally recharged minor works costs in month. Cleaning Contract The current under spend has been caused by lower than expected variation charges. The budget includes a provision to cover these costs, which has been under utilised to date.

5 The 5 Steps to Risk AssessmentIdentify the hazards Decide who might be harmed and how Evaluate the risks and decide on precautions Record your significant findings Review your assessment and update if necessary “The Safety Risk Is The One You Didn’t Take”

6 Health and Safety Management System Update3 Trust wide Policies have now completed consultation and will be ratified and approved on the 6th by the H&S Forum ‘Health and Safety Policy’ Arrangement for ‘Managing Health and Safety’ Arrangement for ‘Risk Assessment’ Following the ratification on the 6th, the following 3 Trust wide arrangements will be consulted on. Arrangement for ‘Control of Contractors and Service Providers’ Arrangement for ‘Health and Safety Representatives’ Arrangement for ‘Driving for Work’ On production of new H&S management system, existing policies will be revoked with the aim to have most in ratified by June 2017. Staff side and TEC welcome the invigorated drive for H&S

7 Security Update It's really important you think about your personal safety particularly when working alone. Below are some tips on how to stay safe. Make sure that you, and any of your staff, are aware of and follow the Trust's current lone working policy (SH NCP 24) Plan ahead and make sure someone knows where you are and when you're going. Assess any potential risks before you make a visit Think about the journey you'll be making - how are you going to get there? If you're driving, where will you park? What time of day will you be travelling?

8 Security Update Be aware and alert to your surroundings - be on the lookout for any warning signs. Ensure you have means of communication (e.g. a mobile phone). Always check they're in working order, have power and signal and are easily accessible. If you are involved in an incident, make sure you report it to your line manager and raise an incident in Ulysses.

9 Transformation Community Front Desk ClosuresHayling Island Health Centre Hayling front desk Denmead Health Centre Waterlooville front desk Waterlooville Health Centre

10 Community Front Desk ClosuresProject background Historically the community front desks have been perceived to be the heart of the health centre and first port of call to patients and visitors to the site. The front desks have been manned by ICT admin staff that have been expected to act as estates lead for the site landlord and GP practises accommodated within the building. This meant that at least 50% of their work used to be supporting the estates functions within an NHS Property services building. They would have been responsible for report estates issues , act as a estates and fire leads for the sites as well as completing their daily duties within their roles. There was no formal agreement put in place when the wider estates merged occurred in 2014. There is no audit and paper trail recording these arrangements to prove what financial agreements were brought about . Since 2014 the front desk staff have been taking on more and more responsibilities regarding estates and their actual admin roles need to be utilised better and therefore they are being brought back into the ISD admin provision provided out of Havant HC. Objectives: Task: Close the ICT front desk function for Hayling Island, Waterlooville and Denmead health centres by absorbing the staff within the ICT admin hub at Havant HC. Timeframe : 3 months Closure date: 9 Jan 2017 Scope: All back ground work regarding this project was completed by Jayne Harvey, Contracts Manager for the East ISD and the time frame was established with her. Constraints: Lease – tenant/landlord relationship between GP’s/practise management and community services Time – 9 January 2017 time slippage is expected with a delay until end of Jan 2017. Costs – Securing community office, minor works cost and date of installation TBC IT/Telephony – GPI Datacoms £140 work completed Gurj

11 Community Front Desk ClosuresIssues and risks: Landlords engagement – Notice to NHS PS has been given three times since Nov 2014 and was last given in Dec 2016 by Rob Guile. This has been followed up and supported by Tiffany Hallett Legal Property Manager. CCQ engagement – Obtain confirmation of from CCG to NHS PS to pick up estates functions on site. Otherwise refer to the relevant terms of the lease; schedule 5 page 28. SHFT are still waiting for confirmation regarding the base line funding for providing the provision of the front desk. GP Practise Manager engagement – Set up project meeting Telephony – no maintenance contract in place provided by old analogue system - to be resolved by GPI Datacom's (Landlord is responsible for this) Time slippage – Delayed until end of Jan 2017 expected due to the concerns and complaints of the local elderly resistance. NHS professionals front desk cover – this member of staff was acting outsider her remit and has caused much unrest within the health centre. Rather than solving and supporting issues she was creating them. Third sector involvement: Open a dialogue with Hayling Voluntary Services asking them to provide a front facing solution regarding providing front desk support as the practice managers felt that the front desk could not close as it would bring about too much disruption and distraction of the GP receptionists and to their duties within the health centre. . Front desk cover – 2 x day front desk cover was provided by the ICT in the morning prior to handover. Time and motion study – was completed to identify front desk issues and concerns . Create front desk user guide – a crib sheet has been created to support anyone sitting on the front desk. Update front desk working procedure –the front desk working procedure has been updated for the site. Handover arrangements – handover was provided to HVS Transitional support – it is expected that there will be a transition period where there will be some disruption therefore help and support will still be provided going forward via the phone and via s if required. To discuss project befits and risks inline with the PID

12 Community Front Desk ClosuresActions:  05/01 –project group meeting with the practice managers 17/1 –project group meeting with the practice managers 27/1 –project group meeting with practice managers 03/02 – Meeting with HVS on site 06/02 – 07/02 – Cover front desk 08/02 – hand over to HVS 16/02 – wash up meeting with practice managers Project Organisation Structure: Corporate Management Sponsor – Gethin Hughes, Director Integrated Services Division. Project Board – Rob Guiles, MCP General Manager (Havant & Petersfield) Ann Mitchell – Operational Manager East ISD Jess Bundy, Business Manager Estates Transformation ICT Co-ordinator GP Practice Managers

13 Customer Experience ‘I Strive for Excellence’ customer service training. If you have not yet attended this valuable session please can you book via the LEaD website. Please don’t just turn up you must book a place Next dates :-

14 Customer Experience There were 8 Patient Environment feedback cards received for Alton Community Hospital in January. As part of our You Said We Did initiative the following improvements have been made:- “The café doesn’t open early enough, our training started at 9am and would be nice to have been able to get a coffee first” We now installed vending machines in the coffee shop where staff and visitors can get hot & cold drinks, snacks and sandwiches 24/7. “I went to the café but there were no staff” Discussions have been held with medirest regarding the importance of keeping the cafe open at crucial times. “Opening times of Café and directions to Café are not clearly advertised” We are in the process of placing signs so staff and the public will know where it is located.

15 Customer Experience There were 1254 completed Helpdesk Jobs in January maintenance feedback cards have been returned so far for January which is a 17% return rate. April 37.3% May 46% June 41% July 53% August 28% September 8.9% October 8.9% November 10% December 22% January 17%

16 Customer Experience I am pleased to share that we have had excellent feedback this month and there were so many positive comments that I had too many to share  Got spares and returned to complete the job Excellent work by Mark - kept the lad up to date with the works very impressed Excellent + Room left very neat and tidy Brilliant Service very informative Very helpful has been monitoring temp regularly problem solving + communicating well Very quick response very tidy and Clean job quick and great service quick response Amazing Excellent Service very polite clean worker

17 Compliance

18 Risk Management An internal Risk Management Quality Audit has recently been conducted. All Estates Risks where identified from the risk register and entries reviewed for quality. This included all Risk data entries, target dates, risks scores ect. Gaps where identified and Risk Owners and Leads supported the review and risks have been updated. The quality of our risk data on the risk register is now much better. We have received an external risk management inspection – now awaiting the report. To enhance to the management of risks and to ensure all ES staff regardless of banding has a good understanding of “Risk Management” there will be a series of Risk Workshops being conducted throughout March. You only need to attend one workshop! The Business support team has sent out full details but here are the workshop dates: Date Day Time Meeting Room 3rd March Friday am TMH – The Lodge 9th March Thursday 11.00am – 13.00pm 16th March 13.00 – 15.00pm Moorgeen TRU – ES Meeting Room 23rd March 30th March

19 Back To The Tools SnapshotBTTT Schedule has been updated now on V10 Sites have been prioritised and BTTT include specific wards to visit on larger sites. BTTT Safety conducted Jan/Feb has performance mean score of 7.2, previously 7.4 measured in Nov/Dec 16. See below chart for Safety question responses. We are now running Staff and Patient Experience awaiting reports. Rob Harris is working with David Bachelor to explore BTTT becoming part of the Trust Peer Review Program. This will be a great opportunity to develop integrated working with clinical teams, expanding our knowledge of Trust services whilst improving the environment at the same time! BTTT Compliance has really shown great improvement so well done everybody!! – see next slide for stats.

20 Back To The Tools Snapshot - ContinuedJanuary Performance Mean Score 70.02% February Performance Mean Score 86.53%

21 MCP update, Gosport practices apply to be one organisation Legal MCP update, Gosport practices apply to be one organisation   Brune Medical Centre, Forton Medical Centre, Stoke Road Medical Centre and Waterside Medical Centre have applied to their local Clinical Commissioning Group to work together as one organisation. Forton, Brune and Waterside have become part of Southern Health, and Stoke is set to be part of the Southern Health partnership early this year The initiative is to build resilience on the GP recruitment issue in Gosport, ensuring there is the best foundation for continuing access to care. Patients will remain registered with their own practice, but will benefit from increased access to the other sites should they wish to do so. Subject to application approval, the aim is to work as one organisation from 1 April 2017 (The Willow Group). Mulfords Hill Still waiting on planning permission, but are hopeful the sale will go through before the end of this financial year. Cherry Orchard Planning permission and s106 agreement has been approved. We are now waiting for a date for completion. Should complete the sale before the end of this financial year.

22 Elizabeth Dibben CentreLegal Elizabeth Dibben Centre Currently marketed for sale. Romsey Road and Ridgeway Centre Romsey Road properties have been marketed for sale. The Ridgeway Centre is yet to be marketed. Park Croft Completion occurred on 10/02/2017, and the property is now sold. Southern Health have no further obligations. Westview and Homefarm Received an overage payment of £13, Lease Saxon Way services are to be transferred to The Brandon Trust, however no date for completion has been set as of yet. We are currently waiting on information from the new service provider in order to complete the lease.

23 Catering Work continues to complete an option appraisal, on how to best provide food for our patients in the future, however, due to concern about the current equipment options to replace some of the current equipment with larger and more efficient equipment being explored the Gosport CPU, Solent have made the decision to build a new CPU on their St Marys Hospital Site in Portsmouth New menus have been introduced to Bluebird House and Southfield, and the feedback has been very positive, from the users and staff Consultation work has now started with the Patients Reference Group at Ravenswood and the clinicians to make the catering meet their needs

24 Catering Catering feedback Cards – in January we received 15 back most with very good comments, couple of comments regarding over cooked vegetables 64 different dishes were tasted during Food Tasting Audits comments were Food all looked nice and hot Very good all round flavour Pastry has a soggy bottom Very well presented

25 South Area Locality NewsSite Services South Area Locality News Gosport War Memorial Hospital is still experiencing issues with telephony due to the system being upgraded. All site users are aware and the issues are on the risk register Work will soon be starting on a scheme at Tatchbury Mount to upgrade the worn road surfaces in parts and to also implement a partial one way system . It is intended to have the roads behind Sterne and in front of Elms and Maples one way. Once a date has been finalised we will be putting communications out on site and via the intranet An option appraisal regarding parking at GWMH has taken place. Three options have been considered and Scott is considering the results.

26 North Area Locality NewsSite Services North Area Locality News Installation Of Vending Machines Now In Operation At Alton. Launch of New Look Café & Products In March Project Group looking at various options to Deal with Parking Issues Line Remarking At Petersfield Booked For May 2017 FRA Audits Nearing Completion Alton & Petersfield's New Phone Systems due For Installation March Windows Replacement At Petersfield Due March To Enhance Patient Experience We Had A Pony Visit To Alton organised By Therapy

27 Maintenance The Maintenance team have been working closely with colleagues in Procurement and a third party supplier to develop several managed stores within our sites to hold consignment stocks of high use spare parts and essential spares, Unfortunately the supplier has withdrawn their support for the project but we will be revisiting the market in the new financial year to source an alternative supplier On Wednesday 22nd February 2017 Gosport War Memorial Hospital only had generator provided electricity to approx. half of the site due to works by Scottish and Southern Electric. The Maintenance team and Site Management team were heavily involved in preparatory works for this significant interruption to ensure the patients and staff were safe during the shut down period. Senior members of both teams were based at GWMH on the day to provide additional support and reassurance to clinical colleagues , staff and patients During January the in house team carried out over 650 Planned Preventative maintenance tasks and completed over 1150 Helpdesk repair requests.

28 Capital Nationally there are issues about the level of spending within the NHS. The end of year financial exercise has commenced within the section. The ligature risk and PLACE assessments have started, with the project managers supporting, improvements actioned through the Environmental work plans. Inspections will be undertaken throughout the year. Many of our capital projects are now in the construction phase on site, and it is a busy time for contractors and the whole team. First stage of building Condition surveys have been undertaken and are currently being reviewed. Currently collating all approved Capital bids information

29 Sustainability Sustainability trainingTrust 77%, Estate Services 89%, Target 95%, Deadline 31st March. ISO14001 Environmental Management System: Phase 2 Environmental Management Systems: completed by 31st March Training for all Estate Services staff & stakeholders: delivered April, May, June Pre-certification audit: completed by 31st July NHS Sustainability Day Toolkit, posters, ideas EV charging pilot Spread the word

30 Suffering from joint, back or neck pain?Health and Wellbeing Suffering from joint, back or neck pain? Did you know that if you are located in the West, you can access our fast track pilot to physiotherapy services? The pilot has made a huge difference to so many of you already and with MSK (musculoskeletal) related injury or illness accounting for nearly 15% of all sickness absence in the Trust; we want you to know that this service is here for you, should you need it. "The referral process is so quick. No waiting for a GP appointment and then another wait for treatment! We have a great physio service in this Trust and it seemed silly not to take advantage of a fast track route to treatment."  

31 December payday: We want to hear from you!The Trust has historically paid staff earlier than normal in December and usually before Christmas Day.  Following the notification that pay day had been moved last year there was a lot of feedback from staff, although this was very mixed about what staff would prefer. We need to make a decision on how we will manage December pay going forward. We would really appreciate your feedback on your preference so that we can agree a Trust approach. The survey has only one question so will be completed within a click of a button! Please complete the survey here.  Once the survey has closed, the votes will be counted and the most popular response will become the binding decision. 

32 Stars of the Month February NominationsFor your contribution ‘over and above’ the call of duty Professionalism within the workplace Sue Hardie Ben Oliver Capital Team Working with clinical leads Jess Bundy Catering Major achievement Stella Gardener

33 Stars of the Month Awards Stella Gardener

34 Your chance to share information with everyone else about what is going on in your areas

35 Share this Briefing Make sure all of your team have the opportunity to see this briefing. Share the briefing at your team meetings.