Unconfirmed
NHS Education for Scotland
STAFF GOVERNANCE COMMITTEE
Minutes of the Forty Seventh Meeting of the Staff Governance Committee, held
on Thursday 29 January 2015 at Westport 102, Edinburgh.
Present:
Mr Murray Duncanson (Chair)
Ms Susan Douglas-Scott (via telephone)
Dr Andrew Tannahill (via telephone)
Ms Liz Ford, Employee Director
In attendance:
Dr Lindsay Burley, NES Chair
Ms Dorothy Wright, Director of Workforce/Executive Secretary
Ms Caroline Lamb, Acting Chief Executive
Ms Anne Campbell, National Knowledge and Skills Manager/e-KSF Lead
Dr Kristi Long, Equality and Diversity Advisor
Ms Christine McCole, Depute Director of HR
Mr Tom Power, Head of OD and Learning
Ms Alison Shiell, Corporate Governance Officer
1.
Chair’s welcome and introductions
The Chair welcomed everyone to the meeting, particularly Anne Campbell who was
attending for Item 6(a), Tom Power for items 6(b) and 7, Kristi Long for items 9 and 10 and
Christine McCole for Item 11.
2.
Apologies for absence
No apologies for absence had been received.
3.
Minutes of the previous meeting held on 30 October 2014
(NES/SGC/14/51)
The minutes of the Staff Governance Committee meeting held on 30 October 2014 were
approved, subject to minor amendments required on pages 3, 4, 5, and 6.
Action: AS
Members raised comments regarding the minute style and requested that in future, individual
member names are not specified to help ensure the generality of committee comments.
Members also asked that when names are used, they should be written out in full.
4.
Action List from previous meeting held on 30 October 2014
a. 30 October 2014
(NES/SGC/14/52)
Members acknowledged the full agenda for this meeting and noted that the Corporate and
Line Manager induction showcases, and an update on the job harmonisation project, would
be brought to the next Staff Governance Committee on 6 May.
Action: AS/DW/CMcC
It was noted that all other action points from previous meetings had been completed.
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5.
Matters arising from the minutes
There were no matters arising which were not covered elsewhere on the agenda.
BUSINESS MATTERS
6.
Knowledge & Skills Framework/Performance Management
a. National Review of KSF Core Dimensions
(NES/SGC/15/02)
Dorothy Wright introduced Anne Campbell to the committee and noted she had transferred to
NES from Scottish Government in April 2014 as the National Knowledge and Skills Manager.
Anne Campbell gave a presentation which provided context and an update on the
Knowledge and Skills Framework (KSF) review project. The project’s aims are to review and
refresh the content of the KSF core dimensions in order that they are relevant and
meaningful and produce flexible, easy to follow guidance building on good practice to support
the continuous improvement of appraisal and Personal Development Planning and Review
(PDP&R) processes in NHS Boards.
The KSF was originally published in 2004 as part of the UK-wide Agenda for Change system.
KSF remains part of the national provision in Scotland and the Scottish Workforce and Staff
Governance (SWAG) Committee made a decision in 2013 to review the KSF guidance and
content of the six core dimensions.
The presentation covered the following main areas:
 Listening to staff (Bands 1 – 8) through the facilitation of focus groups.
 Feedback – 30% of feedback received about the KSF was positive, and 70% negative.
 Making it work – creating a more meaningful process with role-specific guidance and a
focus on improvement and by giving KSF support to line managers to help them develop
their teams.
 Timescales and next steps – including collaborating with ‘KSF Champions’ across NHS
Scotland (NHSS) to develop case studies and resources, producing guidance around
shifting the KSF focus to improvement and development, supporting managers to hold
structured development conversations, refining the language of core KSF dimensions and
linking PDP&R with the iMatter staff experience tool.
 e-KSF replacement – funding has been approved to continue e-KSF until March 2016.
The eEES/OPM (Electronic Employee Support System/Oracle Performance Management
System) will be configured and implemented by April 2016 and work is currently underway
to allow eEES to access archive data on the e-KSF.
The Chair asked the committee for comments and during discussion, the following points
were noted:
 Members acknowledged the need to review and update the KSF and particularly
welcomed the close working with the iMatter programme.
 Staff feedback received from the focus groups was noted. There is a clear dissatisfaction
with the current KSF process and members highlighted the importance of using this data
to inform NHS Scotland leadership development going forward. Dorothy Wright confirmed
the feedback had been discussed with Shirley Rogers (Deputy Director of Health
Workforce) in Scottish Government and it will also be raised at the next meeting of the
National Leadership Board by the NES Chair and Chief Executive.
 Dorothy Wright noted that the KSF as it is does not properly support the Everyone
Matters: 2020 Workforce Vision which sets out the need for meaningful conversations
between line managers and staff. Members recognised the need to support line managers
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across NHSS to ensure they have the right skill-set to lead successful development
conversations.
 Members noted the importance of NHS boards engaging with the revised KSF core
dimensions and updated guidance and the wider development agenda going forward.
 Christine McCole noted the need for cultural change within NHSS to ensure future job
evaluation programmes support staff to develop their careers. The NES job harmonisation
project will emphasise the content of the core dimensions to assist line managers and
staff with development discussions.
After discussion, the committee welcomed the planned improvements to the KSF and the
Chair thanked Anne Campbell for her useful presentation.
b. Quality Assurance of Objectives and PDPs in NES
(NES/SGC/15/03)
Tom Power presented a report on the 2014 Personal Review and Planning (PR&P) Quality
Assurance (QA) outcomes to the committee for comment. Members were asked to review
the findings of the 2014 PR&P QA process and comment on the proposed recommendations
to ensure the findings can be used to support continuous improvement in NES.
New PR&P arrangements were implemented in NES in 2013. A QA process was also
introduced to ensure that progress is measured at both task completion and via the quality of
outcomes through the agreement of performance objectives and personal development plans
(PDPs) for all staff.
Tom Power gave a presentation which covered the following areas:




The PR&P QA story so far: 2011 - 2014
The annual performance review and personal development cycle
The 2014 PR&P QA process
QA participation and outcomes – 2014 results and a comparison with 2013 across each of
the five criteria.
 Staff Governance Monitoring Return (Appropriately Trained) – how 2014 results will be
disseminated by directorates, with the support of the HR and OD & Learning teams.
The 2014 data suggests that good progress is being made in relation to the embedding of
PR&P in NES. The majority of criteria have seen positive shifts in the distribution of ratings
across poor/fair/good categories, in particular those relating to the number, clarity and
alignment of individual objectives. Tom Power also noted further work is still needed in order
to enhance the quality of Personal Development Planning and that the OD & Learning Team
will provide training in this area during 2015.
The Chair praised Tom Power for the amount of detail and data provided in relation to the
2014 PR&P QA review and highlighted the usefulness of this data for NES going forward.
The 15 percentage point increase in 2014 of the number of objectives aligning with a
Directorate or NES-wide priority (criteria marked as either fully/mostly met) was noted as
particularly positive improvement.
During discussion, the following points were noted:
 Members welcomed the positive improvements shown by the 2014 PR&P QA results.
 The 2014 PR&P QA results do not include GP Specialist Trainees (GPStRs). Tom Power
confirmed NES data will be partitioned going forward and that further thought is needed
regarding these different data sets.
 The committee also noted where further PR&P improvement is required, particularly in
relation to increases where criterion has not been met. It was noted that two years worth
of data does not yet constitute a trend; however members also highlighted the importance
of looking at performance data year on year within NES and the wider NHS.
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After discussion, the committee welcomed results of the 2014 PR&P QA review and the
Chair thanked Tom Power for his work.
7.
Talent Management – Strategy Principles
(NES/SGC/15/04)
Dorothy Wright and Tom Power presented the committee with an overview of the issues
considered by the Executive Team (ET) in developing principles for an approach to Talent
Management (TM) in NES. Members were asked to comment on the recommended
principles and endorse the definitions of talent and TM provided, with a view to a TM
Strategy, and related policy and toolkit, being designed during the final quarter of 2014/15
and then implemented in 2015/16.
The creation of a ‘more visible talent pipeline fed by robust succession plans’ is one of six
Scottish Government priorities for building capability to support the 2020 Workforce Vision.
However, increasing pressure on resources means that a primary consideration for Health
Boards is which area(s) of the organisation and/or staff groups should be the focus for this
and any associated ‘accelerated development activities’. The ET agreed that TM in NES
should be driven by strategic priorities and the following potential roles have been identified:
1. Retention of Skills
2. Leadership and Management Development
3. Support for new initiatives – particularly in relation to the Digital Transformation
Research, findings and issues for consideration were presented for each potential role.
Separate definitions for ‘Talent’ and ‘Talent Management’ have also been proposed and the
committee was asked to consider whether these definitions and the potential roles noted
above encapsulated the right approach for NES. A sample box grid from Ashbridge Business
School was also provided in Appendix A to illustrate how performance and potential within an
organisation could be categorised.
The TM paper generated an extensive and wide-ranging discussion. The following main
points were noted:
 Dorothy Wright noted the importance of having an inclusive approach to TM in NES,
where employee strengths are deployed in a way that supports collaborative, crossdirectorate working, rather than a mechanical approach.
 Members welcomed the development of a formal approach to TM but cautioned against
the establishment of a specific ‘talent pool/programme’ as this could create division/
demoralisation amongst staff and the perception of an elitist approach.
 The importance of ensuring equity of access to any TM initiative was highlighted. The
Employee Director noted she had held discussions with Kristi Long and that the TM
Strategy would undergo an Equality Impact Assessment (EQIA) before it is implemented.
 The committee recognised the challenges associated with implementing TM initiatives and
noted the need to find the right balance which will support future succession planning and
career development.
 Caroline Lamb reiterated that NES is committed to the development of all staff but also
emphasised the need to find a better way to identify talent in NES. Members noted the
usefulness of linking TM to the Digital Transformation and how this has already allowed
some line managers and staff to develop their roles. TM will be important to the future
success of NES and the wider NHS going forward.
 Members noted that NES must support line managers to work collaboratively and explore
leadership management opportunities with ‘coaching’ cited as a potential example.
 Meaningful Personal Development Plans (PDPs) and conversations about performance
and potential should be happening between line managers and staff at all levels within the
organisation. Members noted that career development is not only about moving up a
‘career ladder’ but can also involve moving to a different role. The use of appropriate
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language will be important in future TM communications to create a narrative and ensure
inclusivity.
 Members raised concerns that the ‘talent’ definition does not differentiate between what
‘talent’ is as opposed to what strengths are required by NES staff to be able to perform
their roles. Members also queried whether the use of the word ‘talent’ has negative
connotations because it does not include behaviour. Kristi Long commented that ‘talent’ is
equivalent to a fixed ability, whereas ‘strength’ may reflect a more dynamic assessment of
potential. It was agreed that a strengths/skills-based career development approach to TM
could be more helpful going forward.
 Members noted the importance of using resource within NES to support a TM Strategy,
including national programmes such as the National Leadership Unit’s Raising your Game
development programme.
Dorothy Wright thanked the committee for their helpful comments regarding the TM
principles and recommendations. Members noted that further discussion and reflection would
take place and the proposals and definitions would be updated as appropriate.
Action: DW/TP
8.
NHSScotland Staff Survey 2014 – NES Outcomes
(NES/SGC/15/05)
Dorothy Wright presented an analysis of the NES outcomes from the 2014 NHSScotland
(NHSS) Staff Survey to the committee for noting. Overall, the NES outcomes are positive
and the response rate has improved from 30% in 2013 to 53% in 2014, which is higher than
average for NHSS Boards. Members noted the 2014 results include GPStRs and that
consideration will be given to how NES supports trainees going forward as part of the
2015/16 action plan development.
The Chair asked the committee for comments and during discussion, the following points
were noted:
 The Chair noted a survey outcome listed on page 4 of the cover paper which indicated
that in 2014, ‘senior grade staff were less positive about care for patients/service users
being our (NES’) top priority’, and asked if there were known reasons for this. Members
discussed the importance of senior staff finding a balance between NES corporate life and
contributing to its vision and mission.
 Dorothy Wright confirmed compliance rates for mandatory health and safety training were
being addressed through communications to the Senior Operational Group and regular
reports submitted to the Executive Team. Compliance rates for Information Governance
training and attendance at Corporate Induction will also be reviewed in due course.
 Tom Power noted that an Equality and Diversity learning module will be introduced later in
2015. Mandatory training may be marketed as ‘essential learning’ in future to help
encourage staff to complete/attend necessary training.
 Members noted the four responses to the survey which were answered less positively by
NES staff than the national score and asked to be kept updated in relation to improving
these results. The committee noted the importance of reviewing NES outcomes with
previous years and the wider NHSS.
After discussion, members welcomed the NES outcomes of the 2014 NHSS Staff Survey. A
review of the 2014/15 action plan and proposals for the 2015/16 action plan will be brought to
a future meeting of the Staff Governance Committee.
Action: DW/TP/CMcC
9.
Equality & Diversity Strategic Action Plan, Progress Report 2015 (NES/SGC/15/06)
Kristi Long presented a paper setting out the plan for developing and publishing NES’
statutory Equality and Diversity (E&D) progress report and which also summarised the
outcomes of the NES E&D Lead Network annual review. The draft progress report provides a
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high level summary of E&D work being carried out in NES and is illustrated by case studies.
The outcomes of the E&D annual review are presented as a detailed summary of progress
against the action plan set out in NES’ 2013 statutory publication. The committee were asked
to comment on and note the information contained in both papers.
Members welcomed the detailed information and positive E&D progress contained within the
report. During discussion, the following points were noted:
 Members agreed text on page 20 could be clarified to indicate the overall direction of
NES’ gender pay-gap.
 Minor formatting and proof-reading issues have also been identified within the report. It
was agreed Kristi Long would contact relevant members directly to correct these points.
Action: KL
After discussion, the committee noted the information contained in the Equality & Diversity
Strategic Acton Plan 2015 Progress Report and the Chair thanked Kristi Long for her work.
10.
Equality and Diversity Update
Kristi Long gave a verbal Equality and Diversity Update to the committee for information.
A recent compliance action has been raised by the Equality & Human Rights Commission
(EHRC) against NHS Tayside in relation to a case concerning a deaf woman who was not
provided with a British Sign Language (BSL) translator during a six-day stay in hospital.
Issues regarding staff training/misunderstanding were found to be a contributing factor to the
case. Kristi Long informed the committee that an improvement plan is currently in the
process of being finalised. This improvement plan will be circulated to relevant parties and
then monitored by the EHRC for six months.
The EHRC sent a Freedom of Information request to all territorial health boards as part of a
sector-wide review to gain further data regarding the use of BSL translators in the health
service. The EHRC are due to meet with Paul Gray (Chief Executive, NHSS) to present their
recommendations and members noted these will include educational recommendations for
NES. Kristi Long confirmed the E&D Leads Network is working with the KSF review project to
ensure the inclusion of statutory/mandatory training standards.
The EHRC also has concerns regarding the quality of EQIAs in the public sector. Kristi Long
noted NES is working hard to make EQIAs as visible as possible and would welcome any
further feedback in this area from the Staff Governance Committee. Members noted the
EHRC has taken strong action in relation to compliance actions in the past and members
discussed EHRC concerns regarding the increase in employment tribunal fees which have
seen the number of cases brought to tribunal decrease by 70%.
Kristi Long also informed the committee that work around E&D workforce data is continuing.
An action plan is in the process of being put together with view to building this into eESS.
During discussion, Kristi Long noted the continuing need for a central Equality Unit to support
all NHSS health boards in meeting their equality duties, particularly in relation to
statutory/mandatory training. Members recognised the need for a ‘Once for Scotland’
approach to E&D and the leading role NES could take in this area going forward.
After discussion, the committee noted the information contained in the Equality and Diversity
Update and thanked Kristi Long for her continuing E&D leadership role across NHSS.
11.
HR Shared Services
(NES/SGC/15/07)
Dorothy Wright presented the HR Shared Services (HRSS) proposals to the committee for
comment and noting. Scottish Government has instigated a formal consultation process
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which closes on 24 February. NES will send a formal response to the consultation and
members were asked to identify advantages to an HR shared service and also any issues
and risks that would need to be mitigated in future implementation.
The HRSS proposals, entitled a Compelling Case for Change, will lead to a transformational
change process. Dorothy Wright emphasised that the proposals are not a formal business
case and that further information will need to be provided in relation to financial costs and
investment in future HR systems. Questions regarding future workforce planning and what
skills/services should be retained at a local level will also need to be considered, particularly
in relation to the differing sizes of NHSS health boards and the individual HRSS
workstreams.
The Chair thanked Dorothy Wright for keeping the committee updated in relation to HRSS
progress. During discussion, the following points were noted:
 The Chair noted the importance of knowing how an HR shared service would work at an
operational level - this needs to be considered by the Executive Team.
 Members noted the potential impact the HRSS programme will have on the NHSS,
particularly for smaller boards, and requested further information regarding the timetables
for the three workstreams.
 The Board Chair and the Chief Executive highlighted NES’ proposal to become the Lead
Employer of Medical and Hospital Dental Trainees. Members recognised the potential
stake NES could have in the HRSS programme going forward and the importance of
providing constructive feedback to the consultation.
 The information provided on page 30 of the HRSS proposals was highlighted as
potentially useful governance structure for a Single Employer model.
 Members noted the amount of work still to be carried out in relation to the Employee
Services workstream to ensure consistent procedures and processes are implemented.
 The committee noted the need for KPIs and other quality indicators to be provided for
each of the workstreams, for example in areas where call centres will be set up to deliver
services.
 The Employee Director noted the impact the HRSS programme could have on staff going
forward and that any transition will have to be managed and mitigated carefully.
 Members noted the importance of working in partnership throughout the HRSS
programme and highlighted the committee’s responsibility for the Staff Governance
Standard.
 Members queried whether OD services were included within the HRSS programme and
noted the potential opportunities for NES in this area.
The committee gave their support to a Shared Service model of delivery for HR & OD
services and for NES to become the Lead Employer of GPStRs in particular, subject to the
comments raised during discussion being included as part of NES’ response to the
consultation.
Action: DW
12.
Policy Development
12.1 Relocation and Removal Expenses Policy
(NES/SGC/15/08)
Dorothy Wright presented the updated Relocation and Removal Expenses Policy to the
committee for ratification. It was confirmed the policy had been agreed in partnership.
Members noted the updated policy clarifies the financial support NES will provide to an
employee (subject to meeting the eligibility criteria) in order to assist with removal. Members
raised a number of queries regarding the policy’s content and during discussion, the
following points were noted:
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 The cover paper states the policy is ‘aimed predominantly at categories of staff that
provide a specialist role for NES’. Members queried whether this created a perception of
unfairness to staff that do not hold specialist roles. It was confirmed this wording is not
replicated within the policy and any applications will be considered using the defined
criteria.
 Members requested that the policy’s formal application, signoff and authorisation process
is presented more clearly to ensure transparency in relation to the mitigation of risk.
 It was agreed the ‘Conditions of Eligibility’ on page 7 should be updated to clarify that with
a new home will being within ‘1 hour’s travel time’, the previous home was not.
 Members queried the amount of financial support NES will contribute to assist with a
removal, particularly in relation to the ‘15% of gross annual salary on appointment’. The
Employee Director and Depute Director of HR noted the policy’s content was taken
directly from the relevant PIN guideline and its fairness of approach had been discussed
in partnership. The Depute Director of HR agreed to review the PIN guideline and confirm
to the committee via email what information had been included.
Action: CMcC
After discussion, the committee ratified the updated Relocation and Removal Expenses
Policy, subject to the incorporation of amendments agreed at the meeting and a review of
PIN guidelines in relation to the amount of financial support NES will contribute to assist with
removal.
Action: DW/CMcC
12.2 Embracing Equality, Diversity and Human Rights Policy
(NES/SGC/15/09)
Dorothy Wright presented the Embracing Equality, Diversity and Human Rights Policy to the
committee for ratification. The policy has been created in response to the new ‘Embracing
Equality and Diversity in the NHS’ PIN, published in December 2013.
The committee ratified the updated Embracing Equality, Diversity and Human Rights Policy,
subject to a minor amendment required on page 7.
Action: DW/CMcC
ITEMS FOR INFORMATION
13.
2014-15 Equality and Diversity Mid-Year Performance Report
(NES/SGC/15/10)
Kristi Long presented the 2014-15 Equality and Diversity Mid-Year Performance Report to
the committee for information. The paper summarises NES’s performance against its 2014-15
equality and diversity targets and Equality Impact Assessment (EQIA) priority list as of 30
September 2014.
The committee noted NES’s progress toward delivering its equality commitments and the
plan to quality-assure the 2015-16 equality and diversity performance targets.
14.
Staff Management Metrics
(NES/SGC/15/11)
The Staff Management Metrics for 2014/15 Quarter 3 (October – December 2014) were
presented to the committee as a tabled paper.
It was agreed the metrics would be circulated to the committee for reference.
Action: AS
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15.
SES/SAAT & Policy Tracker (Domain D – Treated Fairly and Consistently)
(NES/SGC/15/12)
The committee noted the information contained in the SES/SAAT and Policy Tracker
(Domain D – Treated fairly and consistently, with dignity and respect, in an environment where
diversity is valued).
16.
Change Management Programme Board Minutes
(NES/SGC/15/13)
The committee noted the unconfirmed minutes of the Change Management Programme
Board meeting held on Wednesday 17 December 2014.
17.
Health & Safety – Minutes of the Managing Health, Safety and Welfare Committee
(NES/SGC/15/14)
The committee noted the minutes of the Managing Health, Safety and Welfare Committee
meeting held on 16 October 2014.
18.
Employment Tribunals
There was nothing to report under this item.
19.
Any other business
There was no other business requiring consideration by the committee.
20.
Date of next meeting
Wednesday 6 May at 10:45am, Westport 102.
NES
Jan 2015
AS/dw
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