Capita Symonds
was commissioned to provide interim operational estate support
to the Trust's Estate and Facilities (EFM) department, including
identification of estate statutory and mandatory requirements for
whole estate.
This role incorporated project
management support to the Estates Director and the team with
regards to implementation of backlog programme for 2008/09 and bid
and justification for 2009/10. In addition, we provided Health
& Safety guidance and support, policy compilation and Health
& Safety controls implementation.
The challenge
The estates and facilities team were
undergoing an internal audit which added resource demands to the
in-house team. Capita Symonds was invited to support the team by
project managing the backlog programme and assisting with other
estate work to enable the in-house team to respond to the
audit.
The solution
A review of statutory and mandatory
estates requirements identified that compliance was difficult to
evidence. By formulating a Compliance Log tool, designed
specifically for the Trust, Capita Symonds provided an assurance
process which would identify any gaps in compliance. In addition,
the Compliance Log tool would enable management and evidence of
compliance going forward to be clear and evident which would assist
future auditing.
We provided regular reports to the
Board which clearly identified the current status of the key
estates risk, the required solution and the budget required to
close-out or minimise risks. By clearly identifying the barriers to
compliance, we were able to identify to the Board the solution and
budget required to enable the risks to be reduced and contained to
an acceptable level.
The Compliance Log, contained in one
document, provides a clear tool to the current status and level of
risk with each estates compliance.
The benefits
By directing and placing key staff on
site who have Acute Trust operational estate management experience
(at Head of Estates level), we have provided the required assurance
to the Board and the Internal Audit Team in the key estate risk
areas and Standards for Better Health Compliance.
Working with the in-house team and
reporting directly to the Board through the EFM Interim Director of
Estates, we provided assurance of the implementation of due process
for risk management which the inhouse team can continue to work
with once Inventures’ involvement with the project comes to an
end.
In addition, Capita Symonds provided
professional and technical NHS estate advice and support to the
Interim Director of Estates pending the advertising and appointment
of a new Director.