DTF Meeting 12 August 2005 (re-scheduled from May)
Present - 22 members
Paul Martin - Co-Chair; Dougie Lockhart - Co-Chair; Lynn Anderson; Shazia Ashraf; Lesley Boyd (attended in place of Murray Duncanson); Vicky Cairns; Andy Carter; Phillip Coghill; Naira Dar; Caroline Fox; Wai Yin Hatton; Joan Jamieson; Alex Killick; Nancy Kirkland; Gillian Lenaghan; Clair McGinty (attended in place of John Perry); Jen Park; Dr. Bill Reid; Jenny Smythe; Linda Toland; Lynn Waddel; Gamiel Yafai
1) Welcome and Apologies
Apologies were received from:
Eric Baijal; Kay Barton; Andy Carter; Gregor Henderson; Tom Laidlaw; Dr. Henry Prempeh; Alastair Pringle; Fiona White.
Paul Martin welcomed everyone to the meeting and introduced himself as the new Co-Chair for the DTF.
2) Welcome to new members and update from members on their recent actions to progress the Equality and Diversity Agenda
2.1 Welcome to Wai Yin Hatton, Chief Executive Ayrshire & Arran, Philip Coghill, Professional Officer, Royal College of Nursing , Steve Aitken, Inclusion Project Manager and Gamiel Yafai, Diversity Director, Euro Riley RSCG.
2.2 Dougie Lockhart mentioned the work underway in Dumfries & Galloway to promote good Diversity practice and how he was struck by the slogan on the t-shirts staff were wearing at Diversity events, "Life is not just black & white". Dougie asked the Task Force to remember that we are here to promote diversity and all the aspects within it and we should be careful not to focus on one area.
2.3 Following the recent terrorist attacks in London a letter was circulated to all Health Boards offering guidance on supporting the workforce. Lynn reported that there had been a positive response to this, with Boards using the letter as a stimulus for informed debate about a sensitive issue. Gillian Leneghan stated that this hadn't been circulated to HRF or SPF members and requested that future communications should include these groups on the circulation lists.
2.4 Caroline Fox drew attention to the national recruitment work currently being planned, which will take into account the attraction work which forms part of the remit of the Task Force. Caroline also reported that there is a new Health Committee that has been established to look at international development and the support that can be given to developing countries regarding education, health and government. An action plan is being developed to decide what action must be taken and how we can engage with these developing countries. Caroline also confirmed that they are investigating how the Health Committee links with the Department for International Development in London. The DTF will be informed of progress.
2.5 There was a general consensus that members should be encouraged provide regular updates on the work they are taking forward so that information can be shared easily and duplication of work can be avoided
ACTION 1: The "supporting your workforce" letter will be circulated to the SPF and the HRF.
ACTION 2: Task Force Members should advise the secretariat for the group of activity that they are directly involved in or are aware of in their own patches so that we can more effectively build a picture of activity going on across the service. E:maildiversitytaskforce@scotland.gsi.gov.uk
3) Minute of Last meeting
The minute of the last meeting was passed.
4) Papers 1-5
These papers are for information and provide further detail to the work outlined in Paper 6. Members were asked to note their content.
5) Progress to date against DTF Actions
Lynn introduced paper 6 and outlined the areas of work ongoing.
Discussions focussed on :-
MEASUREMENT
5.1 Lynn stressed the importance of being able to measure the impact of all of our work to progress with our vision of becoming an inclusive service provider and exemplar employer. Lynn drew members attention to Papers 3 & 4 which provided updates regarding the research of the X Factor campaign and progress with the implementation of SWISS.
5.2 Joan Jamieson, highlighted the problems that poor communication around the national pilot of SWISS could pose for staff when it comes to asking patients for personal information. Members accepted that the low response rate to SWISS was not all due to the request for personal information but that factors relating to the distribution, timing and 'survey' overload all played a part in preventing a good response rate.
5.3 Many Boards are relying on the results from SWISS to help them achieve compliance with the Race Equality Schemes, Joan requested confirmation that SWISS will indeed be able to be used by the Boards and that information will be available by October 05.
ACTION 3: The DTF secretariat will liaise with the SWISS board to achieve clarity regarding the position of accessing intelligence from the SWISS repository and ensure that this meets with the requirements set down by the CRE.
5.4 Culture change is recognised as the key area that we need to progress and the actions of the DTF are focussed on this. However, it is a difficult area to measure. After some lengthy investigation, Lynn has found a psychometric audit tool that she is keen to explore as a measurement tool of the culture within NHSS (Annex B). The management information provided by the tool will help identify 'hot spots' and help ensure that training interventions are focussed and achieve change. Furthermore the reports will help identify areas where there are leaders supporting the workforce and areas where leadership is poor. Further thought will be required to assess whether or not NHSS is ready for this type of tool and if it complements or competes with the new staff survey set for issue in 2006.
ACTION 4: DTF members to provide comment on the tool to Lynn. If positive a demonstration of the tool will be arranged and further thought will be required to assess the possible implementation of the tool, ensuring that all Boards are aware of the proposals to pilot the tool and are kept abreast of developments in this area.
5.5 Members should note that the tool is being launched in a number of strategic health authorities in NHS England.
CHAMPION NETWORK
5.6 Shazia Ashraf introduced the concept of the Champions Network which is being developed to complement existing activity linked to dignity at work but its primary focus will be to ensure that there are agents of change at the 'coal face' who are able to challenge negative behaviour and demonstrate positive behaviour as well as provide support to others.
5.7 Lynn Waddell mentioned it was important to give serious consideration to the launch of the Champion Network, particularly if only 1 or 2 pilot sites were to be chosen. There is a danger that some Boards could become overloaded with the number of pilots underway at the moment.
Shazia explained that the Network had gained the support of the Trades Unions and Professional Bodies and that the STUC will act as the delivery partner for the Network.
Next steps required a short life working group to be established to thrash out the detail of the Network. Shazia will also undertake to engage with the Strand Specific Initiatives and Designated Directors for Equality strands within the Boards to inform the work.
DTF Members were asked to volunteer to actively participate in this Short Life Working Group and new members Phillip Coghill and Gamiel Yafai both offered there services. Phillip has an interest in this area and will Chair the short life working group and Gamiel has previously worked with the Co-Op on a similar scheme.
ACTION 5: Shazia will now proceed to set up the required meetings and will report back to the Human Resource Forum and DTF with progress reports.
6) Role and Responsibilities of the DTF
6.1 Paul Martin opened the discussion and highlighted the landscape within the Scottish Executive Health Service in so far as it relates to Equality and Diversity. Currently there are two branches within the Executive who are actively working on issues of Equality & Diversity, one with a focus of service delivery through Patient Focus and Public Involvement, the other concerned with workforce and OD issues, members were asked to comment on whether this is a sensible approach, bearing in mind that Equality & Diversity affects every part of our business within the Executive. The general consensus is that there should be one single point within the Executive for the NHSS to contact, bearing in mind that change is delivered through people, it doesn't make sense to separate the two functions. Thinking suggested that the focus for the single unit should be on ensuring the policies and work of the Department were equality proofed and supported the delivery of the diversity agenda and that we should move towards a single equalities unit within the service to implement the policies and provide expertise on particular strands.
6.2 Naira Dar reflected on her time in her role as Diversity Associate and commented on the competing agendas, lack of clarity and confusing governance arrangements of the SSI's and work undertaken at the Executive. Her plea was for clear messages about responsibilities and reporting arrangements. A plea echoed by staff and very clearly voiced at the Planning days held at the end of June.
6.3 Hector Mackenzie reflected that a more joined up approach is required and also highlighted the wealth of work that has been progressed under the current arrangements and asked members to bear in mind the significant progress that has been made, whilst remembering that we certainly can't afford to become complacent.
ACTION 6: Paul, Lynn and others within the SEHD would be discussing possible structural changes and ways of working and would get back to the DTF.
The purpose of the DTF Taskforce was discussed: -
6.4 Wai Yin Hatton noted that the issues of equality & diversity impacted on all that we do and regarded the focus of the work as an OD/Workforce issue and not a 'technical' HR issue. The real issue is therefore change management to ensure that equality & diversity is embedded in every area of or work.
6.5 Dougie Lockhart questioned whether the DTF was actually assuming a governing role or an advisory body. It was decided that there was a need to find a focus for the DTF and that we had to simplify the messages about out purpose to the service.
6.6 There was a consensus that the Task Force should have a broader remit to cover the whole diversity agenda on the basis that the workforce will deliver the change. It should have a strategic role to help inform policy development at the centre and that perhaps it should have a steering or policing role to ensure that the activity undertaken by the SSI's and the outward focussed teams presently within SEHD is moving us forward to achieve our vision of becoming an inclusive service provider and exemplarily employer.
Key Points:
It was decided the group needed a focus to decide where they are going and to re-evaluate who the members should be. Were there any enthusiasts that had been overlooked?
The DTF agreed that their role should be to assist policymaking and to provide advice to the Chief Executive of NHSScotland the Ministers.
ACTION 7: Suggestions from the meeting will be pulled together and proposals for a new remit will be circulated to the Members.
7) Any other business
The SEHD Equality & Diversity Team are entering the Hudson Challenge on 15th September 2005 to raise money for the Princess Royal Trust for Carers and Hospitals in Malawi . Sponsorship gratefully received !
Thanks to Lynn Waddell who coughed up on the day.
8) Next Meeting
30th November 2005, Meridian Court, 09.30-12.00 hrs.
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