2012/13 NHS ESTATE IN WALES Facilities Performance Report NHS ESTATE IN WALES Facilities Performance Report 2012/13 CONTENTS 1 INTRODUCTION 5 2 EXECUTIVE SUMMARY 6-8 2.1 Context of the report 2.2 Facilities performance 3 THE 2012/13 FACILITIES PERFORMANCE REPORT 9-10 3.1 Health Board / Trust-wide services 3.2 Hospital-specific information 3.3 General observations on data returns 4 ANALYSIS OF HEALTH BOARD / TRUST-WIDE SERVICES DATA 11-24 4.1 Expenditure on NHS facilities services 4.2 Telecommunications 4.3 Car parking 4.4 Cleaning services 4.5 Catering services 4.6 Laundry and linen services 4.7 Security services 4.8 Portering services 4.9 Postal services 5 ANALYSIS OF MAJOR ACUTE HOSPITAL DATA 25-32 5.1 Overall analysis 5.2 Car parking 5.3 Cleaning services 5.4 Catering services 5.5 Laundry and linen services 5.6 Security services 5.7 Portering services 6 APPENDICES 33-108 Appendices I – VIII Observations on FM-related operating costs for each Health Board / Trust 1 INTRODUCTION 1.1 The 2012/13 Facilities Performance Report is based on annual estate data returns for the 2012/13 financial year, submitted to the on-line Estates and Facilities Performance Management System (EFPMS) by seven Health Boards and Velindre NHS Trust with respect to their healthcare premises. Due to the uniqueness of the Welsh Ambulance Services NHS Trust estate, the system, by and large, does not include FM data relating to this Trust. The system was introduced by the Welsh Government in April 2002 and is managed by NHS Wales Shared Services Partnership - Facilities Services (NWSSP-FS). 1.2 Over a number of years the EFPMS has been evolving to enable the production of FM reports that are more useful to Health Boards / Trusts for the purpose of comparison and improvement in performance. This process of refinement has also embraced the need to provide the Welsh Government with high level data on Health Board / Trust FM performance, to inform the strategic planning process and to assist in the prioritisation and allocation of resources. The restructuring of the NHS in Wales in 2009, along with the previous merger of some Trusts in April 2008, has now allowed Health Boards / Trusts to use FM data for more coherent comparison with previous years. 1.3 This report is complemented by the Estate Condition and Performance Report 2012/13. This focuses on the six estate national performance indicators, addressing Physical condition, Statutory and safety compliance, Fire safety compliance, Functional suitability, Space utilisation and Energy performance. The report also includes a section on Environmental issues, dealing with Waste, Transport and Water usage. It should be noted that, in the main, this report is based on an analysis of the costs of carrying out the FM functions and, therefore, the performance indicators (PIs) do not take into account the quality aspects of these services and, in particular, the way they impact on the patient experience. 1.4 Following, the revision of the EFPMS catering data definitions last year, in support of the new costed model for catering services, experience has been gained in their implementation and an opportunity will be taken before the next reporting period to make refinements, particularly in the area of staff cost accounting. The exclusion of ward based catering staff from ‘total staff costs’ is clearly highlighting some anomalies and the data definition will require further discussions with Health Boards / Trusts to determine a way forward that captures all staff costs. The Welsh Government and NWSSP-FS are progressing proposals for a Catering Computerised Information System for Wales, in order to provide more accurate information in relation to standard costed recipes, menu planning, and the separation of costs between patient and non- patient catering and any contribution made to non-patient catering. A business case is currently being written following several informal meetings with catering companies and upon completion will be submitted to the Welsh Government for consideration as to whether to proceed to a formal procurement exercise. 1.5 An area of work that the Welsh Government has indicated requires some further action before next year’s EFPMS report concerns catering waste. Currently, the data collected is confined to the cost/percentage of ‘untouched meals’ and there is now concern relating to the levels and methods of disposal of other forms of catering waste. Facilities Performance Report 2012/13 5 2 EXECUTIVE SUMMARY 2.1 Context of the report This report has been compiled by NHS Wales Shared Services Partnership – Facilities Services (NWSSP-FS) and is based on the Facilities Management data returns submitted to the Estates and Facilities Performance Management System (EFPMS) by Health Boards / Trusts in Wales for 2012/13. Detailed analysis has been completed at both Health Board / Trust-wide and hospital-specific levels with specific comments on variances and anomalies. A further breakdown of individual Health Board / Trust performance is contained in Appendices I – VIII. As with previous annual reports, there are concerns regarding the accuracy, consistency and reliability of some data. Effective analysis is largely dependant on the quality of the data and NWSSP-FS is of the view that there has been an improvement again this year by some Health Boards / Trusts. NWSSP-FS have endeavoured to validate the 2012/13 data wherever anomalies have been evident. However, responsibility for the accuracy of the data submitted to the EFPMS rests ultimately with the Health Boards / Trusts that inputted the data. 2.2 Facilities performance 2.2.1 Overall Expenditure An analysis of expenditure reported for 2012/3 shows that facilities management (hotel services) costs totalled just over £164 million across Wales. This is a decrease of over £4.2 million on the costs reported for 2011/12 and represents approximately 2.8% of the Health Boards’ / Trusts’ income. 2.2.2 Hotel services • Telecommunications The overall expenditure on telecommunications services in 2012/13, excluding Welsh Ambulance Services NHS Trust costs, decreased by 2.1% from just over £11.7 million in 2011/12 to just under £11.5 million in 2012/13. From the FM service cost perspective, there remains no clear indication of performance available for telecommunication services. • Car parking The total number of car parking spaces across all Health Boards / Trusts in 2012/13 was 36,158, an increase of 280 spaces on the figure reported for 2011/12. Of these, the total number of spaces allocated to disabled users was 2,108, an increase from 2011/12 of 103 spaces and a further increase on the figures reported since 2008/09, resulting in an improvement in the allocation in the majority of Health Boards / Trusts. The number of car parking spaces provided/100m2 of occupied floor area ranged between approximately 1.5 and 2.4 spaces for individual Health Boards / Trusts, with the overall average number being just over 2. 6 Facilities Performance Report 2012/13 EXECUTIVE SUMMARY • Cleaning Cleaning audit scores submitted for 98 hospitals and aggregate sites for 2012/13 ranged from as low as 75% up to 99%. Overall, the Health Boards’ / Trusts’ average score was just over 91%, slightly higher than for 2011/12. It is noted, however, that a significant number of individual sites still reported comparatively low scores that warrant urgent attention. Scores for the major acute hospitals ranged between 85% and 98%, with an average score of 91%, the same as the previous reporting period. The total cost for cleaning services reported for 2012/13 was just under £55 million, a decrease of 1.4% compared with 2011/12. The cost equates to 0.94% of the Health Boards’ / Trusts’ income and about one third of the overall facilities budget. The service was provided by approximately 2,265 whole time equivalent (WTE) staff, a decrease of about 53 WTE (-2.3%) compared with 2011/12, spending just over 4.1 million hours on cleaning activities. The cleaning cost/m2 of occupied floor area, used for comparison purposes, indicates that the all- Wales average for 2012/13 was £30.87, which is a reduction of 37p (-1.18%) on 2011/12. At Health Board / Trust level, the average costs ranged between £24.05 and £48.67. • Catering Following the decision to implement a new catering costed model, as described in Section 1.4, the EFPMS data definitions were changed for 2011/12. To allow comparisons to be made with the previous reporting period the Welsh Government collated retrospective data provided by Health Boards and Trusts for 2010/11 against the revised definitions. However, it should be noted that for comparisons with cost data submitted against the previous EFPMS catering data definitions, account may need to be taken of a reduction due to the omission of ward staff costs. A total of just under £51 million was spent on catering operations (including non-patient activity) in 2012/13, a reduction of almost £4.1 million on the figure reported for 2011/12. The expenditure represents 31% of the total spent on FM services by Health Boards / Trusts and approximately 0.9% of their income for 2012/13. Catering staff numbers have decreased by 9 WTE from 1,766 in 2011/12 to 1,757 in 2012/13. The all-Wales average ‘patient meal’ cost for 2012/13 was £3.26, which is a 6p (-2.4%) decrease on the figure reported for 2011/12. It should be noted that the data submitted includes some implausibly wide variations in patient meal costs, particularly between specific hospitals but also with the headline costs for each Health Board. However, it is anticipated that the accuracy of the data will improve with time as difficulties with using the new data definitions are overcome.