Freedom of Information Act 2000

PART 1: INTRODUCTION

Welcome to Down Lisburn Trust Publication Scheme incorporating The Beeches Management Centre. The Scheme is in three parts:

Part 1:	Introduction
Part 2:	The Classes of Information that we hold
Part 3:	Inspection and Monitoring Bodies, Index to the Publication Scheme, and Useful Resources

1.1 What a Publication Scheme is

This Publication Scheme is a complete guide to the information routinely published by Down Lisburn Trust. It is a description of the information about our Trust which we make publicly available. We will review the Scheme at regular intervals and monitor how it is operating.

It is important to us that this Scheme meets your needs and we have designed it to be a route map so that you can find information about us easily. Under Section 19 of the Freedom of Information Act 2000 Down Lisburn Trust has a legal duty to adopt and maintain a Publication Scheme for the publication of its information. The purpose of the Act is to promote greater openness by public authorities.

The Publication Scheme will help you to find all the information which the Trust publishes. The Freedom of Information Act does not change the right of individuals to confidentiality in accordance with Article 8 of the Human Rights Act (1998), the Data Protection Act (1998) and at common law. Maintaining confidentiality continues to be an important commitment on our part. To help with this, we have appointed an officer(s) who has responsibility to ensure the protection of individuals’ confidentiality in accordance with your legal rights.

In Down Lisburn Trust, this officer is: -

Director of Corporate Affairs

Lisburn Health Centre

Linenhall Street

Lisburn

Co. Antrim

BT28 1LU

1.2 Information Management

Unless otherwise specified, the version of the document(s) available in this scheme will be the most recently approved by the Trust.

1.3 Feedback

Questions or comments about this Scheme, or its operation, should be sent in writing to the Director of Corporate Affairs at the above address

If you have a complaint about the operation of the Scheme or how the Trust has dealt with your request for information from the Scheme please write to the Director of Corporate Affairs at the above address.

1.4 Rights of Access to Information

In addition to accessing the information identified in this Publication Scheme, you are entitled to request information about Down Lisburn Trust under the Code of Practice on Openness in the HPSS (1996). A link to this is available in Part 3 of the Scheme and hard copies are available free of charge from the Department of Health, Social Services & Public Safety at:

Department of Health, Social Services & Public Safety

Castle Buildings

Stormont Estate

Belfast

BT4 3PP

Sometimes, some or all of the information cannot be provided and we will explain the reasons when this happens.

The Freedom of Information Act enables you to know how public services such as the Health & Personal Social Services (HPSS) are organised and run, how funds are used and how you can make complaints if you need to. You have the right to know which services are being provided, the targets that are being set, the standards of services that are expected and the results achieved.

From January 1st 2005 the Freedom of Information Act will also oblige the Trust to respond to requests about the information which it holds and is recorded in any form and it will create a right of access to that information. The rights to request and access this information are subject to some exemptions which the Trust has to take into consideration before deciding what information can be released.

Under the Data Protection Act 1998, individuals are also entitled to access any personal information held about them (subject to certain exceptions) and to do this you can contact: -

Corporate Affairs Department

Lisburn Health Centre

Linenhall Street

LISBURN

Co Antrim

BT28 1LU

Revised Environmental Information Regulations may be introduced in the future. These will enable similar access to environmental information, as under the Freedom of Information Act 2000.

To comply with Section 75 of the Northern Ireland Act 1998, this publication scheme will be made available on request in alternative formats.

PART 2: THE CLASSES OF INFORMATION

The information is grouped into broad categories.

We will state how you can obtain the information outlined within each Class. This will be either via the website or as a hard copy or other media as stated within each Class. The publications are all free unless otherwise indicated within each Class. Where information is provided at a cost the charges will be calculated.

The Down Lisburn Trust’s commitment to publish information excludes any information which can legitimately be withheld under the exemptions set out in the Code of Practice on Openness in the HPSS or the Freedom of Information Act. Where individual classes are subject to exemptions, the main reasons are generally the protection of commercial interests and/or personal information under the Data Protection Act 1998. This applies to most Classes within the Publication Scheme. The Publication Scheme will be available in both hard copy and on our web site at a future date.

The Classes are: -

Class 1 - The HPSS and where we fit in

Planning and other documents outlining how we fit into the HPSS structure.

Class 2 - Who we are

Details of the organisation, organisational structures and key personnel.

Class 3 - Financial and Funding Information

Funding details, charging policies and financial accounts

Class 4 - Corporate Information

Reports, policies, minutes of Board and Board Sub-committee meetings and planning documents

Class 5 - Aims, Targets and Achievements

Financial targets, aims and objectives and key performance indicators. See also Class 9 below.

Class 6 - Our Services

The range of services that we provide for the HPSS and how we deliver these.

Class 7 - Reports and Independent Enquiries

Independent inspections and findings regarding the organisation. See Part 3 for a list of bodies which monitor and inspect us.

Class 8 - Policies and Procedures

General policies and procedures in use within the organisation.

Class 9 - Public Involvement and Consultation

Details of consultation procedures, decision-making processes, timescales and responses. Consultations in progress and how you can become involved.

Class 10 - Communications with the Public

e.g. Guidance and information leaflets, Press Releases

Class 11 - Complaints

Policies, procedures and contacts for complaints

Class 12 - Human Resources

Employment policies and procedures

Class 13 - Environmental Information

Our estate and land holdings, and the uses they currently enjoy. Information required to be placed in the public domain as a result of the Environmental Information Regulations, any Environmental Enforcement action and associated information (see also Introduction to Publication Scheme).

Class 14 - This Publication Scheme

In this class we will publish any changes we make to this Publication Scheme, our information management policies and a referral point for all enquires regarding information management generally in Down Lisburn Trust. We will also publish any changes or additions to publications already available under this Publication Scheme.

For the most part, we will charge you only for hard copies or copying onto media (e.g. CD ROM). Some information is available free, but for others there may be a charge. The charges will vary according to how information is made available. The charging policy is as follows:

Via the Down Lisburn Trust’s website (this site) - Free of charge, although any personal printing costs would have to be met by the individual. For those without Internet access, a single printout of the Publication Scheme as it appears on the website would be made available by post on request from or by personal application at the Trust. Requests for multiple printouts, or for archived copies of documents which are no longer accessible or available on the web, may attract a charge for the retrieval, photocopy, postage etc if this is the case. We will let you know in advance the cost and charges that will have to be paid. We will not provide printouts of other organisation’s websites.

The charges will be reviewed regularly.

The material available through this Publication Scheme is subject to the Down Lisburn Trust’s copyright unless otherwise indicated. Unless expressly indicated on the material to the contrary, it may be reproduced free of charge in any format or medium, provided it is reproduced accurately and not used in a misleading manner. Where any of the copyright items in this Scheme are being re-published or copied to others, you must identify the source of the material and acknowledge the copyright status. Permission to reproduce material does not extend to any material accessed through the Publication Scheme that is the copyright of third parties.

You must obtain authorisation to reproduce such material from the copyright holders concerned. For HMSO Guidance Notes on a range of copyright issues, see the HMSO web site:

www.hmso.gov.uk/guides.htm

or contact:

HMSO Licensing Division,

St Clements House,

2-16 Colegate,

Norwich,

NR31BQ

Tel: 01603 621000,

Fax: 01603 723000,

Email: HMSO Licensing

PART 3: INSPECTION AND MONITORING BODIES, INDEX TO THE PUBLICATION SCHEME AND USEFUL RESOURCES

3.1 The bodies involved in the monitoring and/or inspection of HPSS services include:

3.2 Useful Resources

Web sites:

3.3 Publications

www.legislation.hmso.gov.uk/acts/acts1998/19980047.htm

www.legislation.hmso.gov.uk/legislation/uk.htm

www.legislation.hmso.gov.uk/legislation/uk.htm

CLASS THREE - FINANCIAL AND FUNDING INFORMATION

Funding for services provided by the Trust is received from Commissioners of services, including Health Boards and other Trusts; through funding received directly from the Department of Health, Social Services and Public Safety and from a variety of other charges levied directly. The allocation of this funding within the Trust takes place through a budgetary control process, which is managed by the Senior Management Team and overseen by the Trust Board. The stewardship of this funding is made accountable to the public through completion of annual accounts that are subject to independent audit and approval by both the Chief Executive and Chairman of the Board.

The Beeches Management Centre (BMC) is funded through a series of service agreements with its core clients, consisting of the Boards and Trusts in the Eastern and Southern Board areas. Additional income is generated through training courses, consultancy and provision of other services. While accountable to the Chief Executive of Down Lisburn Trust the functions of accountable officer are delegated to a nominated member of the Beeches Management Centre Management Board, composed of the Chief Executives of the Beeches Management Centre core clients including the DHSSPS. Allocation of funding is through a system of budgetary control under the direction of the Director of the BMC and approval of the Management Board. A copy of the most recent annual accounts is consolidated into those of Down Lisburn Trust

The Trust receives its procurement function via a service level agreement with the Regional Supplies Agency and the details of this arrangement can be accessed via CSA website.

www.centralservicesagency.com

CLASS FOUR - CORPORATE INFORMATION

As a key part of its strategic planning function, the Trust gathers together information which influences and shapes the future range and patterns of services to be provided to our population. This is carried out primarily through the Planning and Performance Directorate acting as a conduit between the organisation and the public. This approach requires the Trust to be aware of and familiar with all major influences in policy and strategy at both national and regional level for example:

The Trust collects and collates a substantial amount of information about its performance. This information is collected through a variety of mechanisms but primarily through the Trust’s IM&T systems. This is supported by information collected at directorate, facility and team level through manual systems which supplement the Trust’s corporate IM&T systems. Performance information is disseminated monthly and quarterly to the Trust Board, the SMT, directors, heads of departments, facilities and teams. Accompanying disseminated information is a written analysis of performance identifying trends or issues which need to be addressed or where corrective action may need to be put in place. Information is also provided to all key stakeholders such as the DHSSPS and the EHSSB. This information is provided on a monthly, quarterly or annual basis as required. Although the amount and range of information is considerable, this is expected given the size and nature of the Trust and the responsibilities it has to discharge. The most notable performance information utilised is:

The Trust is also monitored externally through such bodies as the Registration and Inspection Unit, the Mental Health Commission, the Audit Commission and external Consultants. All of these organisations give feedback to the Trust on its performance which may require action plans to be put in place to address their recommendations. These organisations provide systematic and independent reviews of Trust performance.

An example of this was a review of ‘Operating Theatres Efficiency’ by PricewaterhouseCoopers.

In analysing the performance of competitors and best in class the Trust makes extensive use of benchmarking, published performance data, visits of observation to other Trusts and sites, use of the internet, attendances at conferences and courses and analysing published reports to establish what is best in class performance and what are the standards it should aspire to. Examples of these are:

The Corporate Strategic Plan sets out the agenda for the organisation over the next three years and has identified nine ‘corporate strategic objectives’ and 31 ‘organisational targets’. All staff within the organisation have their own individual and team targets which link back to and are based on the ‘Trust Corporate Strategic (TCS) plan’. This in turn is based on the needs and expectations of key stakeholders. The TCS plan is reviewed annually.

CLASS FIVE - AIMS, TARGETS AND ACHIEVEMENTS

With the initiation of the Assembly’s Programme for Government and the publication of the Department of Health and Social Services and Public Safety ‘Priorities for Action’ targets based on the Programme for Government, the Trust had to revise how it would review its policy and strategy to remain consistent with the changed planning environment. This planning environment is moving toward the establishment of a more rigorous performance managed approach. New accountability arrangements and reporting mechanisms were put in place. These were:

The relationship between these is illustrated in the following chart;

To address this new agenda the Trust moved from the previous Business Planning process to a Corporate Planning process during 2002/2003. This is based on a performance management approach incorporating nine ‘Corporate Strategic Objectives’ and 31 ‘Corporate Strategic targets’ which take account of the above accountability arrangements. This Corporate Planning process is co-ordinated by the Trust’s Planning and Performance Management Directorate, who ensure targets set at Chief Executive level are linked to the external environment and then cascaded throughout the organisation by means of the Trust’s IPR system. They are reviewed regularly through the following:

The Trust’s Financial Strategy is produced through the Director of Finance on an annual basis. It details the overall revenue and capital for the Trust for the ensuing year. The strategy is based on the needs, as identified through the SMT, the corporate planning process and budget build process.

In line with Trust Principle 9 and in order to discharge its legal responsibilities and public obligations, the Trust formally adopted ministerial guidelines issued in the ‘Codes of Conduct and Accountability’ which detail procedures by which the Trust should conduct its business.

The annual corporate planning process ensures that financial resources support the plans at both a corporate and directorate level. The Trust produces an Annual Financial Strategy paper. This details the budgets for each programme including capital and special revenue.

CLASS SIX - OUR SERVICES

The Trust’s vision is to provide ‘Life Long Health & Care’ to its resident population and beyond. The range of services provided to the community includes: