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Finance and Performance Group Terms of Reference

Current Status

Draft version 0.9

Author

Victoria Pickles Head of Corporate Affairs

Issue Date

October 2011

Review Date

October 2012

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Change History Version No. 0.1 0.2 0.3 0.4 0.5 0.6 0.7 0.8 0.9

Changes Applied Initial text Amendments Amendments following Performance Committee Amendment to reflect Board subcommittee Amendments following changes to Standing Orders July 2008 Amendments following TCS Amendments following Performance Committee Amendments to reflect changes to Committee to include financial governance Amendments to reflect changes to Cluster Committee Structure and related delegation of authority

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By VP VP VP

Date 19/06/07 12/07/07 07/09/07

VP

10/04/08

DH

7/8/08

VP VP/RW

02/04/09 12/11/09

VP

08/04/10

JKB

25/08/11


Contents 1. Name of Group 2. Introduction 3. Purpose of the Group 4. Duties and Powers 5. Reporting Arrangements 6. Support 7. Membership 8. Quoracy 9. Voting 10. Frequency of Meetings 11. Date Of Approval and Review

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1. Name of Group - FINANCE AND PERFORMANCE GROUP 2. Introduction The Finance and Performance Group is a sub- group of the Clinical Commissioning Executive. The Finance and Performance Group will advise and support the Clinical Commissioning Executive in scrutinising and tracking delivery of key financial and service priorities, outcomes and targets as specified in NHS XXXXXXXXX’s Strategic and Operational Plans. 3. Purpose of the Group The purpose of the group is to:1. Perform a monthly review of the overall performance of NHS XXXXXX. This will include: a. Performance against the delivery of the Operational Plan, b. Progress and achievement against key national, regional and local targets for service improvement, with a particular focus on specified ‘must dos’ and external regulation e.g. Care Quality Commission; c. Progress and achievement against outcomes and targets agreed with external partner organisations, such as the Local Area Agreement; d. Performance against annual budgets and short term financial plans e. An assessment of pressures within the whole system and how these affect contracts and performance. f. Opportunities to further improve performance 2. Ensure financial management achieves value for money, efficiency and effectiveness in the use of resources with a continuing focus on cost reduction and achievement of efficiency targets. . 3. Actively initiate and drive the PCT’s programme of work to improve Quality, Innovation, Productivity and Prevention (QIPP). 4. Identify and manage the levers for driving cost improvements. 5. Advise on the allocation of resources for key QIPP Projects. 6. Monitor and review the achievement of QIPP plans, including QIPP plans from GP Commissioning Consortia and ensure there is a link between these and PCT QIPP plans. 7. Receive reports from any QIPP groups (where such groups exist). 8. Provide challenge in setting ambitious targets for service improvement and embedding improvement opportunities and initiatives. Provide a forum to evaluate requirements and advise the Clinical Commissioning Executive on committing resources to respond to performance issues and external assessments by regulators, for example CQC. 9. Request action by accountable individuals to manage risk and variation in performance, ensuring plans are put in place to address the achievement of objectives and targets. This will include bringing expenditure back in line with allocation and deliver financial balance or planned under spend. 10. Track progress against any action plans implemented as a consequence of point 9 above. 4


11. Ensure that areas of good practice are identified and embedded along with other benchmarking tools e.g. better care better value indicators, programme budgeting. 12. Ensure that variance against target performance levels is reflected in the Risk Register reports, High Level Risk Log and Board assurance framework as appropriate. 13. Oversee the continued development of the corporate performance framework

4. Duties and Powers 1. To provide the CCE with assurance that processes for financial and performance management (including reporting) are robust. 2. To provide assurance to the CCE on the content of the Corporate Performance Report 3. Maintain an accurate record of attendance, key points and discussion. 4. To maintain an on-going list of actions, specifying members responsible, due dates and keeping track of these actions. 5. To provide assurance within the management team that all necessary actions are being taken to deliver corporate objectives within expected timescales. 6. To make recommendations to the CCE on developments in NHS Calderdale’s performance management framework. 7. To ensure the delivery of action plans. 8. To provide advice / feedback to management teams on the setting of performance indicators within plans and strategies. 9. To ensure appropriate links are made to Risk Management and Audit processes. 10. Provide assurance to the Board on progress against any action plans stemming from performance issues 11. To escalate issues to the CCE that are beyond this Group’s remit 12. To agree a Group Annual Work Plan 13. To participate, as appropriate, in the CCE’s annual self assessment and its Annual Report for the Cluster Board 5. Reporting - The Group reports to the Clinical Commissioning Executive - The minutes of Finance and Performance Group meetings will be submitted to the CCE - The Corporate Performance Report will be a standing item on the Cluster Board meeting Agendas. - The Group will provide a Work Plan 6. Support - Administration support to the Group will be provided by NHS XXXXXX staff - The Agenda will be determined by the Chair of the Group and the Secretary to the Group will take minutes of the meeting, keeping a record of matters arising and issues to be carried forward. - When necessary, the Secretary to the Group will seek advice from the Board Secretary for the Group on areas relating to the Terms of Reference of the Group and the Standing Orders. - Other Managers or Clinical Commissioning Executive members may request or be required to attend meetings of the Group when matters concerning their responsibilities are to be discussed or they are presenting papers submitted to the Group. 5


- Agendas and supporting papers will be sent to members five working days before the meeting. - Minutes will be drafted for approval by the Chair within five working days of the meeting and then distributed to all attendees within 10 working days. 7. Membership The members of the Group will be:  Chief Operating Officer/Chief Financial Officer (substitute: Assistant Director of Finance)  Executive Medical Director  Interim Associate Director of Business Intelligence  Executive Director of Quality and Governance (Nursing) (substitute: Deputy Director of Quality and Professional Development)  Executive Director of Public Health (substitute: Deputy Director of Public Health)  Head of Performance  Nominated member of the Clinical Commissioning Executive  Director of HR and OD (substitute: Assistant Director of Human Resources)  Two Non Executive Associates  Two CCE GPs 8. Quoracy and attendance requirement At least four directors, are required to be present in order for the Group to be quorate. Directors are defined as the five Executive Directors, the Director of Human Resources and Organisational Development, the Non Executive Associates and the nominated member of the CCE. There must be at least one Non Executive Associate present. Apologies for absence from meetings must be notified, in advance of the relevant meeting wherever possible, to either the Group’s Chair or secretary and will be recorded in the minutes. Attendance levels will be discussed at Group members’ annual reviews with the PCT’s Chair regarding whether they have met their duties. This will be done sooner if more than one consecutive meeting is missed. 9. Substitutions Group members with substitutes listed in section seven may be substituted by that person only. For a substitution to take effect, the secretary to the Group must be contacted in writing or by email, in advance of the meeting, by the person being substituted. The substitution will be recorded in the minutes. Substitutes may speak and vote in the same way as the person they replace. They do not assume any of that person’s individual responsibilities. 10. Voting The Group is an operational management and advisory body, voting will not usually be a requirement of theGroup. If a vote is required, only members of the Group will be permitted to vote. In the event of a tied vote, the Chair will have a second and casting vote. 11. Frequency of meetings The Group will meet on a monthly basis. 12. Review Terms of Reference of the Performance Group will be reviewed at least annually . 6


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