C365Cloud, working in partnership with East Cheshire NHS Trust, has been nominated for the Compliance with CQC Standards in estates and Facilities Management.
Challenge:
Challenged with managing Health & Safety and statutory compliance
to rigorous requirements of the Care Quality Commission (CQC) and Premises
Assurance Model (PAM).
- 144 Compliance Work-streams
- 3123 Assets
- 20,146 Inspections
To achieve efficiency whilst driving best practise we
recognised numerous disparate systems would need to be replaced with one,
overarching compliance management system.
It would need to integrate with our existing Help Desk, support our
estates team and performance-manage our numerous third party suppliers.
We selected C365 Cloud. Its modular design ensured the
system was configured to be consistent with the Trust Estates Strategic Plan,
compliance targets and KPIs. It was
configured by compliance type, building, assets and staff requirement offering
us;
- Live, dynamic dashboards showing aggregated and individual compliance levels against statutory inspections and PPM schedules. Actions categorised by type, risk assigned and by user
- Integration with legacy Helpdesk, providing automated process raising remedial tasks to the appropriate engineer, operative or third party supplier
- Centralised repository for historic compliance evidence, reports, HTMs, HBNs, policy procedure documents, management reports, site plans, training records, equipment calibration certificates
- Alerts competent responsible person assigned, notifying active actions by compliance area, risk escalating over time
- Executive report relative to CQC outcomes; automated and delivered monthly informing board report. Benchmarking compliance month-by-month
- Generation of asset register with barcode identification
- Mobile Forms developed; deployed for completion of all in-house PPM inspections on tablet, data synchronised directly with C365Cloud dynamically populating compliance dashboards
- Integration with supply chain digitising service records allowing live upload and action visibility
- Performance and program management of suppliers and insurance companies uploading directly to C365Cloud
Benefits:
- Workload prioritised in accordance with risk
- Compliance managed by exception
- Process streamlined for PPM
- Captures critical information alerting interested parties
- Accurate reporting informs decisions around best value procurement
- Tangible improvement of critical compliance e.g. Legionella Management now 98%, previously unquantifiable
- PPM for Legionella Management brought in house using mobile technology
- Barcoded assets located by site, building, floor and room on IPAD for accuracy
- Follow up remedial actions integrated with Helpdesk to track to completion
- Compliance with PPM Management schedule monitored through dashboards and alerts
- System configured in line with best practise review
- Engendered culture of continuous improvement with risk based focus
- Unlimited Users facilitate Interdepartmental and stakeholder communication ensuring shared standards throughout the trust and our supply chain
Robust Audit & Review:
- Engaged independent H&S expert to perform gap analysis and best practise review giving us a baseline position.
- Continual Self-audit of trust against Estates Strategic Plan, KPIs and targets monitored and evidenced by C365Cloud.
- Training records and appointment of Authorised Persons maintained and managed in C365.
- Engaged specialist NHS CQC/PAM auditor to review progress to gain recommendations to drive further improvement.
One major factor towards the success of this project is the
fact that we have understood and driven forward a trilogy between technology,
people and process winning the hearts and minds of a small intricate estates
team and allowing these people to lead an on-going and sustainable change in
culture across the Trust.
C365Cloud
C365Cloud is an a cloud-hosted compliance management system designed to help any organisation audit, manage and improve their statutory compliance. The award-winning system is now used by 17,000 individual users and 3500 suppliers for over 100 compliance areas at 500,000 properties.
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