ASSIST Association for ICT Professionals in Health and Social Care

Transcription

1 ASSIST Association for ICT Professionals in Health and Social Care ASSIST/BCS PARTNERSHIP PAPERS FOR EGM 21 ST MARCH 2005 ASSIST/BCS PARTNERSHIP AIM OF THIS INFORMATION PACK Included in this pack are a series of papers to support discussion at the EGM concerning the proposed partnership with the British Computer Society (BCS) Health Informatics Forum (HIF). Paper 1 explains the process that National Council has gone through to reach the motion put forward at the EGM. Paper 2 is based upon a piece of work commissioned by National Council from Wally Gowing and explains the context for this proposal and the options that were originally identified and from which the proposal for partnership with BCS HIF was developed. Paper 3 is a set of FAQs designed to answer a range of likely questions from members. Paper 4 is a copy of the BCS HIF Terms of Reference, including its Constitution. Paper 5 is a set of proposed draft SFIs for ASSIST as a partner of BCS HIF. Please note these SFIs will require discussion with BCS to ensure that ASSIST adheres to BCS s regulations and that ASSIST is therefore able to benefit from BCS s resources and its charitable status. Paper 6 sets down the draft HIF bidding cycle and process which will allow ASSIST to bid for and access BCS funds. Paper 7 is the proposed Constitution for ASSIST as a partner of BCS HIF. Paper 8 is a report from ASSIST national treasurer on the financial strength of BCS. Attachment A is the paper ASSIST and Future Organisational Options ( r%20v1-3.pdf) ASSIST EGM Papers 21 Mar 05; v1 1 06/02/2007

2 1. BACKGROUND ASSIST is a voluntary body. It has some 2,000 members, mostly working in the NHS. It has a number of geographical branches across England. National Council consists of a representative of each branch plus additional officers Chairman, Secretary, Treasurer, etc. As a national organisation ASSIST derives its income from members subscriptions and the running of an Annual General Meeting/Conference. National Council then fund the branches on an annual capitation basis, but branches are free to run their own income-generating events. ASSIST has a well-established national Constitution; review of the branches indicates that they largely rely on the national constitution. ASSIST has limited assets. Most are held in the form of bank accounts. On the basis of the consolidated accounts, ASSIST s net worth on 31st March 2004 was some 60k, split between national and branch bank accounts. Over the last year, ASSIST has been in discussion with the British Computer Society (BCS) about becoming a partner organisation. National Council of ASSIST are strongly in favour of this initiative. A vote was taken at the 2004 AGM and members also strongly supported the proposal. Legally, ASSIST will become a part of BCS and the assets of ASSIST will transfer to the BCS. National Council have secured written undertakings from BCS that these assets will be ring-fenced and will only be available for use by ASSIST and for reasons decided by ASSIST. Included in that agreement is that if the partnership does not prove successful ASSIST will be able to re-constitute itself as a separate organisation and will be able to withdraw any balance of assets originally ring-fenced. BCS is fully agreeable to this. BCS has charitable status. It has significant assets and income base. In 2003/04 it has income of 15.4m and outgoings of 14.7m. It has net assets of 8.5m, including a long lease on its HQ in Swindon. The BCS exists purely to apply those resources to the aims and objectives of the charity. Well-established procedures are in place in the BCS to facilitate the application of these funds to various Forums Boards and Specialist Groups which make up the BCS (see organisation charts on pages 7 & 8.). The major benefits to ASSIST will be access to new areas of influence and to the significant financial resources of the BCS. National Council has been committed to following proper procedure in this development. The approach that has been taken can be summarised as:- A strategic review of ASSIST s future development was agreed at National Council and subsequently a paper was developed and submitted to National Council by an experienced and senior NHS IT practitioner (this forms paper two of this pack). ASSIST EGM Papers 21 Mar 05; v1 2 06/02/2007

3 On the basis of that paper a motion was put to the 2004 AGM to formally seek to become a partner in the British Computer Society Health Forum, and to become a Specialist Group of the British Computer Society; on the basis that ASSIST will retain its existing name, logo, culture, and regional structure; and that the Constitution be amended accordingly; and any subsequent amendments will be circulated to members in line with the ASSIST constitution. That motion was passed. National Council has subsequently worked closely with the BCS, particularly in the following areas:- To clarify the ongoing existence of ASSIST in line with the above motion To review the Terms of Reference of the BCS Health Informatics Forum and in particular to ensure that ASSIST has representation on that Forum To identify the administrative benefits of the partnership and how they would operate (this is potentially a very significant benefit to ASSIST as BCS would provide us with such services free of charge) To understand the annual bidding process currently in place in the BCS so that ASSIST will be able to access financial resources over and above that which it currently has access to (i.e., through its membership subscriptions, surplus on the Annual Conference, and any local fund-raising activities undertaken by branches). In turn National Council has undertaken a review of its current Constitution and financial procedures to facilitate the partnership. These are in draft form and are included in this pack as papers five and seven. Final agreement on financial procedures concerning BCS bank accounts will have to be reached with BCS. We will be holding an EGM on 21 st March at which a motion supporting the partnership will be discussed. To support the discussion National Council have produced these comprehensive set of papers covering the rationale for the partnership, the proposed new constitution for ASSIST, the draft constitution of the BCS Health Forum and the proposed ASSIST financial procedures. The following papers provide further detail to support this proposal. Most of members likely questions are probably, however, covered in the Frequently Asked Questions section (paper three). ASSIST EGM Papers 21 Mar 05; v1 3 06/02/2007

4 2. THE RATIONALE FOR SEEKING PARTNERSHIP WITH BCS HIF ASSIST has reached a crucial point in its development. After an eventful start, ASSIST has established itself as the premier body to represent health informatics professionals working in the NHS. It has many successes under its wings:- It is both a national and local organisation, with some exceptionally vibrant branches It is and is seen to be independent and uses this independence in a constructive fashion to influence key events It is inclusive, with no barriers to membership. But it is also apparent that we have reached a plateau our branch structure is variable, the organisation is restricted in terms of access to resources, and our membership numbers have evened out at around 1,600 2,000. Furthermore there are severe restraints on the ability of officers and members to commit further time, and in terms of our ability to influence upwards, for example, to promote professionalism in health informatics. These issues have been apparent to National Council for some time. To this end, an option appraisal for the future direction of ASSIST was commissioned in 2003 and was undertaken by Wally Gowing who reported back to NC early in To help you fully understand the issues this paper is attachment A to this pack of papers and it is also available on ASSIST s web site 1. Wally Gowing s paper identified a range of options for the future direction of ASSIST:- Do nothing Beef up ASSIST administratively so as to provide resources to drive up membership Get into bed with a partner from existing organisations in similar fields in particular either the Institute of Health Management, the Healthcare Financial Management Association, the Society of IT managers, or the British Computer Society. 1 ASSIST EGM Papers 21 Mar 05; v1 4 06/02/2007

5 The evaluation process rejected both the status quo and developing ASSIST s administrative functions as non-viable. From the remaining options, Wally Gowing s paper identified that of closer working with BCS as (having) the most positive responses and least reservations. The paper was extensively discussed at National Council and its conclusions accepted. Subsequently a motion was discussed at last year s AGM to:- formally seek to become a partner in the British Computer Society Health Forum, and to become a Specialist Group of the British Computer Society; on the basis that ASSIST will retain its existing name, logo, culture, and regional structure; and that the Constitution be amended accordingly; and any subsequent amendments will be circulated to members in line with the ASSIST constitution. A vote on the motion was taken, with 39 votes in favour, one against, and four abstentions. Since that vote National Council have been working closely with BCS over the last year in developing those proposals. Combining ASSIST and BCS HIF benefits and disadvantages Although Wally Gowing s paper is attached, it is useful to rehearse the key findings of that work at this stage. In summary the perceived benefits to ASSIST include:- a) Meeting the ASSIST Statement of Need it is believed that the proposed link with the BCSHIF provides viable solutions for all the items listed in the Statement of Need in Wally Gowing s paper. Overcoming the perceived weaknesses and threats to ASSIST is a major benefit to ASSIST and will in turn provide direct benefits to ASSIST s members. b) Platform for developing health informatics professionals the purpose of finding solutions to the perceived weaknesses and threats to ASSIST is to enable ASSIST to focus on playing a more active role in supporting and developing health informatics and health information professionals, both inside and outside the NHS. This platform is strengthened by the fact that ASSIST, as a BCS Specialist Group, will have access to development funding to support the work of ASSIST. c) Synergy ASSIST and BCS HIF have balancing strengths and weaknesses. ASSIST has a breadth of membership among health informatics practitioners, though is perhaps weakest on technical IT specialists; has very effective and constructive links with DoH and NPfIT; and a strong regional structure. BCS HIF has very strong administrative and financial foundations; is a formal professional body with a Royal Charter; and has good representation from technical IT specialists, clinicians, academia and the commercial sector. d) Developing capacity offsetting the present situation of diminishing capacity as informatics staff get busier and busier by developing capacity to handle professional and informatics issues across the potentially larger and more connected collective membership bases. ASSIST EGM Papers 21 Mar 05; v1 5 06/02/2007

6 e) Improved status for ASSIST it is clear from informal discussions with other interested parties that closer working with BCS would be welcome for a stronger and more coherent voice for health informatics, as well as organisationally easier for joint working/developments/consultation. f) Strengthening branches ASSIST has some underdeveloped branches and working with BCSHIF could strengthen those branches an example being in the South West where there is close cooperation between ASSIST and the BCSSG Health Informatics (South West), which has led to improvements in holding events and meetings. g) Coherence within health informatics - 1 the closer working with the discipline based SGs, (i.e. primary care and nursing) offers the opportunity to improve relationships between health professionals with an interest in health informatics and health informatics professionals. h) Coherence within health informatics - 2 the closer working with BCSHIF and other SGs provides opportunity for more openness, for informed discussion, for potentially greater commonality of view, while reducing chances of mutual suspicion of actions and motives. i) Possible gain in membership some health informatics personnel may become attracted to join ASSIST because of the linkage with BCS & HIF. j) Access to resources ASSIST groups and individual members would, like other SGs, be able to bid for BCS and BCSHIF funds to support specific health informatics initiatives. Some of the issues described in the paper have moved on such as the transition to NPfIT from the NHSIA, and the development of UKCHIP makes it even more important health informatics practitioners act with a single voice on UKCHIP. Nonetheless, the essential core of the arguments remain valid. National Council spent considerable time discussing these issues and also was aware of potential negatives as well as positives. However, National Council concluded that the positives overwhelmingly outweighed the negatives. Some of the issues that National Council considered are covered in the FAQs in the next paper. The nature of the proposed relationship between the two bodies The key to the proposed constitution is that the new relationship will be a partnership. Legally, the assets of ASSIST will transfer to the BCS, but there will be written agreement on ASSIST s ongoing access to and control over those assets. Because ASSIST will continue as an entity with its own Constitution and financial procedures this is neither a merger nor a takeover. Overleaf are organisational charts relating to the current structure of the Health Informatics Forum and the BCS. ASSIST EGM Papers 21 Mar 05; v1 6 06/02/2007

7 ASSIST EGM Papers 21 Mar 05; v1 7 06/02/2007

8 BRITISH COMPUTER SOCIETY STRUCTURE OF BOARDS, FORUMS & COMMITTEES January 2005 COUNCIL TRUSTEE BOARD AUDIT COMMITTEE Nominations Committee Charitable Fund Management Committee Remuneration Committee International Standing Committee Member Services Board Qualifications & Standards Board External Relations Board Knowledge Services Board MSB Finance Committee Branches Management Comm Branches Congress SG Executive Committee SG Assembly International Members Comm Young Professionals Group Membership Committee TCDAC AAEC Professional Exams Board Ethics Expert Panel PBAS Standing Committee TickIT Committee Government Relations WG Learned Society Awards Committee Products and Services Board Schools Expert Panel Education & Training SAP Forums Board Safety Critical Systems Expert Panel UKCRC Expert Panel Engineering & Technology SAP Security SAP Health Informatics SAP Information Privacy Exp Panel Security Expert Panel Management SAP ASSIST EGM Papers 21 Mar 05; v1 8 06/02/2007

9 Key elements of this relationship will be:- ASSIST s identity will be protected as agreed in the motion to last year s AGM, ASSIST s existing name, logo, culture, and regional structure will be kept. ASSIST will retain control over its current assets mostly held in the form of cash at bank and will enter a pre-nuptial agreement with BCS HIF to protect those assets. ASSIST will be able to use those assets as it sees fit for instance to refloat ASSIST as a separate organisation if subsequently parties feel that the relationship is not producing the hoped-for benefits. ASSIST will retain the ability to form an independent view of events and will be able to promulgate those views. Where possible, however, BCS and ASSIST will seek to promulgate a consistent and coherent set of views except where the two parties agree explicitly to diverge. The relationship between ASSIST and BCS HIF, and indeed between ASSIST National Council and ASSIST branches will be built on the notion of subsidiarity. Decisions and actions should be taken at the lowest level possible. This includes decisions and actions relating to branch assets. Subject to final clearance from BCS we expect those assets will continue to be held by individual branches but they most certainly will be solely for use at individual branch level. To ensure that these key points are fully embedded into the relationship with BCS HIF both the national Constitution and financial procedures have been reviewed please papers five and seven. Our approach to members after the formation of the partnership The aim will be continue with our current culture. We will continue to rely on the activities of our branches and the tireless efforts of activists to drive forward local initiatives and events. The partnership will give two opportunities for branches. Firstly, there will be opportunity to seek funding for specific initiatives from BCS HIF within the context of the clear funding arrangements discussed in paper six below. And secondly, we are confident that the partnership will help us strengthen ASSIST locally in those areas that branches are less active eg, through opportunities of joint working with existing BCS groups. There is no intention to let National Council become remote from the interests and concerns of branches. Branch representation will continue on National Council. ASSIST EGM Papers 21 Mar 05; v1 9 06/02/2007

10 Timetable Subject to agreement at the EGM on 21st March, we will be seeking to formally transfer on 1st April 2005 (i.e., the start of ASSIST s financial year). What we are asking members National Council have invested significant time and effort in trying to protect and advance the interests of ASSIST and its members. It believes that formal partnership with the BCS HIF is the best way to do that. National Council therefore ask members of ASSIST to support the following motion:- This Association agrees to becoming a partner in the British Computer Society Health Informatics Forum, and to become a Specialist Group of the British Computer Society; that all assets owned by ASSIST (including branch assets) at the time of the establishment of the partnership shall pass to the BCS but will continue to be under the ultimate control of ASSIST; and that the Association s Constitution and associated financial regulations be so designed to preserve those assets as well as the existing name, logo, culture, and regional structure of ASSIST. ASSIST EGM Papers 21 Mar 05; v /02/2007

11 3. FREQUENTLY ASKED QUESTIONS What are these proposals about? They are about a strategic partnership between ASSIST and the British Computer Society (BCS). In return for access to significant levels of financial and other resources, ASSIST will strengthen the BCS through its unique position as the voice for 2,000 Informatics professionals in the health sector, and particularly in the NHS. Proper safeguards are being agreed with the BCS to preserve ASSIST s culture, logo, and assets. What are the benefits to me as an NHS health informatics practitioner of the proposed partnership? This partnership will create a stronger voice for the health informatics profession, increase benefits to members, and secure the future of ASSIST. This is a merger. One party always wins out in a merger. Who is the winner in this proposed deal? Is this a BCS takeover? ASSIST s National Council see this as a partnership. There are many examples of successful partnerships. The partnership should be seen as generating real synergy. In particular, there is little overlap in membership ASSIST will bring a body of knowledge and skills not commonly held by BCS HIF. The overall winner is health informatics overall. Won t the partnership reduce ASSIST s influence with key decision makers? National Council believe that, on the contrary, ASSIST will have greater access to key decision makers and will have new channels of influence through which it can act. It will also have access to BCS s impressive public relations resources. What processes have National Council gone through to get this achieved? National Council have gone through a series of steps to get to the stage of setting down a motion at the EGM of 21st March. These are explained in paper one of this information pack. In particular National Council commissioned a major piece of research from Wally Gowing on ASSIST s future. As a result of that research a motion was put to last year s AGM seeking support for formal partnership with BCS. The motion was heavily supported. What is the view of BCS on this partnership? BCS and the HIF have been entirely positive about ASSIST s proposal and are in favour of taking it forward because of the strong benefits for health informatics. ASSIST EGM Papers 21 Mar 05; v /02/2007

12 What s in this partnership for BCS? BCS s Annual Report for 2003/04 emphasised the desire of increasing membership of the organisation by forming a partnership with ASSIST BCS will have 2,000 new members. BCS will also gain by engaging with a body of ICT specialists in an area in which it has limited practitioner membership. In becoming a BCS Specialist Group, would ASSIST in effect be losing its current autonomy? ASSIST would become a formal partner of the BCS HIF, and would keep its distinct identity, constitution, regional structure, National Council, freedom to set policy, and comment publicly on health informatics issues. Aren t BCS HIF and ASSIST dealing with the same agenda isn t there a danger that we may have different views? The agenda is not always the same for instance, BCS HIF does not have a particularly strong set of views on Agenda for Change. We make decide to take a different view on specific issues there will be a quite explicit process of agreeing to disagree. If ASSIST, as a BCS Specialist Group, is subject to the BCS Statutes, Byelaws, and Rulings of the BCS Council will this not imply that ASSIST is no longer effectively an independent organisation? Joining a wider community requires conformance with that community s rules. However, BCS HIF and ASSIST share common goals and cultures, and there are substantial synergies. It is evident from the operation of existing BCS specialist groups that they operate as a federation of independent bodies, benefiting from the co-ordination of the BCS HIF. There are no practical constraints on the way in which specialist groups choose to operate. There is also the safety-net of ASSIST being able to withdraw with its assets intact (discussed below). What happens to ASSIST s assets? Under the terms of BCS s charitable status, ASSIST s assets will legally transfer to BCS. This includes ASSIST s bank accounts. Control of these assets will, however, remain with ASSIST. The precise mode of working will be agreed with BCS if the motion is passed. I am both a member of ASSIST and BCS. Do I continue to pay a dual set of subscriptions? Ultimately it is highly likely that this will not be necessary. 2005/06 will be, however, a transitional year during which ASSIST will need to protect its budgeted income base. ASSIST cannot, therefore, offer free membership to BCS members for the next year. Will branches continue to get capitation payments from National Council? Yes. ASSIST EGM Papers 21 Mar 05; v /02/2007

13 Will subscriptions have to rise? Not as a direct consequence of this partnership. What will happen to the administrative functions of ASSIST membership etc? It is expected that the administrative functions will transfer to BCS, although there will be a transitional period through Are local branches of BCS and ASSIST going to merge as a result of this proposal? Closer links may well develop, but ASSIST branches will retain their autonomy. What will happen to the Newsletter ( News and Views)? There are no immediate plans to alter News and Views. What happens if the partnership does not appear to be delivering the benefits promised to ASSIST members? If ASSIST members are ultimately dissatisfied with the partnership we would seek to re-establish ASSIST as a separate voluntary body through a vote at an AGM or EGM. ASSIST EGM Papers 21 Mar 05; v /02/2007

14 4. BCS HIF TERMS OF REFERENCE AND CONSTITUTION TERMS OF REFERENCE - Health Informatics Forum Strategic Panel Status Purpose The Health Informatics Forum Strategic Panel reports to the Forums Board. The HIF SP is the governing body of the Health Informatics Forum. The principal aims of the Strategic Panel are: 2.1 To improve the quality and professionalism of Health Informatics, both people and process, in the health community. 2.2 To ensure that Health Informatics supports patient safety and ethical practice. 2.3 To increase the number of senior people in Health Informatics who are active members of the BCS. 2.4 To act as a source of professionally-recognised expertise in Health Informatics, under-pinning the outward-facing role of the BCS. 2.5 To contribute to the growth of new BCS Health Informatics products and services for members. 2.6 To provide co-ordination and governance to the BCS Health Informatics specialist groups. 2.7 To develop and promote the science of Health Informatics. 3 Key Responsibilities In support of its purpose the Strategic Panel will: 3.1 Ensure that its membership is an active group of key professionals who between them are able to survey the Health Informatics area. 3.2 Develop policy and agree on an expert professional view on issues arising within its sphere of responsibility. 3.3 Respond to public consultations as and when appropriate. 3.4 Actively research ideas and develop proposals for products, services, recommendations, conferences and any activity of use to BCS members in Health Informatics. ASSIST EGM Papers 21 Mar 05; v /02/2007

15 3.5 Provide content for the Forum web site and topics for Forum discussion. 3.6 Work closely with all the BCS Specialist Groups, Branches, Committees, Panels and Working Groups and other bodies that may have a joint interest and overlap of responsibility for Health Informatics. 3.7 Develop relationships with outside bodies in the Health Informatics arena for mutual development of policies, increased profile and products and services. 3.8 Nominate representatives to the BCS and other external bodies such as the International Medical Informatics Association (IMIA), the European Federation of Medical Informatics (EFMI) and the British Standards Institute (BSI). All such appointments are for three years and are renewable. 3.9 Agree an affordable annual plan and annual budget for the Forum and receive regular financial reports from the Treasurer/finance department on expenditure against plan and propose any changes as required. 4 Strategic Planning and Management 4.1 In consultation with HQ staff, likely to be the Forum manager and/or finance department, the Strategic Panel will produce annual business plans with associated budgets. The SP will establish and subsequently monitor its success by setting targets and indicators. These will be considered by the Forums Board during the annual business planning process. 4.2 The SP will abide by the standard financial instructions of the BCS. 5 Constitution and Membership 5.1 Membership of the Panel shall comprise: All members are voting members unless otherwise stated. Strategic Panel Chair Officers: Treasurer, Secretary, Vice Chair Other elected posts: Policy Task Force Lead, IMIA Representative, EFMI Representative, BSI Representative Chairs of BCS Groups: Chair of ASSIST, Chairs of all Health Informatics Specialist Groups, including any future ones. These are elected by their individual groups. ASSIST EGM Papers 21 Mar 05; v /02/2007

16 Co-opted: HC Executive Committee Chair, HC Scientific Committee Chair (appointed by SP), Webmaster Ex Officio: Immediate Past Chair, Chair Elect Representatives of BCS HQ (non-voting) 5.2 Chair The Strategic Panel Chair, who would normally be from the Health Informatics community, as well as a professional BCS member, will be appointed by the Forums Board subject to ratification by the Trustee Board. This appointment shall be for three years, normally renewable for a second three year term. 5.3 Officers Nominations for officers will be canvassed from the Health Informatics community. Officers are elected by the voting members of the SP. Appointments for officers shall be for three years, normally renewable for a second three year term. The officer posts of Vice Chair, Secretary and Treasurer are elected on separate years in rotation to ensure continuity. 5.4 Other elected posts Nominations for posts will be canvassed from the Health Informatics community. Where there is more than one nomination for a representative post a selection panel of three HIFSP voting members, with no personal interest, will be appointed, which will then make a recommendation to HIFSP. Appointments shall be for three years, normally renewable for a second three year term. For IMIA, EFMI and BSI reps HIFSP will nominate the successful candidate to the External Relations Board. 5.5 Co-opted HIFSP has the ability to co-opt other members whom it deems appropriate for the activities of the HIF. Normally, such co-options will be for a specific time limited activity and must be reviewed annually. However the HC committee chair and the HC Scientific chair are longstanding co-options which must be reviewed every three years. 5.6 Ex-Officio The immediate past chair will be co-opted to continue to serve on HIFSP until a new chair elect is appointed. The chair elect will be appointed by the Forums Board one year before their term of office begins to allow a shadowing period. ASSIST EGM Papers 21 Mar 05; v /02/2007

17 5.7 Notwithstanding the above, in the rare case of there being no nomination for an officer-post, the incumbent shall legally continue in office until a volunteer is found. 5.8 The quorum shall be one quarter of the total membership of the SP rounded up to the nearest whole number, of which a majority should be Professional Members of the Society. 5.9 Each member must commit reasonable time and effort to the work of the SP and make reasonable efforts to attend meetings. If a member fails to attend three consecutive meetings the SP may cancel his or her membership of the SP, unless the non-attendance was owing to illness or other reasonable cause. However, a member can send a nominated replacement who is empowered to carry the vote of that absent member or that of his/her sponsoring organisation On the recommendation of the Chair of the SP, the Forums Board may terminate the membership of the SP where the member s actions have, in the opinion of the SP and of the Forums Board, been detrimental to the work of the SP In the event that the Chair is unable to attend and chair a particular meeting; the Chair of the HIFSP may appoint, from amongst the Panel, a member to chair that particular meeting; this would normally be the Vice Chair The majority voting of those present always appertains and such votes can only be on items that were on the agenda, supported by a paper, issued at least five working days before the meeting. In the event of a tied vote, the Chair shall have an additional casting vote The SP reserves the right to approve the creation of any proposed new Health Informatics Specialist Groups The dates of meetings will be agreed by the SP on a rolling basis, this agreement may be via List of Boards, Committees, Expert Panels and Working Groups and Standing Committees that report to Health Informatics Forum Strategic Panel HC Executive Committee HC Scientific Committee Non-permanent project committees/working parties as they arise 7. Approval and Review These Terms of Reference shall be approved by the Forums Board. The Forums Board will review them on an annual basis. ASSIST EGM Papers 21 Mar 05; v /02/2007

18 5. DRAFT SFIs FOR ASSIST AS A PARTNER OF BCS HIF Accounting year The accounting year will run parallel with that of the BCS from 1st April for both national and branch accounts. Business planning and budgeting Both National Council and branches are required to undertake an appropriate process of annual business planning and budgeting. The business plan and associated budget will then provide the authority to undertake expenditure in the financial year. The business plan and associated budget will therefore need to have been agreed before the start of each financial year. It is not the intention of National Council to prescribe a format for business planning/budgeting at branch level. Expenditure which then takes place which does not fall within the agreed business plan/budget should be highlighted by the relevant treasurer at the next National Council or branch meeting. Submitting bids for funding via BCS HIF This will be the subject of a separate paper once the process has been agreed with the BCS HIF. It is expected that ASSIST will be fully integrated into the BCS funding process with effect from the financial year 2006/07. Bank accounts Branch accounts Subject to final agreement with BCS HIF it is proposed that branches will continue to hold a current account for income gained through annual capitation payments and local events and for expenditure upon the running of local events. It is currently proposed that these accounts will be in addition to the bank accounts currently held by branches, but the final method of securing branch control of existing branch resources will be subject to final agreement with the BCS. Branches are required to inform National Council treasurer of local signatories and changes to those signatories. Branches are to ensure that payments greater than 1k are signed by at least two authorised signatories. The National Council treasurer will be an authorised signatory on all branch accounts. National Council accounts Subject to final agreement with BCS HIF it is proposed that National Council s only bank account will be that which holds the funds carried forward into the partnership with BCS HIF. Payment from this account will be only made following minuted agreement from National Council. ASSIST EGM Papers 21 Mar 05; v /02/2007

19 Payments greater than 1k will be signed by at least two authorised signatories. Signatories against that bank account are the Treasurer, Chair, and Secretary. The National Council treasurer will periodically review interest received on the account and will be able to switch to other accounts (only high street banks and building societies). The treasurer will report to National Council any intention to change bank accounts. The treasurer will be responsible for ensuring that optimum balance struck between liquidity and interest receivable. BCS accounts Authorization for payment from BCS bank account will be on basis of authorisation from the Treasurer or in absence of Treasurer Chairman or Secretary. All authorisations for payment greater than 1k will require two signatures. The form of authorisation will be subject to agreement with BCS on their controlled stationery. Ordering of goods and services Branches This section is subject to final agreement with BCS HIF. It is not the intention of National Council to be unduly restrictive on the ordering of goods and services by branches where charged to branch bank accounts. The single requirement is that there is a clear audit trail for the authorisation of any such expenditure. For any orders to be actioned through BCS see National Council section below. National Council Any orders chargeable to the National Council held as reserve ASSIST bank account will be only on the basis of a minuted National Council decision. Any orders chargeable to the ASSIST sub-account held by BCS will follow BCS financial instructions including the use of their controlled stationery if relevant. All such orders will be actioned through National Council Treasurer who will pass the order on to BCS. Generally, orders will be actioned only on the basis of either a formal National Council minute or will be clearly identifiable from the annual business plan/budget. Urgent requests outside of these parameters will require the agreement of Treasurer plus either Secretary or Chairman and must be reported by the Treasurer to the next National Council meeting. ASSIST EGM Papers 21 Mar 05; v /02/2007

20 Payment of goods and services This has been covered above in the section on bank accounts. Please, however, note the following:- Payment is not be made until goods/services are received Any payment to be made from BCS account must be actioned through the National Council Treasurer. Travel expenses In certain circumstances ASSIST will pay travel expenses:- Of members of NC who are unable to charge such expenses to their employer Of individuals employed on specific projects on behalf of ASSIST Of speakers at local/national events. Payment will be made on the basis of actual fares or on the basis of a mileage rate. Currently that rate is 26p per mile. Any travel expenses to be claimed on behalf of National Council activities must be on the basis of a completed travel claim form. The form should be sent to the Treasurer for onward transmission to BCS. Subscriptions and other income due to national ASSIST All such income will be collected by BCS and credited to ASSIST sub-account. It will be the responsibility of National Council Treasurer to see that a reconciliation between membership records and subscriptions undertaken periodically. It will be the responsibility of the BCS administration team to chase up outstanding subscriptions. Members may pay their annual subscriptions either by cheque or credit/debit card (to be confirmed). The National Council Treasurer will ensure that all other income eg, from the AGM is credited to the central ASSIST sub-account within the BCS financial ledger. Please note transitional arrangements will be in place for 2005/06. Financial Reporting Branch Accounts Branch treasurers will report periodically to Branches on spend against business plan/budget and bank statement position. Branch treasurers will report to the National Council treasurer annually in the format set down by National Council Treasurer and agreed by the BCS finance department. ASSIST EGM Papers 21 Mar 05; v /02/2007

21 National Council Bank Account held as reserve National Council Treasurer to report to each National Council on ASSIST bank statement and to include this in any annual financial report. The Treasurer will report any payments to/from this account to the next National Council. ASSIST sub-account held by BCS BCS will provide the National Council Treasurer with a monthly statement of income and expenditure in an agreed format and these will form basis of the Treasurer s report to National Council. Control of assets of the Association All assets purchased by or donated to ASSIST will be the property of the BCS but control of such assets will reside in ASSIST. ASSIST will keep a register of all assets owned by the association. This will be kept up to date by the National Council Treasurer, and will include branch assets. The definition and management of such assets (including the rates of depreciation to apply in the accounts) will be subject to agreement with BCS. Guidance on the accounting treatment for assets held by branches will be forwarded to branches by the National Council Treasurer following agreement with BCS. Disposal of any assets will require the formal agreement by either the branch holding the asset or the National Council. Format of Accounts The format of the accounts will follow the requirements of BCS which in turn will be driven by the standard accounting formats required of charitable bodies. VAT and VAT registration Please note, this is subject to confirmation. The BCS s status as a charitable body will apply to ASSIST. Charitable bodies have favourable VAT status and ASSIST would expect to benefit from being part of BCS. VAT reclaimed by all BCS activities is pooled and bids can be made by the BCS HIF against the VAT reserve. Audit procedures Both branch accounts and national accounts will require auditing. The auditor has the right to highlight any issues of concern to the branch or NC treasurer and/or to the relevant chairman. Audit procedures will be agreed with the BCS finance team. The auditor may be required to respond formally to requests from BCS for confirmation of how funds secured from BCS have been applied (see below for further details). ASSIST EGM Papers 21 Mar 05; v /02/2007

22 Reporting on the use of funds from BCS It is not unreasonable that BCS may require updates from ASSIST on the application of funds secured from BCS particularly project-type funds (see also paper six on the BCS HIF proposed methods for managing funds awarded to projects or research.) Requests should be made via National Council Treasurer who will then normally undertake the work necessary to identify how the funds have been applied. If the National Council Treasurer has any concerns with such requests, these will in the first instance be discussed by National Council. The management of surplus BCS funds If ASSIST secures BCS funding (i.e., over and above that generated by ASSIST through its subscriptions or income-generating activities) it is not unreasonable for BCS to expect this funding to be applied to the issue for which it was originally secured. If therefore ASSIST (including its branches) does not apply all such funds and is left with a surplus it will be responsibility of NC Treasurer to discuss with BCS as to how that funding should be handled. Such funding should not be applied to projects other than the one originally intended without the clearance of BCS. ASSIST EGM Papers 21 Mar 05; v /02/2007

23 6. BCS Annual Bidding Cycle for Financial Resources THE BRITISH COMPUTER SOCIETY HEALTH INFORMATICS FORUM PROCESS FOR PROJECT APPLICATION (NON- RESEARCH) Purpose This describes how to apply to BCS Health Informatics Forum (BCSHIF) for funds to support activities and projects (other than those seeking research funds). Process An application form is completed and returned via to: Chris Mayes, Health Informatics Forum Manager, The application will be considered by the BCSHIF Chair, Treasurer, Vice Chair and Secretary. Their recommendation will be documented and made to the following BCSHIF Strategic Panel meeting. Project contacts may be asked to attend the meeting to discuss their case. Completion and submission of this application form implies acceptance of BCSHIF conditions. Registered Charity No: 292,786 ASSIST EGM Papers 21 Mar 05; v /02/2007

24 BRITISH COMPUTER SOCIETY HEALTH INFORMATICS FORUM APPLICATION FORM PROJECTS (NON-RESEARCH) 1. Name: 2. Affiliation: (Specialist Group or other BCS capacity) (Note 2) 3. Contact details: Organisation: Address: Telephone: 4. Title of Proposal: 5. Summary of Proposal: (Note 3) 6. Statement of Need: (Note 4) 7. Duration of Project: Start Date: End Date: ASSIST EGM Papers 21 Mar 05; v /02/2007

25 8. Milestones: (Note 5) Milestone Planned Date 9. Description of deliverables/products: (Note 6) 10. Description of outcomes: (Note 7) 11. Benefits: (what and for whom?) 12. Evaluation and Monitoring (Note 8) ASSIST EGM Papers 21 Mar 05; v /02/2007

26 13. Project budget: (separate columns for each calendar year) (Note 9) Total Time Travel and subsistence Consumables Equipment Other (specify) Total 14. Funding requested from BCSHIF: 15. Funding available from other sources: (specify source and amount) 16. Income generated by project: 17. Statement by BCS sponsor: (Note 10) Signed: Date: 17. Project contact (Name, address, telephone, ): Signed: Date: ASSIST EGM Papers 21 Mar 05; v /02/2007

27 GUIDANCE NOTES - PROJECTS (NON- RESEARCH) 1. Applications will be judged using the following criteria: a. Contribute to the development of Health Informatics b. Have clearly defined benefits that relate to the work of the BCS Health Informatics specialist groups or committee c. Have a clearly defined project plan and outcomes 2. Affiliation. Applications are accepted from BCSHIF and BCS SG members. 3. Summary of Proposal. Provide summary details of the purpose, objectives, outcomes, benefits, how success will be judged, your expertise that will enable success and means of evaluation. 4. Statement of Need. Explain what support is required: financial and otherwise, whether part or full support is requested and where other support is being obtained (where relevant). 5. Milestones. Describe key points in the project and when these are expected to be achieved. These might mark the end of stages in the project. 6. Descriptions of Deliverables / Products. Describe the deliverables that will be produced by the project. For example, book, report, monograph etc. Include who owns copyright and intellectual property. 7. Description of Outcomes. Describe what will be different on completion of the project. 8. Evaluation and Monitoring. Describe how the project will be monitored and evaluated. 9. Budget. Give details of expenditure and justify each expense. These figures are for the whole project, including amounts that will be met from other sources (where appropriate). For travel use standard BCS rates. Include VAT on consumables and equipment. For people s time, specify role, effort and rate for each involved. 10. Statement by BCS sponsor. The application must be supported by a sponsor who may be Specialist Group Chair or member of BCSHIF. 11. Project contacts will be expected to submit copies of all deliverables and evaluation report to BCSHIF. If requested, they are required to submit reports at key stages in the project. 12. Project contacts may be required to present their project at one of the BCS Health Informatics events. 13. Attach further document where appropriate, e.g. project plans, initiation documents etc. 14. Failure to meet monitoring or delivery agreements may result in funds having to be repaid. ASSIST EGM Papers 21 Mar 05; v /02/2007

28 THE BRITISH COMPUTER SOCIETY HEALTH INFORMATICS FORUM APPLICATION FOR FINANCIAL SUPPORT FOR CONFERENCE/MEETING ATTENDANCE Please complete and return via to: Chris Mayes, Health Informatics Forum Manager, I will be attending the and wish to request financial support from the BCS Health Informatics Forum (BCSHIF). Please identify all other sources of funds received, including the BCS, to cover your costs. The maximum BCSHIF will fund will be for accommodation costs and registration fees. Delete where appropriate: I have requested support from my workplace/other source yes/no I will receive no support / will receive support amounting to /.% of the cost I am looking for support with my total costs / registration fees only / travel only I am a member of the...specialist Group of the British Computer Society. I have requested official support from the group. (Please attach copy of response) I am presenting a paper at.. I am chairing an session at.. I am presenting a poster at... I am chairing an EFMI/IMIA Working Group workshop at... I am the UK representative on EFMI/IMIA Working Group... I understand and accept that I may be required to produce a paper related to the congress/conference/working meeting for publication in a BCSHIF related journal. Name (in capitals):... Registered Charity No: 292,786 ASSIST EGM Papers 21 Mar 05; v /02/2007

29 THE BRITISH COMPUTER SOCIETY HEALTH INFORMATICS FORUM PROCESS FOR RESEARCH AND DEVELOPMENT FUNDING APPLICATION Purpose This describes how to apply to BCS Health Informatics Forum (BCSHIF) for research and development funding application. Process An application form is completed and returned via to: Chris Mayes, Health Informatics Forum Manager, The application will be considered by the BCSHIF Chair, Treasurer, Vice Chair and Secretary. Their recommendation will be documented and made to the following BCSHIF Strategic Panel meeting. Project contacts may be asked to attend the meeting to discuss their case. Completion and submission of this application form implies acceptance of BCSHIF conditions. Registered Charity No: 292,786 ASSIST EGM Papers 21 Mar 05; v /02/2007

30 BRITISH COMPUTER SOCIETY HEALTH INFORMATICS FORUM APPLICATION FORM - RESEARCH & DEVELOPMENT 1. Name 2. Specialist Group membership 3. Contact Details 4. Title of proposal 5. a) Summary of project (use no more than 200 words) b) Statement of need (use no more than 50 words) ASSIST EGM Papers 21 Mar 05; v /02/2007

31 6. Duration of project Start date End date 7. Proposed pattern of work 8. Detailed proposal (use no more than 500 words) 9. Timed action plan ASSIST EGM Papers 21 Mar 05; v /02/2007

32 10. Specific Outcomes 11. Budget Total Travel Consumables Equipment Other Total 12. Any other funding applied for in connection with this project & outcome ASSIST EGM Papers 21 Mar 05; v /02/2007

33 13. Referee or supervisor Name Address Phone no 14. Statement by Chair of Specialist Group Signed... Date... ASSIST EGM Papers 21 Mar 05; v /02/2007

34 GUIDANCE NOTES - RESEARCH & DEVLOPMENT 1. This fund is intended to support BCS Health Informatics SG members to undertake small scale R&D projects or study and with the expectation of match funding for projects over 10, Applications will be judged using the criteria listed below, which should be discussed in the Detailed Proposal: They should meet at least one of the following criteria: i. contribute to the next HEFCE Research Assessment Exercise ii. encourage the transfer of knowledge, expertise and current practices iii. have clearly defined and deliverable outcomes that relate to the work of the BCS Health Informatics SG or BCSHIF iv. have external referee support if over 2,000 If money has been awarded in the past, the Research & Development Committee will be looking for measurable results arising from this. Failure to deliver in the past is likely to mean future bids for funding will be viewed less favourably. 3. Applications can be made under the following categories: (Please note: applications to support PhD research cannot be considered ) i. Research Expenses a) The purpose of this category is to allow members small amounts of funding to support proposals which significantly enhance the BCS Health Informatics research & development output and profile, especially those which may lead to future applications for external funding. b) It is expected that these awards will mainly be spent on equipment/transport/software/travel expenses etc. ii. Travel Fellowships a) Travel Fellowships are to encourage the creation of links with other Informatics researchers and foster collaboration in research b) Applications should identify how & in what ways the project will benefit the BCS Health Informatics Groups and the informatics community. c) Applications should also specify the potential for further work that may be expected as a result of the project. 4. All successful applicants are required to submit a final report at the end of the project, detailing how the award was spent and the outcomes achieved. 5. They may also be required to give a presentation on their project to an audience at one of the BCS Health Informatics events. 6. Those awarded money are required to submit brief progress reports to each meeting of the BCSHIF via the treasurer ASSIST EGM Papers 21 Mar 05; v /02/2007