FOI – 000513 Rota software and providers (HTML)

Date received – 16 December 2021 | Date responded – 17 January 2022

Request

I am writing to request information under the Freedom of Information Act regarding Rota and Rostering Supplier information. Please can you complete the below questions.

1. What rota software(s) and provider(s) does the trust use for medical staff (junior doctors and consultants)? (a rota is a pattern of shift work with no individuals attached to it. A rota is used to form a blueprint of compliance or rules based on working patterns for a department, team or unit e.g. to create junior doctor rotas compliant to the 2016 Junior Doctor contract. Rotas are not to be confused with rosters (when shifts are allocated to workers)
2. What is the contract start and end date for the software(s) in Question 1?
3. What percentage of medical doctors are using the software(s) in Question 1?
4. What framework was used to procure the supplier(s) in Question 1? Please state the specific name of the framework e.g. G-Cloud, HealthTrust Europe, etc.
5. What rota software(s) and provider(s) does the trust use for surgical staff?
6. What is the contract start and end date for the software(s) in Question 5?
7. What percentage of surgical doctors are using the software(s) in Question 5?
8. What framework was used to procure the supplier(s) in Question 5? Please state the specific name of the framework e.g. G-Cloud, HealthTrust Europe, etc.
9. What rota software(s) and provider(s) does the trust use for anaesthetics?
10. What is the contract start and end date for the software(s) in Question 9?
11. What percentage of anaesthetists are using the software(s) in Question 9?
12. What framework was used to procure the supplier(s) in Question 9? Please state the specific name of the framework e.g. G-Cloud, HealthTrust Europe, etc.
13. Does the trust have any projects or procurements for a rota or rostering software on-going or scheduled in the next 12 months?
14. If yes, list the upcoming projects or procurements and their planned start dates?
15. In order to participate in a rota or rostering tender, what is the process?
16. Is your rota supplier the same as your rostering supplier?
17. If no, please state the name of the rostering software(s) and provider(s) for the above staff groups (medical, surgical and anaesthetics.)
18. Please state the contract start and end dates for the rostering software(s) in Question 17.
19. What is the job title(s) and department(s) of the decision maker(s) on the above software(s)?
20. What is the annual cost of the above rota and rostering software(s)?
21. Are there any exit costs incurred for changing the above rota and rostering software(s)? If yes, please state the exit costs.
22. What is the notice period for the above software(s)?
23. What other rota and rostering systems are used by the Trust? Please state the names of any providers used and what they are used for?

Response

I refer to your freedom of information request, which we received on 26 November 2021.

I can advise you that we have now completed the search of our records and can provide you with the following information with reference to the following document:

I am writing to request information under the Freedom of Information Act regarding Rota and Rostering Supplier information. Please can you complete the below questions.

1. What rota software(s) and provider(s) does the trust use for medical staff (junior doctors and consultants)? (a rota is a pattern of shift work with no individuals attached to it. A rota is used to form a blueprint of compliance or rules based on working patterns for a department, team or unit e.g. to create junior doctor rotas compliant to the 2016 Junior Doctor contract. Rotas are not to be confused with rosters (when shifts are allocated to workers)

I can advise you that under Section 17 of the Freedom of Information (Scotland) Act 2002, NHS National Services Scotland (NSS) does not hold the information under the scope of your request. This is because no Business Unit within NSS uses a third party software to create staff rotas. NSS currently only uses a roster system throughout our Business Units.

Therefor questions 2 – 23 are not applicable.

I trust you will find the information of assistance and if you require any further information please do not hesitate to contact us.

If you are unhappy with any aspect of how we have dealt with your request you can make representations to us asking us to review the handling of your request.

If you require any further information please contact Associate Director Information Security & Governance, within 40 working days of the date of this correspondence.

Contact

Email: nss.foi@nhs.scot

Address

NHS National Services Scotland Headquarters Gyle Square 1 South Gyle Crescent Edinburgh EH12 9EB

If after a review you are still unhappy, you also have the right to apply to the Scottish Information Commissioner, who can be contacted at Kinburn Castle, St Andrews, Fife, KY16 9DS, or via their application form.

National Services Scotland (NSS) is committed to publishing all information released in response to Freedom of Information requests. You can view all FOI responses within our FOI Publications repository.