Colin Lewis Update - Managing our response to COVID-19

From: Colin Lewis

Date: 27 March

To: All Staff

1. This week has seen us having to react to a global crisis that was unimaginable just a few short weeks ago. Extraordinary and unprecedented steps have been taken to help minimise the immense pressure on our health care system. The NICS has reacted swiftly and with purpose to put in place mechanisms to maintain proportionate business continuity while at the same time protecting the health and wellbeing of staff.

2. The purpose of this short note is to update you on what we have done in this Department, outline the further actions we are taking, and to talk a little about how we should work over the weeks to come.

What we have done

3. Following HOCS’ note to all staff on 23 March 2020, the majority of our staff are now working remotely and we are working closely with IT Assist to ensure that we can get laptops for remaining essential users as quickly as possible. All of our estate buildings are closed, which the exception of Netherleigh. This will remain open and form our operational headquarters for the duration of the crisis. A minimum number of necessary staff will be in place and access will be strictly limited for only essential business needs.

4. Clarification of HR issues and related matters, including the use of leave and pay issues can be viewed on a dedicated link on the DoF website. I would encourage you to view this on a regular basis.

Further actions we are taking

5. I am conscious that many of you do not have remote working access via laptops. We are working hard to ensure that as many of these people receive enabled laptops over the weeks to come. Earlier this week we submitted an urgent service request to IT Assist for 114 laptops for essential priority users which had been identified by their Grade 3 Heads of Group. I am hopeful that many of these will be successful, although I do recognise that demand right across the NICS is high and supply (now and longer term) is limited. I expect allocations to commence at the beginning of next week.

6. You will be contacted directly by ITAssist when your laptop is ready. Please do not seek updates as it is diverting staff from other essential tasks and will only slow down the distribution of the laptops.

7. While every effort is being made to meet everyone’s need, I need to be realistic and inform you that it is unlikely that all of our requests will be met. In the event that emerging customer-facing business pressures arise, which is a possibility, if not a probability, action may have to be taken to redeploy laptops from non-essential to essential users.

8. Turning to the issue of staff redeployment generally, it is likely that we will have to move some staff in to new roles and work remotely as emerging pressures arise. If approached to do so, I would ask for your cooperation and assistance. There are already some great examples of business areas working together to address pressures.

Working remotely and communication

9. Whilst this week has been about crisis management, as time passes we will need to settle in to a pattern of work focused on addressing as much ‘business as usual’ work as is possible, or where that is not practical, work focused on preparing for when this crisis comes to an end. We need to do all we can to keep you gainfully employed and engaged. Senior Management will be tasked to think creatively about how this is taken forward, and work programmes will be devised, most likely within the context of the draft 2020/21 Departmental Business Plan.

10. It is vitally important that line managers engage regularly with their staff and develop ways to communicate with those members of staff that do not have remote access. Effective communication at this time is critical. I will certainly ensure that you are kept up to date with regular information bulletins.

11. Lastly, and as I said earlier these are unprecedented times. As Civil Servants we are there to serve our Ministers and deliver their policies. Never in our lifetimes has this been more important. But your health and wellbeing, and that of your families, is paramount. Please adhere to Public Health Agency advice at all times and we will all come through these difficult times safely and together.

Thank you.

COLIN LEWIS