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• Ngāhiwi wondered whether we wil be able to catch up to expected numbers or if we
need to signal a change in pace.
• Dame Karen stressed the need to understand if our stock on-site is on a consistent
upward trajectory as the stock level is causing some anxiety for Ministers.
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Programme status and risk summary (David Nalder and Mat Parr)
Paper considered – CVIP Programme Status and Risk Summary 7 April
Paper considered – OAG Performance Audit update
a) Programme status and risk summary
David highlighted the Milestone view and Status slide (p6) in the Status and Risk Summary
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• This is a structure to test with the group, and is not yet fully populated
Group Discussion
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• Dame Karen asked how this document could be updated to include a measure of what
has been completed in order to show how Programme is tracking
• Matt replied that the focus over the next week wil be trying to get an operational view
into the document and once things like DHB plans are overlaid in there we should
have a lot more visbilty over performance
• Jo stressed the importance of including in the front of the report the list of things that
have been completed
• Murray suggested the need to clearly articulate the critical dependencies that wil
influence being able to scale up from 10,000 to 50,000 doses a day
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• Mat mentioned that two things they were hoping to build into model within next week
were how to monitor if we were on track or at risk, and how to get document to reflect
how workforce needs at particular points flow through to delivery models.
David next discussed the risks portion of presentation:
• On Slide 9 we can see the top 12 risks related to the programme, reflected on the
different pil ars
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• Updates this week are mainly providing more content on current activities and future
actions to mitigate risks
• Last slides are looking at inher
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should help us identify where control of that risk sits (Ministry, DHBs, Providers etc)
Group Discussion
• Murray said it would be good to see updated reporting against proposed action
closure dates in order
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• Jo noted that she wil be meeting on Monday with three DHB CEs to draft an
Accountability Framework which should address the final point raised by David
• Dame Karen sought clarification on the process for DHBs to raise issues in the
absence of a central call centre, and asked whether Jo was confident we had a line of
sight to unresolved problems DHBs are experiencing
• Jo confirmed the call centre needs to be beefed up to provide a contact point at least
12/7. The Regional Account Managers are also a good contact point but are ideally for
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weekday contacts, although they are currently contacted as needed. The
accountability framework being drafted should address these issues, and there is also
agreement under the new structure to have a Quality and Safety Committee to
complement CV-TAG.
• In response to a question from Colin, Jo said that all CEs are welcoming of the
accountability framework. The framework wil be set up in a way that aligns with
annual plan and normal mechanisms for DHB reporting.
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Action 1: Jo to provide update on Accountability Framework at next Governance
Group meeting
b) OAG performance audit update
David provided update on OAG audit
• OAG have finished substantive work and have sent a small number of residual
questions
• The themes emerging are al risks or issues the Group is aware of
• Draft report is expected 19 April then Ministry wil have two weeks to provide response
• Intention is for document to be published mid-May then tabled in Parliament
Jo noted that by mid-May programme should be moving into Tier-3 so wil be at very different
stage than when information gathered.
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Dame Karen suggested that the important thing wil be to workout when it wil land and how
we can use it constructively at that time.
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Straw person milestone plan and progress reporting
Paper considered – 5. Straw person milestone plan and progress reporting
Discussed as part of Agenda Item 2.
4.
Update on rollout
Paper considered – CVIP_DHB Plan Review_Draft_070421 memo
Paper considered - MoH model v DHB plans 7 April 2021
a) Qlik interactive dashboards (Luke, Jo)
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Luke gave a presentation to the Group regarding the information that is being shared with
DHBs via Qlik. DHBs can use this system to get details by vaccinations per site or by
particular demographic, as well as to generate internal reports on different categories they
may be interested in
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Group discussion:
• In response to a question from Dame Karen, Luke advised that the user group was
made up of people within each DHB identified by SROs
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• Jo acknowledged that there is work to be done to ensure data can also be forward
looking rather than purely retrospective. This work is ongoing
• Murray identified important forward looking indicators as: workforce and trained
vaccinators available, inventory, and usage.
• Jo advised that an update on this could be provided in next Governance Group
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• Carolyn asked whether DHBs can disaggregate data by employer
• Luke advised that at the moment it doesn’t, although Michael pointed out that a
significant expansion to the Border Worker Register wil happen on April 19 h which will
show sites of vaccination, although he wil need to confirm if that will also show
employer
• Steve asked whether the underlying data was reliable enough to be made available
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publicly at some point
• Jo said there was no concern around accuracy of underlying data and once DHBs
plans were considered robust enough this data could possibly be released
• Mat noted that experience in other countries has shown this kind of data can drive
behaviours, while Luke mentioned that on Ministry website there is now a page where
some vaccine related data can be downloaded
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Action 2: Jo to provide update on Qlik interactive dashboards shared with DHBs at
next Governance Group meeting, with particular emphasis on forward looking
indicators
b) Summary of plans to end of June from DHBs, confidence ratings (Jo Gibbs)
Jo provided an update on rollout and recently submitted DHB plans
• Yesterday a record number of doses were administered and we also passed 100,000
total doses, less than 24 hours behind commitment to the Minister for this milestone
• Papers circulate provide an initial assessment of DHB plans, however these plans
only run until end of June so they don’t cover big step up for general population
• Since this analysis was completed conversations have been had with 9 DHBs to get
further assurances across key questions, with a couple DHBs asked to revise
numbers
• Remaining DHBs wil all have been engaged with prior to Steering Group next 1982
Tuesday
• From equity perspective, currently only the CVIP GM Equity has reviewed the plans.
Most plans appear to have good Pacific content, although full analysis of this aspect
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wil be done next week with Gerardine Clifford-Lidstone
• Vaccine Ministers have received a summary of the plans, although wil wait to have
more robust numbers before sharing these with Ministers.
• If DHBs deliver these numbers we would be very marginal in terms of supply.
c) Exemption Process (Jo Gibbs)
• Exemption process for early vaccine access has been live for two days
• Team is manging workflow well and appears able to meet commitment given for 5 day
turnaround on all applications
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5.
Update on programme structure and accountabilities
Paper considered – Update on programme structure 7 April
Paper considered – Update to programme ways of working
a) Programme Structure (Mat Parr, Jo Gibbs)
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Jo offered overview of key changes in the programme structure now that it is operating as a
single unified programme
• Overall governance of the P
THE rogramme has not really changed, although the name of
Group E (Slide 3) has been changed from Design Authority to Programme Leadership
Group
• IIAG has been working to refocus and redetermine their ToR, but Programme is very
keen for IIAG to continue in its advisory role and this has been clearly communicated
• A new Advisory and
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proactive way
• Programme is now fully recruited at Senior Level, with ongoing recruitments below
• One thing that stil needs to be worked through in the Accountability Framework is how
we link in with all the CEs of DHBs.
Ashley noted that new structure was discussed at Steering Group earlier in the week. His
view, and the view of Steering Group, was that it is a clear setup and that the work behind to
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make it function is all being done.
b) Ways of Working (Mat Parr)
A late paper was circulated showing how we are brinigng the new structure to life
• Initial focus of discussions when bringing two groups together was on overall vision
and mission of vaccination programme
• This paper provides an update on how the dif erent areas of the Programme wil work
together, noting that the previous approach to ways of working using a blend of
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waterfall and agile delivery methodologies remains the same, and wil be embedded
across the Programme as a whole
• Both the waterfall and agile methodology are linked to milestones on the critical path
6.
Communications and engagement (John Walsh)
Paper considered – Communication and engagement update 6 April
In response to a question from Dame Karen John advised that Comms team is running
behind where it needs to be, but are catching up
• Resourcing of the team is increasing and planning for the major campaign in April is
going well, noting that the major launch wil be in week following ANZAC Day
• John wil circulate the deck after this meeting showing different phases and
approaches of the campaign
• The team is working with MPP and TKK for targeted campaign for Maori and Pacific
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audiences which wil sit under and reflect national campaign
Group Discussion
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• Fa’afetai noted that people who are vaccine hesitant might be harder to reach and
asked how campaign would be trying to access these people
• John acknowledged this was an issue but stated there was a lot of work being done
on campaign design. He also noted that MPP have an excellent team who have been
working well with Ministry so he is confident Pacific communities wil be well reached
• In response to a question from Colin, John said that his team is ramping up its support
to DHBs and to Iwi Comms Collectives to ensure foundational information goes out
through all possible channels. A specific DHB Engagement Team has also been stood
up.
• In response to a question from Steve, John noted that campaign will als
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emotional component in addition to the rational component of vaccine information.
• John explained that Comms team was also working on giving the public an insight into
what is happening within Programme. This will staat with media briefing late next week
where we give them more insight into programme, including some of its vulnerabilities.
• Ashley noted that a key component of OAG feedback was being more open with
public around degree of uncertainty in programme so this wil be a good way to start
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addressing that
Action 3: John to circulate deck to Group Members providing overview of upcoming
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Comms campaign
Engagement
Dame Karen noted that there was no agenda item on Workforce for this meeting
• Jo acknowledged workforce remained a key concern and that a comprehensive report
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could be provided at next meeting in two weeks’ time
• Dame Karen asked for a shorter piece to be prepared as well in the interim to ensure
this key concern was being addressed
Action 4: Jo to have short piece on workforce prepared as soon as possible, alongside
a comprehensive update for next Governance Group meeting
Group Discussi
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• In response to a question from Dame Karen, Michael noted that he was confident in
the delivery date for the booking system and that the system had gone live from today
to start the co-design with partners looking at the detailed service design.
• Murray stressed that the earlier a pilot system for bookings could be in place the
better, and suggested not to wait until a perfect product was available.
• Jo provided an update regarding the non-regulated workforce, noting that the Ministry
has contracted with training providers and within four weeks we wil be in a position to
start training that workforce within the Programme
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Action 5: Colin and Stephen to update Real time Assurance Memo prior to next week’s
Steering Group meeting.
9.
Meeting close
• Dame Karen noted that the main item raised at the start of the meeting was Carolyn’s
point about what the programme is no longer focused on. She asked Mat to work through
this with programme to provide an update for next meeting
• Jo also noted that Polynesian rollout wasn’t discussed in the meeting. She proposed to
bring something on this to next meeting
• Ngāhiwi closed with a karakia.
Action 6: Jo Gibbs to bring update on Polynesian Health Corridors for next
Governance Group.
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Office of Auditor General update on performance audit and draft report (John Ryan,
Leanne McAviney, Kate Williams)
Dame Karen noted that the draft Report had been read in confidence by Group.
John Ryan provided high-level overview of report and thanked Programme for its engagement
in the process
• The focus of the report is mainly on determining whether the Programme is ready for
big scale-up, and he wants to ensure report is useful as well as balanced and fair.
• The three areas he would suggest the Group focuses on in its governance role are
workforce, logistics, and communications.
Group Discussion
• Leanne noted that Programme transparency wil be key in managing expectations and
stressed importance of the programme being clear with the public around risks
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• Jo noted that good progress is being made to respond to draft report within OAG’s
requested timeframes, as well as to provide additional written information to ensure
full context is provided.
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• Steve stressed the importance of the programme having communication prepared for
when the report is tabled
• John Ryan suggested Ministry may wish to publish a report at the same time as final
report in order to show progress on different aspects.
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Programme status and risk summary (David Nalder and Mat Parr)
Paper considered – CVIP Risk Summary 23 April 2021
a) Programme status and risk summary
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• David noted that his top priority for next two weeks wil be responding to the OAG
report, and wil be focusing on making sure there is a direct link between risk
measures and our readiness to scale in July.
• Jo noted that the wider health sector reform would present risks for the Programme,
notably around DHBs conforming with Accountability Framework as time goes on, and
around the recruitment of Programme staff int
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Group Discussion
• Fa’afetai noted the importanc
THE e of limiting vaccine wastage
• Jo said that root cause analysis was ongoing of the CCDHB wastage incident and that
the message has been passed that not wasting stock is top priority (above
Sequencing Framework)
• Murray noted that the wastage risk wil increase when Programme scales up so
Planning and Logisti
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• Mat noted that higher wastage forecasts from 30 June onwards are built into the
model
• Stephen discussed the importance of the relationship between the Risk Register, the
Milestone Plan and Programme’s overall readiness to scale, and the need for these
documents to reflect our confidence in delivering to scale
• Murray stressed the need to land the overall programme plan as this would allow risk
register just to serve an assurance function
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Programme progress reporting (Mat Parr, Andrew Bailey)
Paper considered – Milestone and progress reporting 20 April 2021
Mat introduced topic by noting that the team has been working through DHB SRO forum to
make the milestone view a Programme wide document rather than just Ministry
• Mat also noted that there is stil work to be done to ensure equity information is
reflected in the milestone view
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Andrew drew attention to Slide 4 which shows key deliverables for different population
milestones. This should help Programme monitor and have confidence in each of those as
the go-live date approaches.
Group Discussion
• Dame Karen noted the importance for milestone view to also pick up on when certain
requirements would no longer be needed
• Robyn sought clarification regarding the overarching plan and how that would fit
alongside this document
• Jo proposed to do a standup at next Governance Group meeting to go into the finer
details of the plan and show how everything links together
• Jo said that Programme has commit ed to vaccine Ministers that it will publish in early
June the DHB plans for July onwards
Action 1: Standup to be organised for next Governance Group meeting to enter into
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finer details of Programme planning
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Draft Accountability and Planning Framework (Jo Gibbs, Geoff Gwynn) ACT
Paper considered - Planning and Accountability Framework
Jo updated the Group on the status of the Planning and Accountability Framework
• The draft has been prepared in conjunction with DHB SROs and has been signed off
in principle with all CEs. This draft wil go out to DHBs next week
• Aim is to have clear accountability of delivery of the programme, as well as of the
legacy items such as non-regulated workforce and connections with Pacific, Māori and
disability providers.
• Underneath this Framework there wil be two detailed documents. One looking at the
pathway to vaccination for consumers and accountabilities of that through
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providers, and a second looking at the governance framework and giving clear details
of responsibilities at every different level.
• There is also a production plan which has been developed and gone out in draft this
week to DHB SROs.
Group Discussion
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• Shayne asked to see more in the framework around accountability for implementation
and operational support around technology systems
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6.
Operations update: this week and next week (Jo Gibbs, Astrid Koornneef)
Paper considered – COVID-19 Vaccination Daily Report 21 April 2021
Paper considered - Extract from MoH website 21 April delivery against DHB plans
Jo gave update on DHB performance against plans
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• The first weekly performance was published on Wednesday and overall have met the
planned figures, although there is big variability between performance across DHBs
• There have been conversations with the CEs of the four DHBs who were at less than
90% of target to see what support could be offered
• This wil be particularly important as each of these DHBs have high Māori populations
so there are equity considerations that need to be addressed
• There has been an offer of Comms support and teams to visit the DHBs, and this of er
may st
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• Robyn said that during a call with DHB CEs last week she had informed them to
develop a clear plan on service impacts, if necessary, in order to deliver vaccine
programme
• Murray noted that jumping on performance issues quickly would be important, and
recommended pushing support in sooner rather than later where issues are being
seen
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7.
Leading and lagging indicator development (Luke)
Luke offered update on development of leading indicators:
• The team is starting to have sufficient data to be able to move into more predictive
analytical work
• Major areas of forecasting they are currently looking at include: Vaccine usage per
vial, workforce availability, number of sites online, vaccine uptake, adverse events,
and user experience.
• It should be possible to present back to Governance Group on progress of this work
within next few weeks
• Murray noted that a crucial thing to forecast wil be inventory against plan, including a
metric to show what proportion of current inventory is already ‘commit ed’ for people
receiving second dose
Action 2: Further update on development of leading indicators for next Governance
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Update on plan to scale
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a) Workforce (Fiona Michel)
Paper considered – Vaccinator Workforce Plan_V3
Fiona gave overview on workforce workstream
• The document provided gives an overview of the different sources where workforce is
being drawn from
• The training process has been streamlined by lifting the requirement for eligible
trainees to register first with DHBs
• A primary focus of the team is partnering with IMAC on developing the
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workforce training programme
• Team is also working on contingency planning in case there are issues with workforce
• Conversations are ongoing with a number of occupational health providers, although
in some areas these providers are asking for a price which is not reasonable
Group Discussion
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• In response to a question from Fa’afetai, Fiona noted there had been work done with
Deans from several universities to engage health students in the workforce
• Jo noted that DHBs are already being encouraged to develop the pool of non-
THE
regulated staff so that when training is live they wil be ready
• In response to a question from Dame Karen, Fiona acknowledged that a number of
things needed to be done to enable the non-regulated workforce to become active in
the Programme, but that she was confident this avenue was stil viable
• Dame Karen asked for an update at next Governance Group meeting to provide
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assurance around the feasibility of this workforce
Action 3: Update to be provided on non-regulated workforce at next Governance Group
meeting
b) Logistics (Ian Costello)
Paper considered - 210419_Logistics Update
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Ian pointed to two key elements within the document provided to the group:
• Update on the new inventory portal going live on 3 May which wil make it easier to
accommodate unplanned walk-ups
• The process for setting up a second national hub in Christchurch, which is a crucial
supply contingency
c) National booking systems (Michael)
Michael provided an update on the National booking system
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• Things are on track for two pilot sites to be live from April 27th, which wil be expanded
during May
• By June/July more advanced functionality like invitations should go live
• The key for the success of booking system wil be getting the operational model in
place that is required to support the technological side of the system
• Shayne suggested that there should be a standing item for Operational aspects
moving forward
• Dame Karen agreed with this and suggested it be added as an early Agenda item for
future meetings
9.
Communications and engagement (John Walsh)
Paper considered – Communications update 21 April 2021
John Walsh provided overview of Comms situation
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• Campaign started last Friday with focus on getting basic factual information out
• After ANZAC weekend the emotive layer of campaign wil start to roll out nationally,
except for in Counties Manukau where more specific information wil be used
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• Comms targeting Māori audience wil be done at national level through ensuring
representation within material, through a targeted campaign from TPK, and through
local campaigns run at iwi/hapu level
• There wil be weekly attitudes surveys starting from next week to try to capture and
monitor people’s intention to be vaccinated
• There have also been two formal communications with primary care in last week
Group Discussion
• Jo noted there are meetings started with GPs and primary care with good feedback on
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the way things are progressing.
• Mat added that the full funding model has been shared with DHBs, signed off by DHB
CEs and communicated to leadership of primary care, GP and pharmacy groups.
• In response to a question from Colin, John Walsh said he was confident the team
would have appropriate resourcing to respond to any strong anti-vax response to
campaign material.
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Polynesian Health Corridors and Cook Islands roll out plan (Megan McCoy)
Paper considered - Polynesia vaccine roll-out for steering group 19 April
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Megan gave update on planning for Polynesian vaccine rollout
• Work is progressing towards a mid-May rollout for Cook Islands, although there is a lot
of work stil to be done, notably around assurance for Ministry and pharmaceutical
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companies on donation.
• The work with Cook Islands wil inform the approach with other countries.
• There wil be a meeting next week with representatives from Nuie then with other
countries over following weeks.
Group Discussion
• Jo stressed the importance of being transparent around the fact that provision for
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Cook Islands wil come out of New Zealand’s current supply.
• Fa’afetai reminded the Group of the importance of being sensitive in communication
with these nations, bearing in mind that despite New Zealand being a friend to Pacific
nations, it was also at one time a colonial power.
• Megan noted that the newness of COVID vaccines means that New Zealand wil have
to work in a more hands on manner than on previous occasions where vaccine
support has been offered. Finding the right balance for this wil be crucial.
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Suggestion was made by Dame Karen for Polynesian health corridor to be rediscussed at
next meeting and moved towards the beginning of the agenda.
11.
Real Time Assurance Leads Update (Colin MacDonald and Stephen Crombie)
Colin suggested work being done to better understand the demand side of workforce, as work
until now has focused on supply side. He also suggested it would be useful for Comms team
to look closely at the need for coherent but separate messaging between Ministry and DHBs,
in order to ensure local level information is relevant.
Stephen stressed the importance of adequately resourcing the work on Accountability 1982
Framework, and the need to align the timing of delivery design with technology side.
12.
Meeting close
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• Fa’afetai closed with a prayer.
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• Fa’afetai noted her interest was in pharmacovigilance, particularly whether the current
system allowed for the extraction of data in a way that can be used to provide
meaningful insights
• Dame Karen noted her questions are mainly in regard to the scaling up in the primary
care area- and implications on the overall project
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Operation Update
Paper considered – COVID-19 Immunisation Programme Update 2 May
Paper considered – Daily Covid-19 Vaccine and Immunisation Programme Report (as at
23:59)
Jo Gibbs provided an overall programme update.
• Jo noted the programme target was on track to exceed targets again this week and
that currently, the Programme was 3% over target.
• Jo informed the Group on details around ongoing programme targets and risks,
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particularly around delivery, and timelines.
• Jo noted a team was in Northland this week, to provide support to the DHB.
• Jo confirmed a response from the Programme to the draft Office of the Auditor
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General’s report was provided and details on when the report was going to be
published have not yet been confirmed.
• The Programme sent CEs and SROs the accountability framework and planning
packs. The planning packs are to enable DHB’s to create a detailed plan for July -
October and a more high-level plan for October – December.
• Jo stressed the importance of keeping the current programme team together
considering all the changes and announcements within the Health Sector.
• Ashley noted risks associated with the resource constraint at a senior level and that
any such risks should be flagged early.
• Luke presented on the operations dashboard. The Group discussed ar
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dashboard that were insight and area where they wanted further information
• Mat explained the data on the operations dashboard and how the data figured into the
planning.
• Colin acknowledged that this is the sort of reporting would help monitor the
programme as it scales up in the upcoming months.
• Colin noted as the programme continued, ass
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is important to programme success. He suggested highlighting success measures and
tracking goals and evaluating these on a regular basis.
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•
Action 1: Update to be provided at next Governance Group meeting on ratio
between walk ups versus bookings at vaccination sites.
• There was discussion on whether the model should “reserve” vaccines as second
dose. It was noted, t
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regard to vaccine supply.
• The group discussed different areas of messaging through the communications plan.
Providing clear guidance to public on vaccine safety and delivery required some
thought.
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Programme progress report and walk through of workstreams (Jo Gibbs)
Service Design (Mat Parr)
• Mat provided an overview of the different kinds of service models that would be in
place over the course of the vaccination programme, some of which are:
o Mass vaccination sites
o Community health hubs
o Aged care residential model
o Workplace model
o Occupational health model and,
o School based model.
• Project milestones were noted.
• Programme team provided clarity to the group on questions around different service
models and when and how there were going to be used.
• Dame Karen stressed the importance of the integration of the logistics and delivery
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systems as much as possible.
• Rachel McKay noted some of the National contracts have largely been established
through occupational health providers.
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Equity (Jason Moses)
• Jason noted the strong equity focus within the individual workstreams, and overall, in
the programme, but there was room for more work in this area.
• Jason noted that current data suggests a lower uptake of the vaccine in the Māori,
Pacific and disability community. He indicated that low up take may reflect some
inequities in the healthcare workforce, which is a priority currently in the sequencing
framework, and once vaccination of group 2, 3 & 4 begins, we could see an increase
in uptake.
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• Jason highlighted that equity in the workforce is an important component along with
other work to meet our Te Tiriti o Waitangi obligations.
• Areas of focus in the equity workstream service design including meeting with DHBs
to ascertain their plans for Māori, Pacific and disability populations.
• Jason noted there are a range of actions in the pipeline to address equity within the
programme such as targeted communications, working with Maori and Pacific health
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providers, and establishing vaccine support roles who will work in communities to
coordinate services around equity and to spread key messages.
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Group discussion
• Dame Karen asked about how the Kaiāwhina workforce is being utilised as part of the
programme.
• Jason noted that discussions were on going on targets for Māori and visibility of these.
• Colin noted that additional support should be available to Jason as required to enable
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equity targets to be met as the programme continues.
• The content of messaging to the communities was discussed, and Jason noted that it
should be clear that anyone that would like to get vaccinated would have services
available to do so in an environment that they felt most safe and comfortable in.
Operations (deep dive into Booking System) Astrid Koornneef
Michael Dreyer / Astrid provided an update on the National booking system
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• Michael provided an update on changes in technology and talked through the new
features that wil available in the CIR.
• From the end of May DHBs wil be online with the booking system.
• An additional feature to go live in June wil be an automated targeted invitation
capability.
• Astrid discussed the operating model, key highlights that her team have been focusing
on, and how accountability wil feature at each step of service delivery.
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• In response to a question from Dame Karen, it was noted that although ful integration
between new systems and DHB systems would not be possible, a range of options wil
be created to ensure, systems are integrated to highest extent.
• Astrid noted that as the model is further developed, it will be possible to monitor the
pathway of an individual on their vaccine journey and the aim was for all DHBs to be
onboarded by end of May and all sites across the country to be using the system by
the end of June.
• Astrid further noted that regional teams wil be stood up to support the onboarding,
training and support the DHBs through the roll out. Non DHB providers wil be targeted
and onboarded through DHBs.
• John Walsh noted that there wil be comms to inform the public that they can go to
organisations they are comfortable with who can help with the booking process.
• A member of the Technology team provided a live demonstration of how the booking
system works.
• Juliet provided an overview of the clinical workstream noting the main areas of work
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as internal quality and safety protocols and how the Ministry can support quality on a
national level through the national quality assurance framework.
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Comms and Engagement (John Walsh)
Paper considered –Comms update 3 May
John Walsh provided an updated on the communication plan. He noted key areas that the
communications strategy wil be focusing on.
• Vaccine supply constraint until the end of June.
• Communications in regard to the launch of the booking system.
• More tailored communications across DHBs to correspond to the part of the
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sequencing framework they are targeting.
Group Discussion
• Carolyn noted that there is potential to use employers to create group bookings at
individual work sites and there are channels already available to be able to do this.
• Carolyn asked if there was a communications strategy in place in the event that the
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Booking System gets overloaded to which John Walsh replied that expectation
management is a key part of planning for such events.
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Sector engagement and Workforce (deep dive) Fiona Michel
Paper considered – Sector engagement, workforce and welfare workstream: Covid-19
Vaccinator Assistant training programme.
Fiona provided an overview
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• Fiona noted that there are three key areas the workstream is currently focused on:
workforce pipeline, training of the workforce to meet requirements, and making sure
we have planned that we have the right people in the right places.
• Workforce team is making concerted ef ort to increase proportion of Māori and
Pasifika within workforce
• As of last week, qualified individuals are now able to register directly with IMAC for
training without passing via a DHB
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• The Programmes Steering Group have supported the decision for a regulatory change
to allow vaccinator assistants to be added to the programme workforce.
• A paper wil be submitted to the Minister on 10 May 2021 for approval for a regulatory
change, followed by a Cabinet paper, with Cabinet decision expected on 24 May
2021.
• Pilot training course is scheduled for 13 May with a Māori provider based in Auckland,
with a pilot online training course planned the week after.
• Fiona noted this course wil help provide required workforce for DHB peak needs
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Group Discussion
• In response to a question from Dame Karen, Mat noted that engagement was ongoing
with big business, with a specific Business Engagement Lead also being brought in
• Fiona noted the number of trained vaccinators does not confirm their availability to
vaccinate, which the programme is aware of and are working to have more workforce
capability available.
• Colin noted the risk associated with vaccinator assistants requiring supervision, with
Fiona and Jo noting work being done in Programme to mitigate this risk.
• Jo noted that the strike planned by the New Zealand Nurses Union is a risk the
programme wil continue to monitor.
Logistics (Ian Costello)
Ian provided an update to the Group on the logistics workstream.
• the workstream focus was the distribution model, mainly national and regional bulk
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storage, storage capacity and wastage.
• the second hub in Christchurch wil aide South Island distribution needs.
• further work has commenced on piloting DHB hubs and a more regional distribution
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network.
• Risks are being managed partially via an incremental phase-in of new systems
Group Discussion
• Effort is being made to reduce the pressure on the digital workstream, notably through
bringing in additional operational support to focus on day-to-day queries, and pausing
the development of two Distribution systems
• It was noted that there are additional levers than can be pulled to meet deadlines if
required, including through pulling people in from other Directorates.
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Post Event (Tim Hanlon)
Tim provided an update to the Group on the Post Event workstream.
• Tim noted three work packages as part of the Post Event workstream as passive
monitoring, active monitoring and pharmacovigilance
• Tim noted that the ability of CARM to scale w
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place via CIR and E-Covid form have helped address this, particularly the auto-triage
functionality
• Tim noted the benefit of acti
THE ve monitoring around building public confidence, with
• programmes Steering Group having made an in-principle decision to progress to
active monitoring.
• Tim noted work being done with Medsafe on a new database for pharmacovigilance,
with the hope this wil be active within next couple months.
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Risk Summary (David Nalder)
Paper considered - Programme Risk and Issue report
David provided an update on the Risk Report noting that the reports have been simplified to
highlight the top five risks as identified by Programme Leadership Group.
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Group Discussion
• Murray noted that a continued assessment of the top five risks, to show whether they
were staying the same, worsening or getting better should be monitored.
• Ashley noted mitigation of risks should be further considered.
• The Group discussed the risks associated with support provided to the Realm and
other Polynesian countries.
• Mat noted that while New Zealand wil be supporting delivery, countries using
AstraZeneca would be responsible for the approval decisions around that.
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Polynesian Health Corridor and Cook Islands roll out plan (Megan McCoy)
Paper considered – Cook Islands Weekly Status Report
Megan provided an update on the vaccine roll out in the Polynesian Countries.
• Megan noted work is ongoing to train vaccinators in the Cook Islands.
• Megan noted that Niue wil be the next cab of the ranks.
• Sequencing of other countries that New Zealand wil support for a roll out is on-going
Group Discussion
• Ashley noted there have been discussions with Ministers on the quantity that would be
supplied to the Cook Islands.
• Tai noted that the Programme would require to have the processes around
Pharmacovigilance live in New Zealand before it is offered outside the country.
6.
Real time assurance leads update (Colin MacDonald, Stephen Crombie)
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Stephen noted programme planning and design is now reflecting well the complexity of the
programme.
7.
Summary of meeting and close (Chair)
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• Murray has highlighted the challenge of having all systems integrated in time for the
July scale up, noting that many of the systems that will be used for mass rol out are
not used for current Groups. He also noted the challenge of managing supply and
demand once the Booking System goes live
• Ashley noted that communication of how the sequencing framework wil work wil be
important once vaccinations for group 3 & 4 begin.
• Shayne noted the importance of Programme identifying top priorities in order to focus
attention on key issues, including what manual processes may be dif icult to scale up.
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• Ngāhiwi noted Equity funding past vaccination and immunisation should be
considered in forward planning.
12.
Meeting close
Ngāhiwi closed with a prayer.
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ACTION TRACKER
NO.
ACTION
OWNER
STATUS – DATE (Due or closed)
COMMENTS
210115 -02
Consider if this Governance Group should have
MoH and MFAT
In progress
Stil under consideration
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a continued role overseeing the Pacific Health
Corridors support for Vaccine
210129-01
For MoH to consider the ‘readiness’ process that Mathew Parr
In progress
Accountability framework with DHBs, wil be signed off as
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it wil seek to put in place with leads to ensure
part of DHB acceptance of plans
accountability
210423-02
Further update on development of leading
Jo Gibbs
In progress
Draft on agenda 7 May
indicators for next Governance Group meeting
Luke Fieldes
210423-03
Update to be provided on non-regulated
Jo Gibbs
On agenda 7 May
Complete
workforce at next Governance Group meeting
Fiona Michel
210507-01
Update to be provided at next Governance
Jo Gibbs
On agenda 21 May
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Group meeting on ratio between walk ups
Luke Fieldes
versus bookings at vaccination sites
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• Sequencing framework and how it is executed – he noted the importance of clarity in
the early stages.
• Booking system – he sought clarification as to whether this would be mandatory,
noting this created a risk of a single point of failure, with subsequent impact on supply
and demand.
• Technology failures, including those relating to workforce.
Hon Steve Maharey
• Agreed with the issues raised by Murray.
• DHBs performance reliability for relatively even rollout noting Waikato DHB situation.
• Evenness of supply – planning and implementation.
• The consumer experience – noted he had not heard a lot about this but it was of
increasing importance.
• Steve also noted that overall commentary surrounding release of the final version of
the Auditor-General’s report sounded positive, with other perspectives not appearing
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to gain traction.
Carolyn Tremain
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• Sequencing framework.
• Timelines – relating to core system and contingency planning.
• Anti-vaccination/misinformation.
Dr Fa’afetai Sopoaga
• Northland rollout – sequencing and equity focus.
• Managing vaccination to minimise wastage.
Dr Ashley Bloomfield
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• Wil welcome feedback from the Group around contingency, and whether the booking
system should be mandatory for all, or mandatory in certain settings only.
John Whaanga
• Agreed with points raised by others, adding that a strong equity focus was required
across all workstreams. We must make sure we push equity in the same way as we
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• Ensuring balance in rollout – do not leave ‘harder to reach people’ until last.
Colin MacDonald
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• Information flow at scale – how it works – ensuring we have capacity.
• Driving equity – Colin noted he expected this to be more visible in next set of DHB
plans due shortly but noted MoH may need to work further with some DHBs).
Stephen Crombie
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• Demand management and implementation approach in early stages of scale.
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2.
Operations Update (Jo Gibbs)
Paper 3 considered – COVID-19 Immunisation Programme Update - 16 May
Jo Gibbs provided an overall programme update.
• New Zealand achieved half a mil ion vaccinations the day prior to the meeting, on
20 May. Now at 505,800. The Ministry is providing some media comms re this
achievement.
• DHBs continue to move steadily. The main concern is managing supply and demand
until we have volume supply from Pfizer. MoH is aware that Ministers prefer that we
endeavour to not cap DHB delivery but this has to be balanced against supply.
• The EMEA has approved the storage of Pfizer vaccine in Europe at 2-8oC for 21 days
(up from 5 days). This means storage is more aligned with other vaccines. Pfizer has
just applied to Medsafe for approval to use in New Zealand and Medsafe wil consider
urgently.
• Wastage is tracking at about 2%. Al DHBs and national providers have contingency
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plans to ensure effective use their vaccine (however, these plans were made before
the EMEA announcement).
• MoH has worked with all DHBs re their respective regional rollouts. Northland
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sequencing issues now largely addressed. Canterbury has begun rural vaccination
earlier than planned. MoH wil provide more specific assistance to mitigate these
types of issues for Group 4 rollout.
Ashley Bloomfield noted that:
• If approved for application in NZ, the Pfizer storage changes will have considerable
implications for rollout.
• In terms of prioritisation to avoid wastage of vaccines, MoH has reiterated to DHBs
that they must have formal plans that focus on equity.
• Group 3 is about 1.7 mil ion people (or 40% of the eligible population) and
INFORMATION the
invitation strategy and associated messaging is being carefully thought through.
• A recently commissioned survey shows some quite big shifts from ‘hesitancy’ to
‘acceptance’ by Māori and Pasifika.
Piloting for rol out (Jo Gibbs, Mat Parr, Andrew Bailey)
Paper 4 considered: First Desktop Exercise – Primary care -19 May 2021
OFFICIAL
• Ashley Bloomfield noted that currently, there are 800 locations available for rollout
vaccination services from July 2021, and one-third of these are GPs.
THE
• A desktop exercise of the operating model to support large scale, national vaccination
rollout (from a primary care perspective) was held on 19 May. This was extremely
beneficial and identified key focus areas as:
o How information flows and technologies integrate to support delivery of
vaccination services,
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o Prioritising equitable access through the invitation strategy,
o Extent to which use of the national booking system is mandatory,
o Support for implementation of technology for primary care providers,
o Access to trained vaccinator workforce (aligned to rollout requirements).
• Dame Karen endorsed that care must be taken to ensure the booking system does not
prevent people from accessing vaccination (e.g. if they do not have access to or
cannot operate technology). Unplanned demand wil arise and need to be met.
• Michael
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wil be load tested. However, use of the booking system is more complex as there are
three ‘tiers’ of GP to be enabled which were not considered in the initial design.
• Jo Gibbs advised that no decisions had been made as to the extent to which the
booking system wil or wil not be mandatory. Likely to recommend a mixed model
and put recommendations to the Steering Group.
• Shayne Hunter noted the importance of quality data – understanding what data we
need and ensuring we have it, as data is the basis of planning and decision-making.
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He saw data collection as a priority focus over having total systems integration from
Day 1. Dame Karen supported that data wil highlight if integration is required.
• Murray Jack endorsed the point raised earlier by Ashley Bloomfield, noting that the
proposed changes to storage of the Pfizer vaccine strengthens the opportunity to use
the GP network.
• Colin MacDonald agreed with the focus on ensuring primary care systems are
operating smoothly to support effective rollout 1 July. He also noted the significant
change in dynamics through the Pfizer announcement but cautioned against putting
too much ef ort into expanding the model immediately. He saw related changes as a
‘back end of year’ activity.
• Carolyn Tremain noted that the wider political environment could become more
challenging as Australia progresses its rollout, and relativity comparisons with
New Zealand rollout start to be made. Comms that clearly set out the rationale for the
New Zealand approach wil be critical.
• Mat Parr confirmed that a paper wil be developed that covers the strategic 1982
implications for the Pfizer announcement for the CVIP rollout including sequencing,
storage, wastage etc. It was hoped to put this paper to the Steering Group on 25 May.
• Carolyn Tremain agreed that the implications of the EMEA announcement are
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complex and much broader than just ‘storage’. She endorsed wastage and
implications for the workforce as matters she would envisage would be covered in a
strategically focussed paper. Carolyn also noted that the rollout model would need to
change later in 2021.
• Mat Parr advised that five more similar exercises are planned by end June.
• Dame Karen endorsed the importance being placed on testing, particularly scale
testing.
Noted: a paper is being developed which discusses strategic implications of the Pfizer
storage announcement for the CVIP rollout. This will be considered by t
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he Steering
Group on 25 May.
Communications and Engagement (John Walsh)
Papers 7a – 7e considered
• Focussing on Group 3 launch – officially this is end May but will be staged across
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DHBs. There will be no ‘grand launch’, however, MoH has appointed account
managers and wil be providing targeted and consistent comms to help each DHB
manage community expectations and streamline demand.
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• Comms – recognise the differing media habits of those aged over 65 years and make
heavy use of press and radio, though the latter is harder to target geographically.
s 9(2)(g)(i)
• Members emphasised the importance of a positive consumer experience. They
acknowledged the challenges posed by a phased implementation, but cautioned that
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the
“vaccination has started in your region - don’t do anything yet – we will call you”
approach risked frustrating those keen to receive their vaccination. Ashley Bloomfield
agreed that it was also important to reassure groups who were waiting that the current
measures in place around the country wil continue to keep unvaccinated people safe.
• Al DHBs are now ‘on board’ with planning, though not all were early adopters. DHB
plans are signed off by the SRO as a minimum.
For noting by
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CVIP: Remain mindful of the need to understand the consumer journey
and of the importance of a positive consumer vaccination experience.
•
Managing misinformation
• John Walsh advised that we continually release accurate information. This is changed
in response to analysis of concerns and misinformation from the previous week. Use
consistent themes – safety, ef icacy, approvals process.
• We have ability to target the geographic hotspots of misinformation. Targeted drops
recently in Nelson/Marlborough.
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• Carolyn Tremain asked if we continued to promote ‘Unite against COVID-19’ and the
Ministry as the sources of authoritative information, and John agreed this was an area
that can be strengthened.
•
Māori, Pacific and Asian community engagement
• John Walsh noted that MoH is supporting Te Puni Kōkiri and the Ministry for Pacific
Peoples with the engagement campaigns – both funding and content.
• MoH works closely with the Iwi Communications Collective to support work with iwi
and hapū.
• MoH has just agreed funding for Maori comms providers
(see Jason Moses’ key
points below).
• In response to a question from Steve Maharey, John Walsh advised that engagement
with Asian communities needed strengthening. However, following appointment of a
dedicated resource for this work, he now has a draft engagement plan under
consideration.
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Focus on equity (Jason Moses)
• Jason Moses said the current strong focus is on the development of DHB engagement
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plans for Group 3, and ensuring that DHBs were partnering to achieve equity
outcomes. The equity focus needed to be ‘end to end’ across service commissioning
and delivery. The Ministry has allocated every DHB a regional account manager to
ensure support is tailored and appropriate.
• Assessment of the 57 applications to the Ministry’s $2 million Māori Communications
Fund has been completed. The fund was well over-subscribed. Distribution of funds
will begin shortly and will help organisations to establish roles or undertake
communications specifically tailored to Iwi and Māori.
• The Ministry is considering whether it can provide some additional funding for
communications to help address regional ‘reach’ across Māori, Pasifika a
INFORMATION nd disability
communities.
• At least three marae sites (Manurewa marae, Waipareira Trust in Henderson, and
Murihiku marae in Invercargil ) are gearing up for vaccination on a larger scale, with
Manurewa marae able to vaccinate up to 300 people per day.
Group discussion
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• In response to a question from Murray Jack, Jason confirmed that DHB plans
contained both equity narrative and volumes/targets.
• Mat Parr clarified that these DHB plans wil all feed into a quality/success framework
THE
to be considered by Cabinet in June. The framework wil have a strong pro equity
focus.
• John Whaanga said there is significant leadership re COVID-19 vaccination being
demonstrated in the Waikato. He also noted the importance of the whole customer
journey which is much wider than just the injection for example, seating in waiting
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areas, pronouncing names correctly.
• John also noted he understood that some implementation matters must be led by the
centre, but having a single focus on COVID-19 could mean that wider opportunities to
improve service delivery were missed. Some flexibility was essential.
• Dame Karen acknowledged this and endorsed the importance of the Kaiāwhina
workforce as being part of the desired wider growth/legacy of implementation.
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Operations (Booking System) Astrid Koornneef
Astrid provided an update on the National booking system
• The booking system is being tested in three regions, including through website and
phone booking. Some issues experienced in Kaikōura have successfully been
addressed at national level. Pilot wil be completed in the week commencing 24 May.
• Next step is to get all DHBs online with the system.
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Group discussion
• In response to a question from Stephen Crombie re assurance of DHB capability,
Astrid advised that DHB scaling plans must show both the experience and capability
to implement to plan.
• In response to a question from John Whaanga, Astrid advised that the difference in
pilot experiences of Kaikōura and Auckland was due to there having been no prior
relationship with the Kaikōura provider.
Sector engagement and Workforce (Fiona Michel)
Fiona provided an overview on workforce developments:
• There are 5,614 trained vaccinators. 2,054 are active or have been active in the CVIP
programme.
• 9.6% of vaccinators are Māori and 2.9% are Pasifika – stable over the past fortnight.
• We received 105 submissions on the proposed regulatory change to allow for 1982
establishment of a COVID-19 vaccinator. Māori and Disability advocates supportive.
NZNO has concerns and MoH is meeting them 21 May to discuss.
• Surge workforce database being refreshed likely effective 1 June. DHBs wil be
ACT able
to search directly for the skil set they need. Available in English, Te Reo, Samoan and
Tongan.
Group discussion
• Dame Karen noted the need to ensure security of the database was addressed.
• Dr Fa’afetai Sopoaga asked if the database would be available in a language of the
Cook Islands. Fiona Michel advised this was not on the immediate list but would be
considered for the future.
• John Whaanga noted that the focus on Māori workforce development remained. The
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work on the surge database supported and strengthened this.
Action 1: Keep the Governance Group informed on progress with the surge database.
Action 2: MoH to consider making the surge database available in Cook Islands Māori
Logistics (Ian Costello)
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Ian provided an update to the Group on the logistics workstream.
• We are standing up storage for the expected volume Pfizer vaccine arrival – Auckland
storage hub expected to be
THE accredited 21 May.
• The Christchurch storage hub wil have Medsafe inspection on 24 May and is currently
on track.
• Distribution network co-design with DHBs is completed and being co-validated. Will
have surge supply available from hub at two hours’ notice. Confident these can
service 800-1,000 si
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• Ian noted he wil be providing a paper to the Steering Group by 1 June 2021 on
vaccine transport and storage for distribution in the regions.
Pharmacovigilance (Michael Dreyer)
Michael Dreyer noted the following focus areas for pharmacovigilance:
• readiness for scale rollout,
• technic
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a need to protect this work to ensure it delivers for the programme.
• Michael noted that a more detailed paper on pharmacovigilance wil be put to the
Governance Group in June.
4.
Risk Summary (David Nalder)
Paper 9 considered - Programme Risk and Issue report – 18 May 2021
David advised that risk depiction would continue to evolve to provide real transparency of
risks across the programme.
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• Risks are discussed by both programme leadership (PLG) and Steering Group.
• Most concerns of PLG are have a strong operational or technical lean. Mismatch of
supply and demand are a current focus.
Group discussion
• Stephen Crombie observed that the programme overall was progressively reducing
risk. Therefore he encouraged that care be taken to portray that matters of concern at
PLG member level may not necessarily represent a programme risk
• Murray Jack supported this. He confirmed that the overall basis of reporting was
useful but suggested it would also be useful to show how risks are tracking over time
e.g. improving/reducing/stable. Also useful would be an understanding of where
contingency plans are needed (i.e. for risks that would be a significant point of failure if
they eventuated).
• Dr Bloomfield agreed, suggesting there also be further commentary on the risk areas
that have increased.
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Action 3: consider how risk management portrayal can also show how overall
programme risk is reducing progressively even though risks iterate.
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5.
Polynesian Health Corridor and Cook Islands roll out
Papers 8 and 8a considered – Niue status report and readiness assessment
• Vaccine roll out to the Cook Islands is going well.
• There are some specific challenges with Tokelau. MoH received a briefing on these
from NZ Defence Force on 20 May.
• Ministers wil be discussing Fiji situation on 21 May.
Group discussion
• Dame Karen commended that Polynesian rollout is running in parallel
INFORMATION to New Zealand
with no denigration of effort.
6.
Real time assurance leads update (Colin MacDonald, Stephen Crombie)
• Colin MacDonald commented that the ‘deep dive’ workshop for primary care had been
extremely helpful. He also endorsed the importance of DHB planning to understand
how implementation would occur.
• Stephen noted that the programme was in good
OFFICIAL shape going into its third stage. Both
he and Colin commended the focus on the wel being of staff.
Group discussion
THE
• Steve Maharey indicated he would like more clarity around ‘what success looks like’.
He suggested this should ideally be a single statement and framed from a population
perspective. It could not take a ‘legacy’ lens.
• Mat Parr advised that a Cabinet paper is being prepared, setting out the success/
quality framework and with a narrative about the measures. He indicated this would
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be for substantive discussion at the next meeting of the Governance Group.
• Carolyn Tremain indicated she understood that multiple things progressed
concurrently, but she would like greater visibility on what is the single priority that must
be addressed or achieved in the very short term. This would help to ensure effort is in
the right place.
Action 4: Consider how the POAP charts can be simplified so that members of the
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Governance Group can readily identify how actions in any given period contribute to
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7.
Future of the Governance Group
• Dame Karen noted that the role of the Governance Group was scheduled to finish in
August 2021.
• Dr Bloomfield endorsed that the advice of the Group was of considerable value both to
implementation and in providing assurance to Ministers and the Prime Minister. He
also noted the importance of the role played by the two external assurers.
Action 5: Consideration of the role of the Governance Group to be an agenda item for
a meeting in July 2021.
8.
Summary of meeting (Chair)
• Dame Karen considered the programme was well placed and commended the CVIP
team on this.
Meeting close
John Whaanga closed the meeting with a prayer.
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