Finance Risk and Audit Committee Meeting held
Wednesday 26 May 2021 in the Board room, level 1,
Hockin Building commencing at 12.10pm
Commit ee: Ms D Chin, Chair
Dame K Poutasi, Commissioner
Emeritus Professor M Wilson, Deputy Commissioner
Mr C Paraone, Deputy Commissioner (attended from 12.25pm)
Mr A Connolly, Clinical Advisor to Commissioner
Ms TP Thompson-Evans, Iwi Maaori Council Chair (at ended from 12.57pm)
Mr K Whelan, Crown Monitor
In At endance: Dr K Snee, Chief Executive
Mr M Cawthorne, Executive Director Finance, Procurement and Supply Chain
Mr N Hablous, Company Secretary
Ms L Gestro, Executive Director Strategy, Investment and Transformation
Mr R Nia Nia, Executive Director Maaori, Equity and Health Improvement
Mr M Foley, Executive Director Digital Enablement
Ms C Tahu, Executive Director Al ied Health, Scientific and Technical
Dr M Fisher, Chief Medical Officer
Mr I Goulton, HealthShare Director
________________________________________________________
ITEM 3:
UPDATED ON CYBER SECURITY
The Committee:
2
a. Welcomed and noted the attendance of
representative
b. Noted the Chief Executive’s advice that the current outage of all
computer services resulting from a ransomware attack had severely
impacted organisational capacity and required national coordination and
prioritisation of care across the system and that Mr A Connolly would
raise this nationally, given his role as the Ministry of Health’s Chief
Medical Officer.
c. Commended the staf and leadership for the significant and sustained
effort that had gone into maintaining clinical services and rehabilitating
information systems.
d. Noted the enormous effort required to rebuild every system from back-
up, rebuild/redesign the network and check and clean local devices
while ensuring back-up tapes are themselves clean.
e. Noted the involvement and work being undertaken by cyber security
experts nationally and internationally supported by the National Cyber
Security,
Ministry of Health and Police.
f. Noted that a recovery plan was currently being prepared to determine
the priority in which systems would be stood up.
g. Noted that the downstream operational impacts by way of other sector
agencies being reluctant to exchange information with Waikato DHB.
h. Noted the engagement between Waikato DHB and the Ministry of
Health for a common shared assurance programme.
j. Noted that recovery is underway with expert advice from
National Cyber Security Centre and GCSB.
k. Noted that hopefully by the coming weekend the first parts of the
system wil be able to be brought back online and that limited clinical
systems may be available the following week.
m. Noted that engagement had occurred with the Privacy Commissioner
and that an 0800 number and other forms of assistance for those
concerned about their privacy were being implemented.
3
q. Noted the potential for the current event to exacerbate inequity and that
an equity workstream was being established with urgency to address
this issue.
t. Noted the Executive’s update on payroll issues and how these were
being mitigated.
Chairperson:
_______________________________
Date:
_______________________________
Meeting Closed:
1.47pm
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Commissioners Agenda for 28 July 2021 (confidential) - Minutes and Matters Arising
WAIKATO DISTRICT HEALTH BOARD
Confidential Minutes of the Commissioners
held on Wednesday 23 June 2021, commencing at 2.05pm
Present:
Dame K Poutasi (Commissioner/Chair)
Mr C Paraone (Deputy Commissioner)
Emeritus Professor M Wilson (Deputy Commissioner)
Mrs D Chin (Chair, Finance Risk and Audit Committee)
Mr A Connolly (Clinical Advisor to the Commissioner)
Mr K Whelan (Crown Monitor, attended via Microsoft Teams)
Ms TP Thompson-Evans (Iwi Maaori Council Chair)
In Attendance:
Dr K Snee (Chief Executive)
Mr N Hablous (Company Secretary)
Ms S Hayward (Chief Nursing and Midwifery Officer)
Dr M Fisher (Chief Secondary & Tertiary Care)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Mr M Foley (Executive Director, Digital Enablement)
Ms L Gestro (Executive Director, Strategy Investment and
Transformation)
Ms C Lowry (Executive Director, Hospital and Community Services)
Dr J Carr (Chief Medical Officer, Primary Care)
Ms C Tahu (Chief Advisor Al ied Health, Scientific and Technical)
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ITEM 4: CHIEF EXECUTIVE’S REPORT
The report was taken as read.
The Commissioner:
a)
Received the Chief Executive’s report for the month of June.
b)
Noted the progress and status of recovery from the recent IS outage.
c)
Noted the attendance of
for a
detailed discussion on the DHB’s IS outage incident and the work and
processes for the DHB to reconnect to the health system and external
parties.
d)
Requested for the next report:
• an estimate of total IS outage costs (direct and indirect) to that
point;
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• an estimate of total IS outage costs (direct and indirect) possible;
• a description of the approval processes around expenditure
related to the IS outage to show the rigour applied;
• confirmation of the “extraordinary event” threshold in the
Operating Policy Framework and its applicability or otherwise;
• a legally privileged report on the legal consequences that may
arise for submission to the insurer;
• a summary of systems “stood up” at that point along with a
schedule of those remaining.
f)
Noted the role of the Equity Response Group to provide guidance and
highlight areas for opportunity to accelerate the DHB’s equity
responsibilities given the expectation that the IS outage wil have a
significant impact on equity outcomes for Maaori.
g)
Noted the “approval to operate” and assurance processes to manage
standing up systems and security risks and that a summary of the
process and what has been taken through this process would be
submit ed to the next Commissioner meeting.
h)
Noted that the DHB’s recovery plan is expected to be circulated within
the next two weeks.
i)
Noted the advice from
that there is nothing at this point that
“we should be doing, that is not being done”.
j)
Noted the advice from Executive that at this point the DHB has sufficient
resource and capability to manage the IS outage and recovery
programme.
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Chairperson:
__________________________________
Date:
__________________________________
Meeting Closed:
4.45pm
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15
WAIKATO DISTRICT HEALTH BOARD
Minutes of the Finance Risk and Audit Committee
held on Wednesday 28 July 2021, commencing at 9.30am
Present:
Mrs D Chin (Chair)
Dame K Poutasi
Mr C Paraone
Emeritus Professor M Wilson
Ms TP Thompson-Evans
Mr A Connolly
Mr K Whelan
In Attendance:
Dr Kevin Snee (Chief Executive)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Ms C Lowry (Executive Director, Hospital and Community Services)
Ms L Gestro (Executive Director, Strategy, Investment and
Transformation)
Mr M Foley (Executive Director, Digital Enablement)
Ms S Hayward (Chief Nursing & Midwifery Officer)
Mr R Nia Nia (Executive Director, Maaori, Equity and Health
Improvement)
Ms C Tahu (Chief Advisor, Al ied Health, Scientific and Technical)
Dr J Carr (Chief Medical Officer, Primary Care)
Ms K Coley (Executive Director, Organisational Support)
Mr I Goulton (Director, HealthShare)
Mr W Jansen Van Rensburg (Director, Audit NZ)
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ITEM 10: CYBER SECURITY
10.1 Governance Discussion and/or Decisions re Disaster Recovery and
Cyber Security since 1 July 2018
The report was taken as read.
The Committee:
a)
Noted the content of the report.
10.3 Programme Review – Recovery from Cyber Attack
The report was taken as read.
The Committee:
a)
Noted the verbal update provided by
b)
Noted the content of the report.
c)
Noted the key findings and review recommendations which have
been accepted by the Chief Executive and shared with the Minister.
d)
Noted Situation Reports wil be phased out as the dashboard
reporting is developed over the next two weeks.
10.4 Cyber Security Update and Future Plans
The report was taken as read.
The Committee:
a)
Noted regular written reports to the Commissioner Group outside the
meetings.
b)
Noted the content of the report.
c)
Noted an amendment is required to Appendix 1 as training has been
provided.
d)
Noted estimated timeframes for business cases being presented wil
be provided to the August FRAC meeting.
e)
Noted training uptake wil be reported in the next HR report.
f)
Noted that the oversight group is overseeing the recovery and
reports through to the Executive Leadership Team.
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g)
Endorsed the approach outlined.
10.6 Cyber Incident: Legal and Regulatory Update
The report was taken as read.
The Committee:
a)
Noted the content of the report.
b)
Acknowledged the calibre of work done in this space by the Legal
team and Executive.
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Chairperson:
__________________________________
Date:
__________________________________
Meeting Closed:
11.26am
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Commissioners Agenda for 25 August 2021 (confidential) - Minutes and Matters Arising
WAIKATO DISTRICT HEALTH BOARD
Confidential Minutes of the Commissioners
held on Wednesday 28 July 2021, commencing at 2.28pm
Present:
Dame K Poutasi (Commissioner/Chair)
Mr C Paraone (Deputy Commissioner)
Emeritus Professor M Wilson (Deputy Commissioner)
Mrs D Chin (Chair, Finance Risk and Audit Committee)
Mr A Connolly (Clinical Advisor to the Commissioner)
Mr K Whelan (Crown Monitor, attended via Microsoft Teams)
Ms TP Thompson-Evans (Iwi Maaori Council Chair)
In Attendance:
Dr K Snee (Chief Executive)
Ms S Hayward (Chief Nursing and Midwifery Officer)
Dr M Fisher (Chief Secondary & Tertiary Care)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Ms L Gestro (Executive Director, Strategy Investment and
Transformation)
Ms C Lowry (Executive Director, Hospital and Community Services)
Dr J Carr (Chief Medical Officer, Primary Care)
Ms C Tahu (Chief Advisor Al ied Health, Scientific and Technical)
Ms K Coley (Executive Director, HR)
Dr N Scott (Director, Maori Equity Strategy & Research)
Mr N Wilson (Director, Communications)
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f)
Noted the impact of the cyber attack on primary care initially was
disruption to patient flow and additional workload created around this.
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Chairperson:
__________________________________
Date:
__________________________________
Meeting Closed:
4.29pm
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15
WAIKATO DISTRICT HEALTH BOARD
Minutes of the Finance Risk and Audit Committee
held on Wednesday 25 August 2021, commencing at 9.30am
by Zoom (due to NZ being in level 4 lockdown for COVID19)
Present:
Mrs D Chin (Chair)
Dame K Poutasi
Mr C Paraone
Emeritus Professor M Wilson
Ms TP Thompson-Evans
Mr K Whelan
Mr A Connolly (attended from 10.06am)
In Attendance:
Dr Kevin Snee (Chief Executive)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Ms C Lowry (Executive Director, Hospital and Community Services)
Ms L Gestro (Executive Director, Strategy, Investment and
Transformation)
Mr M Foley (Executive Director, Digital Enablement)
Mr R Nia Nia (Executive Director, Maaori, Equity and Health
Improvement)
Mr N Hablous (Company Secretary)
Dr J Carr (Chief Medical Officer, Primary Care)
Ms K Coley (Executive Director, Organisational Support)
Mr I Goulton (Internal Audit)
Mr W Jansen Van Rensburg (Director, Audit NZ)
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ITEM 10: CYBER SECURITY
10.1 Cyber Security Update
The report was taken as read.
The Committee:
a)
Noted the content of the report.
b)
Noted that work to enhance cyber security is currently being scoped
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Chairperson:
__________________________________
Date:
__________________________________
Meeting Closed:
12.30pm
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WAIKATO DISTRICT HEALTH BOARD
Minutes of the Finance Risk and Audit Committee
held on Wednesday 22 September 2021, commencing at 10.04am
in the Board room, level 1, Hockin building
and by Zoom (due to alert levels for COVID19 in NZ)
Present:
Mrs D Chin (Chair)
Dame K Poutasi
Mr C Paraone
Emeritus Professor M Wilson
Ms TP Thompson-Evans
Mr K Whelan
Mr A Connolly (attended from 10.52am)
In Attendance:
Dr Kevin Snee (Chief Executive)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Ms C Lowry (Executive Director, Hospital and Community Services)
Ms L Gestro (Executive Director, Strategy, Investment and
Transformation)
Mr M Foley (Executive Director, Digital Enablement)
Mr R Nia Nia (Executive Director, Maaori, Equity and Health
Improvement)
Mr N Hablous (Company Secretary)
Dr J Carr (Chief Medical Officer, Primary Care)
Ms K Coley (Executive Director, Organisational Support)
Mr I Goulton (Internal Audit)
Mr W Jansen Van Rensburg (Director, Audit NZ)
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ITEM 10: CYBER SECURITY
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d)
Noted the increase in actual costs incurred from 31 July 2021 of
is principally due to:
•
IS costs covering external resources assisting IS, software
vendor support costs, and IS infrastructure costs;
•
for Recovery team costs recognised to date;
•
for additional patient treatment costs;
•
e)
Noted the revised forecast, and the increase in forecast costs is
principally from 31 July 2021 of
due to:
•
for ongoing high IS infrastructure costs and new IS supplier
resource contracts signed;
•
for patient treatment costs from external providers (further
invoices received and forecast);
•
for security services due to ongoing delay with recovery of
CCTV security systems;
•
for clinical backlog catch-up, following initial draft analysis
of volumes of clinical backlog due to the cyber event, with a plan
and costings stil to be done;
•
f)
Noted that a recent Cabinet paper on IS costs across the sector may
result in about
of these costs being covered externally.
g)
Requested for October a clear position on the financial and clinical
impact of clinical services deferred as a result of the cyber incident.
h)
Requested for October a report on the impact of the cyber incident
on Inter-district flows and therefore on revenue.
i)
Noted that the DHB has explicitly stated in the 2021/22 Annual Plan
that cyber security costs and additional ongoing costs have been
excluded from the budget target.
j)
Noted that correspondence had been forwarded to the Ministry of
Health pursuant to clause 4.12.13 of the Operational Policy
Framework seeking support for costs arising from the cyber incident
and would be raised by the Executive at
the next Intensive Support meeting with the Ministry.
k)
Noted Executive and Audit NZ assurances that expenditure arising
from the cyber incident had been appropriately authorised.
l)
Noted the email from the Executive circulated on 16 September 2021
regarding the increase in cyber security costs.
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Date:
__________________________________
Meeting Closed:
12.10pm
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Commissioners Agenda for 27 October 2021 (confidential) - Minutes and Matters Arising
WAIKATO DISTRICT HEALTH BOARD
Confidential Minutes of the Commissioners
held on Wednesday 22 September 2021, commencing at 2.07pm
in the Board room, level 1, Hockin building and by Zoom
Present:
Dame K Poutasi (Commissioner/Chair)
Mr C Paraone (Deputy Commissioner – left meeting at 4.15pm)
Emeritus Professor M Wilson (Deputy Commissioner)
Mrs D Chin (Chair, Finance Risk and Audit Committee)
Mr K Whelan (Crown Monitor)
Ms TP Thompson-Evans (Iwi Maaori Council Chair)
In Attendance:
Dr K Snee (Chief Executive)
Ms S Hayward (Chief Nursing and Midwifery Officer)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Ms L Gestro (Executive Director, Strategy Investment and
Transformation)
Ms C Lowry (Executive Director, Hospital and Community Services)
Mr R Nia Nia (Executive Director, Maaori, Equity and Health
Improvement)
Dr J Carr (Chief Medical Officer, Primary Care)
Mr M Foley (Executive Director, Digital Enablement)
Mr N Hablous (Company Secretary)
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6.2
Cyber Security Incident – Transition to Business as Usual and
Lessons Learned
The report was taken as read.
The Commissioner:
a)
Noted the status of the Cyber Security Incident Recovery Programme
and remaining activities.
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b)
Requested that the draft terms of reference for the Ministerial Inquiry
wil be made available to the Commissioner Group if this can occur
before they are finalised.
c)
Requested a close-out report to be submit ed in October.
d)
Requested that the close-out report quantifies any increased BAU
costs arising from improved resilience put in place during the event
and/or recommends where resilience should be positioned to
optimise costs.
e)
Noted that
would be
attending the October FRAC meeting.
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Chairperson:
__________________________________
Date:
__________________________________
Meeting Closed:
4.40pm
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15
WAIKATO DISTRICT HEALTH BOARD
Minutes of the Finance Risk and Audit Committee
held on Wednesday 27 October 2021, commencing at 10.06am
by Zoom (due to alert levels for COVID19 in NZ)
Present:
Mrs D Chin (Chair)
Dame K Poutasi
Mr C Paraone
Emeritus Professor M Wilson
Ms TP Thompson-Evans
Mr K Whelan
In Attendance:
Dr Kevin Snee (Chief Executive)
Mr M Cawthorne (Executive Director, Finance, Procurement and Supply
Chain)
Ms C Lowry (Executive Director, Hospital and Community Services)
Ms L Gestro (Executive Director, Strategy, Investment and
Transformation)
Mr M Foley (Executive Director, Digital Enablement)
Mr N Hablous (Company Secretary)
Dr J Carr (Chief Medical Officer, Primary Care)
Ms K Coley (Executive Director, Organisational Support)
Mr I Goulton (Internal Audit)
Mr W Jansen Van Rensburg (Director, Audit NZ)
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ITEM 10: CYBER SECURITY
10.1 Cyber Security Strategy
The report was taken as read.
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The Committee:
c)
Noted that while the Ministry of Health may fund around
of
this expenditure in 2012/22 the rest is Waikato DHB expenditure and
wil need to be derived from reprioritisation or savings across the
organisation.
d)
Requested that in relation to a decision as to whether or not to move
to
the following process is followed:
• receive IS Outage closure report and Lessons Learned report;
• ascertain views of Health NZ and the Ministry of Health;
• come back to the Commissioner by February 2022 with a
recommendation.
e)
Noted that
allows for scalability as the sector moves into
more integrated regional structures.
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10.4 Lessons Learned Update
The report was taken as read.
The Committee:
a)
Noted the attendance of
b)
Noted the verbal update from the Recovery Programme Executive on
the recovery programme work.
c)
Noted the verbal summary from the auditors engaged in the lessons
learned review of the work done, key themes, key learnings and next
steps.
d)
Noted the close out report and lessons learned report would be
submit ed to the November informal Commissioner meeting for
consideration.
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e)
Noted that the lessons learned report would be shared with the
Ministry of Health/Health Minister
f)
Noted the review commissioned by the Ministry of Health on security
assessment maturity to understand the level of security maturity of
DHBs and shared service agencies and that the review report would
be handed over to Health NZ.
g)
Requested the Executive comes to FRAC in December with an
action plan and response to the recommendations of the lessons
learned report.
Chairperson:
__________________________________
Date:
__________________________________
Meeting Closed:
12.37pm
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Document Outline