Agency Management Board minutes 04 November 2008

Mr Davis (Chair)
Mr Boyle
Miss Bill
Dr Sullivan
Miss Conway (Minutes)

 

Mr Davis welcomed everyone to the meeting and advised that apologies had been received from Dr Wallace.  Mr Davis also welcomed Mandy Matchett to the meeting and advised that she would be giving a presentation to the Board on the work taken forward within her command on Business Impact Analysis.  

 

Mrs Matchett provided the Board with an overview of work being carried out, and the processes established to progress the Business Impact Analysis and the outcomes to date.  She explained that further work was needed around change capacity measures/analysis.  A general discussion followed.  The Board agreed that a lot of very valuable work had been carried by the team and that the information provided was very informative.  Mr Boyle highlighted that Business Impact team would require additional staff resource to provide business impact analysis on an ongoing basis and would submit a proposal in the near future.

 

The minutes of the previous meeting were agreed.

 

Mr Davis referred to the status of action points in AMB 113/08 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was agreed following updates that action points; 28/08, 49/08, 61/08, 66/08, 70/08, 73/08, 74/08 and 77/08 would be treated as cleared.  Action Point 71/08: Following discussion it was agreed that Miss Bill would draft agendas for the workshops, to be agreed with Mr Davis.  Workshops to be organised by Miss Bill.  Action Point 77/08: Following discussion it was agreed that Dr Sullivan would provide the Board with details of any buildings housing SSA staff where the lease is due to expire in the medium term.   
(Action Point 78/08):Miss Bill
(Action Point 79/08):Miss Bill
(Action Point 80/08):Dr Sullivan

 

5.1 Financial Report - (AMB 120/08)
Miss Bill presented the Financial Report and provided an overview of the current easements and pressures across all budgets.  She also provided the Board with details of the October Stocktake and with an overview of the bids submitted.  It was agreed that Dr Sullivan would confirm that planning was on schedule for the implementation date for the Support Mortgage Interest scheme.  
(Action Point 81/08):Dr Sullivan

Miss Bill advised that the overtime cap remained at £3.5m and that following the approval of the DCNI bid £157k remained uncommitted.  

Miss Bill advised the Board of the up coming December monitoring return and ISNI stocktakes

Annual Report and Accounts
Miss Bill advised that the Agency Accounts were laid on 24 October 2008.

Account NI/HR Connect
Miss Bill advised Account NI went live on the 3 November 2008 and advised that concerns expressed by the Agency had been raised.  Miss Bill also updated the Board on the ongoing difficulties with HR Connect advising that Departmental Finance Officers are working to resolve the outstanding problems.

Business Cases with DFP
Miss Bill updated the Board on the Business Cases currently with DFP.  

The Board approved the paper.

 

5.2 Manpower Update – (AMB 118/08)
Mr Boyle presented the Manpower paper.  He updated the Board on the staffing position at the end of September.  Following discussion it was agreed that some further clarification was required to reconcile the number of vacancies, with those identified in the Operations Directorate Report.
(Action Point 82/08):Mr Boyle

Mr Boyle referred the Board to the information provided on current outstanding bids and the actions being taken to address these, he also provided an overview of the reasons for approval of career breaks and staff leaving the Agency.  

The Board noted and approved the paper.

5.3 Operational Division Performance Report – (AMB 122/08)
Dr Sullivan presented the paper for results at the end of September and gave an overview of performance achieved.  He advised that the financial accuracy performance information related to the rolling year ending June 2008 at which time the target had been missed in Income Support, State Pension Credit (SPC) and Incapacity Benefit (IB).  He updated the Board on the reasons for the slippages highlighting the impact of deemed errors on results.  Dr Sullivan stressed that deemed errors had been discussed with G6’s and G7’s and that whilst the numbers had decreased these would not be reflected in the results until the September figures are available.  Dr Sullivan also highlighted the impact of inexperience particularly in relation to IB mainly due to staff moving to Employment Support Allowance.  He however advised that it is expected that end of year targets for Income Support and Incapacity Benefit will be met.

Mr Davis expressed his concerns particularly in relation to SPC and SP.  Dr Sullivan advised he is to bring a paper to the next AMB on the revised Accuracy Improvement Programme 3 (AIP3) within SPC, and it was agreed following discussion to include comparison information with GB.  Dr Sullivan indicated that the deemed error position had been improved and he agreed to provide a further update to the Board on the deemed error position.  
(Action Point 83/08):Dr Sullivan
(Action Point 84/08): Dr Sullivan

Dr Sullivan advised the Board that claims clearance targets were missed for Jobseekers Allowance (JSA) and State Pension (SP).  He provided an overview of the reasons as detailed within the report advising that he expected end of year targets to be achieved.  

A general discussion followed on performance across all operational areas.  The impact caused by staff vacancies and inexperience (especially in the Belfast area) and increases in work activities was recognised.  The Board acknowledged the actions being taken by managers.  It also recognised the impressive clearance times and financial accuracy results for DCS

Belfast Benefit Delivery Centre (BBDC)
Dr Sullivan advised that the Belfast Benefit Delivery Centre had met all its targets with the exception of the JSA month target; he explained that this again was due to the significant increase in the number of new claims received.  

Dr Sullivan concluded by noting the challenge in maintaining the high level of performance (where possible improving it) during the current period of major transition.

The Board noted and approved the paper.

5.4 Progress Against Additional Key Targets – (AMB 114/08)
The Board noted performance against the additional key targets and discussed the relevant areas.  The Board acknowledged the considerable amount of work carried out by staff in the planning for the introduction of PTP and ESA, including the work carried out by TDU in training staff which had contributed to the successful launch of ESA and implementation of PTP.

5.5 Implementation of the ICT Services Change Management function - (AMB 110/08)
Mr Boyle presented the paper, providing the Board with an overview which included the Change Management team structure and role.  He advised that staffing for most of the posts had been filled with the exception of the DP post for which approval for funding was being sought.  A general discussion followed at which it was agreed that funding would be made available, however it was agreed that this would be reviewed in 18 months, as the post should be self funding within the timeframe.

Paper agreed and funding for DP post approved subject to review in 18 months.  

5.6 SSA Risk Register - (AMB 119/08)
Miss Bill presented the paper advising that there had been a number of changes to the risks.  She proceeded to detail each risk and the proposed changes; each was discussed by the Board.  It was also agreed that ownership of Risk 13 would be changed to all Directors.   

The Board approved the paper.

5.7 Agency use of “Freephone” (AMB 123/08)
Mr Boyle presented the paper and explained the background and the current position as set out in paragraph 2.2 to 2.4 of the paper and the recommendations at paragraph 4.1 to 4.3.  A general discussion followed and it was agreed that Mr Boyle would set out the cost of carrying out a pilot into using the 101 number, the implications including, consideration of costs, quality and VFM.  
(Action Point 85/08):Mr Boyle

The Board approved the paper.

5.8 Attendance Management: Update Report – September 2008– (AMB 121/08)  
Mr Boyle presented the paper and drew the Boards attention to the 1% point reduction in absence level between September 2007 and September 2008.  He advised the Board of the ongoing work being taken forward by Personnel Branch and Grade 7s.  It was agreed that the results were positive with decreases in the number of absences across the range of periods as set out in Annex 1. The Board agreed that the Grade 7 from West District and State Pension Credit would be asked to attend next month’s AMB to provide an overview of the absence level within their command and the actions taken to address.
(Action Point 86/08):Dr Sullivan

The Board noted and approved the paper.

5.9 6-Monthly Update on Progress against the SSA 2008/2009 Annual Learning & Development – (AMB 125/08)
Mr Boyle presented the paper, and provided the Board with an overview of the contents.  He highlighted the training being delivered in support of Core Business priorities, particularly the training delivered for PTP and ESA.  A general discussion followed and the issue of non attendance at training course was discussed.  It was agreed that Grade 7’s should provide details to Grade 6’s on non-attendance of their staff at arranged training courses.  The Board stressed the importance of attendance in terms of lost revenue but more particularly the loss of a development training opportunity for staff.
(Action Point 87/08):All Directors

The Board acknowledged the excellent work being done by TDU.  

The Board noted and approved the paper.

 

Ongoing Assembly business discussed, including the need for Grade 7/6 to adhere to timelines and to ensure the quality of drafts provided in responding to Ministerial correspondence.

 

The monthly update report on managing attendance was discussed as detailed in paragraph 5.8.

 

Updates were provided on Account NI, HR Connect, PTP, ESA and SBR.

 

9.1 Child Maintenance Bill
Dr Sullivan advised that the introduction of the Child Maintenance Bill changes on 27 October 2008 had to date resulted in limited impact on ongoing business.

9.2 Human Rights Commission Investigation
Dr Sullivan advised that the field work for the review had been completed and that the commission is in the process of writing their report which should be completed by the spring of 2009.

 

The next AMB meeting will take place on 2 December 2008 in the Conference Room Lisnagelvin JBO at 10.00am.

The Board noted the above papers.

 

Anne Conway
AMB Secretary