Agency Management Board Minutes 26 July 2007

Mr Davis (Chair)
Mr Boyle
Mr Boyd
Mr Sinnamon
Mrs Brereton
Dr Dixon
Mrs Galbraith (Minutes)
Miss Dallat (Observer)

Mr Davis welcomed Geraldine Brereton (in the absence of Mervyn Adair) and Heather Galbraith to the meeting.   

 

Mr Sinnamon advised that the SO Boards will not now be held in September 07, as indicated in AMB 68/07.  Other than this point to note, the minutes were agreed.

 

Mr Davis referred to action point 44/07 and asked for a progress update.  Mrs Brereton advised that the advice from CPD is that the contract can not be extended and needs to be re-tendered.  Mrs Brereton stated that if AMB agree to re-tender it would be preferable to put in place a contract for two years.  Mr Davis queried why the advice from CPD had changed.  Mrs Brereton agreed to provide further information on this point.  AMB discussed the impact of CPD’s advice both on the preparatory work already completed and the position with regards to Navigator Blue.  Mr Davis asked that a paper be prepared for consideration by AMB.    
(Action Point 49/07: Mrs Brereton)

Mr Davis then asked if there was any progress relating to Action Point 45/07.  Mrs Brereton advised that an Accuracy Improvement Plan is in place to tackle current performance issues via checking and preventing new error entering live-load.  In addition proposals are being developed to target the high value errors.  Consideration is being given to resource implications and detailed paper will be presented to AMB in August 2007.  

 

4.1 Financial Report - (AMB 80/07)
Mr Boyd outlined the details of the Financial Report advising that the baseline expenditure indicated that staff numbers were below compliment and that there was an underspend on salaries.  There would be an update on the CSR at August’s Board Meeting. Mr Boyd advised that there were currently bids totalling £489k and asked if the Board would approve £120k of £489k for overtime expenditure to see the business through until September.  This was agreed. Regarding the General Reserve outturn, Mr Boyd referred to the £1.6m of known technical adjustments to be transacted through the Monitoring rounds.  Mr Boyd will provide a breakdown next month of these, as requested by Mr Davis.  
(Action Point 50/07: Mr Boyd)
(Action Point 51/07):  Mr Boyd

 

4.2 Manpower Update  – (AMB 76/07)
Mr Sinnamon introduced the Manpower Update paper. He advised that the position at SO and above had not changed since last month. There was currently a surplus at EO1 Grade and the EO2 vacancy position rose again.  There was a small increase in SSO2 vacancy position but there was no significant change in other grades. There was a further EO2 Promotion List published on 19/07/07 with a total of 153 names.  There will be a further external  EO2 competition launched in August 2007.

Mr Sinnamon advised that there is currently an under compliment of 210 permanent staff within Operations.  Mrs Brereton stated while the impact is not evident in the performance against the targets reported to AMB the manpower position is impacting on lower level operational targets and work.  Mr Davis asked that a paper be prepared highlighting the consequences of the current staffing position on Operations.
(Action Point  52/07: Mr Sinnamon)

4.3 Operational Division Performance Report - (AMB 83/07)
Mrs Brereton provided an overview of the Operational Division Report.  She advised that with the exception of Financial Accuracy for Pension Credit all targets have been met.  As discussed previously Mrs Brereton advised that a paper is to be presented to the next AMB meeting on proposals to address issues in Pension Credit.  In terms of Customer Fraud and Error Mrs Brereton asked AMB to note that the JSA and IS Customer Fraud and Error figures are for the first quarter only.  With regards to the BBC all key targets are being met.  Mr Davis added that performance issues with Pension Credit remained a concern but added that he was pleased with overall Operations performance.

 

4.4 Progress Against Additional Key Targets - (AMB 79/07)
It was agreed that the wording of the Programme Protection target would be updated for next month’s report.  AMB discussed the position with regards to Debt Recovery and AMB was advised that a meeting has been scheduled between local operations and the Debt Centre to discuss current issues.  Mr Boyd advised that he was reviewing the targets set for Debt Recovery and if necessary would develop a recovery plan.
(Action Point 53/07: Mrs Brereton)
(Action Point 54/07: Mr Boyd)

 

4.5 SSA Risk Register  -  (AMB 85/07)
Mr Boyd stated that there were no new risks to be added to the Register.

Commenting on Targets (Risk1) Mr Davis stated that although overall the outcome was good, Pension Credit was still the issue.  It was agreed that the risk management activity should include reference to the recovery plans for Pension Credit.

Risk 3 – Mr Davis sought assurance that Fraud Awareness sessions are being scheduled and delivered.

Risk 4 – AMB discussed the current rating of Risk Impact and Likelihood.  Mr Boyd stated that he would review the overall risk ratings.  

Mr Sinnamon agreed to consider Risks 10, 11 and 14 and whether it is appropriate to define an overall risk with current risks identified as the root causes.  
(Action Point 55/07: Mrs Brereton)
(Action Point 56/07: Mrs Brereton)
(Action Point 57/07: Mr Boyd)
(Action Point 58/07: Mr Sinnamon)

 

4.6 Interpreting And Translation Services – (AMB 66/07)
Mrs Brereton presented the paper explaining that while the contract to provide telephone interpreting is currently in place until August 2008, the contracts for both face-to-face interpreting and document handling are due to expire in December 2007.  Mrs Brereton detailed the options on the way forward.  AMB discussed the continued need for face-to-face interpreting service in view of the associated costs and current financial environment.  Mr Davis stated that guidance for managers needs to be issued to ensure that offices use the most cost effective service.  He also asked that the issue be discussed with DEL.  Mr Davis asked that consideration be given to the possibility of the current contract being extended.  Mrs Brereton agreed to take this forward with Procurement Service and report back to August AMB. .  
(Action Point 59/07: Mrs Brereton)
(Action Point 60/07: Mrs Brereton)  

4.7 SSA Audit Committee-– Appointment Of Chairperson - (AMB81/07)  
Mr Boyd outlined the contents of the paper.  AMB was asked to note and recommend the proposal of the appointment of the CSA Chief Executive as Chairperson of the SSA Audit Committee. All Board members agreed that this was the way to go forward.

 

4.8 Lean Proof Of Concepts - Initial Proposals - (AMB 86/07)
Mrs Brereton presented the paper and advised AMB that it was proposed to operate Proof of Concept exercises in Pension Credit and Social Fund.  Mrs Brereton advised AMB that discussions were ongoing with DWP around the potential to ‘piggy back’ the DWP consultancy contract and to work with the DWP Lean Team on a number of initiatives.  Following discussion AMB indicated that they fully supported the proposal and way forward.  It was agreed that an update on progress should be given on a monthly basis.           
(Action Point 61/07: Mrs Brereton)

 

4.9 Replacement Cheque Reconciliation System - (AMB 87/07)
Mr Boyd introduced the paper and asked if AMB would agree to approving the establishment of a replacement cheque reconciliation project and agree that SSA/DEL is approached with regard to funding for the project costs.  Mr Davis asked if CSA had been advised of proposal.  The Board approved the Paper.   

 

Mr Boyd presented the paper.  A further update will be presented to AMB in October.

Mrs Galbraith provided for an update on Assembly business and advised that all items arising from the Assembly business were cleared to date and that the Assembly was now in Summer Recess.  

 

7.1 Postal Strike
Mr Davis stated that DWP would be invoking alternative delivery arrangements from Wednesday 1/08/07.Advertisements would be appearing in the press from Monday 30/07/07. He stated that the Minister would be briefed on the subject.

7.2 SSA Annual Report And Accounts
Mr Davis stated that the SSA Accounts were to be published shortly.           

The next AMB meeting would take place on Thursday 30 August 2007 in the 5^th Floor Boardroom at 9.30am.

 

The Board noted the above papers.