Agency Management Board Minutes 27 September 2007

Mr Davis (Chair)
Mr Boyle
Mr Boyd
Mr Adair
Mr Sinnamon
Dr Donnelly
Miss Conway (Minutes)

Mr Davis welcomed Dr Donnelly (in the absence of Dr Dixon) to the meeting.   

 

Mr Davis welcomed Mr Glynn (DFP) to the meeting.  Mr Glynn proceeded to give a presentation to AMB on Benefit Management, he explained the concept, the rational of the approach set out in the presentation and the benefits to be gained in following the model.  Following a general discussion it was agreed that Mr Boyle would look at Benefit Management procedures and possible workshop for AMB.
(Action Point 75/07): Mr Boyle

 

The minutes of the previous meeting were agreed, subject to an amendment at paragraph 4.2 (exit strategy should read exit interview).  

 

Mr Davis referred to the status of action points in AMB102/07 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was agreed that all outstanding action points relating to Absence Management should be amalgamated into one point.  
AP 67/07 – Mr Davis asked for an update to be provided at ATOG.

 

5.1 Financial Report - (AMB108/07)
Mr Boyd outlined the details of the Financial Report and provided an overview of the Administration Budget position.  He advised that £2m had been surrendered, explaining that this was mainly due to current vacancies across the Agency. Overspends in the modernisation budgets would be corrected in the October monitoring round.

CSR07
Mr Boyd provided an update on the allocations for next year, he advised that a paper was going to the Assembly’s Executive Committee today.  He explained to the board that at present the Agency’s allocation for modernization was £36m over the CSR spending period.  Meetings are still ongoing with DFP.  Mr Boyd advised that the allocation for the Department should be confirmed by the end of the month.

The paper was approved by the board.

 

5.2 Manpower Update - (AMB 105/07)
Mr Sinnamon introduced the Manpower paper; he highlighted that the report reflected the position at the 30 August and that since then approximately 70 staff had been promoted to EOII/SSOI grade in addition the Agency was hoping to receive a further 20 imports.  This had created vacancies at AO grade, but a further Departmental AO promotion list would be published next week and this would help to alleviate the position.  Mr Sinnamon advised that the external AO competition ended in July, it would be hoped that staff would become available in the near future.  Mr Davis asked if there had been any response from CPG to the letter issued some weeks ago and if not could this be followed up.  
(Action Point 76/07): Mr Sinnamon

Mr Davis asked that future reports at appendix 1 should separately identify Temporary Staff.  He advised that the information contained in the report was very useful particularly the data showing the BDC separately.  
Action Point 77/07): Mr Sinnamon

Redeployment Strategy
Mr Davis asked for an update on how the SSA Redeployment Strategy was working.  Mr Sinnamon provided a brief overview of the key elements of the Redeployment Strategy.  Mr Davis asked that AMB be provided with a review of its effectiveness, in practice, and its fitness for purpose to deal with any emerging business needs.   
(Action Point 78/07): Mr Sinnamon

The paper was noted and approved by the board.

5.3 Operational Division Performance Report - (AMB 109/07)
Mr Adair presented the Operational Division Performance Report he advised that overall performance remained similar to last month with a slight dip in JSA which could be explained by the impact of the summer leave period.  He advised that indicative financial accuracy results for quarter two were broadly unchanged although there had been a small decrease in JSA, but this should improve with the clearance of deemed errors.  The board asked when they could expect to see improvements in Pension Credit as a result of the measures approved at August AMB.  Mr Adair explained that significant improvements were unlikely to be reflected in results reported to AMB for at least 6 to 12 months, this was mainly due to the reporting cycle, as cases actioned in September would not be selected for checking until December/January and would be included in the results reported to the Board in April 2008.

Mr Adair explained the new appendices to the report, it was agreed that they were very useful in highlighting underlying trends.  It was also agreed that the information from this month’s report would be used to benchmark performance and that Mr Adair would provide AMB with an ongoing assessments of how PSA targets were likely to be impacted by the lower lever targets.

Mr Davis pointed out that the reported results were better than the corresponding period last year.

The report was noted and agreed.

 

5.4 Progress Against Additional Key Targets - (AMB 101/07)
AMB noted performance against the additional key targets and the following updates were provided.  

E-HR
Mr Sinnamon advised that the first phase of E-HR would be released from 11 December 2007, and training would be provided for staff and would be for ½ day.  He advised that 2 to 3 week before the training commenced the project would require input from G7s.  Mr Davis stressed the need for this to be carefully coordinated and phased as much as possible.

Debt recovery
Bernadette Donnelly joined the meeting for the discussion on Debt Recovery.  Mr Boyd explained following earlier concerns raised by the board about the achievability of the PSA Target he is in the process of carrying out a review.  He advised that AMB would be informed of the outcome.  Following a discussion AMB agreed that an additional 10 staff should be made available to the Debt Centre.
(Action Point 79/07):Mr Boyd

 

5.5 Quarterly Absence Management Report - (AMB 106/07)
Mr Sinnamon presented the paper and highlighted some of the statistical data, he pointed out the work carried out by the Managing Attendance Section as set out in paragraph 9 of the report.  Mr Davis advised that the Agency should look at how the Managing Attendance procedures were followed in other areas of the Department.  He also asked that the result from the standardisation exercise as detailed in paragraph 7 of the report be available for October AMB.  

A general discussion followed, it was agreed that Mr Sinnamon would have a timeline for the actions outlined in paragraph 18 available for ATOG on the 15 October 2007.  It was also agreed that there needed to be more visible accountability by managers; proposals on how this could be achieved to be available for October AMB.
(Action Point 80/07): Mr Sinnamon

Paper agreed and approved.

 

5.6 IS and ICT Strategy Update – (AMB 107/07)
Mr Boyle presented the paper explaining the purpose and contents, following discussion it was agreed that Mr Adair should check the position in relation to Housing Benefit as detailed in paragraph 13.  

The paper was approved and agreed by AMB.
( Action Point 81/07): Mr Adair

 

5.7 Interim Counter Fraud and Error Initiatives – (AMB112/07)  
Mr Adair presented the paper highlighting what was being explored and he advised that the focus would be on change of circumstances.  It was agreed that a business case be prepared outlining what will be delivered and how value for money will be delivered.  Following discussion the board approved and agreed the paper.  

Mr Davis advised that the Assembly had reconvened and that the first set of oral questions for the Department were due for answer on Monday 1 October.  He advised that the process for preparing the answers appeared to be working well, but felt that it would be worthwhile to review and consider if there were areas for improvement before the next round of questions.

 

7.1 Timeslines
Mr Davis asked that staff be reminded of the need to adhere to timelines in relation to papers going to AMB.  

 

7.2 Advertising Shared Service Centre
Mr Davis advised that AMB that although funding for advertising will remain with the Department, all requests for advertising most go through the Shared Service Centre for approval thus ensuring value for money.

 

7.3 Complaints
Mr Davis reminded AMB that the Customer Service Team (CST) will work with those drafting replies to ensure consistency of approach and that formats are adhered to, however, the CST were not responsible for the drafting.

Postal Strike
Mr Davis advised AMB of the possibility of a further national postal strike at the beginning of October and advised that contingency plans would again be used to ensure that any impact on customers was minimized.

 

7.4 WorkPlace 2010
Mr Davis asked for a presentation to be organized for the AMB on Workplace 2010, Mr Boyd agreed to take this forward.
(Action Point 82/07): Mr Boyd

 

7.5 Business Planning
It was agreed that Mr Boyd would take this forward.

 

7.6 DWP
Mr Boyd advised AMB that DWP is working to have all qualifications on their accounts lifted.  In view of this a paper will be submitted to AMB within the next few months setting out what will be required to ensure that there are no qualifications on the Agency’s accounts.

The next AMB meeting would take place on 7^th November in the 5^th Floor Boardroom at 2pm.

 

The Board noted the above papers.