Agency Management Board Minutes 28 June 2007

Mr Davis (Chair)
Mr O’Neill
Mr Adair
Mr Sinnamon
Mr Boyd
Miss Conway (Minutes)
Miss Dallat (Observer)

Mr Davis welcomed John O’Neill and Colleen Dallat to the meeting; he also passed on the apologies from Dr Dixon.    

 

Navigator Blue gave a presentation to the AMB on their initial proposals for the second phase of the Agency’s Benefit Fraud Campaign.  A brief question and answer session followed and it was agreed that some further work should be done particularly around ‘change of circumstances’/customer error. Mr Nevin joined the meeting for the presentation.  

 

The previous minutes were agreed.

 

Mr Davis referred to the status of action points on AMB62/07 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  In addition to the paper being prepared for AP 38/07, Mr Davis asked that a further paper be prepared for ATOG setting out the impact ESA will potentially have on accommodation.
(Action Point 39/07:Mr Boyd)

 

5.1 Financial Report - (AMB 50/07)
Mr Boyd outlined the details of the Financial Report advising that the projected GAE indicated a potential year end underspend.  He provided the group with an explanation for this. He also advised that DFP have asked that all underspends be surrendered at September monitoring and work would be taken forward over the summer to determine the amount to be surrendered.  

A discussion took place on options.  However it was agreed that the timescale for funding for ESA needs to be confirmed; the need for any additional overtime spend be considered and a scoping exercise carried out.  It was also agreed to identify the impact and problems caused by understaffing.  
(Action Point 40/07:Mr Boyd)
(Action Point 41/07:Mr Adair)

Mr Davis asked that the Agency work closely with the Core, in determining the approach to negotiating with DFP.  

Mr Boyd advised the group that the easement in capital projected for year end was £51.6m, but that £47m had been re-profiled to next year.  After discussion the Board noted the report.

Mr Boyd advised that the Agency Accounts were close to sign-off and will be qualified. He asked that all those involved in the process be thanked for their assistance particularly in putting constructive arguments to NIAO which will result in the account only being qualified in one area.  

The Board approved the paper and the overtime bids; Mr Davis thanked Mr Boyd and welcomed the new style report.

 

5.2 Manpower Report – (AMB 68/07)
Mr Sinnamon introduced the Manpower paper and reported on the staffing position for all grades which reflected the position as at May 2007.  He advised that the new 2007/08 baseline figures were now shown in the report. He also advised that the EOI position was currently stable, but there continued to be pressures at SO, EOII, AO and AA grades.  A general discussion on the report took place.  Mr Sinnamon advised that there was likely to be a SO promotion board in September; Mr Davis highlighted the difficulties this could cause and Mr Sinnamon advised that proposals would be submitted to DMB on the management of the boards. John provided the group with details of external competitions for EOII, AO and AA recruitment.  

Mr Sinnamon give an overview of the information contained in Appendix 3 of the report and advised that Personnel Branch would be introducing exit interview arrangements.  Mr Davis raised concerns over the number of staff transferring out of the Agency and the number on career breaks in light of the overall vacancy position.  Mr Sinnamon agreed to provide further information on the reasons for transfers etc.  Concerns were highlighted that if the vacancy position remained the same in September, it would pose a significant risk to the Agency.  Mr Davis asked that potential options for tackling vacancies be considered.

It was agreed that the new style report was very helpful; Mr Davis asked if a timeline could be included with Appendix 2.  
(Action Point 42/07:Mr Sinnamon)
(Action Point 43/07:Mr Sinnamon)

The Board noted the Manpower Report.  

 

5.3 Operational Division Performance Report - (AMB 67/07)
Mr Adair provided an overview of the Operational Division Report.  He advised that Financial Accuracy figures are not yet available.  However, based on the caseload accuracy figures it is unlikely that Pension Credit will meet the target. On the other hand indications are that Incapacity Benefit will achieve the target.  Mr Davis advised he was pleased that Pension Credit had sustained their achievement of the clearance time target but had serious concerns about the financial target.  Mr Adair advised that Pension Credit would be discussed in more detail at AMB 64/07.  

Mr Davis also noted the increase in customers paid by Direct Payment.

After discussion, the Board noted the performance against the targets.  

 

5.4 Progress Against Additional Key Targets - (AMB 63/07)
The Board noted the progress against the Additional Targets.  It was agreed that issues around AWP should in future be detailed separately.  

 

5.5 Benefit Fraud Campaign - (AMB 73/07)
Mr Nevin rejoined the meeting for the discussion on this paper.  The Board firstly agreed that the Navigator Blue presentation given had been very useful.  

Mr Adair presented the paper.  After discussion it was agreed that further consideration needs to be given to expanding on the ‘change of circumstances’ area.  It was also agreed that the emphasis of the campaign should be widened to include both customer fraud and customer error as this would provide a strong base to build on.  It was agreed that funding could only be considered for one year and consideration should be given to how any allocated funding should be spent.  The Board also asked for the Central Advertising Units views on the proposed costs.  Mr Davis also asked that some further discussions take place to ensure that the proposed bench-marking exercise is not excessive.
(Action Point 44/07:Mr Adair)

 

5.6 Document Management of Customer Related Documents - (AMB 47/07)
Mr O’Neill presented the paper to the board, and explained the purpose of the paper and the recommendations.  After discussion it was agreed that the Agency would keep a watching brief on how DWP were progressing but would not instigate any formal project work at this time.  

 

5.7 Case Cleanse of Pension Credit Liveloads - (AMB 64/07)
Mr Adair explained the purpose of the paper to the Board.  Following discussion it was agreed that further work was required to ensure that cases with potential high volume error were corrected quickly and that new error did not enter the live load. Mr Adair agreed to do this and to provide a follow up report to the Board. .
(Action Point 45/07:Mr Adair)

5.8 Continuation of Funding for the ESA Project Team - (AMB 72/07)
Mr Adair presented the paper for the ESA bid to the Board.  It was agreed that funding had already been approved by the Board and on that basis the Board was content to approve the allocation as requested.

 

5.9 Efficiency Strategy - Terms of reference - (AMB 74/07)
Mr Boyd presented the paper and advised that the Agency Efficiency Group had approved the TOR. The paper was approved and it was agreed that monthly updates, commencing in July, would be provided to the board.
(Action Point 46/07:Mr Boyd)

5.10 Internet Protocol Telephony (IPT) Update - (AMB 71/07)
Mr O’Neill presented the paper and provided the group with an overview.  A general discussion followed; Mr O’Neill clarified that the proof of concept testing would cost £180k.  The Board approved up to £180k but asked that the paper be revised to show the risks of not going forward with testing and the associated costs.
(Action Point 47/07:Mr O’Neill)

 

6.1 SBR Briefing to the Social Development Committee
Mr Davis updated the Board on the SBR presentation to the SDC.  

 

6.2 Update on Absence Management
Mr Davis advised that the Agency and the CSA would be taking forward a joint exercise on absence management.  Mr Sinnamon, with CSA, is developing project proposals.
(Action Point 48/07:Mr Sinnamon)

 

6.3 Update on Assembly Business
Mr Davis provided the group with an overview of the work to date arising from Assembly business; he stressed the need for timelines to be observed and the importance of quality.  

 

The next AMB meeting would take place on Thursday 26 July 2007 in the 5^th Floor Boardroom at 9.30am.

 

The Board noted the 2006 Benefit Review Results.