Agency Management Board Minutes 30 August 2007

Mr Davis (Chair)
Mr Boyle
Mr Boyd
Mr Nevin
Ms Uhlemann
Dr Dixon
Miss Conway (Minutes)

Mr Davis welcomed Janet Uhlemann (in the absence of John Sinnamon) and John Nevin (in the absence of Mervyn Adair) to the meeting.   

 

The minutes of the previous meeting were agreed.

 

Mr Davis referred to the status of action points in AMB88/07 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  

AP 34/07 – Mr Davis asked if a work plan had agreed on the work to be taken forward, Mr Nevin advised that work had started and agreed to follow up on the work plan and report back to September AMB.
(Action Point 62/07): Mr Nevin

AP: 48/07 – It was agreed following discussion that work was still needed to ensure that statistical data on absence was standardized and that factors impacting absence could be explained.  It was agreed that this work should be available for October AMB and that the Agency strategy for Absence Management should be brought to September AMB.
(Action Point 63/07): Ms Uhlemann

AP: 49/07 – Following discussion on the advice provided by CPG it was agreed that Mr Nevin should write to CPG setting out the Agency position.  

Mr Davis asked for an update on how the Agency proposes to take forward its fraud and error campaign.  Mr Nevin advised that Programme Protection Unit were considering options and provided an overview.  It was agreed that a paper would be submitted to next month AMB setting out how the strategy could be developed.
(Action Point 64/07): Mr Nevin

4.1 Financial Report - (AMB 90/07)
Mr Boyd outlined the details of the Financial Report advising that the easements in Admin remained the same as for last month.  He also provided an overview of appendix 2 which set out the £1.6m of technical adjustments to be transacted through the Monitoring rounds.  Mr Davis queried if NIMA was being used fully and it was agreed that the SCB should be approached with a view to them providing an overview to key Agency staff (particularly those working in projects) on the use of NIMA.   
(Action Point 65/07): Mr Nevin

Mr Boyd also provided an update on CSR07, and the current negotiations with DFP.  Mr Davis asked for an update on the progress being made on how any efficiencies/cuts could be managed by the Agency.  Mr Boyd advised that an update would be available for September AMB.
(Action Point 66/07): Mr Boyd

Mr Boyd advised the board of the need for papers (with a financial impact) to be agreed with finance prior to going to the AMB, he also asked that sufficient time to allowed to enable finance to fully consider the paper.  It was agreed that this should be built in as part of the planning process and that it was unacceptable for papers not to be cleared by finance.

The paper was approved by the board.

 

4.2 Manpower Update  – (AMB 76/07)
Ms Uhlemann provided an overview of the Manpower paper; she explained that baseline posts outlined in the paper did not include a number of staff working on projects as approval for funding had only been approved to the end of June.  The current number of vacancies is therefore greater than that expressed in the paper.  Ms Uhlemann advised that a meeting had been held with Derek Baker and CPG to stress the difficulties experienced by the Agency as a result of staff shortages.  

She advised that staff promoted in the last EOII list would be placed from the 3^rd September and 17^th September 2007.  An external EOII promotion board will be launched in September 2007.  Ms Uhlemann advised that recruits from the June 2007 AO competition should be available from October 2007 and that recruits from June 2007 AA competition should be available from September/October 2007.

Mr Boyle asked for an update on the introduction of the exit strategy, Ms Uhlemann advised that she would follow this up and report back to the board.
(Action Point 67/07): Ms Uhlemann

Mr Davis asked that future reports at appendix 3 include details of staff moving to the BBDC.  He also asked that a profile be included to show the projected staff levels for the Agency through to year end.  
(Action Point 68/07): Ms Uhlemann

A general discussion followed on the current and future impact of vacancies on the Agency’s ability to carryout its business, taking account of the % of vacancies against baselines as outlined in the report.  It was agreed that an urgent assessment was needed of the business impact of vacancies.  An initial assessment to be presented to ATOG on Monday 3 September 2007.
(Action Point 69/07): All Directors

Mr Davis stated that it was essential that the Agency consider what action it can take to address the problems of staff vacancies, as well as continuing to press Derek Baker and CPG.  He asked that Personnel branch consider the options available and report back to September AMB.
(Action Point 70/07): Ms Uhlemann

The paper was approved by the board.

4.3 Operational Division Performance Report - (AMB 95/07)
Mr Nevin presented the Operational Division Performance Report he explained the corrections detailed in paragraph 5.2.  Mr Davis stated that Operations should source were the incorrect figures had been reported and ensure that corrections had been notified.
(Action Point 71/07):Mr Nevin

Mr Davis advised that overall performance was good.  It was agreed however that future reports would include information on lower level targets (if not achieved) and other areas of work impacted due to staff shortages, the information should also filter through to Certificates of Assurance.  
(Action Point 72/07):Mr Nevin

 

4.4 Progress Against Additional Key Targets - (AMB 89/07)
The board noted performance against the additional key targets.  It was agreed that E-HR should be shown as having slippage and that a recovery plan should be put in place for Managing Attendance.

 

4.5 SSA Audit Committee – Appointment Of New Chair & Revised Terms of Reference  -  (AMB 94/07)
Mr Boyd presented the paper to the board and provided an overview of the rational behind the recommendations.  A discussion on the paper followed and it was agreed that the paper would be approved subject to the agreed changes.

 

4.6 Case Cleanse of Pension Credit – (AMB 92/07)
Mr Nevin presented the paper he explained the rational behind the recommendations and provided the board with an explanation of the expected outcomes.  A general discussion on the paper followed.  Mr Boyd expressed concerns that consideration of the potential impact for the Debt Centre had not been included in the paper and it was agreed that the Debt Centre should be consulted to assess how they will be impacted.  

The paper was approved and agreed by the board.
(Action Point 73/07): Mr Nevin

 

4.7 Revised Governance Arrangement for Modernisation Programme – (AMB97/07)
Mr Boyle outlined the contents of the paper and explained why the revised arrangements were necessary.  Following discussion the board approved and agreed the paper.

4.8 Agency Annual Learning and Development Plan 2007/08 (AMB 98/07)
Mr Boyle presented the paper, he provided an overview and advised that extensive consultation with G7s had taken place prior to the paper being prepared.  It was agreed that earlier consultation with the board would take place for the 2008/09 plan and that further considerations would be given to including targets around value for money.  It was also agreed that more emphasis would be given to the impact of training within business areas, and for the need to access the level of satisfaction with the training provided from the commissioners perspective.  

Mr Davis asked that consideration be given to how the Summer School  could be further developed.  It was agreed that an evaluation of the 2007 Summer School be carried out.

The board endorse the paper, but it was agreed that the issues raised in relation to the 2008/09 would be taken forward.
(Action Point 74/07) Mr Boyle

 

Miss Conway advised that due to the Assemble being in recess there were no current issues to report.  

 

6.1 Staff Travel
Mr Boyd advised that amendments had been issued for the NICS Staff Handbook advising that as the changes impacted on Travel and Subsistence it is important that all staff be made aware of how the changes will impact on future claims.

The next AMB meeting would take place on Thursday 27 September 2007 in the 5^th Floor Boardroom at 9.30am.

 

The Board noted the above papers.