Agency Management Board Minutes 30 June 2008

Present:

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

Mr Davis welcomed everyone to the meeting advising that apologies had been received from Dr Wallace.

The minutes of the previous meeting were agreed.

Mr Davis referred to the status of action points in AMB 74/08 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was advised that additional information required (Action Point 99/07) will be available for September.  Action Point 04/08 Mr Sinnamon advised that work was still ongoing, however the Manpower Modelling Tool for projecting recruitment needs was being tested, it was agreed that ATOG would be provided with an update.  Action Point 28/08 Mr Sinnamon advised that a paper was being prepared for ATOG.  Action Point 33/08 it was agreed that clarification be obtained on possible fix and end date.  
(Action Point 49/08):Mr Sinnamon
(Action Point 50/08):Dr Sullivan

4.1 Financial Report - (AMB 83/08)
Mr Boyd presented the Financial Report providing the Board with an overview of the projected Year End Agency pressures and easements.  He advised that Baseline Resource easements will be taken back to the Centre immediately rather than waiting to the next scheduled monitoring round.  Mr Boyd referred the Board to the new table in the report (table 6) and explained the reasons for its inclusion.  

Annual Report and Accounts
Mr Boyd advised that the Annual Report and Accounts had been submitted to DFP, advising that discussions are ongoing with the NIAO around possible qualification of the Accounts and that this could lead to a delay in the Accounts being laid before the Assembly.  

The Board noted the recommendations and approved the paper.

4.2 Manpower Update – (AMB 68/08)
Mr Sinnamon presented the Manpower paper.  He updated the Board on the staffing position at the end of May; advising that 65 AOs had started in the Agency during June and a further 29 where expected.  An update on the information provided at Appendix 2 was also provided.  A general discussion followed.  The Board expressed concerns that even with the new recruits the Agency still remained in a significant vacancy position and it was agreed that it was critical that the pending forecasting model be in place as quickly as possible.  Mr Sinnamon was asked to arrange a presentation on the new workforce model tool for ATOG.   

The paper was noted and approved by the Board.
(Action Point 51/08):    Mr Sinnamon    

4.3 Operational Division Performance Report – (AMB 82/08)
Dr Sullivan presented the paper explaining that the report reflected the results for May.  He advised that no additional information was available this month for Financial Accuracy.  

He advised that 5 out of 6 clearance times had increased from the previous month; however the main concern was with State Pension (SP) which had increased from 16.7 days to 23.2 days.  An overview of the reasons for the increase was provided and a general discussion followed.  The Board expressed concerns that Financial Accuracy could be impacted by the rollout of PTP and it was agreed that Dr Sullivan should check whether any interim action could be taken to address the possibility.
(Action Point 52/08):Dr Sullivan

Belfast Benefit Delivery Centre (BBDC)
Dr Sullivan advised that the Belfast Benefit Delivery Centre had met all their targets.

The Board noted and approved the paper.

4.4 Progress Against Additional Key Targets – (AMB 75/08)
The Board noted performance against the additional key targets.  

4.5 Strategic Business Review (SBR) – Telephony Strategy - (AMB 73/08)
Mr Boyle presented the paper and provided an overview of the contents.  The Board endorsed the paper but agreed that a separate paper should be prepared for September AMB taking account of the related issues which were discussed.
(Action Point 53/08):Mr Boyle

4.6 Evaluation of the Lean Proof of Concept - (AMB 76/08)
Dr Sullivan provided the background and purpose of the paper.  The Board discussed the contents of the evaluation report and agreed with the proposal to extend the period of analysis and evaluation of Proof of Concept 1 as set out in the paper.  Dr Sullivan agreed to produce a recurring errors paper looking at common faults. A number of action points leading from the paper were also agreed. agreed. Mr Sinnamon agreed to review the MOU in light of taking forward with Lean. Dr Sullivan agreed to produce a recurring errors paper looking at common faults and agreed to embedding QA for financial accuracy within Projects.    
(Action Point 54/08): Mr Sinnamon
(Action Point 55/08): Dr Sullivan
(Action Point 56/08): Dr Sullivan

The paper was approved by Board.

4.7 Attendance Management: Update Report – April 2007 to March 2008 – (AMB 78/08)  
Mr Sinnamon presented paper advising that 16.8 days had been lost against the NICS target of 13.2 days and the Agency’s internal target of 12.4 days.  He explained the long term absences remained the main contributing factor.  The contents of the paper were discussed and it was agreed that Grade 7 commands where the absence rate exceed 7% should be asked provided details to the Board.  The Board agreed that the report was very useful and asked that their thanks be passed to the team.  

The Board approved the paper.

4.8 Benefit Uptake Programme 2007/2008 (AMB 80/08)
Dr Sullivan asked the Board to note the contents of the paper, and provided an overview of the three exercises carried out.  He advised that the findings from the evaluation would be taken into account within this years programme.  

The Board noted the findings of the paper.

Ongoing Assembly business discussed.

The Board discussed the current level of absence within the Agency and the need for absence levels to be carefully managed.

7.1 Updates of Projects
It was agreed that updates of projects nearing or during implementation would become standing items on the AMB agenda and that updates would also be provided at ATOG meetings.  

Pension Transformation Project (PTP)
Dr Sullivan updated the Board on the implementation of PTP, providing them with an overview of events and results from ‘go live’ 6 May 2008 in State Pension.  He advised that overall performance had exceeded that in GB and he congratulated the teams in Windsor House and Carlisle House on the work to date.

7.2 JSA Forecasts
The Board discussed the increasing volumes of work in JSA and the potential impact.  Dr Sullivan advised that he had been working with SCB to determine whether the increase in volumes could be predicted for the rest of the year and would update the Board accordingly, later in the year. Dr Sullivan agreed to provide an update on JSA forecasts for October’s AMB Meeting. Mr Boyle also highlighted the potential impact increased volumes may have on SBR.
(Action Point  57/08):   Dr Sullivan

7.3 Future Board Meetings
The Board agreed that a number of future Board meetings should be arranged across the network.

The next AMB meeting will take place on 2 September 2008 in Conference Room Lighthouse Building at 9.30am.

SSA/DEL Modernisation Portfolio RAG Update
(AMB 72/08) Mr Boyle

Forward Look(AMB 81/08) All Directors

The Board noted the above papers.

Anne Conway

AMB Secretary