Agency Management Board Minutes 30 September 2008

Mr Davis (Chair)
Mr Boyle
Miss Bill
Dr Sullivan
Miss Conway (Minutes)

Mr Davis welcomed everyone to the meeting and advised 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 100/08 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was agreed following updates that action points; 61/07, 53/08, 65/08, and 67/08 would be treated as cleared.  Action Point 59/08 following discussion it was agreed that Miss Bill would discuss with the Department the position re DFP Revenue Test Drilling and would update the Board.  Miss Bill also agreed to provide a paper to the Board on the lessons learnt following the retrospective approval of the Business Case for the Debt Centre and to assess the preparation within the Modernisation Board papers on financial information which will provide assurance that the retrospective approval was mitigated and monitored.
(Action Point 68/08):Miss Bill
(Action Point 69/08):Miss Bill
(Action Point 70/08):Miss Bill  
Action Point 64/08 it was agreed that Miss Bill would pursue the outstanding issues with Core Personnel.

4.1 Financial Report - (AMB 103/08)
Miss Bill presented the Financial Report and provided an overview of the current easements and pressures across all budgets.  She advised that the overtime cap had been increased to £3.5m with £202k remaining uncommitted advising the Board that given the potential for further bids there may be a need to review a further increase to the overtime cap.

Annual Report and Accounts
Miss Bill advised that the Agency had signed off the Agency Accounts on the 17 August 2008 but as the Department Accounts had still to be signed-off, they had not been laid before the Assembly as both accounts are to be laid at the same time.

Account NI
Miss Bill advised that the ‘go live’ date for Account NI is the 3 November 2008.

Business Cases with DFP
Miss Bill updated the Board on the Business Cases currently with DFP.  

Other Matter
Miss Bill advised that she had met with the NAO to discuss the NIF Accounts, she provided the Board with an overview, and advised that discussions are ongoing to have the qualification on the Accounts lifted.  

Miss Bill advised that guidance had still not been issued by DFP on CSR07 efficiencies.  Following a general discussion it was agreed that Miss Bill would continue to seek clarification from DFP, it was also agreed that the Board would be updated on non-cash efficiencies and any potential impact on the Agency’s ability to deliver efficiencies due to delays in some projects.
(Action Point 71/08):Miss Bill

The Board approved the paper.

4.2 Manpower Update – (AMB 102/08)
Mr Boyle presented the Manpower paper.  He updated the Board on the staffing position at the end of August and the % of SIP across Grade 7 commands.  He also referred the Board to the information provided on current outstanding bids and the actions being taken to address.  A general discussion followed and it was agreed that Mr Boyle would provide the Board with details on the reasons why staff transfer out of the Agency and also provide details of exit interviews carried out including details of those carried out in BBDC.  
(Action Point 72/08):Mr Boyle
(Action Point 73/08):Mr Boyle

The Board noted and approved the paper.

4.3 Operational Division Performance Report – (AMB 107/08)
Dr Sullivan presented the paper for results at the end of August and gave an overview of the targets missed.  He advised that as reported last monthly financial accuracy targets had been missed in Income Support and State Pension Credit (SPC).  The Income Support (IS) target had been impacted by deemed errors and managers had been reminded of the need to continually focus in this area; the end year target is expected to be achieved, with Districts continuing to work on their AIP’s.

Dr Sullivan advised the Board that SPC remained a major concern with the achievement of target likely to be delayed.  He advised that while the number of errors had decreased those identified were of a higher value.  Dr Sullivan advised that further investigation was needed to determine the common causes of errors.  An update will be provided not least in respect of ‘change of circumstances’ cases, this will be coupled with work intended to review progress with the Accuracy Improvement Programme (AIP3).  He confirmed that he would report to the Board no later than the November AMB.
(Action Point 74/08):Dr Sullivan

Dr Sullivan advised the Board that the indications are that the State Pension (SP) financial accuracy target for June 2008 will be missed mainly as a consequence of deemed errors not being cleared.  He advised the Board that he had discussed this with the G6 and G7 and had again stressed the need for deemed errors to be carefully managed, but that the end of year assessment indicated that the target would be met.

Dr Sullivan advised that the monthly clearance time targets had been missed in Jobseekers Allowance (JSA) and SPC.  In addition, in SP the year to date target had been missed.  He advised the Board of the reasons behind the targets being missed in particular highlighting the increase in the number of claims received and the impact of the holiday period, but again advised that end of year targets will be met.  

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

The Board noted and approved the paper.

4.4 Progress Against Additional Key Targets – (AMB 104/08)
The Board noted performance against the additional key targets and discussed the relevant areas.  Mr Davis highlighted his concern over the assurance levels achieved in some audit reports and the need for managers to maintain focus in this area.  

4.5 Review of the Computer Support Officer Job Role – Interim Report (Finding and Recommendations) - (AMB 96/08)
Mr Boyle presented the paper and referred the Board to paragraph 4 which set out the key findings from the review and the conclusions reached as set out in paragraph 6.  A general discussion followed at which it was agreed that the Board would endorse the recommendations but that a further paper would be presented to the Board following testing.

4.6 Workload Variances - (AMB 106/08)
Dr Sullivan presented the paper and provided an overview of the how the workload forecasts were used.  He explained that they had generally proven to be robust; however the current year had seen variances across a range of benefits as detailed in the paper.  He asked the Board to note the findings advising that at present increases in workloads would be addressed by overtime.  A general discussion followed which included the potential impact on IS workloads with the introduction of ESA.  Dr Sullivan agreed to consider and to provide and update to the Board.
(Action Point 75/08):Dr Sullivan

The Board noted the paper and acknowledged that it proved very useful in giving an overview of the current increases in claims.

4.7 Update from Grade 7s on Absence Rates at 31 August – (AMB 108/08)  
The Board discussed the findings of the paper and the information provided by Grade 7s.  The Board noted the reductions across some business areas while being disappointed that the absence rates remained high in State Pension Credit, West District and South District.  It was agreed that the Grade 7’s within these areas would be asked to attend future AMB meetings to discuss the findings further.  
(Action Point 76/08): CEO

The Board also discussed AMB paper 109/08 and noted the year on year improvements in absence.  Mr Boyle agreed to discuss the findings from AMB 108/08 and would update the Board on any outcomes.  It was also agreed that updates would be provided to the Board bi-monthly.

4.8 Benefits Management within the Modernisation Programme – (AMB 111/08)
Mr Boyle presented the paper.  He explained that the paper set out clearly how the process should be managed, explaining the key roles and highlighting the resource implementations.  He advised that the procedures detailed met DFP requirements.  A general discussion followed.

The Board approved the paper.

Ongoing Assembly business discussed.

The monthly update report on managing attendance was discussed as detailed in paragraph 4.7.

Updates were provided on Account NI, HR Connect, PTP, ESA and SBR.

8. Any Other Business

   

8.1 Senior Managers Workshop
Mr Boyle advised the Board that the Senior Managers Workshop had been organised for the 15/16 October.  The theme of the Workshop is ‘Connecting with the Customer’.  Managers will be looking at understanding what the customer needs and how we can address.  

8.2 IT Assist
Mr Boyle advised the Board that DSD would go live on IT Assist from the 6 October.  He advised that the Help Desk team had moved across to IT Assist and that we had been assured of the same level of service.  The Board took the opportunity to acknowledge the excellent level of service which had been provided by the Help Desk.

8.3 Bain Report
The Board acknowledged the publication of the Bain report earlier in the day and it was agreed that it should be reviewed to establish any potential impact for the Agency.  Mr Boyle agreed to produce a paper for AMB on the findings.
(Action Point 77/08):Mr Boyle

The next AMB meeting will take place on 4 November 2008 in Chief Executive’s Room 5th Floor Lighthouse Building at 9.30am.

The Board noted the above papers.

 

Anne Conway
AMB Secretary