Agency Management Board Minutes 31 May 2007

Mr Davis (Chair)
Mr Boyle
Mr Adair
Dr Dixon
Mr Sinnamon
Mrs Woods
Mrs Morton
Miss Conway (Minutes)

Mr Davis welcomed Michele Woods and Gillian Morton to the meeting.    

The previous minutes were agreed subject to amendment requested by Mr Davis and Mr Boyle.  

Mr Davis referred to the status of action points on AMB49/07 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 a paper be prepared for the board in relation to AP: 13/07.

4.1 Financial Report - (AMB 50/07)
Mrs Morton outlined the details of the Financial Report advising that the Agency’s 2007-08 Admin and Other Current allocation including Modernisation is £180m.  Mrs Morton advised that budgets will be uploaded next month, spend for the current month was just under 7% of the overall budget.  She also advised that the Efficiency Plan CSR04 remained on target.

Mrs Morton provided an overview of the new style Monthly Financial Report.  The board agreed that the new format provided relevant information that was easily read and understood.  

Mr Davis advised that at the last Audit Committee Meeting they had commented on the standard of the information provided by finance. Mr Davis congratulated the Finance Team.

After discussion the Board noted the report.

 

4.2 Manpower Report – (AMB 51/07)
Mr Sinnamon introduced the new Manpower paper and reported on the staffing position for all grades which reflected the position as at April 2007.  He outlined the progress on the promotion board lists and advised that the EOI list will be cleared by the end of June 07.  He highlighted the emerging pressure at SO grade, and advised that the lateral transfer boards for SGBII’s had commenced.  He advised that the new baseline figures had reduced the number of vacancies at SSO1/EOII level by 30, and advised that a further EOII list maybe released at the end of June 2007 following consultation with CPG he also advised that an external EOII competition would be launched in September 07.  He highlighted the continuing difficulties around the AO and AA grades.

Mr Davis raised his concerns which were endorsed by the board around the retention of staff, after a general discussion it was agreed that future Manpower Reports would include data on staff retention it was also agreed that an annex would be added to the report setting out the timetable for future internal .boards.
(Action Point: 30/07     Mr Sinnamon)

After discussion the Board noted the Manpower Report.  

 

4.3 SSA Corporate Risk Register 2007/08 - (AMB 59/07)
Mrs Woods presented the SSA Corporate Risk Register, she advised that although the Department had introduced a new format the Agency would continue with the 2006/07 style.  Input to the DSD Risk register would be translated by finance.  Mr Davis advised of the importance of presenting risks at the appropriate level and following discussion it was agreed that both an annex showing the risks for inclusion on the DSD Risk register and that an additional summary sheet would be included with future updates on the SSA Risk Corporate Risk Register.
(AP: 31/07 Mrs Woods)

The board endorsed the SSA Corporate Risk Register subject to the agreed amendments.

 

4.4 Operational Division Performance Report - (AMB 52/07)
Mr Adair outlined the details of the Operational Division Report.  He advised that Customer Fraud and Error results are reported  in terms of losses resulting from overpayments, using this methodology targets were met for all three areas.  Mr Davis stated that he was pleased to see that the clearance time target for Pension Credit has been achieved.  

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

 

The Board noted the progress against the Additional Targets.  

 

4.6 Pensions Reform Delivery Programme - (AMB 48/07)
Mr Adair presented the paper.  After discussion it was agreed that clarification be obtained on whether papers should be presented to the board for approval prior to going to the Modernisation board.
(Action Point 32/07:Mr Boyle)

The recommendations were noted, agreed and approved.

 

4.7 Decision Making Training – (AMB 54/07)
Mr Boyle presented the paper to the board.  He advised that training should commence in June 07, and agreed to report to February 08 AMB on progress.  

After discussion the paper was noted and approved subject to minor changes.
(Action Point 33/07: Mr Boyle)

 

4.8 Benefit Uptake Programme 2006/07 – (AMB 55/07)
Mr Adair presented the paper to the board.  Following discussion it was agreed that there was a need to re-look at future delivery, and that this should be included in the 2007/08 evaluation.  Bryan Davis advised that Benefit Uptake had a high profile, and a number of questions had already been asked following the restoration of the Assembly.  Mr Adair advised that research into barriers to benefit uptake, was underway and the results would be reported to AMB later in the year.  Mr Davis advised that while it was pleasing to note the return on investment ratio which was higher than expected it would be helpful if we could establish the reasoning behind this.  

Mr Davis stated that the evaluation of the 2006/07 Programme was a very useful exercise and passed on his thanks to the team.
(Action Point 34/07: Mr Adair)
(Action Point 35/07:Mr Adair)

 

4.9 Attendance Management Update Report – April 2006 TO March 2007 – (AMB 57/07)
Mr Sinnamon introduced this paper he highlighted all areas that impact on absence and the areas successfully targeted.  A general discussion followed.  It was agreed that a further paper be prepared for the board on the issues discussed.  

 

4.10 Social Security Agency Efficiency Delivery Plan - (AMB 60/07)
Mrs Woods introduced the paper.  Mr Davis advised that the Terms of Reference for the Sub Group should be presented to AMB for approval and that quarterly reports would be required.
(Action Point 37/07:Mr Boyd)

5.1 Restoration of Devolved Administration
The impact on business following the restoration of the devolved Assembly was discussed.  It was agreed that a further update should be given at next months meeting.   

 

5.2 Royal Mail Strike
Mr Adair advised that contingency plans are in place and discussions ongoing with DWP, Operational Managers had been made aware of the likelihood of a Royal Mail strike.  

 

5.3 Overall Accommodation Strategy
Mr Davis asked that a paper be prepared for July AMB setting out the Agency’s Accommodation Strategy.
(Action Point:38/07Mr Boyd)

The next AMB meeting would take place on Thursday 28 June 2007 in the 5^th Floor Boardroom at 9.30am.

 

2006 Benefit Review Results (AMB 58/07)
The Board noted the 2006 Benefit Review Results.