Agency Management Board Minutes 4 December 2007

Mr Davis (Chair)
Mr Boyle
Mr Boyd
Mr Adair
Ms Uhlemann
Miss Conway (Minutes)

 

Mr Davis welcomed everyone to the meeting in particular, Ms Uhlemann (in the absence of Mr Sinnamon) and advised that apologies had been received from Dr Dixon.   

 

The minutes of the previous meeting were agreed.

 

Mr Davis referred to the status of action points in AMB130/07 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  Action Point 82/07 was discussed; it was agreed that the action point be amended to include the drafting of an Accommodation Strategy.  

 

4.1 Financial Report - (AMB132/07)
Mr Boyd presented the Financial Report.  He advised that the December monitoring round was underway, and explained the proposed surrenders in Administration and Capital budgets and the reasons for any underspends.

Annual Report and Accounts
Mr Boyd advised the Board that the date for the completion of the Agency’s Accounts has been brought forward by approximately 10 days; he advised that this would impact across all areas.  Mr Davis stressed the need for any difficulties in meeting the revised timeline to be identified and raised with Finance as soon as possible.  
(Action Point 97/07): All Directors

Mr Boyle raised concerns around the ANI IT compatibility with DOI in light of the difficulties experienced with HR-Connect, Mr Boyd assured the Board that it would be raised as a major issue.

The Board noted and approved the paper.

 

4.2 Manpower Update – (AMB 140/07)
Ms Uhlemann introduced the Manpower paper; she highlighted that the report reflected the position at the 31 October 2007.  She provided the Board with an overview of the current vacancies at each grade explaining that there were still considerable pressures particularly at the AO grade.  Ms Uhlemann advised the Board that it was hoped that the Agency would receive around 250 AO’s from the latest external recruitment competitions.  Following a general discussion it was agreed that arrangement should be made for a meeting prior to Christmas between Personnel and the Operational G5 and G6s in order to prioritise where staff should be placed.  
(Action Point 98/07): Mr Adair

The paper was noted and approved by the Board.

 

4.3 Operational Division Performance Report – (AMB 135/07)
Mr Adair presented the report.  He advised that overall performance at the higher level targets was good, however performance at the lower levels where starting to cause concern, highlighting in particular that the Decision Making targets were being missed in a number of areas.  Mr Adair advised the Board that if the current number of vacancies were not addressed there would be a serious impact on the achievement of targets.  It was agreed that the Board would be better placed to judge the position in a few months when it becomes clear what additional staff have been recruited.

Mr Adair also provided the Board with an update on the Pension Credit Recovery Plan.

The Board agreed that overall performance was good and noted and approved the paper.

 

AMB noted performance against the additional key targets.

 

4.5 Absence Management Update - (AMB 141/07)
Ms Uhlemann presented the paper, and provided an overview of the information in the NISRA report.  She advised that despite the slight improvement it was unlikely that the target would be met for the year end.  Mr Davis asked that future reports provide additional information on the warnings issued.
(Action Point 99/07): Ms Uhlemann

Ms Uhlemann provided the Board with an overview of the Workshop held on the 29 November 2007.  She advised that it had proven very worthwhile and that some new ideas had been brought forward.  A general discussion followed and it was agreed that the outcomes from the Workshop would be included in the Absence Management Action Plan which should be available for ATOG by mid December.  Mr Davis thanked all those who had taken part in the Workshop for their contribution.  

 

4.6 Interim Counter Fraud and Error Initiatives - (AMB 123/07)
Mr Adair presented the revised paper and provided an overview, including the communication strategy and evaluation process.  

The Board was content to endorse the paper.

 

4.7 Expiry of Current Disability & Carers System (DACS) Contract 2010 – (AMB139/07)  
Mr Boyle presented the paper; he set out the background to the current contract and provided the Board with an overview of the current position.  He advised that a further paper would be presented to February AMB on completion of some further work and ongoing discussions between the Agency and EDS.  It was agreed that given the financial implications that the next paper would be jointly prepared by Business Development Directorate and the Finance Directorate.   

The Board noted the paper and was content to move to the next stage with the final paper submitted to February AMB.  
(Action Point 100/07): Mr Boyle

 

4.8 Addition of the DWP Periodicity and Payday Project to the SSA/DEL Modernisation Programme Portfolio Projects - (AMB 142/07)
Mr Adair presented the paper, following discussion it was approved by the Board.

 

4.9Addition of the State Pension Reform Project (SPRP) in the Modernisation Programme Portfolio of Project - (AMB 143/07)
Mr Adair presented the paper, following discussion it was approved by the Board.

 

4.10Evaluation of the DSD Summer School 2007 – (AMB 137/07)
Mr Boyle introduced the paper.  Following discussion the paper was approved, it was also agreed that in addition to exploring the possibility of transferring the Summer School to the Core, the East/West relationship should also be explored.

Ongoing Assembly business discussed.

 

Mr Davis welcomed Geraldine Brereton and Damian Dermody (PA Consulting) to the meeting, and provided an overview of why the Board had requested the presentation.  Ms Brereton updated the Board on progress to-date; she explained that all staff taking part in the proof of concept of Lean had firstly attended a 5 day workshop.  She advised that staff from Programme Protection Group, Standards Assurance Unit and Internal Audit had also been invited to attend the Workshop, unfortunately Internal Audit had been unable to attend.  Following the presentation, there was a general discussion with both Ms Brereton and Mr Dermody answer questions from the Board.  

 

No there business was discussed.

 

The next AMB meeting would take place on 7^th January 2008 in the 5^th Floor Boardroom at 13.00pm.

 

The Board noted the above papers.