Agency Management Board Minutes 7 January 2008

Mr Davis (Chair)
Mr O’Neill
Mr Boyd
Mr Adair
Mr Sinnamon
Dr Dixon
Miss Conway (Minutes)

 

Mr Davis welcomed everyone to the meeting, in particular, Mr O’Neill (in the absence of Mr Boyle).

 

Mr Davis welcomed; Breige Doherty (TDU), Addie Lyttle (Housing Policy Research & Legislation) and Pat O’Hara (Newry JBO DEL) to the meeting, and advised the Board that they would be providing an overview of the 2007 Summer School.  The theme of the 2007 School was ‘Welfare Challenges in Uncertain Times’.  Ms Doherty introduced the presentation and provided the Board with an overview of event, Ms Lyttle and Ms O’Hara spoke of their personnel experience of attending the event and highlighted the outcomes and benefits of the school from both the Business and the individuals’ perspective.  This was followed by a question and answer session at which it was agreed that Mr Sinnamon would investigate how the information/outcomes of the Summer School were taken forward and report back to the Board.  Mr Davis then thanked Breige, Addie and Pat for their presentation and advised that it had been very useful.
(Action Point 1/08):Mr Sinnamon

 

The minutes of the previous meeting were agreed.

 

Mr Davis referred to the status of action points in AMB152/07 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  

 

5.1 Financial Report - (AMB132/07)
Mr Boyd presented the Financial Report and provided an overview of the position following December Monitoring, including an explanation of the surrenders made and the current Admin surplus, explaining that this was attributable to staff vacancies.  An explanation of the current Capital budget position was also provided.

Annual Report and Accounts
Mr Boyd advised the Board that work had commenced on the year end accounts, he also highlighted the potential risks associated with the difficulties in being unable to fill vacancies at both DP and SO Accountancy grades and advised the Board that he had raised the matter centrally.  

CSR07
Mr Boyd advised that the final budget was due to be debated at the Assembly on the 21 January 2008 and that the Department of Finance and Personnel (DFP) have now also requested a manpower reduction target from each Department.  A general discussion followed, and it was agreed that Mr Boyd would in submitting the Agency target to DFP ensure that all the points raised during the discussion were highlighted to support and explain the target submitted.

Overtime
Mr Boyd provided an update on the current overtime position, and outstanding bids.

A general discussion then followed on the paper and the management of budgets/profiles.  Mr Davis asked Mr Boyd to come back to the Board in relation to the adequacy of current budget profiling and monitoring arrangements.
(Action Point 02/08):Mr Boyd

Mr Boyd advised the Board that Audit are moving from GB standards to International standards and that this will impact on the Agency; he advised that Finance were in the process of reviewing the impact of the changes and considering how these should be addressed.  A paper will be presented to AMB on the findings.
(Action Point 03/08):Mr Boyd

The Board noted and approved the paper.

 

5.2 Manpower Update - (AMB 147/07)
Mr Sinnamon presented the Manpower paper.  He updated the Board on the staffing position at the end of November; including details of current vacancies, and forthcoming promotion boards.  He also advised there had been 4000 applicants for the recently closed AO competition.  Mr Sinnamon advised that he anticipated that the next few months would show an improvement in the number of staff in post as staff started to come through from both the external AO and EOII competitions.

The paper was noted and approved by the Board.

 

5.3 Operational Division Performance Report – (AMB 150/07)
Mr Adair presented the report and advised that since the completion of the report, the third quarter’s Financial Accuracy and Fraud and Error figure had become available (these were provided to the Board).  Mr Adair advised that all targets were being met or met within tolerance, with the exception of Pension Credit.  He highlighted the work being done within Pension Credit, which was starting to show improvements, but again emphasized that it would be sometime before this showed through in results and stated that he is not expecting to see any significant improvement in the final quarter’s results.

Mr Davis asked about the number of deemed errors and was assured by Mr Adair that all cases were being tracked and monitored on a regular bases.  Mr Davis also asked about the slight decrease in performance by State Retirement Pension.  Mr Adair advised that State Pensions are running with a high number of vacancies and that taking this into account performance was still very good.

The Board noted and approved the paper.

 

5.3 Progress Against Additional Key Targets – (AMB 131/07)
AMB noted performance against the additional key targets.

 

5.5 Alternative Approaches to Recruitment - (AMB 148/07)
Mr Sinnamon presented the paper, and provided the Board with an overview of the background and contents of the paper and highlighted a number of the recommendations contained within the report explaining the rationale.  The Board was broadly content that the paper represented a reasonable way forward but asked that the detail of the proposals be developed further.  It was agreed that the recommendations should be considered urgently with Central Personnel Group including the additional points/issues raised during the discussion.   
(Action Point 04/08):Mr Sinnamon

 

5.6 DWP/Agency Comparison on Fraud and Error Activity -(AMB 156/07)
Mr Adair presented the paper and advised that activities carried out with the Agency compared well with those carried out in DWP.  

He went on to explain the reason why it was considered important to establish the equivalent to DWP’s ‘Error Reduction Delivery Board’ and explained the role he foresaw for the Board within the set-up of the Agency.  

The Board welcomed and endorsed the paper which they agreed was very helpful and well constructed.

 

Mr O’Neill presented the paper.  

Mr Davis asked for clarification on the new arrangements as set out in paragraph 10 and asked Mr O’Neill explain any risks associated with the change.  Mr O’Neill explained that the overall impact would be minor and would only impact on staff using ITG and not DOI.  He explained that a Service Level Agreement would be drawn up between IT-Assist and the Agency which would cover all areas of concern.  He also advised that the difficulties of the link between ITG and DOI systems had already been highlighted with IT-Assist.  

Mr Boyd sought clarification on the payment structure as set out in paragraph 13 and it was agreed that Mr O’Neill would follow this issue up and advise Mr Boyd accordingly.
(Action Point 05/08):Mr O’Neill

The Board noted the paper.  

 

Ongoing Assembly business discussed.

 

7.1 Modernisation
Mr Davis referred the Board to the ongoing number of projects which would be impacting across the Agency within the next 12 to 18 months and asked for assurance that arrangements were in place to effectively manage the range of changes.  He advised that it was critical that the timeline was assessed including the Agency’s capacity to deliver.  Mr O’Neill agreed to review the portfolio and to either provide assurance on delivery to the Board or to make recommendations on the way forward.
(Action Point 06/08):Mr O’Neill

 

7.2 Grievance Procedures
Mr Sinnamon advised the Board of the new guidance issued on Grievances Procedures; he advised that the changes brought the Department into line with the other NICS Departments and recommended that the revised procedures be highlighted to all staff at Management or Team Meetings.
(Action Point 07/08):All Directors

 

7.3 Review of Data Security
Mr Sinnamon provided an update on Data Security.  He advised that gaps identified during the Agency’s review had been filled.  He advised that the outcomes of the NICS review are to be discussed on Friday 11 January 2008, from which a ‘90 day’ Action Plan would be drawn up.  Mr Sinnamon advised that a paper would shortly be prepared for ATOG detailing how the additional review requested by Mr Davis would be taken forward.
(Action Point 08/08):John Sinnamon

 

7.4 Hospitality
Mr Boyd highlighted the minute issued by Financial Accounting Branch 7 January 2008, which provided details of the correct expense codes to be used when paying invoices for business meetings.  He explained that it had come to light that in many occasions the hospitality code had been used incorrectly.

 

7.5 E-HR
Mr Sinnamon advised the Board that the revised ‘go-live’ date for e-HR was the 25 January 2008 and asked that senior managers encourage and support the use of the system.  He also thanked the staff within Business Development for their help in resolving the recent difficulties.

 

The next AMB meeting would take place on 31 January 2008 in the 5^th Floor Boardroom at 9.30pm.

 

The Board noted the above papers.