Agency Management Board Minutes 7 November 2007

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

Mr Davis welcomed everyone to the meeting in particular, Dr Wallace (in the absence of Dr Dixon) and Mr Doherty (in the absence of Mr Adair).

 

The minutes of the previous meeting were agreed

 

Mr Davis referred to the status of action points in AMB114/07 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  Action Point 61/07 was discussed; Mr Doherty provided the Board with an overview of the work to date and he advised that a progress report would be available for AMB by early January.  It was agreed that a presentation be given to AMB in December, to be followed by a presentation to DMB.

A presentation is to be given to AMB in December on LEAN, to be followed by a presentation to DMB.
(Action Point 83/07): Mr Doherty

Action Point 78/07: Kevin Fox joined the meeting for this action point, he provided the Board with an update on the overarching principles of redeployment, a discussion followed and it was agreed that a further update would be provided at a meeting of ATOG.  

 

4.1 Financial Report - (AMB116/07)
Mr Boyd outlined the details of the Financial Report and advised that reported surpluses in Administration Budget position was as a result of staff vacancies, he advised that the easement in Modernisation budget was also due to staff vacancies.  Following discussion it was agreed that Mr Boyd would further investigate the year end outturn easement within Disability, Incapacity & Security Directorate.
(Action Point 84/07): Mr Boyd

Overtime
Mr Boyd provided the Board with an update on the overtime bids and the proposed allocations advising that most bids related directly to addressing difficulties caused by staff vacancies.  It was agreed following discussion that all bids needed to be approved at G5 level before being presented to the Board, on this basis Mr Boyd agreed to provide further details on the bids to ATOG.  
(Action Point 85/07): Mr Boyd

CSR07
Mr Boyd provided an update on the indicative allocations following the publication of the draft budget.  He advised that in addition the Department was still required to deliver 5% year-on-year efficiencies,  some of the savings made could however, be re-invested into the business, this could be by either cash releasing initiatives or increased productivity.  Following a discussion it was agreed that Mr Doherty would liaise with Finance on how best to communicate the outcome of the CSR07 to management and staff.  
(Action Point 86/07): Mr Doherty/Mr Boyd)

The paper was approved by the Board, with the exception of the overtime allocations which will be discussed further at a meeting of ATOG.

 

4.2 Manpower Update - (AMB 117/07)
Mr Sinnamon introduced the Manpower paper; he highlighted that the report reflected the position at the 30 September 2007.  He advised that there was a pressure at SO grade, a further supplementary EOII list is expected to be published next week with an estimated 150 names and he highlighted the problems this would create at the AO grade.  He advised that it is expected that the Agency will be allocated about 140 AO’s from the last AO competition and that a further external AO competition had been recently launched.  

Mr Sinnamon provided an overview of the appendices to the report, he explained that the gap between baseline posts and permanent staff was continuing to widen.  He explained that over 100 staff had either transferred out of the Agency or taken a career break since the beginning of the financial year.  A general discussion followed and it was agreed that in future the responsibility for releasing staff on transfer or career break would require approval at G7 level.  

Mr Sinnamon also explained to the Board that in addition to the current bids with CPG additional resources would be required over the coming months.  He advised that he continually highlighted the difficulties faced by the Agency at the Personnel Directors meetings and with CPG.  A general discussion followed and it was agreed that the following action be taken:

Mr Sinnamon to raise the difficulties with recruitment of AA/AO’s with CPG and to ascertain what they can do to solve the problems with recruitment.
(Action Point 87/07): Mr Sinnamon

Mr Sinnamon to identify what scope/flexibility there is within current resources to address the anticipated problems arising from staff shortages.
(Action Point 88/07): Mr Sinnamon

Priority/Key vacancies across the Agency are to be identified.
(Action Point 89/07): All Directors

The paper was noted and approved by the Board.

 

4.3 Operational Division Performance Report - (AMB 120/07)
Mr Doherty presented the Operational Division Performance Report he advised that the latest Financial Accuracy figures were included in the report showing that with the exception of Pension Credit all targets had been achieved or achieved within tolerance.  He advised that Customer Fraud and Error results are on target and Clearance time targets were being met.    

Mr Doherty advised that it was unlikely that the Financial Accuracy target for Pension Credit would be achieved by the end of year; however he advised the Board that positive results were beginning to show in the work being taken forward through the Accuracy Improvement Plan and the case cleanse exercise.  

A general discussion followed on the overall work across Operations and the impact of vacancies.  Mr Doherty advised that although performance against the PSA targets was good, work was continuing to build in other areas and some none essential work has had to be parked.  It was agreed that estimated end of year results would be presented to ATOG, and that consideration be given to the scope to move resources to other areas in view of clearance time performance.  
(Action Point 90/07): Mr Doherty
(Action Point 91/07): Mr Doherty

The report was noted and agreed. It was also noted that the performance was very commendable particularly given the present circumstances.  

 

4.4 Progress Against Additional Key Targets - (AMB 113/07)
AMB noted performance against the additional key targets and agreed some minor amendments.  

 

4.5 SSA Audit Committee - Report to the AMB - (AMB 119/07)
Mr Boyd presented the report and advised that the main issues addressed were the Agency’s Annual Report and Accounts and Internal Audit progress report.  He reported that it had been agreed that in future Internal Audit would not report on draft Audits unless the report had been discussed previously with management.  He also explained to the Board the rational behind Mrs Quinn’s request for two reports to be produced.  

The Board approved the paper agreeing that it was very helpful.  A note to be issued to Mrs Quinn thanking her for the report and agreeing that the Agency will provide the papers requested.
(Action Point 92/07): Mr Boyd

 

4.6 Method of Payment Reform (MoPR) Project – (AMB 121/07)
Mr Boyle presented the paper and provided an overview, he explained that the project would no longer be delivered through the Modernisation Board and set out the proposed governance arrangements.  

The paper was approved and agreed.

 

4.7 Interim Counter Fraud and Error Initiatives – (AMB123/07)  
Mr Doherty presented the draft paper, setting out the background and the rationality behind the proposed strategy.  A general discussion followed and it was agreed that the business case be amended and a final paper submitted to next months AMB.  
(Action Point 93/07): Mr Doherty

 

4.8 SSA Governance Arrangements Audit (AMB 126/07)
Mr Boyd presented the paper and asked the Board to note the findings of the Audit.  It was agreed that Directors confirm that recommendation 6.1.2 had been implemented within their directorates and advise Mr Boyd accordingly.  
(Action Point 94/07): All Directors

The Board approved and agreed the paper.  

 

4.9 Attendance Management (AMB 127/07)
Mr Sinnamon presented the paper to the Board.  It was agreed that the information provided particularly in the NISRA report was very helpful in highlighting the difficulties facing the Agency in tackling Attendance Management.  Following discussion it was agreed that a meeting be arranged within the next two weeks at which proposals for a strategy be developed to address the issues identified.
(Action Point 95/07): Mr Sinnamon

 

4.10 Review of PAC 26^th Report (AMB 118/07)
Mr Doherty presented the paper.  The Board was content with the approach being taken. It was agreed that an action plan be drawn up and an update should be provided to the board in 6 months.

 

4.11 SSA Risk Register Update (AMB 125/07)
Mr Boyd introduced the Agency’s 2007/08 Risk Register, covering the 2^nd quarter, July 07 to September 07.  He asked the Board to discuss and note the progress against key risks.  Following discussion it was agreed that:

Risk 1 - report to DMB and AMB should be consistent.
Risk 11 – slight amendment to wording agreed.

 

Ongoing Assembly business discussed.

 

6.1 Senior Managers Conference
Mr Davis stated that the Senior Managers conference had gone well and thanked Mr Boyle and his team for their contribution in organizing the day.

 

6.2 Business Planning
It was agreed that Mr Boyd would bring forward proposals for next year’s business planning to a meeting of ATOG.
(Action Point 96/07): Mr Boyd

 

6.3 E-HR
Mr Davis highlighted the need for staff to be made available for training.

 

The next AMB meeting would take place on 4^th December in the 5^th Floor Boardroom at 9.30am.

 

The Board noted the above papers.