Agency Management Board minutes 06 April 2009

Mr Boyle (Chair)
Mrs Montgomery
Dr Sullivan
Mr Magee
Dr Wallace
Miss Conway (Minutes)

 

Mr Boyle welcomed everyone to the meeting; in particular Mrs Montgomery attending for Miss Bill.

 

The minutes of the previous meeting were agreed.

 

Mr Boyle referred to the status of action points in AMB 29/09 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  Action Point 05/09 - Following discussion it was agreed that a further paper be prepared to include details of the actions needed to address further increases in workloads and to highlight the trigger points going forward.  
(Action Point 20/09)Mrs Montgomery/Dr Sullivan  

Action Point 08/09 – Following discussion it was agreed the Mrs Montgomery would liaise with Agency Training and Development Unit and Grade 7s to establish training needs in relation to Account NI.  Action Point 16/09 – Following discussion, Dr Wallace agreed to bring a revised paper to the Board.  
(Action Point 21/09):Mrs Montgomery
(Action Point 22/09):Dr Wallace

 

Mrs Montgomery presented the Financial Report for 28 February 2009.  She referred the Board to the ongoing problems with Account NI and HR Connect as detailed at Paragraph 1.2 of the Paper; she highlighted the potential risks this created, advising that the problems had been escalated.  She then updated the Board on the current position of the pressures and easements within all budgets as detailed within the report.

Annual Report & Accounts
Mrs Montgomery advised that due to the problems already discussed the Agency may not be in a position to finalise the year end accounts by the agreed timeline.  A general discussion followed and Mrs Montgomery agreed to establish whether the rest of the Department would be similarly affected.
(Action Point 23/09):Mrs Montgomery

Dr Sullivan asked if cost centres had been re-aligned, from the beginning of the new financial year, to reflect the changes across the Operations Directorate, Mrs Montgomery agreed to check the position for all Directorates and to advise accordingly.
(Action Point 24/09):Mrs Montgomery

Efficiency Delivery
Mrs Montgomery advised that changes were being taken forward in the draft plan and she would ascertain at what stage the draft plan was currently at and advise that it should shortly be ready for review.  It was agreed that the revised Efficiency Plan be brought to the Board for consideration within the next two weeks.
(Action Point 25/09):Mrs Montgomery

The Board noted approved the paper Finance Paper.

Mr Magee presented the Manpower paper.  He updated the Board on the staffing position at the end of February 2009, including the current vacancies and ongoing recruitment as detailed within the report.  A general discussion followed during which it was agreed that Mr Magee would send a note to Board members providing details of the recruitment and placement of AO’s.
(Action Point 26/09)Mr Magee

Mr Magee updated the Board on the launch of the Vacancy Management process by HR Connect; a general discussion followed, it was agreed that careful management of the process was essential.  Mr Magee advised that a workshop was being organized and that a further paper would be presented to the Board on the subject.  

The Board stressed the need for Personnel to pursue the filling of all outstanding vacancies.

The Board noted and approved the paper.

Dr Sullivan presented the paper for results at the end of February 2009.  He advised that the position with financial accuracy remained unchanged from last month, however all deemed errors had now been cleared across the six main benefits.  He advised that it was unlikely that the year end financial target for State Pension Credit would be met, but there continued to be signs of improvement.  

He advised that the JSA monthly clearance target had been missed for the third consecutive month and the year end target continued to be in the balance.  An update on the remaining targets was provided.

Belfast Benefit Delivery Centre (BBDC)
Dr Sullivan provided an update on the Belfast Benefit Delivery Centre informing the Board that the monthly JSA clearance time target had again been missed.  Dr Sullivan advised that he would bring a more detailed paper to the Board on the current issues within the BBDC.
(Action Point 27/09):Dr Sullivan

Employment and Support Allowance
Dr Sullivan provided the Board with an update on the ongoing work within ESA; explaining that the telephony service had stabilized, and that a process management plan had been developed and implemented to manage the head of work.

The Board acknowledged the continuing good performance across Operations and approved the paper.

The Board noted performance against the additional key targets and discussed the relevant areas.  Training and Development Mr Boyle advised of the restructuring of TDU, which has been split between the Core Department and the Agency the Agency’s training unit has been renamed Learning and Development Unit.  Debt Recovery The Board acknowledged the ongoing good performance within this area and congratulated the team.  

4.5 Sustainable Printing Services Project (AMB 37/09)
Mr Boyle presented the paper and explained the background and rationale to the proposals.  A discussion followed and it was agreed to approve the paper.

4.6 Attendance Management: Update Report March 09 (AMB 28/09)
Mr Magee advised the Board that sick absence statistics were not available due to the introduction of HR Connect.  He gave an overview of the information contained within the paper.  He advised that Barry McMullan Grade 7 in Personnel Branch had assumed responsibility for Managing Attendance and was currently drawing up a new Action Plan which will be brought to the Board for approval.  An update on the placement of the Compliance Managers was provided with assurance given to the Board that their role was fully understood and managed.

The Board noted the paper.

4.7The Agency’s proposed Benefit Update Programme 2009/2010 (AMB 32/09)
Dr Sullivan presented the paper and gave an overview of the recommendations contained in the proposed 2009/2010 Benefit Uptake Programme.  A general discussion on the contents followed, and a number of recommended changes were debated.  It was agreed that the strategic review of Benefit Uptake carried out by KPMG should be submitted to the Board for approval and simultaneously the proposed Benefit Uptake Programme be resubmitted for final approval.

4.8Retrospective Approval (AMB 34/09)
Mr Boyle provided the background to the paper and explained the recommendation.  A brief discussion followed and the paper was approved by the Board.

 

Ongoing Assembly business discussed.  It was noted that during the last year the Agency had answered 139 written questions and provided part inputs to a further 39.  13 oral questions were answered and part input provided for an additional 8 questions; this was a significant increase over the previous year.

Mr Magee updated the Board on the position regarding SGB11s providing background on the issues, including Workplace 2010 and laterally transfers.  He advised a paper would be going to the Board in the near future.

Dr Sullivan updated the Board on the continuing rise in workloads.

The date of the next AMB meeting Tuesday 5^th May at 1.30pm.

The Board noted the above papers.