Agency Management Board minutes 04 March 2009

Mr Davis (Chair)
Mr Boyle
Miss Bill
Dr Sullivan
Mr Magee
Dr Wallace
Miss Conway (Minutes)

 

Mr Davis welcomed everyone to the meeting.

 

The minutes of the previous meeting were agreed.

 

Mr Davis referred to the status of action points in AMB 21/09 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  Action Point 03/09 It was agreed that Directors would provide details of training needs relating to Account NI to Mr Magee, the Board will then be updated with the composite position.  Action Point 06/09 Following update by Dr Sullivan and general discussion it was agreed that Dr Sullivan reassess the current position, determine whether the Risk level needs to be adjusted and if appropriate prepare contingency arrangements.
(Action Point 08/09): All Directors/Mr Magee
(Action Point 09/09)Dr Sullivan

 

Miss Bill presented the Financial Report for 31 January 2009.  She outlined the ongoing problems with Account NI as detailed at Paragraph 1.2 of the Paper.  She updated the Board on the current position of the pressures and easements within all budgets.

Overtime Bids
Miss Bill provided the Board with an update on the overtime spend and the overtime bids to be approved, she advised that to accommodate the additional bids it was necessary for the Board to approve an increase to the overtime cap to £4.1m.  

Economic Downturn
Miss Bill provided an update on the impact of the economic downturn and the work currently being undertaken to manage the impact.

Annual Report and Accounts
Miss Bill provided an overview, including details of ongoing discussions with Audit, advising that regular meeting would follow.  She also highlighted problems experienced with Account NI in reconciling the Agency’s bank accounts.   

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 January 2008, including the current vacancies as detailed within the report.  A general discussion followed during which it was agreed that further information on the decrease in the staffing % within North District would be provided, a stocktaking exercise would be carried out on staff vacancies and assurance provided to the Board that all staff employed are included in the baseline and SIP data.
(Action Point 10/09):Mr Magee
(Action Point 11/09)Mr Magee
(Action Point 12/09)Mr Magee

Mr Magee also provided the Board with an updated on the ongoing recruitment.

The Board noted and approved the paper.

Dr Sullivan presented the paper for results at the end of January 2009.  He provided the Board with an update on deemed errors. He advised that he had concerns as to whether the Income Support (IS) financial target would be met by year end; highlighting the level of inexperience within the IS sections.  An update on the position within State Pension Credit (SPC) was given; again it was unlikely that the year end financial target would be met.  He advised that the JSA monthly clearance target had been missed and the year end target was in the balance.  Network staff were doing all they could to achieve this target.  A general discussion on increased workloads followed and it was agreed that Dr Sullivan would provide details to the Board on the number of claims made to JSA; the number cleared and the number outstanding at the end of each week.  Dr Sullivan also agreed to investigate the position in DWP on whether there had been an increase in new claims to SPC as a result of the economic downturn.
(Action Point 13/09):Dr Sullivan
(Action Point 14/09):Dr Sullivan

Dr Sullivan provided an update on the Belfast Benefit Delivery Centre informing the Board of the targets that had been missed; he explained that the Centre was experiencing similar problems to those experienced across the NI benefit network, with increased workloads particularly within JSA.  

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.  Programme Protection an update on the review of Benefit Security was provided and it was agreed that Mr Magee would advise on the strategy for redeployment as a consequence of the review.  Debt Recovery the good performance within this area was acknowledged by the Board, Miss Bill highlighted the potential pressure in the current economic environment for next year but advised that Board that work was ongoing to introduce Direct Debit as a method of repaying overpayments.  
(Action Point 15/09):Mr Magee

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 paper, in particular the information in Paragraphs 5 to 9 that provided information on managing attendance activities, including the launch of a Health Awareness Week.  

The Board noted the paper.

Dr Wallace presented the paper and provided an overview, a general discussion followed and it was agreed that the paper be withdrawn until further clarification was received on the proposed increase.
(Action Point 16/09):CEO

Dr Sullivan presented the paper and set out the background.  He informed the Board that the Strategic Outline Case (SOC) had been approved by the Modernisation Board and that forum had agreed to proceed to OBC.  AMB noted the paper and endorsed the move to development of the OBC.

The Paper was approved by the Board.

Mr Davis advised that he had meet with DWP colleagues at which he was advised the Wrexham LEAN pilot had progressed well and he suggested that a visit be arranged following which a report should be made to the Board.
(Action Point 17/08):Dr Sullivan

Miss Bill presented the paper and detailed the proposed two new risks, explaining the reasons for their inclusion on the Agency’s Risk Register.  The Board discussed each risk including how they would be managed, it was agreed that both risks would be added to the Regisiter.

 

Ongoing Assembly business discussed.

The Board approved the revised Operational Assurance Framework as previously discussed.

Updates were provided on ongoing projects.  Miss Bill also provided the Board with an overview of the CPS project and the potential impact for the Finance Directorate.

The Board discussed the continuing increases in Benefit Registers and the potential impact across operations.

Mr Davis advised the Board of ongoing work across DWP, DEL and the Agency in taking forward the impact of the White Paper and the need for alignment between each to be established.  It was agreed following discussion that a presentation would be given to the Board on the impact of the White Paper.
(Action Point 18/09):Dr Sullivan

Mr Magee gave a presentation to the Board on the Workforce Modelling Tool.  A general discussion followed.  It was agreed that the model demonstrated the need for ongoing recruitments, but the Board agreed that further work was required to refine the model and that another presentation should be given at the May AMB meeting.
(Action Point 19/09):Mr Magee

 

The date of the next AMB meeting Monday 6^th April 2009.

The Board noted the above papers.