Agency Management Board minutes 05 May 2009

Mr Davis (Chair)
Dr Sullivan
Miss Bill
Dr Wallace
Mr Magee
Mr O’Neill
Mrs Morton
Mr Beattie (Presentation Only)
Miss Conway (Minutes)

 

Mr Davis welcomed everyone to the meeting; in particular Mr O’Neill attending for Mr Boyle and Mrs Morton accompanying Miss Bill.

 

Mr Davis welcomed Mr Beattie to the meeting advising that he would be updating the Board on the initial findings from the Welfare Reform White Paper.  Mr Beattie proceeded to give an overview of the challenges arising from the paper and the potential impact for the Agency.  A general discussion followed.  Mr Davis thanked Mr Beattie for the presentation which the Board had found very informative and helpful.

 

The minutes of the previous meeting were agreed subject to an amendment at paragraph 4.1.

Mr Davis referred to the status of action points in AMB 45/09 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  Action Point 21/09 – It was agreed that this action point be treated as cleared, training for Account NI should now be considered normal business.  

 

5.1 Financial Report - (Verbal Update)
Miss Bill updated the Board on the estimated year end outturn figures advising of a potential underspend and ongoing discussions with the Audit Office.  She advised that a full report would be made available to the Board once all relevant data was received.

The Board noted the position as advised.

5.2 Manpower Update – (AMB 36/09)
Mr Magee presented the Manpower paper.  He updated the Board on the staffing position at the end of March 2009, including the current vacancies and ongoing recruitment as detailed within the report.  A general discussion followed, particularly on the overall staffing position and the number of temporary staff currently employed.  It was agreed that Mr Magee would provide details to the Board on the placement of temporary staff.
(Action Point 28/09):Mr Magee

The Board noted and approved the paper.

5.3 Operational Division Performance Report
Dr Sullivan presented the paper for results at the end of March 2009.  He was delighted to report that the end of year results showed 5 of the 6 financial accuracy targets were met, or were met within tolerance and that the clearance time targets had been met for all six of the main benefits.  He highlighted the commitment of, and work carried out by staff and managers across operations in the achievement of the results.  Dr Sullivan also highlighted that whilst the financial accuracy target for State Pension Credit had not been met the end year results showed an improvement of 1% point on last year, a significant improvement.  

Dr Sullivan advised that the overall Fraud & Error figure had decreased.

Belfast Benefit Delivery Centre (BBDC)
Dr Sullivan provided the Board with an overview of the achievement of the BBDC advising that they had performed well in relation to the other centres covering London, commenting that this was particularly encouraging given the significant impact of the economic downturn in the greater London area.

The Board noted and approved the paper and congratulated Dr Sullivan on the excellent results achieved.

5.4 Progress Against Additional Key Targets – (AMB  46/09)
The Board noted performance against the additional key targets and discussed the relevant areas.

5.5 09/10 Allocations Paper
Miss Bill presented the Allocations Paper, she advised that the finance team had fully engaged with all business areas in the drafting of the paper and assessing the needs bids.  She provided the Board with a comprehensive overview of the contents of the paper.  She also indicated that funding for specific activities which was being held in reserve pending AMB/Business Case approvals.  A discussion followed and it was agreed that details of funding for retained Personnel functions be investigated further and the Board updated.  It was also agreed that finance would review the method used to allocate resources particularly in relation to telephony and update the Board for October AMB.
(Action Point 29/09):Miss Bill
(Action Point 30/09):Miss Bill

The Board agreed to approve the paper, and expressed their thanks to all involved in its preparation.

5.6 Attendance Management: Update Report March 09
Mr Magee advised that since the production of the paper, information on absence levels had been made available from NIRSA.  He provided the Board with two additional appendixes, which provided unvalidated details of the year end results, highlighting that whilst the Agency had not achieved the target there had been significant improvement made over the last three years.  A discussion followed.  The Board acknowledged that they were pleased with the year end results but would like to see further improvements going forward as the level of absence was still high.

The Board approved the paper.

5.7Agency Annual Learning and Development Plan 2009/10 (AMB 41/09)
Mr O’Neill presented the paper and provided the Board with an overview of the contents of the plan and the work going forward.  He provided assurance that the plan was robust however he also identified that a key challenge for the Agency would be to ensure that Learning and Development Unit’s (LDU) training capacity could flex to meet any additional demands over the coming year.  A discussion followed and a number of amendments to the plan were agreed.  It was also agreed that LDU liaise with Personnel Branch to ensure that there was integration with the Investors in People Action Plan.  
(Action Point 31/09):Mr Magee

The Board approved the plan subject to the agreed amendments.

5.8 Efficiency Delivery Plan - (AMB 52/09)
Miss Bill presented the paper and updated the Board on the revisions made to the draft Efficiency Plan.  A discussion followed and it was agreed that a meeting of the Efficiency Group be organised for late June which the Chief Executive will attend.
(Action Point 32/09):Miss Bill

The Board acknowledged the work of the team and approved the paper.

5.9 Annual increase for sessional Doctor’s Fee (AMB 14/2009)
Dr Wallace presented the paper and explained the background and the arrangements which had been previously agreed in relation to the increase in fees.  A discussion followed and it was agreed that no increase would be approved until clarity on the NICS pay increases were received.  Based on this it was agreed that an update would be provided to the Board at the June AMB meeting.  
(Action Point 33/09):Miss Bill

5.10 Investors in People – Action Plan on Areas for Development – (AMB 40/09)
Mr Magee presented the paper.  He explained the rational behind the Action Plan advising that it was based on earlier discussions with the Board.  A number of amendments were discussed and agreed.

The Board approved the paper subject to the agreed amendments.

5.11 Risk Register Update – (AMB 49/09)
Miss Bill presented the paper and explained the changes to the risks since the last update, she also advised the Board of the new risks which had been added to the register.  It was agreed following discussion that the likelihood for risk 10 should be amended to high; the impact for risk 14 should be amended to medium and both the impact and likelihood for risk 15 should be medium.  

The Board noted the register and the changes made.

5.12 Proposed Benefit Uptake Programme 2009/2010 & Strategic Review Final Report – (AMB 54/09)
Dr Sullivan presented both the Strategic Review and the proposed Benefit Uptake Programme for 2009/10.  He advised that the final review had noted the comments of the Board following the presentation given at the November AMB meeting and recommended its acceptance.  He advised that the proposed programme for 2009/10 had taken the recommendations of the review into account as well as the views expressed by the Board.  A discussion followed and the Board approved both the final review and the proposed programme.

 

6.1 Update on Workforce Planning Tool
Mr Magee advised the Board that information was now available for the complementing requirements for the 2009/2010 year, and that the data would be used to populate the Workforce Planning Tool.  This will enable the Board to view the potential staffing needs going forward.  Mr Magee agreed to bring this information back to the Board for consideration.

6.2 Update NISRA Absence Management
Mr Magee updated the Board and agreed to bring a presentation to the Board.
(Action Point 34/09):Mr Magee

6.3End of Year Performance
The end of year performance as reported throughout the meeting was discussed.  The Board acknowledged the work carried out across the Agency which was reflected in the very good results and performance across all business areas.

6.4 Update on Assembly Business
Ongoing Assembly Business was discussed.

6.5 Workload Updates
Dr Sullivan updated the Board on the rise in workloads particularly in JSA and State Pension Credit.  

6.6 Update on Projects (nearing/during implementation)
Updates were provided by Board Members on projects within their commands.

6.7 Flu Pandemic
Dr Sullivan advised the Board that the Agency was being kept fully updated on developments within DWP’s contingency arrangements; and information was being relayed to inform the Department’s updates.  It was agreed that Dr Sullivan would write to staff to update them on the actions being taken.
(Action Point 35/09)Dr Sullivan

The date of the next AMB meeting is Wednesday 3^rd June 2009 at 9.30

The Board noted the above papers.