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

Mr Davis welcomed everyone to the meeting, in particular, Secretary Alan Shannon.

Secretary thanked Mr Davis for inviting him to the meeting; he explained the purpose of his visit was to congratulate the Agency on its splendid performance over the last year.  He advised that he was very impressed particularly taking into account that the performance was achieved against a background of a loss of 674 posts.

It was agreed that while every effort would be made to sustain performance in the coming year, it would be a very challenging period.

Mr Davis welcomed Eddie Salmon to the meeting.  Mr Salmon provided the Board with an overview of the Investors in People report.

Mr Salmon advised that the last assessment of the Agency had been conducted over three years ago and that he had seen an improvement with the current assessment.  He advised that there was a more noticeable business focused approach and that the introduction of the Balanced Scorecard as a management tool and the use of Team Time were major strengths. Some issues were raised about the use of the Balanced Scorecard and Team Time.The Board expressed concern that Team Time was not being fully used and Dr Sullivan agreed to investigate.  

Mr Salmon highlighted the work being undertaken by the Training Satellite Teams and the major impact they were having on training including the improved interface with manager, he noted the improvements in the Consolidation process.

Mr Salmon updated the Board on some of the recommendations contained in the report.  Following a general discussion it was agreed that Mr Sinnamon would consider the recommendations and report back to Board.
(Action Point 27/08):Dr Sullivan
(Action Point 28/08):Mr Sinnamon

The minutes of the previous meeting were agreed.

Mr Davis referred to the status of action points in AMB 48/08 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was agreed that Action Point 01/08 be removed as the actions would be taken forward through DMB.  Following discussion on Action Point 24/08 it was agreed that Mr Sinnamon investigate; difficulties being experienced in staffing logging on to HR-Connect and Security issues.
(Action Point 29/08):Mr Sinnamon

5.1 Financial Report - (AMB46/08)
Mr Boyd presented the Financial Report and provided an overview of the projected year end position he reported that it was anticipated the Agency would have an under spend of 1% against the allocated budget.  

Annual Report and Accounts
Mr Boyd advised the Board that the Audit Office had reported on the nine month accounts; two significant areas were commented upon were Fraud & Error and Debt.  Work is ongoing on the year end accounts, Mr Boyd advised that there had been a further significant improvement in the overall level of Fraud & Error  It was agreed that this was an excellent performance and again highlighted the consistent achievements across the board

The Board noted and approved the paper.

5.2 Manpower Update – (AMB 47/08)
Mr Sinnamon presented the Manpower paper.  He updated the Board on the staffing position at the end of March and advised that baseline posts would increase from April adding an expected further 180 posts to the vacancy position.  An update on Appendix 2 was provided.  This was followed by a general discussion and it was agreed that assurance would be provided that all bids for SO vacancies had been sent to Personnel Branch.  Mr Sinnamon also reported that a significant number of candidates had been interviewed for the AO competition, advising that staff would start to be posted from mid May. Mr Davis asked that details be provided to the Board on the number of these new recruits leaving the Agency.
(Action Point 30/08):All Directors
(Action Point 31/08):Mr Sinnamon

The paper was noted and approved by the Board.

5.3 Operational Division Performance Report – (AMB 61/08)
Dr Sullivan presented the end of year report and advised that it had been a very successful year and set out the achievements across all benefit areas.  He also presented the year end Financial Accuracy, Clearance Times  and Fraud & Error results to the Board.  He advised the Board that whilst State Pension Credit (SPC) Financial Accuracy was disappointing, overall performance had been very impressive.  Dr Sullivan advised the Board that a paper will be submitted with projected progress on future improvement in SPC Financial Accuracy .  This will aim to project outcomes over 6/12/18 month periods, he also advised that he is in ongoing discussions with SPC Management and Programme Protection Staff.  

Mr Davis stated that he was encouraged by the improvements made in SPC over the last quarter and agreed with that overall performance had been excellent and all staff deserved credit for the achievements made.

Dr Sullivan advised the Board that he had again this month included details of lower level performance and the impact on work activities resulting from staff vacancies; he explained that this would bring the reporting on these areas into line with quarterly reporting.  The Board discussed the finding in the appendices and sought further information on how the risks associated with staff vacancies were being mitigated.
(Action Point 32/08)Dr Sullivan

Belfast Benefit Delivery Centre (BBDC)
Dr Sullivan highlighted the performance of the BBDC advising that all targets had been achieved, this was an excellent performance.

National Insurance Recording System (NIRS)
Dr Sullivan updated the Board on progress on the NIRS reconciliation exercise and agreed following discussion to update Minister.
(Action Point 33/08) Dr Sullivan

The Board noted and approved the paper.

5.4 Progress Against Additional Key Targets – (AMB 49/08)
AMB noted performance against the additional key targets.

5.5 Report from Grade 7’s on Absence Management (AMB 52/08)
A general discussion took place on the paper and it was agreed that there needed to be more structure to the information provided.  It was agreed that a meeting be arranged between the HR Director, Operations Director and the CEO and that a revised paper be submitted to May AMB.  
(Action Point 34/08):Mr Sinnamon/Dr Sullivan/CEO

5.6 The Agency’s proposed Benefit Uptake Programme 2008/09 (AMB 62/08)
Dr Sullivan presented the paper and asked the Board to endorse the draft Benefit Uptake Programme.  Following discussion the Board was content for the programme to proceed.

Paper approved by the Board.

5.7Allocations Paper – (AMB 63/03)  
Mr Boyd presented the paper, and explained that the Agency had now moved to Resource Accounting but there will be no impact for Resource Managers.  He explained the budget allocations referring the Board to the tables within the report.  A general discussion followed during which it was agreed that Mr Boyd would provide assurance to Dr Wallace that the budget allocation for sessional doctors had been increased to take account the introduction of ESA.  Additional funding requirements to be considered by all Directorates and details sent to finance by the 15 May 2008.  Mr Davis asked that Mr Boyd check the position on the Agency’s transfer of funds to DHSS&PS.
(Action Point 35/08): Mr Boyd
(Action Point 36/08):All Directors
(Action Point 37/08):Mr Boyd

The Board approved the paper subject to agreed amendments.  

5.8 SBR – Outline Relocation/Redeployment Arrangements (AMB 64/08)
Mr Sinnamon presented the paper and the draft plan, he explained the key principles.  A general discussion followed and the Board agreed with the recommendations contained in the report.  

5.9 Agency Efficiency Strategy (AMB 56/08)
Mr Boyd presented the paper and draft efficiency plan, referring the Board to the table at page 8.  A discussion on the draft plan followed, it was agreed the major impact would be from year two.  

The Board approved the draft recommendations, however a revised paper is to be submitted to ATOG.

5.10 Agency Annual Learning and Development Plan 2008/09 (AMB 50/08)
Mr Sinnamon presented the paper, highlighting the development of the key performance indicators.  The Board commended TDU on the report and the excellent work being carried out.  Mr Sinnamon drew the Boards notice to the introduction of ‘hard-charging’ by the Centre for Applied Learning (CAL) from April and asked that managers be made aware of this and the need to ensure that controls are in place to manage nominations to training courses, ensuring that training is attended given that cancellation charge will be applied.
(Action Point 38/08): All Directors

The Board approved the paper.

5.11 Risk Register Update (AMB 53/08)
Mr Boyd updated the Board on the ongoing risks and detailed the amendments as set out in paragraph 3.  It was agreed that an amendment should be made to Risk 1; the likelihood remaining at medium.  

The Board approved the paper subject to the above amendment.

5.12 Review of the Computer Support Officer Job Role (AMB 60/08)
Mr Boyle presented the paper.  He set out the context asking the Board to approve the review explaining that it was an opportunity to redefine the role of the CSO; he explained the advantages to be gained by both the Business Development Directorate and the Operations Directorate.  A general discussion was held on the paper and the Board approved the recommendations.

5.13 SSA Review of Board Effectiveness (AMB 57/08)
Mr Boyd introduced the paper.  He advised that overall the Board was operating effectively, and referred the Board to the recommendations which had resulted from the review.  Following discussion the Board was content to approve subject to some minor amendments.

6. Update on Assembly Business

Ongoing Assembly business discussed.

7.1Requests for Information
Mr Davis raised concerns in relation to information being supplied for input to reports and briefings and sought assurance that controls are in place to ensue that briefings are requested from appropriate sources and that clearing structures are effective.
(Action Point 39/08):Mr Boyd

The next AMB meeting would take place on 3 June 2008 in the 5^th Floor Boardroom at 9.30pm.

The Board noted the above papers.