Meeting documents
Cabinet
Wednesday, 2nd March, 2005
Report to Executive
4-Monthly Performance Report
|
Date |
2nd March 2005 |
|
Reporting Area |
Resources |
|
Lead Director |
Jean Hinks |
SCOPE OF REPORTING AREA
Human Resources
Revenue & Benefits
Finance
Property
Information Systems
Emergency Management
Pension Fund
Main achievements
B7 93Headroom94 Project - Savings target achieved for 2004/05 and plans in place to achieve 2005/06 target.
B7 Preparations for Freedom of Information Act completed on schedule.
B7 Corporate Plan Review - Review proceeding to timetable; key issues identified and being addressed by member working groups; good progress being made on improvement priorities.
B7 Capital Programme Review: Financial planning review of major projects reported to Council in January.
B7 HR Improvement Project - Staff Survey completed in November 2004 with much improved response rates. HR Strategy and associated Action Planning methodology is being used as a teaching aid in higher education in West Canada.
B7 One school has confirmed intention to buy back Payroll Services (previously outsourced).
B7 Homeworking - Eleven Revenues & Benefits staff now fully established as homeworkers with much improved productivity and cost savings. Flexible working practices in Revenues & Benefits enabled 7 additional staff to be employed without any additional accommodation costs.
B7 All three modules of the Verification Framework system have been implemented successfully for Revenues & Benefits.
B7 Emergency Management Unit (EMU) has introduced new formal partnership arrangements with a wide range of agencies and government bodies to enhance our response ability. New Emergency Management Interactive CD training system developed in-house.
B7 Finance Restructure - Management structure in place: final appointments will be made this month along with staff moves.
B7 Organisational and Employee Development Programme 2003/05 - Provider selected to facilitate change development activity.
B7 Business Improvement Partnership - Good service delivery performance maintained; increased pace and momentum on BIS projects.
B7 Management of Asbestos training programme completed.
Planned Actions not achieved
B7 Midsomer Norton/Radstock and Keynsham Evacuation Guidance - Work delayed due to staff shortage.
B7 Finance Service Improvement Programme - Planned restructuring delayed by job evaluation process.
B7 PeopleLink - Roll out of Access (400+ managers) to ResourceLink slipped by 6-8 weeks due to delays in Patch 9 implementation and functionality difficulties not addressed by supplier.
B7 Implementation of on line accident & incident reporting data base (Health & Safety) delayed until March 2005 (priority afforded to on line corporate Asbestos Register requirements).
B7 Avon Pensions application for IIP accreditation will be re-evaluated in July.
B7 Revenues & Benefits Chartermark application delayed.
B7 Revenues & Benefits performance indicators still poor.
B7 Computer system fix being tested to improve recording of Payment of Supplier Invoices indicator.
B7 Development of Internal Control Statement still in process.
B7 More work needed on risk management to further develop strategy, link to improved project risk management and integrate with service planning.
Development Opportunities
B7 Recruitment Micro site due to be launched in April 2005 enabling e-applications and electronic data transfer to ResourceLink information system, links to Council web site information and much improved job search facilities.
B7 Social Care Recruitment event scheduled for 31 January addressing recruitment shortages etc.
B7 New Financial Governance Committee planned.
B7 Preparation for Gershon efficiency reviews in hand, including Procurement Project being developed with HBS to deliver savings and contribute to Gershon targets.
B7 Accommodation & Working Practices project manager appointed and change programme being developed; now known as Worksmart Project.
B7 IT Strategy being developed by Council.
B7 Implementing trial of an automated telephone answer service to supplement the Revenues & Benefits telephone team.
B7 Cash receipting project to provide single point of customer contact for electronic payments is at feasibility review stage.
B7 Launch of trainee Mentoring Support Scheme -joint with South Gloucestershire (other local councils interested in joining).
B7 Waiting approval of a bid for DWP funding to help improve detection, collection and monitoring of HB overpayments.
Potential threats
B7 Budget - Latest forecast shows projected overspending in Social Services (mainly adult care) of A31M, but service pressures elsewhere are being managed within budget. Continued monitoring and control essential. Recognition that overspending will have adverse effect on level of balances.
B7 Capital Programme Review - risk on major projects requires minimum capital reserve to be established within the Financial Plan.
B7 Housing Benefit subsidy shortfalls continue to be an issue.
B7 Benchmarking data has shown Revenues & Benefits to be comparatively under-resourced and the impact is poor PIs and loss of subsidy.
B7 The conversion of NNDR to Sx3 system has been delayed and went live for basic functionality at the end of January: any further problems could impact on annual billing and cause cash flow problems. The job is made more difficult by the re-valuation of NNDR properties and the introduction of small business rate relief and a change in transitional relief.
B7 Tax Credits & Pension Tax Credits - continue to cause problems with administration as the data is often late or incorrect (Revenues & Benefits).
B7 New Civil Contingencies Act 2004 - Increased council responsibilities, (the response and information roles).
B7 EMU is working with Regional colleagues to formulate a common strategy for dealing with the transportation of hazardous commodities through the area.
B7 Local Government Pay - Requirement to complete local pay review and Equalities Impact Assessment by April 2007.
B7 Some reduction in training take up in corporate programme is being investigated to identify any underlying causes.
B7
2. Reporting on targets and commitments made in the Performance Plan
Summary of Performance
|
Performance Targets |
No. |
% |
|
RED |
5 |
16.1 |
|
AMBER |
1 |
3.2 |
|
GREEN |
25 |
80.7 |
|
NOT KNOWN |
||
|
TOTAL |
31 |
100.0 |
|
Ref No |
Indicator |
Best 25% of all English Councils 02/03 |
02/03 actual |
03/04 actual |
04/05 target |
04/05 estimated outturn |
Status |
Comment |
|
BENEFITS |
||||||||
|
76a |
Number of claimants visited, per 1,000 caseload |
N/a |
New |
25 |
90 |
90 |
Green |
|
|
76b |
Number of fraud investigators employed, per 1,000 caseload |
N/a |
New |
0.17 |
0.17 |
0.17 |
Green |
|
|
76c |
Number of fraud investigations, per 1,000 caseload |
N/a |
New |
24 |
25 |
25 |
Green |
|
|
76d |
Number of prosecutions and sanctions, per 1,000 caseload |
N/a |
New |
0.75 |
0.75 |
0.75 |
Green |
|
|
78a |
Speed of Processing - Average time for processing new claims (days) |
33.14 |
49 |
47.80 |
45 |
48 |
Red |
Shortage of resources prevents improvement; case for additional resource being presented. |
|
78b |
- Average time for processing notifications of changes of circumstances (days) |
7.84 |
16 |
13.63 |
15 |
17 |
Red |
Shortage of resources prevents improvement; case for additional resource being presented. |
|
79a |
Accuracy of Processing - % of benefit cases calculated correctly |
99.53% |
92.00% |
95% |
9 |
6%
|
96% |
Green |
|
79b |
- % of recoverable overpayments recovered in the year |
60.05% |
58.00% |
64% |
65% |
50% |
Red |
Shortage of resources prevents improvement; case for additional resource being presented. |
|
COUNCIL FINANCE |
|
8 |
% of undisputed invoices paid within 30 days |
94.94% |
89.62% |
81.55% |
90% |
82% |
Red |
Additional control reports and follow up being sent to departments for action. |
|
9 |
% of Council Tax collected |
98.20% |
96.50% |
96.80% |
97.20% |
97.20% |
Green |
|
10 |
% of business rates which should have been received during the year that was received |
99.00% |
96.90% |
96.60% |
97.00 |
%
|
97.00% |
Green |
|
Local 44 |
% of Council Tax accounts paid by direct debit |
N/a |
65% |
67% |
70% |
70% |
Green |
|
Local 45 |
% of Business Rates paid by direct debit |
N/a |
48% |
52% |
53% |
53% |
Green |
|
Local 46 |
% of planned capital spending actually spent (excluding funds controlled by schools) |
N/a |
85% |
93.66% |
90% |
90% |
Green |
|
PROPERTY |
|
156 |
% of Council buildings open to the public in which all public areas are suitable for and accessible to disabled people |
56.50% |
25% |
19% |
25% |
25% |
Green |
|
Local 93 |
Total annual management costs per sq m - operational and Non-operational property |
N/a |
A30.96 |
A30.98 |
A30.94 |
A30.94 |
Green |
|
Local 95 |
Repair & Maintenance costs per sq m - Operational Property |
N/a |
A39.02 |
A323.44 |
A38.90 |
A38.90 |
Green |
|
Local 96 |
Energy Costs per sq m - Operational property |
N/a |
A37.12 |
A36.82 |
A37.00 |
A37.00 |
Green |
|
Local 97 |
Water costs per sq m - Operational property |
N/a |
A33.04 |
A32.21 |
A33.00 |
A33.00 |
Green |
|
Local 98 |
CO2 emissions in tonnes of carbon dioxide per sq m - Operational property (tonnes) |
N/a |
0.0883 |
0.0879 (E) |
0.0865 |
0.0865 |
Green |
|
Local 99 |
Percentage of repairs to operational corporate estate property that were planned |
N/a |
N/a |
51% |
54% |
54% |
Green |
|
Local 100 |
Percentage of repairs to non-operational commercial estate property that were planned |
N/a |
N/a |
46% |
47% |
47% |
Green |
|
COUNCIL STAFF |
|
Local 62 |
Would you recommend the Council as a place to work? |
N/a |
59% |
59% |
62% |
67% |
Green |
Based on Nov 2004 Staff survey result |
|
11a |
% of top 5% earners who are women |
37.00% |
33.33% |
35% |
36% |
35% |
Amber |
Half yearly figures subject to data verification |
|
11b |
% of top 5% of earners from black and minority ethnic communities |
3.21% |
1.22% |
0.82% |
1.0% |
1.0% |
Green |
Half yearly figures subject to data verification |
|
12 |
Number of working days/shifts lost to sickness absence |
8.54 |
8.40 |
10.8 |
9.5 |
10.2 |
Red |
Half yearly figures subject to data verification |
|
14 |
Early retirements as a % of the total workforce |
0.14% |
0.22% |
0.67% |
0.45% |
0.45% |
Green |
|
15 |
Ill health retirements as a % of the total workforce |
0.18% |
0.34% |
0.21% |
0.35% |
0.35% |
Green |
|
16 |
% of employees declaring that they are disabled (compared to the % of disabled people in the area) |
N/a |
1.82% (10.94%) |
1.7% (10.94%) |
1.8% (10.94%) |
1.8% (10.94%) |
Green |
Based on 6 month review |
|
17 |
% of employees from minority ethnic communities (compared with the minority ethnic community population in the area) |
N/a |
2.08% (2.89%) |
1.8% (2.85%) |
2.0% (2.85%) |
2.0% (2.85%) |
Green |
Based on 6 month review |
|
COMMITMENT |
|
C24 |
Improve the process of paying of council tax by installing a payments machine in the Guildhall and increasing the proportion of people paying by direct debit to 70% |
N/a |
N/a |
N/a |
Do It |
70% |
Green |
3. Equalities Targets
|
Service Area |
Total No of Staff |
Staff from BME communities |
Staff considering themselves disabled |
Comment |
||
|
Actual % at 31.12.04. |
2008 Target % |
Actual % at 31.12.04. |
2008 Target % |
|||
|
Resources and Human Resource Services |
398 |
1.8% |
4.5% |
1.5% |
4.5% |
Representation levels dropped with recent staff transfers to HBS. Given the overall size of service, low turnover rates and growth rate for the service in recent years, significant change is unlikely in the short term. |
Glossary of Abbreviations
BPR Business Process Re-engineering
CBRN Chemical, Biological, Radiological and Nuclear
DWP Department for Work and Pensions
EMU Emergency Management Unit
FMS Financial Management System
FOI Freedom of Information Act
GOSW Government Office South West
HBS HBS Business Services Group Ltd
HR Human Resources
IIP Investors in People
IT Information Technology
I-World Proprietary software product of Sx3 Systems Ltd
NNDR National Non-Domestic Rates (Business Rates)
PC Personal Computer
PCB Project Costing & Billing (a module of the Agresso financial system)
PI Performance Indicator
PPB Project Programme Board
PWC PriceWaterhouseCoopers (Statutory Auditor)
SLA Service Level Agreement