Meeting documents
Cabinet
Wednesday, 13th July, 2005
Report to Council Executive
4-Monthly Performance Report
|
Date |
June 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 Corporate Plan Review & Budget approved by Council.
B7 2004/05 Revenue outturn was better than expected.
B7 Corporate Audit Committee agreed at May Council - first meeting in July.
B7 Council Tax leaflet redesigned to provide better information. Council Tax rates, etc on website the day after budget set.
B7 First Gershon Annual Efficiency Statement submitted - on time and showing over-achievement against target.
B7 Business Improvement Programme Annual Service Review approved by Council Executive.
B7 Care First payments to providers (residential, nursing and domiciliary) went live. Very successful - minimum problems; debtors interface on track to go live mid May.
B7 Schools Forum supported proposals for capital - prudential borrowing and planned maintenance.
B7 ICT Strategy action plan signed off by Executive Member.
B7 The contracts on the Southgate development have now been exchanged.
B7 Formula shares and grant allocations issued to all schools on time.
B7 Overview & Scrutiny of budget consultation and engagement completed.
B7 Improved customer satisfaction results for IDS and BIS within latest partnership survey; significant improvement in satisfaction with IT helpdesk.
B7 PeopleLink Project [HR Management & Payroll System] - resolution of software difficulties towards end of period have enabled live testing of system and redefinition of Manager Rollout and access pilots and programme. Recruitment and Training Modules have gone `live' during period. Web-enabled system has capacity to improve efficiency of service and reporting arrangements.
B7 Two schools have bought back Payroll Services (previously outsourced) from April 2005.
B7 Successful participation at number of recruitment events in Bath, Bristol and Wiltshire raising profile of Council as `employer of choice' including Council led event in Guildhall with particular focus on work in social care.
B7 HR Improvement Project - Staff Survey results published. Much improved response rates and overall results favourable. Individual service action plans developed. Culture Development Project terms of reference approved and workshop programme commenced. Local pay review (Single Status Job Evaluation) agreement reached with Unions on process and methodology, training and work programme agreed and underway.
B7 Organisational and Employee Development Programme 2005/06 - Content and work programme agreed.
B7 Mentor Support Scheme (joint with South Gloucestershire) launch very successful. Interest being shown by number of other authorities in Somerset/ Wiltshire area.
B7 Successful completion of Certificate/ Diploma in Management Studies (CMS/DMS) by all students. External verifier commended all Council submissions.
B7 Excellent rate of re-accreditations in `Managing Safety' course (IOSH examined).
B7 Launch of Manager H&S Training Workshop series.
B7 Joint working with local partners e.g. PCT, Health Promotion & Environmental Health on Council response to the Government's White Paper 93Choosing Health94 (Linked to Council strategy on Smoking in Public Places).
B7 Active vacancy management in place in the Council.
B7 Successful launch of Recruitment Micro enabling e-applications, recruitment and electronic data transfer to ResourceLink information system, links to Council web site information and much improved job search facilities; including e-alerts for job types and online application. Enquiry and application rates improved. Good user responses. Launch supported by advertising campaign on Bath FM local radio.
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.
B7 Interactive CD training system now developed in-house by EMU.
B7 Management of Asbestos training programme completion.
B7 FMS Project is in its closing stages of phase two rollout.
B7 Disputed Supplier Invoice indicator now live on FMS system (improve recording of statutory performance indicator).
B7 FMS Project Costing & Billing Project underway.
B7 Preparations for Freedom of Information Act completed on schedule.
B7 Development of Statement on Internal Control completed on time.
B7 NNDR software conversion completed in January 2005 as planned.
B7 Annual NNDR and Council Tax Bills calculated correctly and despatched on time.
B7 Housing Benefit upratings processed and letters despatched on time.
B7 Revenues & Benefits 2005/06 Service Plan approved with additional A3100K to provide additional processing resource.
B7 Overpayment Analyst (Benefits) finally appointed - to review and improve performance.
B7 Additional funding approved by DWP to recruit and train 6 new trainee Benefit Officers.
B7 Revenues & Benefits Self Serve telephone trial set up and first phase review completed..
B7 Additional home working funds approved by DWP for Benefits Service.
B7 Improved the wording of Council Tax reminder notices including the addition of second reminder notices.
Planned Actions not achieved
B7 Midsomer Norton/Radstock and Keynsham Evacuation Guidance.
B7 The emergency pipelines plan delayed due to other priorities.
B7 Finance Service Improvement Programme - Planned restructuring delayed by job evaluation process.
B7 Non-recruitment of Major Projects Finance & Resource Manager at third attempt.
B7 Roll out of Manager Access to ResourceLink as part of People Link Project (see achievements above) delayed during period due to supplier software difficulties affecting all customers. Software difficulties now addressed enabling project plan to be reviewed.
B7 Joint Bid to ODPM's Capacity Fund (with Bristol City, North Somerset and South Gloucestershire Councils for leadership and people management initiative was unsuccessful. Advised that a revised / more focused bid might be successful.
B7 Testing of on line accident & incident recording data base (Health & Safety) not completed due to HBS slippage on delivery of database. New target May 05.
B7 Tendering underway for preferred supplier arrangements for temporary professional / care staff in S&HS (may be extendable to other services in due course).
B7 Majority of Revenues & Benefits performance indicators still below target and improvement action plan being implemented.
B7 E-government required targets (Revenues & Benefits) still not being met and plans still not finalised to deliver - awaiting corporate policy decision on user gateway access.
Development Opportunities
B7 Schools capital funding strategy - joint piece of work with Education to address funding of schools capital in light of DfES consultation on future school funding arrangements.
B7 Further development on risk management to further develop strategy, link to improved project risk management and integrate with service planning
B7 Establishment of People Services and partnership with retained HR service being published as part of a research project into different styles of HR outsourcing.
B7 Preparation for Gershon efficiency reviews in hand.
B7 Procurement Project - Being developed with HBS to deliver savings and contribute to Gershon targets.
B7 Worksmart project manager appointed and change programme being developed. Feasibility study completed.
B7 IT Strategy being developed by Council.
B7 Plans being considered to implement Benefits payments via BACS.
B7 Overpayment Analyst (Benefits) looking at improving Overpayment identification and recovery.
B7 Extended use of Self Serve telephone system for Revenues & Benefits callers and as a pilot for Customer Access.
B7 Induction and training of new Housing Benefit trainees.
B7 BPR Review of Benefits procedures, including ongoing handling of telephone calls.
B7 Automation of online access to Council Tax accounts via Government Gateway (to meet BVPI 157 target).
B7 Review of payment methods for Council Tax and NNDR under way.
B7 A Business Continuity Seminar promoted by Emergency Management Unit is to be held on 30th June for local SMEs. It is hoped that this exercise will engender some interest in the business community to partner with B&NES.
Potential threats
B7 Civil Contingencies Act 2004 - Increased council responsibilities, (the response and information roles) has added a large burden on the resources of the EMU.
B7 Chemical, Biological, Radiological and Nuclear Terrorism Strategy and Guidance (CBRN). The assessment has shown that the amount of civil and commercial CBRN transport within and through B&NES is significantly higher than it was five years ago and likely to increase. EMU is working with Regional colleagues to formulate a common strategy for dealing with these incidents.
B7 The threat of pandemic bird flu in the UK is now considered high. EMU are working with the NHS in devising a strategy for large scale prophylactic response.
B7 Local Government Pay - Requirement to complete local pay review and Equalities Impact Assessment by April 2007.
B7 Budget - Need to control tightly to 2005/06 budget targets; continued monitoring and control essential. Recognition that any overspending will have adverse effect on level of balances.
B7 Capital Programme Review - risk on major projects requires minimum capital reserve of A320M with limited capacity to establish this in the short term.
B7 Financial Plan Review has indicated substantial medium-term deficit, for which the Executive are developing proposals to close the gap.
B7 Poor Benefits processing performance has a detrimental effect on Housing Benefit subsidy.
B7 Additional Benefits staff will take time to become fully effective and therefore performance improvements will take time to filter through.
B7 Loss of experienced staff, the secondment of staff and the movement of staff is causing a lack of stability in the Benefits Service. (Hopefully short term and addresses the risk of a lot of knowledge in the hands of a few people).
B7 A reducing level of knowledge at Customer Service desks is also putting additional pressure on processors.
B7 Budget pressures in future years may be a problem for Revenues & Benefits Service.
B7 2. Reporting on targets and commitments made in the Performance Plan
Summary of 2004/05 Performance - June 2005 Report to Directors' Group
|
Performance Targets |
No. |
% |
|
RED |
13 |
43.3 |
|
AMBER |
||
|
GREEN |
17 |
56.7 |
|
NOT KNOWN |
||
|
TOTAL |
30 |
100.0 |
|
Ref No |
Indicator |
Best 25% of all English Councils 03/04 |
03/04 actual |
04/05 target |
04/05 actual |
05/06 target |
Status 04/05 Perf |
Comment |
|
BENEFITS |
||||||||
|
76a |
Number of claimants visited, per 1,000 caseload |
310.45 |
25 |
90 |
135 |
180
Green
|
Measures required visits under VF for which Council became fully compliant during 2004/05 |
|
76b |
Number of fraud investigators employed, per 1,000 caseload |
N/a |
0.17 |
0.17 |
0.19 |
0.22 |
Green |
|
76c |
Number of fraud investigations, per 1,000 caseload |
52.61 |
24 |
25 |
30 |
30 |
Green |
This has increased with re-structure of the team |
|
76d |
Number of prosecutions and sanctions, per 1,000 caseload |
4.84 |
0.75 |
0.75 |
0.65 |
0.80 |
Red |
Performance limited by the number of Fraud Investigators employed. Indicator does not measure 3 cases where summonses were issued but no prosecutions followed. |
|
78a |
Speed of Processing - Average time for processing new claims (days) |
32.0 |
47.80 |
45 |
52 |
45
Red
|
Backlog: additional resources in 05/06 will take time to become proficient. Expect PI improvement by 3rd quarter. |
|
78b |
- Average time for processing notifications of changes of circumstances (days) |
7.7 |
13.63 |
15 |
19.59 |
15
Red
|
Backlog: additional resources in 05/06 will take time to become proficient. Expect PI improvement by 3rd quarter. |
|
79a |
Accuracy of Processing - % of benefit cases calculated correctly |
98.80% |
95.00% |
96% |
96.4% |
98%
Green
|
Risk of increased errors during staff training in early months of 05/06. |
|
79b |
- % of recoverable HB overpayments recovered in the year |
55.10% |
64.00% |
65% |
36.21% |
39% |
Red |
PI altered significantly following a system upgrade. Reasons for the change are being investigated. |
|
COUNCIL FINANCE |
|
8 |
% of undisputed invoices paid within 30 days |
95.90% |
81.55% |
90% |
80.16% |
92% |
Red |
Individual Service performance now reported monthly. |
|
9 |
% of Council Tax collected |
98.29% |
96.80% |
97.20% |
96.5% |
97.40%
Red
|
Backlogs were created earlier in the year as staff provided resources to help Benefits. Workloads in 05/06 and re-structure should aid a recovery in 05/06. |
|
10 |
% of business rates which should have been received during the year that was received |
99.10% |
96.60% |
97.00% |
98.3% |
98.5%
Green
|
An improvement on last year, and is very good considering the software was upgraded in 04/05. |
|
Local 44 |
% of Council Tax accounts paid by direct debit |
N/a |
67% |
70% |
70.9% |
71% |
Green |
|
Local 45 |
% of Business Rates paid by direct debit |
N/a |
52% |
53% |
53.0% |
53.5% |
Green |
|
Local 46 |
% of planned capital spending actually spent (excluding funds controlled by schools) |
N/a |
93.66% |
90% |
77.00% |
90% |
Red |
Some major capital schemes have been delayed. |
|
PROPERTY |
|
156 |
% of Council buildings open to the public in which all public areas are suitable for and accessible to disabled people |
64.83% |
19% |
25% |
24% |
29% |
Red |
All 2004/05 planned work completed. |
|
Local 93 |
Total annual management costs per sq m - operational and Non-operational property |
N/a |
A30.98 |
A30.94 |
A30.94 |
Deleted |
Green |
04/05 Outturn Estimate |
|
Local 95 |
Repair & Maintenance costs per sq m - Operational Property |
N/a |
A323.44 |
A38.90 |
A38.90 |
Deleted |
Green |
04/05 Outturn Estimate |
|
Local 96 |
Energy Costs per sq m - Operational property |
N/a |
A36.82 |
A37.00 |
A37.00 |
Deleted |
Green |
04/05 Outturn Estimate |
|
Local 97 |
Water costs per sq m - Operational property |
N/a |
A32.21 |
A33.00 |
A33.00 |
Deleted |
Green |
04/05 Outturn Estimate |
|
Local 98 |
CO2 emissions in tonnes of carbon dioxide per sq m - Operational property (tonnes) |
N/a |
0.0879 |
0.0865 |
0.0865 |
Deleted |
Green |
04/05 Outturn Estimate |
|
Local 99 |
Percentage of repairs to operational corporate estate property that were planned |
N/a |
51% |
54% |
54% |
Deleted |
Green |
04/05 Outturn Estimate |
|
Local 100 |
Percentage of repairs to non-operational commercial estate property that were planned |
N/a |
46% |
47% |
47% |
Deleted |
Green |
04/05 Outturn Estimate |
|
COUNCIL STAFF |
|
Local 62 |
Would you recommend the Council as a place to work? |
N/a |
59% |
62% |
65% |
66% |
Green |
|
11a |
% of top 5% earners who are women |
39.05% |
35% |
36% |
34.75% |
37% |
Red |
|
11b |
% of top 5% of earners from black and minority ethnic communities |
3.70% |
0.82% |
1.0% |
0.85% |
1.5% |
Red |
|
12 |
Number of working days/shifts lost to sickness absence |
8.90 |
10.8 |
9.5 |
8.56 |
9.0 |
Green |
Provisional figures: figures awaited from schools who run their own payroll. |
|
14 |
Early retirements as a % of the total workforce |
0.17% |
0.67% |
0.45% |
0.69% |
0.45% |
Red |
|
15 |
Ill health retirements as a % of the total workforce |
0.17% |
0.21% |
0.35% |
0.18% |
0.35% |
Green |
Provisional figures: figures awaited from schools who run their own payroll. |
|
16 |
% of employees declaring that they are disabled (compared to the % of disabled people in the area) |
29.81% |
1.7% (10.94%) |
1.8% (10.94%) |
1.48% (10.94%) |
2.0% (10.94%) |
Red |
Provisional figures: figures awaited from schools who run their own payroll. |
|
17 |
% of employees from minority ethnic communities (compared with the minority ethnic community population in the area) |
85.39% |
1.8% (2.85%) |
2.0% (2.85%) |
1.97% (2.89%) |
2.3% (2.85%) |
Red |
|
COMMITMENT |
3. Equalities Targets
|
Service Area |
Total No of Staff |
Staff from BME communities |
Staff considering themselves disabled |
Comment |
||
|
Actual % at 31.3.05. |
2008 Target % |
Actual % at 31.3.05. |
2008 Target % |
|||
|
Resources and Human Resource Services |
398 |
1.71% |
4.5% |
1.47% |
4.5% |
Recruitment processes revised to appeal more to 93Hard to Reach94 groups. |
Glossary of Abbreviations used
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)
ODPM Office of the Deputy Prime Minister
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
SME Small Manufacturing Enterprise