Policy and Resources Committee Director of Finance and Corporate - - PowerPoint PPT Presentation

Performance Management 2014/ 15: Pre 4th Quarter End

Policy and Resources Committee

Director of Finance and Corporate Resources

Finance & Corporate Resources: Accountancy

Business Plan Outcome

• 4 actions reported on this quarter, 2 completed, 2 on target:
• Produce

Annual Accounts by statutory deadline with no qualifications - completed;

• Fully implement the Asset Accounting and Budgeting modules of

Authority Financials;

• Ongoing Service Accountancy provision; and
• Complete contract review and renewal for Financial Management

System - completed.

Performance Indicators

• None to report this quarter.

Finance & Corporate Resources: Customer Services & IT

Business Plan Outcome

• 27 actions reported this quarter:

Customer Services

• Continue to maintain accurate Registration figures;
• Manage internal SLA’s in line with target operating model;
• Support channel shift and promotion of self service;
• Implement the Customer Relationship Management action plan, go

Live by April 2015;

• Develop a contact strategy, channelling customer contact across

the customer services locations;

• Promote and develop shared service opportunities with Partners

(external SLA’s); and

• Implement the Comhairle’s Customer Service Strategy 2012-16.

Finance & Corporate Resources: Customer Services & IT

IT

• Agree extension to Connected Communities contract with

HIE;

• Co-ordinate the Comhairle’s participation in the Scottish

Wide Area Network (SWAN) procurement, work underway for rollout;

• Manage the rollout of electronic forms on the website to

assist with channel shift;

• Manage implementation of the IT strategy;
• Information

security action plan, being maintained and developed in line with PSN compliance;

• Apply

automatic encryption to e-mail attachments, software ready for implementation;

Finance & Corporate Resources: Customer Services & IT

IT

• Upgrade corporate windows servers to 2008, DRM system

upgraded;

• Desktop virtualisation, project currently postponed;
• Implement Government Protective Marking Scheme;
• Replace central firewalls, all now replaced;
• Implementation
• f

Live audio feed from the Council Chamber;

• Preparation of tender document for IPT;
• Update Data Sharing Partnership on messaging solutions;

and

• Maintain PSN compliance.

Finance & Corporate Resources: Customer Services & IT

Performance Indicators

• 2 indicators to report this quarter
• Customer satisfaction with IT services 83.33% (target 75%

actual ); and

• Percentage of helpdesk calls responded to within agreed

time 87.20% (target 95% , 84% Q3-13/ 14).

Finance & Corporate Resources: Exchequer Services

Business Plan Outcome

• 5 actions reported on this quarter

Revenues and Benefits

• Welfare

Reform changes so far implemented (Bedroom tax, Benefits Cap & Scottish Welfare Fund, no further changes planned as Universal Credit delayed);

• Ensure resilience cover arrangements in place;

Business Managem ent

• Ensure resilience cover arrangements in place;

Procurem ent and Creditors

• Deliver

the Comhairle’s Purchase to Pay strategy

• completed

action plan being implemented; and

• Develop

an effective Change Management Plan to ensure successful implementation of organisational changes and provide support to Services by achieving sustained improvement in Asset Management, Risk Management and Procurement

Business Performance Exchequer Services

Performance Indicators

• 18 indicators reported this quarter

Business Management

• Reduction in the number of overpayments due to payroll error

69.05% (target 25% , 8% Q3 2013-14);

• Amount of income generated from external lets to the Town Hall

£10k (target £8.8k, £5.8k Q3 2013-14);

• Percentage
• f

pay advice provided as paper payslip 60.74% (target 60% );

• Reduction in the number of payroll advances due to payroll error

18.76% (target 25% , 26.68% Q3 2013-14);

• Percentage compliance with billing timetable 100% ; and
• Percentage of financial transactions paid on time to employees and

members 99.63% (target 99.5% , Q3 2013-14 99.82% ).

Business Performance Exchequer Services

Performance Indicators Revenues and Benefits

• Days to process a crisis grant 1.09 days (target 2 days, 1.25 days Q3

2013-14);

• Sundry debts collected in year 87.35% (target 86% , 84.69% Q3 2013-14);
• Revenue collection response times to correspondence 11.52 days (target 10

days, 17.51 days Q3 2013-14);

• Benefits uptake response times to correspondence 16.63 days (target 10

days, 27.84 days Q3 2013-14);

• Housing

benefit and council tax reduction, time taken to process new applications 22.83 days (target 28 days, 34.07 days Q3 2013-14);

• Community care grants time taken to process 7.14 days (target 15 days,

5.51 days Q3 2013-14);

• Housing benefit and council tax reduction, time taken to process change in

circumstances 9.49 days (target 10 days, 12.15 days Q3 2013-14);

• Non domestic rates collected in year 87.89% (target 73.53, 88.14%

Q3 2013-14); and

• Housing Benefit and Council Tax Reduction accuracy checks 96.77% (target

100% , 100% Q3 2013-14).

Business Performance Exchequer Services

Performance Indicators Procurement and Creditors

• Invoices processed using intelligent scanning 31.81% (target 50% ,

23.77% Q3 2013-14);

• Percentage of contracts through e-tendering 100% (target 75% ,

73.68% Q3 2013-14); and

• Percentage of Council expenditure (non staffing) through Authority

Financials 22.25% (target 70% , 11.17% Q3 2013-14).

Finance & Corporate Resources: Internal Audit

Business Plan Outcome

• 2 Actions reported this quarter
• Complete

the approved Operational Audit Plan within agreed timescales; and

• Provide a fraud and irregularity investigation service, safeguarding

the public pound, all investigations currently up to date at Q3.

Performance Indicators

• 2 indicators reported this quarter
• Percentage of Internal Audit client satisfaction surveys that where

positive 100% (target 95% , 100 % Q3 2013-14); and

• Percentage of audit recommendations accepted by management

100% (target 90% , 98.33% Q3 2013-14).

Finance & Corporate Resources: Capital Programme

Project Budget £ k Spend £ k Status

Corporate ICT 214 168 Projects on-going

Risk Mitigation

• Business

continuity: plans exercised and plans now being reviewed

• Budget Implementation: monitoring ongoing

Finance & Corporate Resources: Financial Performance

At the end of the third quarter the Department expects to outturn within tolerances.

Service Budget £ k Actual £ k Forecast Outturn £ k Directorate 1,244 888 1,244 Accountancy 507 468 507 Exchequer Services 1,233 943 1,233 Customer Service & IT 2,055 1,513 2,055 Totals 5 ,0 3 9 3 ,8 1 2 5 ,0 3 9

Finance & Corporate Resources: Departmental Projects

• Website development specification prepared for tender;
• Upgrade Faire system to PNC7, move to visualised platform;
• Monitoring / filtering web traffic, replacement for Cyblock;
• Software inventory- implem entation system to manage all software

licences;

• Universal credit – working towards putting in place relevant services

for 11th May 2015

• Window servers upgrade to 2012;
• SWAN transition;
• CareFirst upgrades (Finance module, Self-directed support module);
• Electronic forms, will commence on completion of Lagan upgrade;
• All procurement contracts progressing;
• Data Sharing Project

(DSP) – data matching, connectivity to NHS database; and

• Laptop encryption ongoing.

Finance & Corporate Resources: Conclusions

Summary

• UK GO award for the Procurement and Creditors team;
• Approx. 96% of the Internal Audit plan completed for 2014/ 15;
• Annual billing completed for council tax and NDR;
• Year end processes for Revenues and Benefits completed;
• New contract in place for Grounds maintenance;
• Implementation
• f

Comhairle new pension scheme arrangements; and

• Implementation of Comhairle decision to pay the living wage.

Complaints

• There was one Stage 1 and one Stage 2 complaint recorded for

this quarter, 1 complaint to Ombudsman.

Finance & Corporate Resources: Conclusions

Priorities for Next Quarter

• Budget Strategy
• Consider implications of the IJB for Internal Audit;
• Roll forward of new year financial year;
• P11D training for colleagues;
• Support for Uist and Barra bus service project;
• IPT tender evaluation and award;
• Transition internet to SWAN;
• Roll out of electronic ordering for catering;
• Implementing web expenses;
• Financial assessment budget savings project; and
• Software and hardware asset management system.