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

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

Aug 11, 2023 306 likes •561 views

Performance Management 2017/ 18: Quarter 3 Policy and Resources Committee Director of Finance and Corporate Resources Finance & Corporate Resources: Performance at Quarter 3 2017/18 Actions KPIs 37 KPIs reported on 30 Actions

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SLIDE 1

Performance Management 2017/ 18: Quarter 3

Policy and Resources Committee

Director of Finance and Corporate Resources

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SLIDE 2

Finance & Corporate Resources: Performance at Quarter 3 2017/18

Actions

30

Actions reported on

15 10

Actions with no target set / ongoing

5

Actions with at least 100% of target Actions greater than 79 and less than 100% of target Actions with less or equal to 79% of target KPIs KPIs off track KPIs reported on KPIs monitoring required KPIs on track

11 2 8 37

Annual KPIs

16

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SLIDE 3

Finance & Corporate Resources: Actions Quarter 3 2017/18

5 10 15 Procurement & Exchequer Services Internal Audit IT Directorate Accountancy & Customer Services On Track Monitoring Required Off Track

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SLIDE 4

Finance & Corporate Resources: Performance Indicators Quarter 3 2017/18

5 10 15 20 Procurement & Exchequer Services Internal Audit IT Directorate Accountancy & Customer Services KPIs on track KPIs monitoring required KPIs off track Annual

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SLIDE 5

Finance & Corporate Resources: Quarter 3 2017/18

Accountancy & Customer Services

Actions

30

Actions reported on

15 10

Actions with no target set / ongoing

5

Actions with at least 100% of target Actions greater than 79 and less than 100% of target Actions with less or equal to 79% of target KPIs KPIs off track KPIs reported on KPIs monitoring required KPIs on track

11 2 8 37

Annual KPIs

16

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SLIDE 6

Finance & Corporate Resources: Quarter 3 2017/18

Accountancy & Customer Services

 Last qualified accounts 2005-06;

2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Annual accounts completed on time – qualifications zero (annual) 100% 100% 100% Target - 100% Percentage of registration entries without corrections (annual) 97% Target - 97% Percentage of customers satisfied with quality of Customer Services (annual) 100% 100% 90% Target - 90%

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SLIDE 7

Finance & Corporate Resources: Quarter 3 2017/18

IT:

Actions

Actions with no target set / ongoing Actions reported on 11 3 4 4 Actions with at least 100% of target Actions greater than 79 and less than 100% of target Actions with less or equal to 79% of target

KPIs

KPIs reported on KPIs monitoring required KPIs on track KPIs off track 1 1 1 3 Annual KPIs

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SLIDE 8

Finance & Corporate Resources: Quarter 3 2017/18

IT:

2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Percentage of helpdesk calls responded to within agreed time 87.2% 88.33% 86.98% 90.93% Target – 95% Customer satisfaction with IT 0% 94.28% 100% 95.83% Target – 75%

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SLIDE 9

Finance & Corporate Resources: Quarter 3 2017/18

Procurement & Exchequer Services:

Actions

Actions with no target set /

  • ngoing

Actions reported on 7 3 3 1 Actions with at least 100% of target Actions greater than 79 and less than 100% of target Actions with less or equal to 79% of target

KPIs

KPIs reported on KPIs monitoring required KPIs on track KPIs off track 6 1 5 19 7 Annual KPIs

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SLIDE 10

Finance & Corporate Resources: Quarter 3 2017/18

Procurement &Exchequer Services: Procurement

2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Percentage of invoices paid within 30 days 94.86% 97.4% 98.01% 95.72% Target – 98% Local spend as % of total spend (annual) 35.77% 43.11% 45% Target – 50% Annual spend over £1k covered by a contract (annual) 78.76% 77.15% 90% Target – 95% Percentage of creditor payments made electronically 97.61% 96.77% 98.87% 98.04% Target – 98%

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SLIDE 11

Finance & Corporate Resources: Quarter 3 2017/18

Procurement &Exchequer Services: Revenues and Benefits

2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Council Tax collection rate 84.53% 84.36% 85.26% 84.39% Target – 72% Days taken to process a crisis grant 1.08 1.11 1.08 1.12 target 2 days HB & CTR days to process change in circs. 8.28 8.22 8.54 13.39 Target – 10 days HB & CTR days to process new apps 23.03 22.27 24.70 40.01 Target – 25 days

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SLIDE 12

Finance & Corporate Resources: Quarter 3 2017/18

Procurement &Exchequer Services: Business Management

2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 % of financial transactions paid on time 99.86% 99.9% 99.9% 99.88% Target – 98% Cost of payroll section per transaction (annual) £9.07 target £10.74 Target – £9.07

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SLIDE 13

Finance & Corporate Resources: Quarter 3 2017/18

Internal Audit:

Actions

Actions with no target set / ongoing Actions reported on 2 1 1 Actions with at least 100% of target Actions greater than 79 and less than 100% of target Actions with less or equal to 79% of target

KPIs

KPIs reported on KPIs monitoring required KPIs on track KPIs off track 3 8 5 Annual KPIs

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SLIDE 14

Finance & Corporate Resources: Quarter 3 2017/18

Internal Audit:

2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Percentage of Service Audit reports followed by services (annual) 100% 100% 100% Target - 95% Percentage of Internal Audit client satisfaction surveys that are positive 100% 100% 100% 100% Target - 95% Percentage of audit plan completed (annual) 96% 104% 80% Target - 80%

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SLIDE 15

Finance & Corporate Resources: Capital Programme Quarter 3 2017/18

Project Budget £ k Spend £ k Status

Corporate ICT 276 145 Projects on going

Key Projects:

  • File and e-mail archive
  • SWAN network
  • Data Sharing partnership
  • Revenues & Benefits System
  • Councillors and visitors WiFi
  • Flexi system replacement
  • Disaster recovery
  • E-mail system upgrade
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SLIDE 16

Finance & Corporate Resources: Financial Performance Quarter 3 2017/18

The Directorate Service includes Internal Audit, IT and Unions budgets. The department is currently forecasting to be over budget by £6k at year end, every effort will be made

  • ver the next quarter to reduce any overspend.

The above figures include corporate budgets for pensions, the Valuation Joint Board and charitable rates relief.

Service Budget £ k Actual £ k Forecast Outturn £ k Directorate 2,553 1,962 2,559 Accountancy & Customer Services 1,104 851 1,104 Procurement & Exchequer Services 1,389 1,221 1,389 Totals 5 ,0 4 6 4 ,0 3 4 5 ,0 5 2

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SLIDE 17

Finance & Corporate Resources: Risk Management

Key Risks:

  • Tender prices exceed budget;
  • Loss of data;
  • Loss of access to computer systems due to disaster situation;
  • Core IT systems unavailable;
  • Service standards not producing outcomes required by the Comhairle;
  • Contract management not being carried out;
  • HR/ Payroll servers unavailable to process salaries;
  • Unauthorised use of Comhairle’s social media accounts;
  • Lack of ownership for database estate; and
  • Full service roll out of Universal Credit in Sept 2018 may impact on the

number of housing benefit claims to be processed.

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SLIDE 18

Finance & Corporate Resources: Risk Management

Mitigation Measures:

  • Improve research on cost drivers as part of procurement strategy

development;

  • Development of disaster recovery plan and implementation of local

plan with NHS Western Isles;

  • Raise staff awareness to enhance value of controls;
  • Implement programme for contract management plans;
  • Training and support to implement contract management framework

for Care and Children's Services;

  • Main account credentials of social media account should only be known

by a couple of key users; and

  • Form a team within IT that are responsible for the management for

database estate.

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SLIDE 19

Finance & Corporate Resources: National Fraud Initiative

Housing Benefit:

  • Housing Benefit checks this year have resulted in 2 cases worth £2,251.

Council Tax:

  • All old council tax referrals have been archived by NFI;
  • A new file has been received this quarter with a large number of cases

to be checked, to date this has not resulted in any charges; and

  • Introduction
  • f

electoral roll evidence requirement should result in better quality matches.

Service Processed To date Ongoing checks Not started Housing benefit 46 10 65 Council Tax 25 3 809

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SLIDE 20

Finance & Corporate Resources: Complaints Quarter 3 2017/18

Stage 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 to Q3

1 7 (4 upheld / 1 partially upheld / 2 not upheld) 6 (4 upheld / 1 partially upheld / 1 not upheld) 3 (1 not upheld / 2 partially upheld) 2 2 (2 partially upheld) 1 (partially upheld) 2 (1 not upheld / 1 partially upheld)

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SLIDE 21
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SLIDE 22
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SLIDE 23

Finance & Corporate Resources: Conclusions

Summary

  • Budget setting has been a main focus over the last quarter;
  • Work

has continued

  • n

the implementation

  • f

the new Capita revenues and benefits system in particular correction of data transfer issues;

  • Completion of Capita SWAN network rollout;
  • Progress

being made towards achievement

  • f

Internal Audit

  • perational plan;
  • We received a very positive report by Audit Scotland who reviewed
  • ur Housing Benefit operation;
  • Faire

continued to deliver a 24 hour helpline service during a particularly cold spell;

  • Continued

work by the Financial Assessment team to clear the backlog with significant sized invoices being raised;

  • PSN health check caused a significant amount of work;
  • Procurement team finalised the new tender documents for the Lews

Castle Regeneration project; and

  • New

website went Live to the public and

  • nline

forms where developed within the CRM system.

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SLIDE 24

Finance & Corporate Resources: Conclusions

Priorities for Next Quarter

  • Budgets to be set in February;
  • Preparation for financial year end – annual billing, system roll over and

year end returns in all Exchequer teams;

  • Continued work on the Disaster Recovery set up;
  • Compilation of the statutory annual procurement report;
  • Internal Audit to focus resources on prioritising risk and core financial

systems;

  • Contract management across the Comhairle to be refreshed – making

use of new contract tracking system;

  • Continuation Wi-Fi roll out; and
  • Testing of Revenues and Benefits customer portal.