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

Performance Management 2018/19: Quarter 2

Policy and Resources Committee

Director of Finance and Corporate Resources

Fina nanc nce e & Corpo porate ate Resou

• urces:

: Over eral all Perfor formanc ance e at Quarter ter 2 2018/ 8/19 19

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Acti tion

• ns Quarte

ter 2 2018/ 8/19 19

2 4 6 8 10 12 Procurement & Exchequer Services Internal Audit IT Accountancy & Customer Services On Track Monitoring Required Off Track

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Perfo forman ance e Indi dicat ator

• rs Quar

arte ter 2 2018 18/1 /19

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

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Quarte ter 2 2018/ 8/19 19

Accountancy cy and Cust stomer Service vices

 Last qualified accounts 2005-06;

2015/16 2016/17 2017/18 2018/19 Annual accounts completed on time – qualifications zero (annual) 100% 100% 100% Target 100% Percentage of registration entries without corrections (annual) NEW for 2016/17 16/17 still to be checked by Registrars

• f Scotland

92.27% (target 97%) Target 97% Percentage of customers satisfied with quality of Customer Services (annual) 100% 100% (target 90%) 100% (target 90%) Target 90%

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Quarte ter 2 2018/ 8/19 19

IT IT

2015/16 2016/17 2017/18 2018/19 Percentage of helpdesk calls responded to within agreed time

87.92% 84.68% 90.01% 94.12% target 95%

Customer satisfaction with IT

94.44% 85.71% 100% 100%

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Quarte ter 2 2018/ 8/19 19

Exchequer Service vices: s: Procu curement

2015/16 2016/17 2017/18 2018/19 Percentage of invoices paid within 30 days 94.21% 97.93% 97.85% 95.33% Local spend as % of total spend (annual) 43.11% 45% 45.27% Target – 51% Annual spend over £1k covered by a contract (annual) 77.15% 90% 73.03% Target – 96% Percentage of creditor payments made electronically 97.95% 98.46% 97.55% 98.63% - target 98.50%

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Quarte ter 2 2018/ 8/19 19

Exchequer Servi vice ces: s: Business ss Management

2015/16 2016/17 2017/18 2018/19

% of financial transactions paid on time 99.98% 99.7% 99.83% 99.91% Target – 99.80% Cost of payroll service per transactions £9.07 (Target £10.74) £11.77 £11.77

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Quarte ter 2 2018/ 8/19 19

Exchequer Service vices: s: Revenues s & Benefits fits

2015/16 2016/17 2017/18 2018/19 Council Tax collection rate 57.82% 58.32% 57.62% 58.40% - target 48.12% Days taken to process a crisis grant 1.08 1.12 1.35 1 day – target 2 days HB & CTR days to process change in circs. 7.16 7.14 7.65 11.77 days – target 10 days HB & CTR days to process new apps 19.54 22.77 21.8 28.5 days – target 25 days

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Quarte ter 2 2018/ 8/19 19

Inte ternal Audit

2015/16 2016/17 2017/18 2018/19 Percentage of audit recommendations accepted by Management

100% 100% 100%

100% Target – 90% Percentage of Internal Audit client satisfaction surveys that are positive

100% 100% 93%

100% - target 95% Percentage of audit plan completed (annual)

104% 80% 97.27%

Target – 80%

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Capi pita tal Prog

• gram

amme e 2018 18/1 /19

Project Budget £k Spend £k Status

Corporate ICT 180 34 In progress Flexi System 3 In progress Revenues & Benefits System 4 4 Complete

Key Projects:

• Data sharing partnership
• Flexi system replacement

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Fina nanc ncial al Perfo forman ance e Quar arte ter 2 2018 18/1 /19

The Department’s specific carry forward from 2017/18 includes: internal audit training costs and an evaluation tool for procurement. MacMillan Benefits Uptake funding has been approved until 2020, match funding of £22k will also be funded from the carry

• forward. The remaining £50k will be earmarked for future efficiency savings.

The above figures include corporate budgets for pensions and charitable rates relief. Service Budget £k Actual £k Outturn £k Directorate 2,527 1,263 2,527 Accountancy & Customer Services 1,186 582 1,186 Exchequer Services 1,568 1,000 1,568 Totals

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Risk Mana nage gemen ent

Key Risks:

• Loss of access to computer systems due to disaster situation in the

Comhairle;

• Loss of data – unauthorised access to confidential information;
• Services standards not producing outcomes; and
• Contract management not being carried out.

Mitigation Measures:

• Disaster recovery service available;
• Improved research on cost drivers as part of procurement strategy;
• Induction training for staff, installation of firewalls and software to

prevent unauthorised access;

• Increase awareness to managers and staff through training; and
• Ensure passwords changed and access removed if staff leave.

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Nati tion

• nal Fraud

ud Initi tiat ative

Housing Benefit:

• Housing Benefit checks to date have resulted in £1.6k of overpayments being

identified and are being recovered. Council Tax:

• All old council tax referrals have been archived by NFI; and
• Introduction of electoral roll evidence requirement should result in better quality

matches.

Service Processed Ongoing Frauds Errors Outcome Housing Benefit Council Tax 313 4 28 £6260.75

Processed

Investigating

Cleared Frauds Errors Total

Recovering Recovering

£ 530 6 492 37 £6260.75 24 £5801.15

Overall Summary:

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Nati tion

• nal Fraud

ud Initi tiat ative

Report Total Processed In progress Frauds Errors Outcome Quality

Payroll to payroll 25 24 £0 High Payroll to pensions 7 7 £0 Info Payroll to creditors 30 30 £0 High/ Address Procurement 73 46 2 £0 High/ Address Total 135 107 2 £0

Fina nanc nce e & Corpo porat ate e Resou

• urces:

: Compl plai aint nts Quar arte ter 2 2018 18-19 19

Stage 2016/17 2017/18 2018/19

1 6 (4 upheld, 1 partially upheld, 1 not upheld) 8 (3 upheld, 2 partially upheld, 3 not upheld) 2 (1 upheld, 1 not upheld) 2 1 (2 parts upheld, 1 partially upheld, 1 not upheld) 3 (2 partially upheld, 1 not upheld)

Fina nanc nce e & Corpo porat ate e Resou

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: Conc nclus usion

• ns

Summary

• Implementation of Teachers new pay and conditions for Payroll

to ensure all teachers paid correctly;

• Completion of WiFi roll out;
• External audit of Financial Accounts;
• High referral of investigations to Internal Audit over the quarter;
• Conclusion of work connecting the Disaster Recovery site to the

network;

• Unplanned staffing absence in Entitlement and Assessment team

resulted in emergency measures implemented to maintain targets;

• System upgrade to Authority Financials – creditors; and
• Customer Services survey returned with excellent results.

Fina nanc nce e & Corpo porat ate e Resou

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: Conc nclus usion

• ns

Prioritie ities s for Next xt Quarter

• Community Conversations with Third Sector and community groups;
• Continued work on teachers changes with HR/Payroll provider and

consultation with Education, HR and Unions;

• Ongoing work on Internal Audit operational plan;
• Customer Service Strategy report to committee on approach and action

to support transformation;

• Contract to be put in place for vehicle fuel, sheriff officers and payment

processing;

• Rollout of website user updates to departments;
• Contract awarded for the Lews Castle Regeneration project;
• Preparation for PSN accreditation for 2018-19;
• Training on new version of Debtors system; and
• Ongoing work on the time recording system.