Minutes of Senior Management Team Meeting held on 20 February 2018
In attendance:
K Donnelly, Chair (C&AG), P McCreedy (COO), R Allen (Director), N Gray (Director), C Kane (Director), D Lynn (Director), L Donnelly (Secretary),
Apologies: T Wilkinson (Director)
1&2. Minutes of Previous meeting and Matters Arising
Minutes of the previous meeting held on 22 January 2018 were agreed and Matters arising
updated.
3. Finance and IT
Finance Report
RA reported the figures for the Spring Supplementary Estimate were submitted to the
Department of Finance on 22 January 2018. He stated the projected year end position is a
surplus in the region of £170k.
RA highlighted the following matters:
· Charge Out Rates
Corporate services are currently conducting a review of charge out rates. There is
pressure on the rates arising from less staff but limited correlation to overhead costs.
SMT will be kept informed of progress.
· EAF
Finance and resourcing issues have been identified with an increasing EAF workload
through to 2021-22 and then uncertainties associated with Brexit. SMT acknowledged
that options need to be investigated on how this will be managed by the office going
forward and NG will be considering this.
· Premises
The car park will be resurfaced week commencing 26 February and will be closed. Staff
have been advised. Charging points for electric vehicles will be added to the car park at
the same time as the resurfacing work.
· IT – Central Time
A new Central time system will be introduced and configured alongside the current
system. SMT agreed the importance of putting appropriate resources into this project
and it was agreed Directors will discuss this resourcing requirement.
4. Internal Audit
4.1 Internal Audit Report
The reports on Information Governance and IT Health Check were noted. Internal
Audit has given satisfactory opinions on both reports. There are a number of
recommendations which have been accepted by management and actions will
follow.
4.2 Internal Audit Follow up Report Feb 2018
The Report found that all recommendations had been suitably implemented. SMT
were provided with a copy for information.
5. Risk Management
CK highlighted the following matters:
5.1 Corporate Risk Register
Risk owners have been identified and actions assigned to specific Directors. CK
briefed SMT on the reasoning for risk 1A being escalated to Amber. PMcC has
reviewed the updated register and is content.
SMT agreed the Corporate Risk Register will need a major review when the new
Corporate Plan has been introduced.
5.2 Risk Management Strategy
No major change was reported from last month. The Strategy will be presented at
the Audit and Risk Assurance Committee meeting on Tuesday 27 February.
5.3 Assurance Statement
The summary paper reflects the current position. The Directorate collectively
agreed the statement to say they are content that risk was being managed
effectively and can give the assurance that the key risks facing the organisation are
subject to regular review and that key controls are in place and being monitored.
6 Performance Reporting
The operational performance report was presented which summarised performance
against key targets at 31 December 2017. The following points were specifically noted:
6.1 Financial Audit and Public Reporting
Financial Audit - The C&AG was updated on the current position regarding some
outstanding accounts. He emphasised the importance of completing those audits
where there are no issues that are outside of NIAO control.
Public Reporting – Clearance difficulties were noted with two reports but it is
expected these issues will be resolved over the coming weeks.
RA presented the corporate report and the following was noted:
6.2 Corporate Report
Vision/Values Programme and Corporate Plan
Anne McMurray will meet with OMT on 5 March 2018 to further discuss the business
transformation process. It is anticipated that the final draft of the Corporate Plan will
be produced by 16 March 2018.
Absence Management
SMT welcomed the positive absence figures for the period 1 April to 31 January
highlighting a continued reduction in sickness absence days lost, with more than half
of staff having no absence.
VES
A bid for funding from the Public Sector Transformation Fund for a final VES scheme
for 2018-19 has been submitted.
Bullying and Harassment Survey
60% of staff responded to the survey. The survey has identified areas for
improvement and as a result an action plan has been prepared. This was endorsed
by SMT and will be communicated to all staff.
Work Placement for Person with a Disability
No expressions of interest had been received from the staff who were circulated
but SMT were advised that one staff member had informally indicated a willingness
to participate in this initiate. SMT supported proceeding on this basis and asked
that the Equality Officer take this forward.
GDPR
SMT was confident that GDPR preparations are proportionate and
appropriate and progress was being made in line with the Office’s action plan.
NIPSA Survey on Resourcing
SMT welcomed the NIPSA survey and the helpful information which it has
generated. PMcC has replied to NIPSA and advised the office would take forward
the findings in ongoing work to improve our resource management processes.
6.3 Whistleblowing Caseload
A report on the current caseload position was presented to SMT for consideration.
It was agreed that going forward ‘current position’ updates would be discussed by
PMcC with individual Directors at monthly meetings. PMcC will update the C&AG
on all cases each month.
6.4 MLA Correspondence Caseload
Following the recent submission of the latest updates to the caseload, the C&AG
requested a review of the process and set out what he considered to be essential
information required by SMT to assess the progress of each case. As a result a
streamlined update was presented to SMT. The C&AG is content with the RAG
status of each case.
7. AOB
Next meeting 27 March 2018 at 2.00pm