19 October 2011 - Operational
MANAGEMENT BOARD: OPERATIONAL
MINUTES OF MEETING HELD ON 19 OCTOBER 2011
CONFERENCE ROOM 1, CROWN OFFICE
Present:
(Chair) Catherine Dyer Crown Agent
John Dunn Area Fiscal, Glasgow
David Harvie Director of Serious Casework
Janice Irvine Director of Human Resources
Robert Gordon Non-Executive Director
John Logue Area Fiscal, Lothian and Borders
In attendance: Anne Donaldson Area Fiscal, Central
Bill Hughes Non-Executive Director,
COPFS Audit and Risk
Committee
Michelle Macleod Head of Policy
Kevin McArthur Secretary
Carol McDivitt Policy Division
John Regan ABM, Grampian
Apologies: Peter Collings Deputy Chief Executive
Mark Howells Director of Finance
Geri Watt Director of Strategy & Delivery
Welcome
1. Catherine Dyer welcomed everyone to the meeting, in particular she thanked Bill Hughes, Non-Executive Director, Chair of COPFS Audit and Risk Committee, for attending.
Minutes of Previous Meeting and Matters Arising
2. Catherine Dyer addressed the action points from the previous Operational meeting which was held on 20 July 2011.
Performance Management
3. The meeting noted the usual performance papers MB(11)54A (Healthcheck) and MB(11)55 (Target Summary) which provided MB with an overview of the Service’s performance against targets in September 2011. During discussion:
a) John Logue reported that although East Federation Areas did not meet their High Indictment target in September was in relation to specific complex cases rather than any underlying systemic issue;
b) David Harvie advised that North Federation colleagues are focusing on improving Sheriff and Jury targets in relation to cases reported by Northern Constabulary. Improvement is expected in the November figures;
4. Catherine Dyer introduced paper MB(11)54B which provided MB with comparisons of performance against targets from previous Healthcheck reports to show the trends recorded over 13 months and five year periods respectively. During discussion the following points were noted:
a) The meeting agreed it would be helpful to show a percentage of outstanding marking rather than the total number as this would give a better representation of where each Federation is in relation to marking in hand.
b) The meeting noted the volatility of the input figures for the West Federation as a result of increased levels of reporting by Strathclyde Police;
Action: John Dunn to discuss anticipated future reporting trends with Strathclyde Police
c) The meeting considered the resource implications and risk attached to pre-petition cases. It was agreed trends should be examined in detail at the next Operational Board;
Action: SDD to provide pre-petition figures and trends at next Operational Board
d) Robert Gordon noted that despite the constraints of the financial climate COPFS continues to exceed target. Management Board expressed thanks to all staff for this high standard of performance in challenging circumstances.
Summary Business – Information from Scottish Court Services (SCS)
5. Catherine Dyer introduced paper MB(11)56 which provided information and trend data from SCS on summary business. During discussion:
a) The meeting agreed that it would also be helpful if the court loadings were included;
b) The meeting agreed it would be helpful to get an analysis highlighting any significant variations in churn:
Workforce Strategy Group Update
6. Janice Irvine provided an update from the Workforce Strategy Group (WSG). She indicated that with the delegation of some resourcing responsibilities to the Federations WSG have been able to concentrate on strategic resource matters. She advised that a training package is being produced for managers on managing change in the current climate.
7. Janice Irvine introduced paper MB(11)57 which sought MB agreement to establishing a new model which identifies more robustly the resource implications of achieving our required outcomes. The model would be introduced in two phases and would ensure our resource is distributed appropriately across the service. During discussion:
a) The meeting considered the difficulties in measuring our business. Bill Hughes observed that as long as you remember the inadequacies of measures then they can be a useful management tool;
b) The meeting recognised the current use of differing processes across the country impact the ability to measure across Areas, however, it was agreed that it would be helpful to get averages for resource measurement purposes. The meeting agreed the model which matches workloads and resource levels should be applied to ICP in the first instance with the results reported back to the next Operational Board.
Action: Janice Irvine
8. Janice Irvine provided the meeting with information on staffing including recruitment, absence, staff welfare and equal opportunities. Janice advised that the average days of sickness absence have improved significantly over the past few years.
Federation Updates
West Federation
9. John Dunn introduced paper MB(11)58 which summarised the performance and local position in West Federation. John advised that the West Federation senior managers held a strategy session on 14 October and a further session on 21 October with all managers. Wider staff meetings are being planned. He indicated a formal project plan on restructuring West Federation to fully implement Federation working in 2012/13 will be in place within the next two weeks.
East Federation
10. John Logue introduced paper MB(11)59 which summarised the performance and local position in East Federation. The meeting noted the East Federation have already settled on a structure. One of the main priorities in the East Federation for the next few months is the implementation of a Federation Deaths Unit and continuing dialogue with staff to ensure all are involved and aware of the restructuring programme.
North Federation
11. David Harvie introduced paper MB(11)60 which summarised the performance and local position in North Federation. The meeting noted the North has a proposed structure to address the geographical issues of the Federation. Each Area will have a complex case unit and marking will managed throughout the Federation albeit staff working on ICP will be in a number of offices across the Federation.
National Federation (Corporate Group)
12. The meeting noted paper MB(11)61 which summarised the performance of the units and divisions within the Corporate Group.
National Federation (Serious Casework)
13. David Harvie introduced paper MB(11)62 which summarised the performance and local position in Serious Casework Group. The meeting noted the Crown Counsel review led by the Solicitor General will bring benefits with regard to the processes and responsibilities of staff in Serious Casework Group involved in High Court work and on staff in Federation High Court Divisions.
Customer Care
14. Catherine Dyer welcomed Anne Donaldson, John Regan and Carol McDivitt to the meeting.
15. Anne Donaldson introduced paper MB(11)65 which advised Management Board of an initial analysis regarding potential movement to a central Corporate Customer Care Team. She advised that Customer Care Portfolio considered three options, continuing with the status quo, introducing Federation Customer Care Teams or introduction of a single Corporate Customer Care Team. During discussion:
a) Anne advised that staff consider the current process to be effective, however, on consideration of a central unit there would numerous benefits for realisation including a consistent COPFS wide approach to complaints;
b) It was noted that (after separation of Ministerial Correspondence and the 115 compliments we have received) cases recorded on Respond are split evenly between complaints and FOI requests.
c) The meeting agreed that moving to a central team would be the preferred option and asked Anne Donaldson and John Regan to report back to the next Operational Board in January with proposals on a Corporate Customer Care Unit, how it would be organised and resourced.
Action: Anne Donaldson/John Regan
16. Carol McDivitt introduced paper MB(11)66 which provided a breakdown on the number and type of requests for information during 2011, and a comparison with similar requests since 2005. The contents of the paper were noted.
Finance Update
17. Catherine Dyer introduced paper MB(11)63 which advised the Board of the latest financial developments.
18. The meeting considered the impact of the Voluntary Exit Scheme and agreed it is essential staff are aware of work being done in the restructuring of Federations and the Case Preparation Review to address and mitigate reduction in resources.
Action: Federation Leaders to brief Managers locally
Risk Management Update
19. Catherine Dyer introduced paper MB(11)64 which asked MB to review the Operational risks on the Corporate Risk Register. During discussion:
a) The meeting agreed it would be helpful to all staff to have access to the Register on PF Eye to apprecialte what our risks are and what we have put in place to minimise those risks;
b) It was noted that most risks are fluid and it is important that recent events and the resultant changes are represented on the register in regular updates;
c) Bill Hughes stressed the importance of risk management and indicated the register should be considered alongside each item on the agenda.
d) The meeting noted that risk will be added to the agendas of all future Federation meetings and MB meetings against each item.
Action: Secretariat and Federation Secretariats
Published Targets
20. Catherine Dyer introduced paper MB(11)67 which sought the Board’s agreement that from 2012-13 the current separate indictment targets for bail and custody cases should be combined to align with the position already in place with regard to Take and Implement and which better reflect the high impact of custody cases. The meeting noted the contents of the paper and agreed to custody figures being included from 2012-13.
21. It was agreed that the achievement of each Federation against the 6 month target should be utilised as an internal indicator and considered at each Operational Board
AOB
21. The meeting discussed a proposal from Ruth McQuaid for the implementation of a project to ensure COPFS can meet the statutory requirements of the Equality Act 2010 which was introduced on 5 April 2011. Management Board agreed to the proposal as per the recommendations.
MB Secretariat
19 October 2011
SUMMARY OF ACTION POINTS ARISING FROM MEETING
ON 19 OCTOBER 2011
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Member
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Action Points
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Status
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John Dunn (4(b))
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John Dunn to discuss anticipated future reporting trends with Strathclyde Police
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SDD (4(c))
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SDD to provide pre-petition figures and trends at next Operational Board
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Janice Irvine (7(b))
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The meeting agreed the model which matches workloads and resource levels should be applied to ICP in the first instance with the results reported back to the next Operational Board
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John Regan/Anne Donaldson (15(c))
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The meeting agreed that moving to a central team would be the preferred option and asked Anne Donaldson and John Regan to report back to the next Operational Board in January with proposals on a Corporate Customer Care Unit, how it would be organised and resourced.
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Federation Leaders (18)
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Federation Leaders to brief Managers locally to ensure staff are aware of work being done in the restructuring of Federations and the Case Preparation Review to address and mitigate reduction in resources
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Secretariat and Federation Secretariats (19(d))
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The meeting noted that risk will be added to the agendas of all future Federation meetings and MB meetings against each item
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