S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc AUDIT AND SCRUTINY COMMITTEE 6 SEPTEMBER 2007 BEST VALUE ACTION PLAN MONITORING Report by Chief Executive
PURPOSE OF REPORT To update Members on progress being made with the Comhairle’s ‘Improvement Agenda’, Action Plan which was put in place in response to Audit Scotland’s Audit of Best Value and Community Planning in the Comhairle (August 2006). COMPETENCE 1.1 There are no legal, financial or other constraints to the recommendations being implemented. SUMMARY 2.1 Audit Scotland's report on Best Value and Community Planning in the Comhairle (August 2006) requires the Comhairle to prepare "an Improvement Plan which is specific as to resources, responsibilities and timescales to deliver this important agenda". 2.2 On 14 December 2006, the Comhairle approved a reporting mechanism for this Improvement Plan and the Monitoring Schedule as at 31 July 2007 is included as Appendix 1. 2.3 The table in paragraph 3.1 gives details of action points where progress is not in line with the agreed action plan. 2.4 Relevant directors will be present at the meeting of the Committee to provide a further update on progress with those tasks that have been delayed. 2.5 It is proposed that those tasks that have been completed are excluded from future monitoring reports to allow a more focussed approach to monitoring progress. 2.5 A number of timescales that were agreed in 2006 have now changed due to unforeseen events or amendments to project timescales. It is proposed that a review of timescales is carried out and an updated Action Plan presented to the Comhairle in October 2007 for approval. This will also enhance the future monitoring process. RECOMMENDATIONS 3.1 It is recommended the Comhairle a) note the progress made by 31 July 2007 against the Comhairle’s Best Value Improvement Plan; b) approves the presentation of an updated Action Plan to the next series of meetings Contact Officer Helen Mackenzie, Internal Strategy Coordinator hmackenzie@cne­siar.gov.uk Appendix 1 Best Value Action Plan Monitoring Schedule 01851 709433 S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc 3.1 EXCEPTION REPORT The table below contains an extract of action points where progress is not in line with the agreed action plan. Action Responsible Officer Reason for delay Implement a departmental level system in 2 Departments, building on existing performance monitoring and reporting practice. Head of Continuous Follow up visit from consultant took Improvement / place on 29 June 2007. Directors Technical Services are focussing on Property Maintenance and a working group is progressing the strategy map and scorecard. They plan to meet with the Director and one of the Continuous Improvement team as soon as they have some firmed up information. Legal Services. The scorecard has been drafted and the team need finalise. Once the Chief Executive’s review had been completed a meeting will be convened with the new Legal Services Manager to discuss timescales and implementation. Implement a departmental level Preferred method across all other departments Head of Continuous Report discussed at 14 August Improvement / Management Team re roll­out of Directors the Balanced Scorecard method to all Services. Revised timescale of end of October 2007 agreed for full implementation. This is seen as ambitious by Management Team and depends on conclusion of Chief Executive’s review. Consolidate and develop the Preferred system at departmental level Head of Continuous Benchmarking activity taken place with Edinburgh Council and WIHB. Improvement Agree that deadlines will be respected to allow for the QA process Chief Executive See separate internal audit report. However, deadlines were not met and there was a lack of checking/verification by Heads of Department/Directors before submission to the Continuous Improvement section for QA The OLM CareJust IT system has Depute Director of been commissioned so that such Social Work / CJ data will be available electronically. Service manager No information provided Each department develops an action plan relating to the development of Community Engagement Departmental activity relating to consultation and involvement ongoing however limited progress towards the development of action
All Directors S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc Action Responsible Officer Reason for delay plans. Revise the existing Staff Development and Appraisal system. Chief Executive Consultation planned for Autumn 2007. Start delayed due to Chief Executive’s review. Develop a Staff Development and Appraisal system specifically for Chief Officers. Chief Executive/ Directors See workforce planning above. Chief Executive Subject to conclusion of Chief Executive’s Review Ensure that clear responsibilities are agreed for monitoring and reporting on staff appraisals Chief Executive Subject to conclusion of Chief Executive’s Review Ensure that all staff receive an annual appraisal. Management Team, Subject to conclusion of Chief Heads of Service Executive’s Review Develop a strategy to ensure that budget resources will be sufficient to maintain the condition of the Comhairle's assets. Director of Technical Services/ Property Management Group / Individual Service Directors Asset Management Coordinator in post. Awaiting outcome of Chief Executive’s Review to establish the long term location of Asset Management Planning. Delivery mechanism for asset management planning. To be considered at June management team meeting and thereafter by service committees in August 2007 A system of regular meetings every 2 weeks has been agreed with the Chief Executives of both organisations. Chief Executive/Director of Social Work Early meetings have taken place. Use Prince2 method Head of Continuous Improvement/ Director of Finance and Corporate Resources / Head of Customer and Central Services/ Customer Service Manager A detailed Project Plan is being prepared for the implementation of the project. This will include all necessary resources. It is envisaged that this will be presented to the Project Board in September. The P & R June Committee approved the PER releasing funds to develop the Town Hall as the location of the Stornoway Service Access Point. The opening of Stornoway Access Point is planned for April 2008. The approach to selecting our CRM system provider has been defined and work is ongoing to agree which
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc Action Responsible Officer Reason for delay services will be in scope. Implement Corporate Approach to Public Performance Reporting Head of Continuous Review of action points undertaken Improvement and action plan being developed In association with 3 above, consult with service users to determine what performance information is required. Management Team, To be developed and Heads of Balanced Service implementation. Implement Strategic Risk Management Group workplan 2006/7 Head of Continuous The Improvement workplan for 2007/08 will be presented to Audit & Scrutiny Committee in a concurrent report. alongside Scorecard Monitoring of the Strategic Risk Register will be presented to Audit & Scrutiny Committee in a concurrent report. Include this as part of the review of Chief Executive. the Comhairle. /Head of Continuous Improvement Make sure that Departments understand the toolkit by making this an item on the Improvement Network agenda. Awaiting final outcome of Chief Executive’s Review Head of Continuous Awaiting final outcome of Chief Improvement Executive’s Review.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc APPENDIX 1 REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT 1. Develop performance management arrangements which ensure that the Comhairle is achieving its objectives and improving services to customers. Introduce a Performance Management system for all services Implement a departmental level system in 2 Departments, building on existing performance monitoring and reporting practice. Head of Continuous Improvement / Directors Preferred method in operation in 2 Departments. December 2006 / early 2007 ON PROGRESS AT 31 July TARGET 2007 X Follow up visit from consultant took place on 29 June 2007. Technical Services are focussing on Property Maintenance and a working group is progressing the strategy map and scorecard. They plan to meet with the Director and one of the Continuous Improvement team as soon as they have some firmed up information. Legal Services. The scorecard has been drafted and the team need finalise. Once the Chief Executive’s review had been completed a meeting will be convened with the new Legal Services Manager to discuss timescales and implementation.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT ON PROGRESS AT 31 July TARGET 2007 Implement a departmental Head of level Preferred method across Continuous all other departments Improvement / Directors December 2006 / March 2007 Preferred method in operation in 50% of Departments. X Report discussed at 14 August Management Team re roll­out of the Balanced Scorecard method to all Services. Revised timescale of end of October 2007 agreed for full implementation. This is seen as ambitious by Management Team and depends on conclusion of Chief Executive’s review. Consolidate and develop the Preferred system at departmental level April 2007 / April 2008 Preferred method in operation in all Departments. X Benchmarking activity taken place with Edinburgh Council and WIHB. Carry out an evaluation of Head of performance management Continuous software to support the rollout Improvement of departmental level preferred method to the team level taking the development of Customer Relationship Management into account. April 2007 onwards Needs assessment completed. ü Report to Policy and Resources Committee 21 June 2007 recommending funding solution for procuring relevant performance management system. Implement preferred option for procuring performance management software to support the rollout of departmental level preferred method. Put into Business Planning process for 2007/2008 End 2007 onwards Software in operation ü Comhairle approval received March 2007.
Head of Continuous Improvement Head of Continuous Improvement S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT Improve Agree that deadlines will be reliability of SPI respected to allow for the QA data reported process with a target of 100% in 2006/07, where practicable within local circumstances. Chief Executive Annually Target of 100% in 2006/07, where practicable within local circumstances met X See separate audit report. However, deadlines were not met and there was a lack of checking/verification by Heads of Department/Directors before submission to the Continuous Improvement section for QA. Improve the reliability of criminal justice service SPIs. The OLM CareJust IT system has been commissioned so that such data will be available electronically. Depute Director of Social Work / CJ Service manager Implementation of Care Just will take place –1st quarter 2007. Measure ­ data electronically available May 2007, in meantime manual system in place. X No information provided Improve Corporate Strategy management arrangements Agree the outcomes required for next Corporate Strategy. Chief Executive Starting May / June 2007 with new Comhairle. Outcomes agreed for next Corporate Strategy. ü Agree the measures required for next Corporate Strategy. Chief Executive Starting May / June 2007 with new Comhairle. Measures agreed. Draft priorities agreed. Out for consultation until end August 2007. One meeting held with Ness Community Council. Continue the review using best Head of practice principles including Executive Benchmarking with other Office Authorities. Completion planned for May 2007. Review of Constitutional documents completed. ü Review of Scheme of Admin and Contract Regulations complete. Finance and Strategy work Group set up. Continue with the review of Committee structures Head of Executive Office Last quarter of 2007 New Committee structures, if required, in place. ü Complete Include as a policy issue shortly after the new Comhairle. Chief Executive June/July 2007 Forum agreed. ü Finance and Strategy work Group set up.
2. Provide a forum Review for members to Constitutional documents develop strategic policy to create a better balance between policy setting and operational monitoring. Engage with new Comhairle STRATEGY / ACTION ON PROGRESS AT 31 July TARGET 2007 S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT 3. Consider how more systematic consultation methods can provide good quality information on priorities and performance to supplement the existing consultation and engagement arrangements. Ensure each department addresses the objectives contained in the new policy. Each department develops an action plan relating to the development of Community Engagement All Directors 31 March 2007 Action Plans in place for all departments Agree the framework that the Comhairle will use Director of Finance and Corporate Resources March 2007 Approach Agreed The new Comhairle will be asked to agree a prioritised strategy – see item 2 above. Chief Executive June 2007 Strategy in place Following the 2007 Settlement in late 2007 the Framework will be applied to three year budget from 2008­2011. Future budgetary discussion will be informed by the prioritised strategy Director of Finance and Corporate Resources 1 st budget Budget Agreed February 2008 and ongoing 4. Develop policy­ led budgeting to ensure that resources are focused on priorities. ON PROGRESS AT 31 July TARGET 2007 X Departmental activity relating to consultation and involvement ongoing however limited progress towards the development of action plans. ü Report on the Budget Strategy Process will be presented to Policy & Resources in September 2007. ü The Comhairle is holding a seminar to discuss the Corporate Strategy which will form the basis of a report to the Comhairle to agree the Strategy in October 2007. ü Report on the Budget Strategy Process will be presented to Policy & Resources in September 2007.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) 5. Improve corporate discipline, the adoption of improved management standards and appraisal of chief officers on key leadership and management competencies Adoption of improved management standards ­ following JCC Consultation. Adopt the new national occupational standards for management and leadership produced by the Management Standards Centre Head of Continuous Improvement 1 st quarter 2007 Standards adopted ü Improve corporate discipline Revise the existing Staff Development and Appraisal system. Chief Executive 1 st quarter 2007 Revised Staff Development and Appraisal system X Develop a Staff Development and Appraisal system specifically for Chief Officers. Chief Executive/ Directors 1 quarter 2007 New Staff Development and Appraisal system specifically for Chief Officers in operation. X 6. Develop its approach to workforce planning and development, particularly succession planning, to support the development of capacity to deliver the Comhairle’s objectives. Develop an approach to workforce succession planning Initial approached discussed at Chief Executive Improvement Network. Using comprehensive database from Single Status agreement, move to a skills and competence­based accession planning model, enabled by comprehensive training. End 2007 Succession planning policy in place; using Single Status date. Equal pay Conclude and implement the outcome of the Single Status appeal regarding Equal Pay. Chief Executive April 2007 subject to national agreement Workforce communication Ensure a consistent process for Communication and consultation with staff. Ensure that all staff are fully covered. Chief Executive End 2007 st MEASURE FOR ACHIEVEMENT ON PROGRESS AT 31 July TARGET 2007 Use of standards approved by management team in April 2007, subject to JCC approval. Consultation planned for Autumn 2007. Start delayed due to Chief Executive’s review. ­ Not due to start until later in 2007. Agreement implemented subject to national and local agreement. ü Over 99% of the high risk cases have been settled. However there are 3 or 4 outstanding tribunal cases ongoing. Officer appointed ­ Not due to start until later in 2007.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS Agree approach to the development of capacity to deliver Comhairle objectives. 7. Complete and implement the review of political and managerial structures, in line with planned timescales, to ensure that they reflect and support the achievement of the council’s ambitions and maximise available efficiencies. STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT Carry out a comprehensive staff survey follow­up to the consultations done in 2002. Chief Executive End 2007 Survey completed ­ Not due to start until later in 2007. See workforce planning above. Chief Executive July 2007 Approach agreed by Comhairle. X Subject to conclusion of Chief Executive’s Review Ensure that clear responsibilities are agreed for monitoring and reporting on staff appraisals Chief Executive July 2007, subject to conclusion of Chief Executive’s Review Concluded as part of the Chief Executive’s Review X Subject to conclusion of Chief Executive’s Review Ensure that all staff receive an annual appraisal. Management Team, Heads of Service July 2007, subject to conclusion of Chief Executive’s Review At least 95% compliance with Appraisal policy X Subject to conclusion of Chief Executive’s Review Start the Chief Executive’s review Chief Executive Started Responses analysed and Members’ seminar held. ü Consultation paper distributed to all potentially affected staff – May 2007
April 2007 Review completed. ü As part of the Chief Chief Executive Executive’s review include options on future political and administrative structures and arrangements to ensure that it supports good service delivery, performance improvement and resource management for the next Comhairle to consider. ON PROGRESS AT 31 July TARGET 2007 S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT 8. Introduce a corporate asset management planning strategy. Develop Asset Management Planning across the Comhairle Estate to include linking to a prioritised corporate strategy and development of an asset database of asset condition, suitability and sufficiency. Develop a strategy to ensure that budget resources will be sufficient to maintain the condition of the Comhairle's assets. Director of Technical Services/ Property Management Group / Individual Service Directors November 2006 – June 2007 Developed plan ready for implementation. Director of Technical Services/ Property Management Group / Individual Service Directors Before end 2011 Implement the strategy ON PROGRESS AT 31 July TARGET 2007 X Asset Management Coordinator in post. Awaiting outcome of Chief Executive’s Review to establish the long term location of Asset Management Planning. Delivery mechanism for asset management planning. To be considered at June management team meeting and thereafter by service committees in August 2007 Individual service asset Management plans and corporate AMP embedded within Comhairle. ­ Not due to start until the conclusion of Asset Management Strategy.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT ON PROGRESS AT 31 July TARGET 2007 Develop an approach to assessing the physical condition of schools. The condition surveys completed for the 2001 Scottish Parliamentary Enquiry will be updated on a 5 year rolling programme basis and the results incorporated in development of future capital expenditure programme proposals. Director of Education / Director of Technical Services 5 year rolling programme Complete condition, suitability and sufficiency surveys for the school estate. ­ A system of regular meetings every 2 weeks has been agreed with the Chief Executives of both organisations. Chief Executive/Direc tor of Social Work Ongoing Regular meetings take place on a two week cycle. X Formal approval by the Scottish Executive Chief Executive October 2006 Formal approval by the Scottish Executive Consultative Draft Project Chief Executive Briefs for Phase Two circulated to the OHCPP January 2007 Consultative Draft Project Briefs for Phase Two circulated to the OHCPP Consultants appointed October 2006. Condition assessment of school estate currently underway. Asset Management Planning Coordinator concurrently consulting with occupiers. This is essential in influencing the PPP programme, and members have expressed concern that this information is not available. 9. Establish an effective working relationship with the Western Isles Health Board at both member and officer level. Improve the relationship via the Integrated Services agenda. Early meetings have taken place. ü The OCHPP has secured £20,000 for the implementation for the scoping phase of this project. It is likely that the results of the scoping phase will be reported to the Comhairle in October 2007 ü Funding secured. Future project management responsibility to be determined as part of the implementation stage of the Chief Executive’s Review.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT 10. Deliver the planned Customer Relationship Management initiatives. SUB­TASKS Implement the Project Plan STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT ON PROGRESS AT 31 July TARGET 2007 Project Initiation Documents for Phase Two approved by OHCPP, Comhairle and other partners Chief Executive March 2007 Project Initiation Documents for Phase Two approved by OHCPP, Comhairle and other partners ü Final proposals due to be implemented during 2008. Use Prince2 method Head of Continuous Improvement/ Director of Finance and Corporate Resources / Head of Customer and Central Services/ Customer Service Manager Opening of Stornoway Service Access Point proposed September 2007 CRM fully operational in all geographical areas. X A detailed Project Plan is being prepared for the implementation of the project. This will include all necessary resources. It is envisaged that this will be presented to the Project Board in September. The P & R June Committee approved the PER releasing funds to develop the Town Hall as the location of the Stornoway Service Access Point. The opening of Stornoway Access Point is planned for April 2008. The approach to selecting our CRM system provider has been defined and work is ongoing to agree which services will be in scope.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT ON PROGRESS AT 31 July TARGET 2007 Provide service access via the Telephone Implement project brief and project plan Head of Continuous Improvement/ Director of Finance and Corporate Resources / Head of Customer and Central Services/ Customer Service Manager May 2007 Telephone answering services operational. X Target set for Autumn 2007 however Customer Relationship Management Solution will be dependent on IT resources being available. Provide service access via the Stornoway Service Access Point Implement project brief and project plan Head of Continuous Improvement/ Director of Finance and Corporate Resources / Head of Customer and Central Services/ Customer Service Manager September 2007 Stornoway Service Access Point opened. X Location of Stornoway Service Access Point approved by Comhairle 14 December 2006.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT ON PROGRESS AT 31 July TARGET 2007 Provide complete geographical coverage of Service Access Points Implement project brief and project plan Head of Continuous Improvement/ Director of Finance and Corporate Resources / Head of Customer and Central Services/ Customer Service Manager September 2008 Complete coverage of Service Access Points evident. 11. Further develop PPR to ensure it provides a balanced account of the Comhairle’s performance, reported in a variety of accessible formats. Ensure more corporate and service level methods of reporting performance are developed. Implement Corporate Approach to Public Performance Reporting Head of Continuous Improvement End 2007 More corporate and service level methods of reporting performance in place. X Review of action points undertaken and action plan being developed. In association with 3 above, consult with service users to determine what performance information is required. Management Team, and Heads of Service May 2007. Results of users’ needs available. X To be developed alongside Balanced Scorecard implementation. 12. Increase the attention given to embedding equalities requirements Implement the new legal “equalities” duties Achieve approval of Equality Scheme as prescribed by law within the respective timetables, together with costed Action Plans Chief Executive End 2007 Legal “equalities” duties implemented. ­ ­ The roll out of CRM to other geographical areas will commence after the Stornoway Access Point is well established and a number of services are being delivered through the CRM system. Date unknown at this time. Awaiting conclusion of Chief Executive’s review
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT down through the organisation and develop monitoring systems that demonstrate compliance and impact. SUB­TASKS STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT Mainstream equal opportunities across the Comhairle Provide leadership by becoming involved in the CPP equalities forum Chief Executive End 2007 Implementation of any collective decisions made, mainstreaming of lessons learned. Design a programme of awareness raising events on all strands for all Departmental Management Teams. Chief Executive End 2007 All DMTs briefed on all equality strands Improve access Initiate access audits of all to buildings for premises controlled by the those with Comhairle. disabilities Management Team and appropriate managers of premises. August 2008 Access audits of all premises controlled by the Comhairle completed, subject to appropriate resources being made available. Set up Work underway monitoring arrangements to measure the impact of all equality strands in accordance with implementation timetable across services using the Commission’s recommended three groupings. Chief Executive End 2007 Usable monitoring statistics reported annually to Comhairle. ON PROGRESS AT 31 July TARGET 2007 ü Race Equality Scheme, reviewed 2005, next reviewed 2008, Gender Equality Scheme, consultation April 2007, to be approved June 2007, ü General Policy­ Employment and Service provision, to be reviewed this year. ü An Access Audit of schools estate being carried out by consultants (see also point 8). Audits will be rolled out to all properties once long term location of Asset Management function is established. ­ Not due to start yet.
S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT SUB­TASKS 13. Continue to embed the Comhairle’s arrangements in respect of departmental business planning and risk management. STRATEGY / ACTION RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT Ensure strategic Implement Strategic Risk and Management Group workplan departmental 2006/7 risk register development process is completed Head of Continuous Improvement Plan achieved by 31 March 2007 Continue to review and improve business planning process. Continue to issue annual guidance and timetable for implementation. Head of Continuous Improvement Annually Business Plan guidance issued. Quality assure Business Plans and provide feedback to Directors and Chief Executive. Chief Executive/Head of Continuous Improvement. Annually Business Plans QA and approved by Comhairle. 14. Ensure best value reviews address fundamental issues in services and lead to real improvements in service effectiveness and efficiency. Ensure departments have the capacity to carry out reviews and ensure review completion Include this as part of the review of the Comhairle. Chief Executive. /Head of Continuous Improvement April 2007. Improved quality of reviews, evidence of challenge and option appraisal. X Awaiting final outcome of Chief Executive’s Review Make sure that Departments Head of understand the toolkit by Continuous making this an item on the Improvement Improvement Network agenda. May 2007 Inclusion on Improvement Network agenda X Awaiting final outcome of Chief Executive’s Review. 15. Implement an effective strategic approach to ICT Consult with departments on service direction Ensure a regular consultation process is put in place to assess departmental service requirements. Use this to inform the IT Strategy. March 2007 Procedures agreed and meetings concluded. ü Most initial meetings have been concluded and we await feedback from departments prior to preparing the Strategy.
31 March 2007 ON PROGRESS AT 31 July TARGET 2007 X The workplan for 2007/08 will be presented to Audit & Scrutiny Committee in a concurrent report. Monitoring of the Strategic Risk Register will be presented to Audit & Scrutiny Committee in a concurrent report. Director of Finance and Corporate ü New guidance will link into development of new Corporate Strategy and budgeting processes. ü QA completed for the draft 2007/8 plans. S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT developments that addresses the overall objectives and priorities of the Comhairle and its communities. 16. Improve management of recycling arrangements to ensure effective monitoring of the activity at both internal and external levels with a view to SUB­TASKS STRATEGY / ACTION Prepare a fully costed IT Strategy Identify the financial Director of consequences of the individual Finance and elements of the IT Strategy. Corporate Arrange appropriate funding support to deliver agreed elements of the strategy RESPONSIBLE TIMESCALES OFFICER(S) MEASURE FOR ACHIEVEMENT As per IT strategy Fully costed IT strategy implemented 80% of applicable service options now available on Website ON PROGRESS AT 31 July TARGET 2007 ü Revised strategy scheduled to go to Committee in October series. ü Appropriate resources were 8 months late in being allocated (April 2007) therefore target date revised to August 2008. ü Plant handed over to Comhairle in December 2006. The final stage of the project involves CnES running the plant under the guidance of a technical manager to prove performance and to ensure that local staff are fully conversant with all systems by December 2007.
Director of Finance and Corporate Use Council Website to support service delivery. Develop the Website to extend Director of service delivery options, Finance and including as many as Corporate applicable of the SE targets, subject to the necessary resources being made available. End 2007 Complete construction of process facilities. As set out in Waste Strategy Implementation Plan. Plant commissioning commenced August 2006 – planned completion January 2007 Director for Sustainable Communities Now August 2008 Construction completed and plant commissioned and accepted by January 2007 S:\Meetings\online\Copy Reports\F ­ August 2007\Audit and Scrutiny\Best Value Audit Action Plan Monitoring August 2007.doc REQUIRED IMPROVEMENT exceeding targets. SUB­TASKS STRATEGY / ACTION Roll out collection systems for organics and recyclates. As set out in Waste Strategy Implementation Plan. Develop Unify the output of the three weighbridge weighbridges into one software to database. supply quarterly statistics. RESPONSIBLE TIMESCALES OFFICER(S) Director for Sustainable Communities Software to be supplied September 2006 – database populated by April 2007 MEASURE FOR ACHIEVEMENT Accurate information agreed with SEPA and recorded with “Wastedataflow. com” by April 2007 ON PROGRESS AT 31 July TARGET 2007 ü The new collection system has been fully implemented with segregated collection of household waste across the Western Isles. Additionally, the Waste Awareness team maintain a high profile in the media to encourage increasing efforts of participation. ü Following clarification of anomalies in the SEPA’s online data gathering system, monitoring reports are regularly produced and analysed to provide the required data output with a complete audit trail back to raw data