Agenda item

To consider a report by the Head of Internal Audit (copy enclosed) which provides an update on progress within Strategic Human Resources on the Action Plan included in the Internal Audit report from October, 2012.

A copy of a report by the Head of Internal Audit Services (circulated previously) outlined the progress within Strategic Human Resources on the Action Plan included in the Internal Audit report from October, 2012.

The CGC had monitored progress on the implementation of the improvement actions identified by Strategic HR as a result of the Internal Audit review.  Internal Audit had reviewed various areas of Strategic HR during 2012/13, issuing its report in October, 2012.  The action plan within the report raised 11 issues, for which Strategic HR identified 45 actions with various timescales for implementation.  Internal Audit followed up the action plan in February, 2013 and found that, while some progress had been made, the level of progress was “disappointingly slow” and a further progress report had been requested.

Strategic HR reported significant progress.  However, the HIA had suggested that, while specific actions identified in the action plan had been completed, the effectiveness of these actions in addressing the issues in the Internal Audit report could not yet be gauged.  The two services had met to discuss the outstanding issues and agreed to work closer together to provide assurance to the CGC that improvements were being made and issues addressed effectively.

It was explained that Strategic HR were going through a significant period of change and improvement and that the actions discussed in the report would form part of a larger improvement action plan, which was being project managed through the Council’s project management methodology process on Verto.

A table indicating the latest position for all 45 actions identified by Strategic HR to address the Internal Audit report action plan had been included in Appendix 1.  The table detailed:-

·                     the issues to be addressed

·                     the actions identified to address the issues

·                     Strategic HR’s update on latest progress

·                     comments - including an opinion on whether the actions are addressing the issue

The HIA confirmed that overall Strategic HR had made significant progress in addressing the issues raised by Internal Audit.  Although virtually all of the actions had now been implemented, in some cases it would take time to assess whether these had been fully effective and some success depended on compliance within other services.  To provide additional assurance Internal Audit would undertake a further review of the Strategic HR improvement project during April, 2014, which would include an assessment of the effectiveness of some of the longer term actions identified in Appendix 1. In particular, the review would examine the following areas:-

·                     whether employee data accuracy had improved;         

·                     the successful implementation of new processes and procedures as part of the     Systems Thinking process reviews;

·                     compliance with HR policies and procedures within services;

·                     accuracy of data sent to Payroll by HR;

·                     the effectiveness of the Civica Helpdesk in improving customer service;

·                     successful implementation of the new recruitment framework;

·                     development of succession plans for key posts in services.

Councillor M.L. Holland highlighted the importance of ensuring that data returned was accurate and received within the specified timescales, and he felt the introduction of automation could assist in omitting errors and improve the level of service provided.  The officers provided details of the checks and procedures adopted, with the utilisation of TRENT and the inclusion of mangers reports, to mitigate such problems.

In response to concerns raised by Mr P. Whitham regarding compliance with timescales regarding the provision of data from services, the officers explained that any regular none compliance would be exposed and challenged by the Service Challenge process.  The HLDS explained that, as part of Service Challenge process, a report would be produced on how individual services were performing in respect of various HR issues.

The HIA confirmed that a review would be undertaken in April, 2014 with a progress report being submitted to the Corporate Governance Committee in May, 2014.

RESOLVED – that:-

(a)  the Corporate Governance Committee receives the report and acknowledges the progress made, and

(b)  agrees that a further progress report be submitted in May, 2014.

     (IB to Action)