corporate services plan 2012 - final draft (2)1
TRANSCRIPT
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Corporate Services Plan
2011 - 12
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Corporate Services Plan 2011-12
Contents
1. Introduction by Chief Officer Page 22. Achievements and Proposals for the future Page 43. Overview of Services and Contribution to the
Corporate PlanPage 5
4. Budget Page 65. Action Plan in detail Page 8
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Introduction
I am pleased to present the Corporate Services Service Plan for 2011/12 whichsets out how we intend to develop, review and deploy our resources to help meetthe outcomes in the Councils Corporate Plan, its portfolio of change and newways of working. Through these actions we will improve service delivery to ourinternal and external customers and will contribute to the aim of making CardiffCouncil the best European Council by 2015.
This is the first Service Plan for the recently restructured Service Area and it willbuild on the positive progress and achievements of our predecessor areas andfocus on the key issues that face us and the Council in the future.
My new management team comprises of myself as the Chief Corporate Services& Section 151 Officer, the Head of Service, Scrutiny, Performance &Improvement, the Chief Legal and Democratic Services Officer, together withsenior Operational Managers for Procurement, Accountancy, Risk & Audit andStrategic Estates. This team will be responsible for taking forward the keycouncil wide functions as well as some of the most challenging agendas facingthe Council at this time.
The key services provided by the new team are:-
Corporate Services & Section 151 Officer
Carrying out all statutory financial responsibilities
Facilitating and managing an evolving capital portfolio.
Ensuring effective financial control over a wide range of disciplinesincluding accounts payable and receivable; payroll; management andadministration of Pension Fund; collection of Council Tax and NNDR andbudgetary control.
Managing and providing strategy, advice and solutions for the corporateprocurement of goods, works and services.
Ensuring robust risk management arrangements are in place across thecouncil services
Securing sustainable and cost efficient energy management and carbon
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Providing health and safety advice across the council while providingeffective, proactive management of health and safety.
Chief Legal and Democratic Services Officer
Monitoring Corporate Governance and probity.
Delivering legal advice on all major projects and procurements.
Supporting Service Areas by providing general Legal Advice and directservices to the Public e.g. organising and servicing Education appeals
panels. Provision of administrative support to the Council, Executive, Committees
and Corporate Management Board.
Delivering Democratic Support and implementing the MemberDevelopment Strategy.
Delivering Electoral Services.
It is recognised that by pulling together these functions we are best placed tosupport the Council to deliver its ambitious agenda for change and I look forwardto working with you as we establish our new Service Area and develop andimplement the Plan.
CHRISTINE SALTERChief Corporate Services & Section 151 Officer
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Achievements and Proposals for the Future
Achievements
Services provided by the former Corporate Services were delivered in2010/11 against a back drop of changing legislation, shrinkingresources and an ambitious transformational change agenda within theCouncil
Some notable achievements in the last twelve months include:-
Implementing the Centralisation of the Accounts Payablefunction as part of the Transformation Programme which willrealise savings of 237,000 in 2011/12.
Delivering the first stage of the Print Smart project by putting inplace new, innovative methods to enable an improved processfor printing, copying and scanning across the authority
Re-energising and refocusing the performance reporting of thecouncil
Adopting a Property Disposals Procedural policy andintroducing a structured approach to asset management policywhich has put in place the foundations for the futuredevelopment of a sound co-ordinated approach.
Proactively tackling Housing and Council Tax benefits Fraudwhich resulted in some 63 prosecutions taking place in respectof 400,000 of overpayments.
A summary of the objectives of the predecessor Service Area andperformance against them in 2010/2011 is available on CIS.
The Future
The key aim of the Corporate Plan is to build a prosperous citysupported by a vibrant and dynamic culture and a healthy, safe citywith a rich and sustainable environmental heritage. Over the next three
i l l i hi h C il C S i ill
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Encourage stronger collaborative working with our partners, internaland external stakeholders which ensures an effective match of
resources and processes to priorities.
Overview of Services & Contribution to theCorporate Plan
Our role is to consistently work in partnership with the Executive,Members, Service Areas, partners and other bodies to support the
development of Council plans and strategies to ensure policy acrossthe council is routinely practiced and measured.
As the majority of the Service Areas functions are enabling ones,providing both direct and indirect support to all of the Councilsservices we have an integral part to play in contributing to the deliveryof each outcome set out in the Corporate Plan.
Specifically Corporate Services greatest focus is on leading andsupporting the following outcomes and objectives:-
Outcomes:
The Council Delivers improved outcomes for the City and itsCitizens through strong partnerships and innovative new ways
of working
Cardiff is a fair, just and inclusive society
People in Cardiff are healthy
People in Cardiff achieve their full potential
Cardiff has a thriving and prosperous economy
Details of the specific activities we will undertake to support these andother corporate objectives are outlined in the Service Action Plan.
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CORPORATE SERVICESREVENUE ESTIMATE 2011/12
SERVICE ANALYSIS FINANCE PROCUREMENT PROPERTYLEGAL
SERVICESDEMOCRATIC
SERVICES
SCRUTINY,PERFORMANCE &
IMPROVEMENT
SERVICETOTAL
BUDGET HEADING 000 000 000 000 000 000 000
EXPENDITURE
Employees 9,801 1,208 1,361 2,012 1,083 2,068 17,533
PremisesRepairs & Maintenance 0 17 347 0 0 0 364
Other Premises Costs 18 140 659 2 0 0 819
Transport
Running Costs of Vehicles 0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 52
8 0 6 3 3 0
0Other Transport Costs 51 3 13 2 7 17 93
Supplies & ServicesEquipment Furniture &Materials
13 1,409 5 81 11 8 1,527
Communications & Computing 893 26 9 31 201 26 1,186
Other Supplies & Services 873 6 128 179 1,502 282 2,970
Third Party Payments 17 10 0 0 0 293 320
Transfer Payments 0
Support Services 1,003 12 821 243 206 170 2,455Less Internal Recharges (1,972) (1,588) (393) (411) 0 (6) (4,370)
0Transfer to reserve 52
Capital Financing 20
GROSS EXPENDITURE 10,705 1,243 2,956 2,142 3,065 2,858 22,969
INCOME
Government Grants 0 0 0 0 0 (17)
0 0 0 0 0 0
0 (2) (34) 0
(17)
Other Grants 0Sales 0 (635) 0 (8) 0 (643)
Fees and Charges (1,293) (270) (48) (663) 0 0 (2,274)
Rents 0 0 (3,597)
0
0 0 0 (3,597)
0Interest (36)Other Income (1,973) (71) (124) (222) (16) (156) (2,562)GROSS INCOME (3,266) (976) (3,771) (919) (24) (173) (9,129)NET EXPENDITURE 7,439 267 (815) 1,223 3,041 2,685 13,840
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Corporate Outcome Cardiff is a fair, just and inclusive society
Corporate Objective To promote equality of opportunity and participation in decision making
Corporate Services Objective Tasks Responsibility Timescale Milestones & Measures
To develop a more citizen focusedscrutiny function in Cardiff Review Scrutiny Services in line withthe outcomes of the Green Paperconsultation, recommendations fromthe Policy Review and PerformanceScrutiny Committee and the relevantprovisions of the Local GovernmentMeasures 2011
OM Scrutiny 30 Sept 2011
31 Mar 2011
Review complete and recommendations for changeapproved
Awareness sessions held for members and councilstaff
Revised arrangements completed
To develop a more citizen focusedscrutiny function in Cardiff
Work with partners to establisheffective scrutiny arrangements for the
LSB
OM Scrutiny 30 Sept 2011 Arrangements in place
To ensure that the Members havethe necessary skills and supportrequired to undertake their roleseffectively
Develop and deliver a developmentprogramme for Scrutiny members
OM Scrutiny 31 Mar 2011 Induction and ongoing development programme formembers in place
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Corporate Outcome Improved outcomes for the City and its citizens through strong partnerships and innovative new waysof working
Corporate Objective Continue to improve the efficiency and effectiveness of all our services to deliver value for money
Corporate Services Objective Tasks Responsibility Timescale Milestones & MeasuresTo ensure the Councils SAP systemsupports effective budget monitoringand supports continual improvementin budget management processes
To maintain control of the accountingaspects of the SAP system includingmonthly bank account reconciliation,updating and maintaining codinghierarchies, ensuring timely andaccurate coding of incometransactions, monitoring andreconciling key suspense accounts
and supporting future developmentsof SAP
OM Schools &Budget Control
On-goingthroughout theyear but withmonthlyreviews andreporting
Meeting deadlines
No. of working days income not in ledger
No. of suspense codes un-cleared by end offinancial year
To deliver a 60% reduction in theCouncils Carbon emissions
Manage Energy use in the CouncilsEstate and comply with the CRCEnergy Efficiency Scheme
OM Estates & LandStrategy
31 Mar 2012
31 July 2011
Continued delivery of Council Carbon ManagementProgramme
Milestone target for 2011/12 to be a 5% reduction incarbon emissions over previous year
CRC Core Team & Working Group to submitFootprint report as required by scheme legislation
To ensure the effective and efficientdelivery of the requirements ofInformation Management dataprotection (DP) and Freedom ofInformation (FOI)
Review the effectiveness of existingprocesses for DP and FOI, includinga resourcing plan as part of thePerformance and Information Projectabove
Head of Service -Scrutiny,Performance &Improvement
As per theShared ServiceTransformationProgrammetimescales
Programme governance through TransformationProgramme
Delivery of the savings as set out in theTransformation Programme
To ensure that Records Managementis delivered efficiently and effectively
Review existing delivery of therecords management and the recordsmanagement centre
Head of ServiceScrutiny,Performance &
Improvement
31 Dec 2011
31 Jan 2012
Review completed
Commence implementation of recommendations ofthe review
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Corporate Outcome Improved outcomes for the City and its citizens through strong partnerships and innovative new waysof working
Corporate Objective Continue to improve the efficiency and effectiveness of all our services to deliver value for money
Corporate Services Objective Tasks Responsibility Timescale Milestones & MeasuresTo ensure that the Council operateseffective and embedded riskmanagement arrangements
Support the development of riskmanagement and good governancearrangements to ensure thatprocesses are designed so that riskmanagement is intrinsically built intoeveryday Council practices andprocedures
Audit & RiskManager
30 June 2011
30 Sept 2011
31 Mar 2011
Ongoing
New Corporate Risk Policy and Strategy approved
Annual Governance Statement approved
Review of contract with Marsh complete
New Risk database implemented (if decision takento proceed)
Quarterly review of Corporate Risk Register
Regular updating of intranet site for Risk
Management
To ensure that the Council operateseffective and embedded riskmanagement arrangements
Provide support to service areasdevelop their own risk registers
Audit & RiskManager
Ongoing % of services with risk registers
To ensure that the Council operateseffective and embedded riskmanagement arrangements
Facilitate Audit Panel and helpingshape their work plan
Audit & RiskManager
In line withPaneltimetable
Effective Audit Panel meetings
To ensure that the Councilscorporate governance arrangementsare underpinned by an independentappraisal function which providesauthoritative advice and assurancewith regards to the adequacy ofinternal control arrangements
To provide a professional, effectiveand efficient audit and investigationservice, to be undertaken incompliance with professional Codesof Practice and Statute
Audit & RiskManager
1 May 201131 May 2011
Delivery of the Audit Plan Deliver of the Annual Audit Report
Progress reports on audits within 4 weeks of thequarter end for Section 151 Officer and Audit Panel
Spend within budget
Cost analysis with benchmark group
To reduce the environmental impact
of the activities of the Audit and Riskservice
Continue towards a paperless office
by maximising opportunities forgreater use of technology
Audit & Risk
Manager
Review
progress Sept2011
Introduce hot-desking
Reduction in paper files
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Corporate Outcome Improved outcomes for the City and its citizens through strong partnerships and innovative new waysof working
Corporate Objective Continue to improve the efficiency and effectiveness of all our services to deliver value for money
Corporate Services Objective Tasks Responsibility Timescale Milestones & MeasuresTo target fraud and financialimpropriety to reduce the risk offinancial loss to the Council
Promoting prevention and detectionthrough the provision of advice andguidance in relation to risks, controlsand effective working and soundguidance on a range of financialmatters
Audit & RiskManager
31 Oct 2011
Ongoing
Reviewprogressquarterly
Review of the Anti Fraud and Anti-CorruptionStrategy completed
Progress reports within 4 weeks of the quarter endfor Section 151 Officer and Audit Panel
Client interaction measures
% client satisfaction
% of recommendations agreed / actioned
Achieve fraud awareness training targets and
satisfaction ratings Quarterly newsletters for Benefit Fraud issued
Issue at least four press releases / reports on courtcases per annum
To target fraud and financialimpropriety to reduce the risk offinancial loss to the Council
To undertake investigations intosuspected fraud in accordance withprofessional standards
Audit & RiskManager
OngoingReviewprogressquarterly
Progress reports within 4 weeks of the quarter endfor Section 151 Officer and Audit Panel
Analysis of sanctions
Continue working with DWP in preparation for 2013
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Corporate Outcome Improved outcomes for the City and its citizens through strong partnerships and innovative new waysof working
Corporate Objective Delivering internal transformational realising cashable savings and improved service delivery
Corporate Services Objective Tasks Responsibility Timescale Milestones & Measures
To reduce Council expenditure onLand and Buildings
Deliver the Land and BuildingsProgramme, focusing on threestrands:
- Asset Management
- Office AccommodationRationalisation
- Non operational Investment Estate
OM Estates & LandStrategy
On-going Governance through Transformation Programme
Delivery of the savings as set out in theTransformation Programme
Draft office accommodation strand presented toCMB/CO and EBM end of April 2011
Draft Asset Management strand presented to JuneEBM
To ensure that the Council operateseffective and embedded riskmanagement arrangements
Support the effective riskmanagement of the TransformationProgramme and other major projectsand programmes
Audit & RiskManager
Ongoing CRSA reviews / audit reports on Programmes andprojects. Attendance at meetings STCprogrammes, projects
To ensure that the Council'stransformation programme as awhole, and specific projects areunderpinned by and decisions taken
based on robust financial information
To provide financial support andadvice to the transformationprogramme as required including:
- the Benefits Framework Board
- the Investment Strategy
OM Projects &Technical Accounts
Ongoing Regular updates on key issues / projects
To ensure that the TransformationProgramme and its projects areunderpinned by reliable legal advice
Provide the TransformationProgramme and Project with legaladvice
Chief Officer Legal& DemocraticServices
Ongoing Regular updates on key issues / proje
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Corporate Outcome People in Cardiff are Healthy
Corporate Objective Promoting and supporting healthy and active lifestyles
Corporate Services Objective Tasks Responsibility Timescale Milestones & Measures
To ensure the provision of acompetent health and safety serviceto:
a) contribute to the health and wellbeing of employees and safety ofothers affected by the Councilsactivities
b) to assist in ensuring compliancewith health and safety legislation and
best practice
Ensure relevant Council policies arereviewed and updated as required OM Health andSafety 30 June 2011
30 Sept 2011
Amend Violence at Work Policy to reflect use ofPeople to be Aware of Corporate Database system
Revised Health and Safety Policy adopted
Health and Safety Policy on Contractors to reflectchanges in contractor assessment and ensureeffective management of contractors is built intooperational systems
To ensure the provision of acompetent health and safety serviceto:
a) contribute to the health and wellbeing of employees and the safety ofothers affected by the activities of theCouncil
b) to assist in ensuring compliancewith health and safety legislation andbest practice
Health & Safety Inspectionsconducted by HS Advisers
OM Health andSafety
Ongoing No of inspections carried out
Outcomes of Inspections reported
To ensure the provision of acompetent health and safety serviceto:
a) contribute to the health and wellbeing of employees and the safety ofothers affected by the activities of the
Councilb) to assist in ensuring compliancewith health and safety legislation andbest practice
Provide assistance and support toservice areas to ensure theyeffectively deliver their health andsafety responsibilities. Including:
Provision of advice and assistancein the production of suitable risk
assessment Securing provision of appropriate
HS training
Provisions of advice and guidancefor senior managers
OM Health andSafety
Ongoing
Ongoing
31 Aug 2011
31 Mar 2012
Numbers of accidents at work?
Numbers of incidents of violence at work?
Feedback from HS Advisers on quality of riskassessment
Tendering exercise for external HS training
providers complete and service areas informed ofapproved providers
Redesign of HS website complete
HS Self audit for Senior Managers available
Codes of Guidance and other HS documentationdeveloped/amended as appropriate
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Corporate Outcome People in Cardiff are Healthy
Corporate Objective Promoting and supporting healthy and active lifestyles
Corporate Services Objective Tasks Responsibility Timescale Milestones & Measures
To ensure the provision of acompetent health and safety service:
a) contribute to the health and wellbeing of employees and the safety ofothers affected by the activities of theCouncil
b) to assist in ensuring compliancewith health and safety legislation andbest practice
Monitoring and reporting of Councilwide Health and Safety OM Health andSafety Ongoing
Annual Council Health and Safety Report producedby 31 Dec 2011
Online accident reporting system developed andimplemented by 31 Mar 2012
Continuing work on the Corporate Health Standardagenda when possible
To minimise the risks of e-coli andother food related outbreaks of ill-heath through continuing toundertake activities with partners andthrough the internal e-coli Group
Continue to work with EnvironmentalHealth, other internal departmentsand external providers to ensurehygiene standards are maintained
Continue to maintain the foodcomplaints process
Continue to assess, monitor andcontrol all food and catering suppliers
using the 5 star rating systemdeveloped by Environmental Health
OM Commissioning& Procurement
Rollingprogramme
Maintain Alito provider database
Occurrence of serious food related outbreaks of ill-health?
Measures relating to the 5 star rating system?