Policy and Resources Committee Director of Finance and Corporate - PowerPoint PPT Presentation

Performance Management 2017/ 18: Quarter 3 Policy and Resources Committee Director of Finance and Corporate Resources

Finance & Corporate Resources: Performance at Quarter 3 2017/18 Actions KPIs 37 KPIs reported on 30 Actions reported on 11 KPIs on track 15 Actions with at least 100% of target 2 KPIs monitoring required 10 Actions greater than 79 and less than 100% of target 8 KPIs off track 5 Actions with less or equal to 79% of target 16 Annual KPIs 0 Actions with no target set / ongoing

Finance & Corporate Resources: Actions Quarter 3 2017/18 Accountancy & Customer Services Directorate IT Internal Audit Procurement & Exchequer Services 0 5 10 15 On Track Monitoring Required Off Track

Finance & Corporate Resources: Performance Indicators Quarter 3 2017/18 Accountancy & Customer Services Directorate IT Internal Audit Procurement & Exchequer Services 0 5 10 15 20 KPIs on track KPIs monitoring required KPIs off track Annual

Finance & Corporate Resources: Quarter 3 2017/18 Accountancy & Customer Services Actions KPIs 37 KPIs reported on 30 Actions reported on 11 KPIs on track 15 Actions with at least 100% of target 2 Actions greater than 79 and less than 100% of target KPIs monitoring required 10 8 KPIs off track 5 Actions with less or equal to 79% of target 16 Annual KPIs 0 Actions with no target set / ongoing

Finance & Corporate Resources: Quarter 3 2017/18 Accountancy & Customer Services 2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Annual accounts 100% 100% 100% Target - completed on time – 100% qualifications zero (annual) Percentage of 97% Target - registration entries 97% without corrections (annual) Percentage of 100% 100% 90% Target - customers satisfied with 90% quality of Customer Services (annual)  Last qualified accounts 2005-06;

Finance & Corporate Resources: Quarter 3 2017/18 IT: Actions KPIs 3 KPIs reported on 11 Actions reported on 1 KPIs on track 3 Actions with at least 100% of target 1 KPIs monitoring required 4 Actions greater than 79 and less than 100% of target 1 KPIs off track 4 Actions with less or equal to 79% of target 0 Actions with no target set / ongoing 0 Annual KPIs

Finance & Corporate Resources: Quarter 3 2017/18 IT: 2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Percentage of helpdesk 87.2% 88.33% 86.98% 90.93% calls responded to within Target – agreed time 95% Customer satisfaction 0% 94.28% 100% 95.83% with IT Target – 75%

Finance & Corporate Resources: Quarter 3 2017/18 Procurement & Exchequer Services: Actions KPIs 19 KPIs reported on 7 Actions reported on 6 KPIs on track 3 Actions with at least 100% of target 1 KPIs monitoring required 3 Actions greater than 79 and less than 100% of target 5 KPIs off track 1 Actions with less or equal to 79% of target 0 Actions with no target set / ongoing 7 Annual KPIs

Finance & Corporate Resources: Quarter 3 2017/18 Procurement &Exchequer Services: Procurement 2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Percentage of invoices 94.86% 97.4% 98.01% 95.72% paid within 30 days Target – 98% Local spend as % of total 35.77% 43.11% 45% Target – spend (annual) 50% Annual spend over £1k 78.76% 77.15% 90% Target – covered by a contract 95% (annual) Percentage of creditor 97.61% 96.77% 98.87% 98.04% payments made Target – electronically 98%

Finance & Corporate Resources: Quarter 3 2017/18 Procurement &Exchequer Services: Revenues and Benefits 2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Council Tax collection 84.53% 84.36% 85.26% 84.39% rate Target – 72% Days taken to process 1.08 1.11 1.08 1.12 target 2 a crisis grant days HB & CTR days to 8.28 8.22 8.54 13.39 process change in Target – 10 circs. days HB & CTR days to 23.03 22.27 24.70 40.01 process new apps Target – 25 days

Finance & Corporate Resources: Quarter 3 2017/18 Procurement &Exchequer Services: Business Management 2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 % of financial 99.86% 99.9% 99.9% 99.88% transactions paid on Target – time 98% Cost of payroll section per £9.07 Target – transaction (annual) target £9.07 £10.74

Finance & Corporate Resources: Quarter 3 2017/18 Internal Audit: Actions KPIs 8 KPIs reported on 2 Actions reported on 3 KPIs on track 1 Actions with at least 100% of target 0 KPIs monitoring required 1 Actions greater than 79 and less than 100% of target 0 KPIs off track 0 Actions with less or equal to 79% of target 0 Actions with no target set / ongoing 5 Annual KPIs

Finance & Corporate Resources: Quarter 3 2017/18 Internal Audit: 2 0 1 4 -1 5 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 Percentage of Service 100% 100% 100% Target - Audit reports followed by 95% services (annual) Percentage of Internal 100% 100% 100% 100% Audit client satisfaction Target - surveys that are positive 95% Percentage of audit plan 96% 104% 80% Target - completed (annual) 80%

Finance & Corporate Resources: Capital Programme Quarter 3 2017/18 Project Budget £ k Spend £ k Status Corporate ICT 276 145 Projects on going Key Projects: File and e-mail archive • SWAN network • Data Sharing partnership • Revenues & Benefits System • Councillors and visitors WiFi • Flexi system replacement • Disaster recovery • E-mail system upgrade •

Finance & Corporate Resources: Financial Performance Quarter 3 2017/18 Service Budget £ k Actual £ k Forecast Outturn £ k Directorate 2,553 1,962 2,559 Accountancy & 1,104 851 1,104 Customer Services Procurement & 1,389 1,221 1,389 Exchequer Services Totals 5 ,0 4 6 4 ,0 3 4 5 ,0 5 2 The Directorate Service includes Internal Audit, IT and Unions budgets. The department is currently forecasting to be over budget by £6k at year end, every effort will be made over the next quarter to reduce any overspend. The above figures include corporate budgets for pensions, the Valuation Joint Board and charitable rates relief.

Finance & Corporate Resources: Risk Management Key Risks: • Tender prices exceed budget; • Loss of data; • Loss of access to computer systems due to disaster situation; • Core IT systems unavailable; • Service standards not producing outcomes required by the Comhairle; • Contract management not being carried out; • HR/ Payroll servers unavailable to process salaries; • Unauthorised use of Comhairle’s social media accounts; • Lack of ownership for database estate; and • Full service roll out of Universal Credit in Sept 2018 may impact on the number of housing benefit claims to be processed.

Finance & Corporate Resources: Risk Management Mitigation Measures: • Improve research on cost drivers as part of procurement strategy development; • Development of disaster recovery plan and implementation of local plan with NHS Western Isles; • Raise staff awareness to enhance value of controls; • Implement programme for contract management plans; • Training and support to implement contract management framework for Care and Children's Services; • Main account credentials of social media account should only be known by a couple of key users; and • Form a team within IT that are responsible for the management for database estate.

Finance & Corporate Resources: National Fraud Initiative Service Processed Ongoing Not started To date checks Housing benefit 46 10 65 Council Tax 25 3 809 Housing Benefit : • Housing Benefit checks this year have resulted in 2 cases worth £2,251. Council Tax : • All old council tax referrals have been archived by NFI; • A new file has been received this quarter with a large number of cases to be checked, to date this has not resulted in any charges; and • Introduction of electoral roll evidence requirement should result in better quality matches.

Finance & Corporate Resources: Complaints Quarter 3 2017/18 Stage 2 0 1 5 -1 6 2 0 1 6 -1 7 2 0 1 7 -1 8 to Q3 1 7 6 3 (4 upheld / 1 (4 upheld / (1 not upheld / 2 partially upheld / 2 1 partially upheld / partially upheld) not upheld) 1 not upheld) 2 2 1 2 (2 partially upheld) (partially upheld) (1 not upheld / 1 partially upheld)