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

Performance Management 2018/19: Quarter 2 Policy and Resources Committee Director of Finance and Corporate Resources

Fina nanc nce e & Corpo porate ate Resou ources: : Over eral all Perfor formanc ance e at Quarter ter 2 2018/ 8/19 19

Fina nanc nce e & Corpo porat ate e Resou ources: : Acti tion ons Quarte ter 2 2018/ 8/19 19 Accountancy & Customer Services IT Internal Audit Procurement & Exchequer Services 0 2 4 6 8 10 12 On Track Monitoring Required Off Track

Fina nanc nce e & Corpo porat ate e Resou ources: : Perfo forman ance e Indi dicat ator ors Quar arte ter 2 2018 18/1 /19 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

Fina nanc nce e & Corpo porat ate e Resou ources: : Quarte ter 2 2018/ 8/19 19 Accountancy cy and Cust stomer Service vices 2015/16 2016/17 2017/18 2018/19 Annual accounts 100% 100% 100% Target completed on time – 100% qualifications zero (annual) Percentage of 16/17 still 92.27% Target registration entries to be (target 97% without corrections checked by 97%) (annual) NEW for Registrars 2016/17 of Scotland Percentage of customers 100% 100% 100% Target satisfied with quality of (target (target 90% Customer Services 90%) 90%) (annual) Last qualified accounts 2005-06; 

Fina nanc nce e & Corpo porat ate e Resou ources: : Quarte ter 2 2018/ 8/19 19 IT IT 2015/16 2016/17 2017/18 2018/19 Percentage of helpdesk 87.92% 84.68% 90.01% 94.12% target 95% calls responded to within agreed time Customer satisfaction 94.44% 85.71% 100% 100% with IT

Fina nanc nce e & Corpo porat ate e Resou ources: : Quarte ter 2 2018/ 8/19 19 Exchequer Service vices: s: Procu curement 2015/16 2016/17 2017/18 2018/19 Percentage of invoices 94.21% 97.93% 97.85% 95.33% paid within 30 days Local spend as % of total 43.11% 45% 45.27% Target – 51% spend (annual) Annual spend over £1k 77.15% 90% 73.03% Target – 96% covered by a contract (annual) Percentage of creditor 97.95% 98.46% 97.55% 98.63% - payments made target electronically 98.50%

Fina nanc nce e & Corpo porat ate e Resou ources: : Quarte ter 2 2018/ 8/19 19 Exchequer Servi vice ces: s: Business ss Management 2015/16 2016/17 2017/18 2018/19 % of financial 99.98% 99.7% 99.83% 99.91% transactions paid on Target – time 99.80% Cost of payroll service £9.07 £11.77 £11.77 per transactions (Target £10.74)

Fina nanc nce e & Corpo porat ate e Resou ources: : Quarte ter 2 2018/ 8/19 19 Exchequer Service vices: s: Revenues s & Benefits fits 2015/16 2016/17 2017/18 2018/19 Council Tax collection 57.82% 58.32% 57.62% 58.40% - rate target 48.12% Days taken to process a 1.08 1.12 1.35 1 day – crisis grant target 2 days HB & CTR days to 7.16 7.14 7.65 11.77 days process change in circs. – target 10 days HB & CTR days to 19.54 22.77 21.8 28.5 days process new apps – target 25 days

Fina nanc nce e & Corpo porat ate e Resou ources: : Quarte ter 2 2018/ 8/19 19 Inte ternal Audit 2015/16 2016/17 2017/18 2018/19 Percentage of audit 100% 100% 100% 100% recommendations Target – accepted by 90% Management Percentage of Internal 100% 100% 93% 100% - Audit client satisfaction target surveys that are 95% positive Percentage of audit 104% 80% 97.27% Target – plan completed 80% (annual)

Fina nanc nce e & Corpo porat ate e Resou ources: : Capi pita tal Prog ogram amme e 2018 18/1 /19 Project Budget £k Spend £k Status Corporate ICT 180 34 In progress Flexi System 3 0 In progress Revenues & 4 4 Complete Benefits System Key Projects: Data sharing partnership • Flexi system replacement •

Fina nanc nce e & Corpo porat ate e Resou ources: : Fina nanc ncial al Perfo forman ance e Quar arte ter 2 2018 18/1 /19 Service Budget Actual Outturn £k £k £k Directorate 2,527 1,263 2,527 Accountancy & Customer 1,186 582 1,186 Services Exchequer Services 1,568 1,000 1,568 Totals The Department’s specific carry forward from 2017/18 includes: internal audit training costs and an evaluation tool for procurement. MacMillan Benefits Uptake funding has been approved until 2020, match funding of £22k will also be funded from the carry forward. The remaining £50k will be earmarked for future efficiency savings. The above figures include corporate budgets for pensions and charitable rates relief.

Fina nanc nce e & Corpo porat ate e Resou ources: : Risk Mana nage gemen ent Key Risks: Loss of access to computer systems due to disaster situation in the • Comhairle; Loss of data – unauthorised access to confidential information; • Services standards not producing outcomes; and • Contract management not being carried out. • Mitigation Measures: Disaster recovery service available; • Improved research on cost drivers as part of procurement strategy; • Induction training for staff, installation of firewalls and software to • prevent unauthorised access; Increase awareness to managers and staff through training; and • Ensure passwords changed and access removed if staff leave. •

Fina nanc nce e & Corpo porat ate e Resou ources: : Nati tion onal Fraud ud Initi tiat ative Overall Summary: Processed Investigating Cleared Frauds Errors Total Recovering Recovering £ 530 6 492 0 37 £6260.75 24 £5801.15 Service Processed Ongoing Frauds Errors Outcome Housing Benefit Council Tax 313 4 0 28 £6260.75 Housing Benefit: Housing Benefit checks to date have resulted in £1.6k of overpayments being • identified and are being recovered. Council Tax: All old council tax referrals have been archived by NFI; and • Introduction of electoral roll evidence requirement should result in better quality • matches.

Fina nanc nce e & Corpo porat ate e Resou ources: : Nati tion onal Fraud ud Initi tiat ative Report Total Processed In Frauds Errors Outcome Quality progress Payroll to 25 24 0 0 0 £0 High payroll Payroll to 7 7 0 0 0 £0 Info pensions Payroll to 30 30 0 0 0 £0 High/ creditors Address Procurement 73 46 2 0 0 £0 High/ Address Total 135 107 2 0 0 £0

Fina nanc nce e & Corpo porat ate e Resou ources: : Compl plai aint nts Quar arte ter 2 2018 18-19 19 Stage 2016/17 2017/18 2018/19 1 6 8 2 (4 upheld, (3 upheld, (1 upheld, 1 partially upheld, 2 partially upheld, 1 not upheld) 1 not upheld) 3 not upheld) 2 1 3 0 (2 parts upheld, (2 partially upheld, 1 partially upheld, 1 not upheld) 1 not upheld)

Fina nanc nce e & Corpo porat ate e Resou ources: : Conc nclus usion ons Summary Implementation of Teachers new pay and conditions for Payroll • to ensure all teachers paid correctly; Completion of WiFi roll out; • External audit of Financial Accounts; • High referral of investigations to Internal Audit over the quarter; • Conclusion of work connecting the Disaster Recovery site to the • network; Unplanned staffing absence in Entitlement and Assessment team • resulted in emergency measures implemented to maintain targets; System upgrade to Authority Financials – creditors; and • Customer Services survey returned with excellent results. •

Fina nanc nce e & Corpo porat ate e Resou ources: : Conc nclus usion ons Prioritie ities s for Next xt Quarter Community Conversations with Third Sector and community groups; • Continued work on teachers changes with HR/Payroll provider and • consultation with Education, HR and Unions; Ongoing work on Internal Audit operational plan; • Customer Service Strategy report to committee on approach and action • to support transformation; Contract to be put in place for vehicle fuel, sheriff officers and payment • processing; Rollout of website user updates to departments; • Contract awarded for the Lews Castle Regeneration project; • Preparation for PSN accreditation for 2018-19; • Training on new version of Debtors system; and • Ongoing work on the time recording system. •