We propose that further follow up work is performed in this respect and reported to the next meeting of the Audit Panel.

Transcription

1 FOLLOW UP - Use of Agency Staff Appendix 6c Following the issue of the final Internal Audit report in July 006 a follow up review was performed during January 007 to determine the progress made in implementing the agreed recommendations. The progress that has been made is detailed below. It should be noted that the recommendations have been partially implemented and in some cases this is a result of the recommendations impact on the Authority s efficiency review of the use of agency staff. The findings of the efficiency review are due to be presented to the next meeting of the Performance Review Advisory Group (PRAG) in February 007. It is anticipated that the respective recommendations will then be fully implemented. We propose that further follow up work is performed in this respect and reported to the next meeting of the Audit Panel. The status of the recommendations is as follows: - Ref. 1 Detailed It is recommended that procedures should be established and accessible by all staff, to support all appointments of temporary agency staff. The guidance as a minimum should encompass the following procedures: Documentation to be completed and Information Required Authorisation and Approval Requirements Notification to Human Resources Induction Requirements Data Security and Access Controls Audit testing showed that guidance for the engagement of non-gla staff has been produced which covers all respective areas as outlined within the recommendations. We have been informed by management that this guidance is due to be reviewed and approved at the next Performance Review Advisory Group (PRAG) in February 07 after which it will be made available to managers via the GLA s intranet. Report 6c page 1 of 6

2 Detailed Actions to be taken when the agency staff leaves the Authority Monitoring of trigger points to ensure that the agency temps do not remain in post for excessive periods of time, when a fixed term contract would be more appropriate. It is recommended that details of ALL temporary agency staff hired directly by line managers should be notified to Human Resources and details should be recorded on the Database. The Authority s Staff Identify Card Authorisation Form has been amended to make provision for the Human Resources team to sign the form confirming that the temporary/agency workers details have been added to the Resource Link system. While the revised document was not available on the HR Intranet link at the time of our audit, management has assured us that the document has been scheduled for updating on the HR link on the Intranet system. It was evident however, that existing temporary staff employed directly by line managers have not been identified within the Resource Link system. However, a control established within the security system deactivates any Report 6c page of 6

3 Detailed temporary passes at the end of the identified period. If no end date has been provided, these security passes deactivate after six months. Report 6c page 3 of 6

4 3 Detailed It is recommended that the standard induction booklet for new starters should be issued to all new temporary staff, Irrespective of whether the hire is arranged via the Human Resources Team or the line manager, responsibility must be assigned for issuing the booklet and providing an appropriate induction. We have been informed that the induction booklet will now be sent to new temporary staff when the HR department is notified of the appointment through the new proposed procedures. However, this arrangement was not operating at the time of the audit, as the new proposed procedures had not been fully implemented. Induction information is available on the GLA s intranet page within the new joiners zone, which has information on evacuation and first aid as well as GLA corporate identity guidelines. 4 It is recommended that formal contract rates should be established with those agencies from which regular temporary staff are obtained, or long term temporary contracts have been established with. Responsibility for ensuring that the frequency and use of agencies and the value of money spent is being identified and used in the decision process to establish contract rates. This issue has been subject to an efficiency review by the Authority and a decision on the best course of action to be taken by the GLA is due to be made by the Performance Review Advisory Group (PRAG) based on a number of proposed options. The next meeting of the group is due in February 07. Report 6c page 4 of 6

5 5 Detailed It is recommended that management should provide further clarification to officers, as to whether the approved GLA Contracts Code should be extended to include the appointment of temporary agency staff or whether such appointments will be supported under separate guidance. Further clarification of this point has been included in the new guidance to managers which is due to be approved at the next Performance Review Advisory Group meeting in February 07 and will then be communicated to managers. 6 It is recommended that all responsible officers should be reminded of the need to ensure that payments to agencies should be supported by approved timesheets, in the event that the timesheet is misplaced, then a clearly marked copy of the original timesheet should be obtained prior to authorisation for payment. Fully Implemented A circular has been produced by Financial Services and at the time of the audit this document was in the process of being circulated to all Directorate Business Managers reminding them of the correct procedures for approving temporary staff timesheets. 3 7 It is recommended that robust controls should be maintained and adhered to by all personnel regarding the early notification of the departure of temporary agency staff from the premises. In particular, when a temporary agency worker concludes their employment with the GLA, the responsible line manager should take responsibility for ensuring that: Corporate Services management have confirmed that a draft procedure for a one stop shop has been drawn up to address this recommendation. It is envisaged that the procedures will be signed off at a meeting of relevant Corporate Services staff on 30 January 007 for implementation in March Report 6c page 5 of 6

6 Detailed Security Team is notified to disable the security pass Technology Group is notified to remove IT access Human Resources are notified to remove user from the Connect directory system. 8 It is recommended that monitoring of agency staff should be co-ordinated by the Human Resources Team and that the Database should be extended where appropriate to accommodate details of all temporary agency appointments, including reason and period of appointment, line manager, rates levied and agency provider etc. Key checks should be provided to monitor the periods of ongoing temporary agency staff use and costs and where appropriate this information should be reported to the Executive Director of Corporate Services and Executive Director of Finance and Performance at agreed intervals. Once the new procedures are operational and all temporary/non-gla staff is recorded on the Resource Link system, the period of employment will be recorded and work will be carried out to accommodate effective monitoring of temporary staff usage and issues surrounding equalities. Currently the Resource Link system does not have the facility to record the reason for temporary employment or the agencies used and rates levied. However, at the time of the audit HR management was reviewing the field options and the needs of users in respect of this information. Report 6c page 6 of 6