Public Sector Corporate Services VfM Indicators. Legal Services 2014/15
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1 Public Sector Corporate Services VfM Indicators Legal Services 2014/15 If you have any questions please contact Mohammad Sheikh, on or Phil Haywood, You can also us at IMPORTANT GENERAL GUIDANCE. Guidance and definitions for this questionnaire can be found on the "Guidance" sheet. Please read this before completing the questionnaire. Throughout the questionnaire, you can link to the associated definitions and guidance by clicking on the white '' in the top right corner of each section. To return to the questionnaire please click on the 'Questionnaire' tab at the bottom of the window. In order to try and reduce the problem we have of identifying zeros from missing data, this year we have entered in all data entry cells and you will notice that formulae e.g. totals and carry-forwards all show before any data is entered. Only by overwriting all of the in a table will the total be generated so please do not leave any cells as they are. If the genuine figure is zero then please replace with 0. If the figure is not known/not available, please replace the with na. Please do not enter any comments or data outside the cells provided or within the return , as these are processed automatically and your comment will not be seen. If you wish to make any comments, please enter these in the boxes below. Change of contact details should be ed separately to Benchmarking@cipfa.org. If you do not have figures for the exact categories on the questionnaire, you should make an attempt to estimate the split, as we cannot use figures that are bracketed together and cut across two or more boxes. Key Date Please ensure that the figure you return here is the same for all Streams that you have joined Organisational running costs (expenditure) Organisational FTE Organisational Paybill VfM Legal Services Page 1 of 5 Copyright CIPFA 2015
2 LS1 Cost of the Legal Services function 2014/15 Employee costs (including employers NI, pension and recruitment costs) External legal services (solicitors, counsel etc) IT costs Accommodation costs Supplies / consumables Library / publications Learning and development / training costs (LS6) Other costs Total cost of the Legal Services function External income Total cost of the Legal Services function net of income LS1(a) LS1(b) Cost of the Legal Services function as a percentage of organisational running costs (expenditure) Cost of the Legal Services function net of income as a percentage of organisational running costs (expenditure) LS2 The cost of in-house and externally sourced legal work 2014/15 Total cost of the in-house legal function Total cost of externally sourced legal work Total cost of the Legal Services function as per LS1 above LS2(a) LS2(b) The cost of the in-house legal function as a percentage of the total legal function cost The cost of externally sourced legal work as a percentage of the total legal function cost VfM Legal Services Page 2 of 5 Copyright CIPFA 2015
3 LS3 Commissioner / User Satisfaction indices Where you are using our online user and commissioner surveys we will receive your results automatically and you can leave this section blank. Where you are using your own surveys you will have to feed back your average scores using the table below. Report to one decimal place. For the purpose of calculating average scores please use the following scoring system. strongly disagree = 1 disagree = 2 neither agree nor disagree = 3 agree = 4 strongly agree = 5 Commissioner Survey Average Scores The legal services function provides quality advice within agreed timeframes The legal services function contributes effectively to the organisation's governance, planning and policy processes The legal service reacts promptly when something goes wrong and acts effectively to address issues raised The legal service contributes effectively to managing the organisation's risk Legal services provide value for money User Survey Average Scores The lawyer was accessible and had regard to any changing needs The advice provided by the lawyer was consistent and clear The lawyer's advice was constructive The lawyer kept me informed of progress The advice was provided within an agreed timeframe VfM Legal Services Page 3 of 5 Copyright CIPFA 2015
4 LS4 Management Practice Indicators MP1 MP2 MP3 A time recording system is in place and all legal staff record their time against legal matters The most senior officer in the organisation with a dedicated legal role has a seat on the corporate management team The legal unit has costed its internal legal services and developed charge-out rates for its internal lawyers MP4 All requests for legal services are coordinated through the legal services unit MP5 MP6 MP7 MP8 The legal unit has a formal business planning process which deals with its ability to deliver programmes and services A rigorous process of market testing is adopted when purchasing external legal services involving comparative analysis of all relevant costs and benefits Our tender specification(s) accurately reflect the expected need for legal services We do not have 'evergreen' contracts (contracts that have no expiry date or that include a 'perpetual option') MP9 MP10 The legal unit undertakes periodic reviews (at least biennially) of their legal services arrangements to ensure they continue to give value for money to the organisation There are personal development plans for all legal staff linked to the business planning process and the organisation's objectives Score LS5 Cost of the legal function per full time employee (FTE) Total cost of the Legal Services function (from LS1) Total number of employees in organisation (excluding casual staff) (FTE) LS5 Cost of the legal function per FTE LS6 Cost of learning and development activity as percentage of the total pay-bill Please ensure that you have included LS6 in LS1 Total cost of learning and development (from LS1) Total pay-bill LS6 Cost of learning & development activity as % the total pay-bill LS7 Total number of complaints received per legal employee Total number of complaints against legal services staff received Total number of legal services employees (head count) LS7 Number of complaints received per legal employee VfM Legal Services Page 4 of 5 Copyright CIPFA 2015
5 LS8 Cost per hour of providing legal work Total cost of the in-house Legal Services function (from LS2) Total (annual) charged hours LS8 Cost per chargeable hour LS9 Ratio of qualified legal employees (FTE) to total legal employees (FTE) Ratio of legal staff (FTE) to support staff (FTE) Total number of legal FTE Professionally qualified legal FTE Total number of support / administrative staff (FTE) LS9(a) Ratio of qualified legal employees (FTE) to total legal employees (FTE) LS9(b) Ratio of legal staff (FTE) to support staff (FTE) General Comments VfM Legal Services Page 5 of 5 Copyright CIPFA 2015
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