Statutory performance indicators. Direction 2014 and Guidance

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1 Statutry perfrmance indicatrs Directin 2014 and Guidance Prepared by Audit Sctland January 2015

2 The Accunts Cmmissin The Accunts Cmmissin is the public spending watchdg fr lcal gvernment. We hld cuncils in Sctland t accunt and help them imprve. We perate impartially and independently f cuncils and f the Scttish Gvernment, and we meet and reprt in public. We expect cuncils t achieve the highest standards f gvernance and financial stewardship, and value fr mney in hw they use their resurces and prvide their services. Our wrk includes: securing and acting upn the external audit f Sctland s cuncils and varius jint bards and cmmittees assessing the perfrmance f cuncils in relatin t Best Value and cmmunity planning carrying ut natinal perfrmance audits t help cuncils imprve their services requiring cuncils t publish infrmatin t help the public assess their perfrmance. Yu can find ut mre abut the wrk f the Accunts Cmmissin n ur website: Audit Sctland is a statutry bdy set up in April 2000 under the Public Finance and Accuntability (Sctland) Act We help the Auditr General fr Sctland and the Accunts Cmmissin check that rganisatins spending public mney use it prperly, efficiently and effectively.

3 Directin 2014 Cntents Directin Guidance... 7 Intrductin... 7 Detailed audit guidance Cntact infrmatin Statutry perfrmance indicatrs Page 3

4 Directin 2014 Directin 2014 Frewrd The Accunts Cmmissin has a statutry respnsibility t define the perfrmance infrmatin that cuncils must publish in the fllwing financial year. This Directin sets ut the range f perfrmance infrmatin fr the 2015/16 financial year that the Cmmissin requires cuncils t cllect and reprt in public. The Cmmissin has retained the schedule f statutry perfrmance indicatrs as set ut in the Directins fr 2012 and This prvides cntinuity t supprt further prgress with the Lcal Gvernment Benchmarking Framewrk (LGBF) and cuncils public perfrmance reprting arrangements. We retain three headline indicatrs in relatin t crprate management characteristics, service perfrmance and reprting thrugh the LGBF. The Cmmissin welcmes the prgress made by cuncils t develp their perfrmance data set thrugh the LGBF. In 2014, we have seen the LGBF start t mature as a resurce, with three years f cmparable infrmatin giving trend infrmatin and analysis. The Cmmissin als acknwledges the brad prgress made by cuncils in hw they reprt their perfrmance in public, including Statutry Perfrmance Indicatrs, evidenced by its 2014 review f public perfrmance reprting which we shared with cuncils earlier this year. Since 2008, the Cmmissin has taken steps t develp a mre flexible apprach t its statutry respnsibility. The 2008 Directin reduced statutry indicatrs frm 58 t 25 and in 2012 the Cmmissin reduced the number f indicatrs t three. This shift reflected the lcal gvernment cmmunity s cmmitment t the LGBF and the prgress made twards this. The Cmmissin recgnises it is time t reflect n prgress since 2008 and hw its apprach is taken frward. During 2015, the Cmmissin will review its strategy in relatin t statutry perfrmance infrmatin. It will review prgress and plan its apprach t prmte cntinuus imprvement in the quality f perfrmance infrmatin frm, and reprting by, cuncils. A key requirement is that the public can cmpare perfrmance acrss cuncils and ver time. As part f this review, the Cmmissin will, in June 2015, cnsider a fifth reprt n prgress by cuncils n their public perfrmance reprting against the three statutry perfrmance Indicatrs. Audit Sctland staff will write t yu early in 2015 with mre detail abut the prcess. The Cmmissin will prvide cuncils with infrmatin frm this review f public perfrmance reprting t help infrm imprvement wrk. In due curse, I will als write t yu t utline the Cmmissin s plans fr statutry perfrmance infrmatin and mnitring f public perfrmance reprting. Duglas Sinclair Chair f the Accunts Cmmissin fr Sctland December 2014 Page 4 Statutry perfrmance indicatrs

5 Directin 2014 LOCAL GOVERNMENT ACT 1992 THE PUBLICATION OF INFORMATION (STANDARDS OF PERFORMANCE) DIRECTION This Directin is given by the Accunts Cmmissin fr Sctland ( the Cmmissin ) under sectin 1(1)(a) f the Lcal Gvernment Act 1992, which requires the Cmmissin t direct relevant bdies t publish such infrmatin relating t their activities in any financial year r ther specified perid as will, in the Cmmissin s pinin: facilitate the making f apprpriate cmparisns (by reference t the criteria f cst, ecnmy, efficiency and effectiveness and f securing best value in accrdance with sectin 1 f the Lcal Gvernment in Sctland Act 2003) between i. the standards f perfrmance achieved by different relevant bdies in that financial year r ther perid; and ii. the standards f perfrmance achieved by such bdies in different financial years r, as the case may be, ther perids 2. This Directin is given t all lcal authrities and t jint cmmittees and jint bards, as defined by the Lcal Gvernment (Sctland) Act 1973, and amended by the Lcal Gvernment etc. (Sctland) Act Each f the bdies referred t in paragraph 2 shall, in accrdance with sectin 13 f the Lcal Gvernment in Sctland Act 2003 and assciated regulatins and guidance frm Scttish Ministers: a. publish the infrmatin specified in the schedule t this Directin fr all thse activities which are carried ut by the bdy b. ensure that publicatin facilitates the making f cmparisns where apprpriate and pssible with perfrmance fr thse activities which were als specified in 2014/15 (2013 Directin). 4. The perid fr which the infrmatin in the schedule must be published is the financial year ending 31st March In the schedule, the term Best Value shall be interpreted in accrdance with the definitin and requirements f Part 1 f the Lcal Gvernment in Sctland Act Statutry perfrmance indicatrs Page 5

6 Directin 2014 Schedule Crprate management SPI 1: Each cuncil will reprt a range f infrmatin, sufficient t demnstrate that it is securing Best Value in relatin t: respnsiveness t its cmmunities revenues and service csts emplyees assets prcurement sustainable develpment equalities and diversity. Service perfrmance SPI 2: Each cuncil will reprt a range f infrmatin sufficient t demnstrate that it is securing Best Value in prviding the fllwing services (in partnership with thers where apprpriate): benefits administratin cmmunity care criminal justice scial wrk cultural & cmmunity services cvering at least sprt & leisure, museums, the arts and libraries planning (bth envirnmental and develpment management) educatin f children child prtectin and children s scial wrk husing & hmelessness prtective services including envirnmental health, and trading standards rads and lighting waste management services Lcal Gvernment Benchmarking Framewrk SPI 3: Each cuncil will reprt its perfrmance in accrdance with the requirements f the Lcal Gvernment Benchmarking Framewrk. Page 6 Statutry perfrmance indicatrs

7 Guidance Intrductin Purpse f the guidance 1. This guidance prvides appinted auditrs and their teams with an utline f the prcess fr assessing each cuncil's respnse t the Directin Further detail will be prvided in the spring 2016, in a pr frma fr cmpletin by the end f September The guidance als prvides sme further infrmatin t cuncils, in supprt f the Directin. It aims t assist their understanding f the prcess and purpse f the tw stages f the assessment. Legislatin 3. Sectin 1(1)(a) f the Lcal Gvernment Act 1992 (1992 Act), gives the Accunts Cmmissin the pwer t direct relevant bdies t publish such infrmatin relating t their activities in any financial year r ther specified perid as will, in the Cmmissin s pinin, facilitate the making f apprpriate cmparisns (by reference t the criteria f cst, ecnmy, efficiency and effectiveness and f securing best value in accrdance with sectin 1 f the Lcal Gvernment in Sctland Act 2003) between: the standards f perfrmance achieved by different relevant bdies in that financial year r ther perid; and the standards f perfrmance achieved by such bdies in different financial years r, as the case may be, ther perids. 4. The 1992 Act lays a duty upn each cuncil t ensure that it has in place such arrangements fr cllecting, recrding, and publishing perfrmance infrmatin that will allw it t cmply with a Directin frm the Cmmissin. 5. The Lcal Gvernment in Sctland Act 2003 places a statutry duty n cuncils t make arrangements t secure cntinuus imprvement in their perfrmance and it als places a statutry duty n cuncils fr the reprting t the public f the utcme f the perfrmance f functins. Statutry guidance published in sets ut arrangements cuncils shuld make fr securing Best Value and includes the statement: Public Perfrmance Reprting shuld give stakehlders infrmatin that allws them t make infrmed judgements abut public services, t cntribute t decisins abut what standards f service shuld be pursued, and t challenge perfrmance in the interests f future service imprvement. T be prductive, Public Perfrmance 1 The Lcal Gvernment in Sctland Act 2003 Best Value Guidance: Measures t Supprt Public Perfrmance Reprting, Best Value Task Frce, April Statutry perfrmance indicatrs Page 7

8 Reprting (PPR) has t invlve the right infrmatin ging in the right way t the right peple at the right time. 6. The appinted auditr s statutry duty in relatin t the perfrmance infrmatin is set ut in sectin 99 (d) f the Lcal Gvernment (Sctland) Act 1973 (as inserted by sectin 3(2) f the Lcal Gvernment Act 1992). The auditr's duty is t be satisfied that the cuncil has Made adequate arrangements fr cllecting and recrding infrmatin, and fr publishing it, as are required fr the perfrmance f their duties. The Accunts Cmmissin Directin and the Lcal Gvernment Benchmarking Framewrk 7. Frm the early 1990s until 2012/13, the Accunts Cmmissin/Audit Sctland annually cllated and published detailed SPI infrmatin fr the main cuncil service areas set ut in each year's Directin, tgether with cuncil prfiles and a cmpendium f cuncil perfrmance data. 8. Until the Directin 2012, the Accunts Cmmissin had retained much the same style f Directin (with minr amendments) since The change f apprach in 2012 reflected the Cmmissin s aim f prviding flexibility fr cuncils t develp their wn brad set f cmprehensive infrmatin fr public perfrmance reprting. In the frewrd t the Directin 2012, the Cmmissin acknwledged the lcal gvernment cmmunity s develpments t imprve perfrmance infrmatin thrugh the Lcal Gvernment Benchmarking Framewrk (LGBF). 2 This prvides a benchmarking framewrk fr Scttish cuncils, cvering majr service areas. 9. LGBF indicatrs draw n existing perfrmance infrmatin, including cuncils' financial returns t the Scttish Gvernment and ther indicatrs surced frm gvernment departments and the Scttish Husehld Survey. The Directin 2012 included a new SPI (SPI 3) fr cuncils t reprt their perfrmance in accrdance with the LGBF. The Directins 2013 and 2014 retain SPIs 1, 2 and 3 as set ut in the Directin The Directin issued by the Accunts Cmmissin in December 2014 relates t perfrmance infrmatin fr cllectin during the financial year 2015/16 and subsequent public reprting. Fr clarity the time line f activity relating t the Directin 2014 is illustrated belw. 2 Lcal Gvernment Benchmarking Framewrk Page 8 Statutry perfrmance indicatrs

9 December 2014 Accunts Cmmissin Directin published April March 2016 Cuncils cllate perfrmance data (and may begin t publish sme infrmatin) April March 2017 Summer/ autumn 2016 Cuncils publish perfrmance infrmatin fr 2015/16 t meet the Directin 2014 and ther relevant requirements and guidance Appinted auditrs' teams undertake the stage 1 assessment f the arrangements Stage 1 cmpleted assessment prfrmas returned t Perfrmance Audit and Best Value Grup (PABV) Stage 1 findings are reprted in the annual audit reprts April July 2017 Stage 2 assessment f the cntent f PPR undertaken by PABV in cnsultatin with the audit team Stage 2 findings reprted t the Accunts Cmmissin Stage 2 individual assessments prvided t each cuncil Autumn 2017 Stage 2 assessment findings reprted in annual audit reprts Cuncil arrangements 11. The Accunts Cmmissin is nt prescriptive abut hw cuncils fulfil the requirements f the Directin, hwever the arrangements a cuncil puts in place shuld mean that it: establishes systems and prcedures t ensure that the infrmatin is gathered checks that, as far as is practicable, the infrmatin gathered fr publicatin is cmplete and accurate retains all wrking papers and any ther surces which may be examined by appinted auditrs, and is able t make these available n request places the perfrmance infrmatin required by the Directin in the public dmain maintains a publicly available recrd f the reprted infrmatin infrms all cuncil fficers invlved in the cllectin and reprting f infrmatin f relevant requirements and guidance in relatin t Best Value, SPIs, the LGBF and PPR. 12. In determining the infrmatin t be reprted, each cuncil shuld cnsider and, where apprpriate, reflect: hw effectively it is securing Best Value, including using trend and cmparative infrmatin the perfrmance reprting requirements f any ther legislatin achievement against their single utcme agreements with the Scttish Gvernment Statutry perfrmance indicatrs Page 9

10 indicatrs/measures in relevant suites r framewrks f perfrmance infrmatin determined by gvernment, regulatry agencies, prfessinal assciatins r thers natinal standards and targets fr service delivery lcal service pririties and bjectives service user views. The rle f audit 13. The rle f the auditr is nt t ensure that the published perfrmance data is accurate; that is the respnsibility f each cuncil. The auditr's rle is t assess if apprpriate arrangements are in place and hw effectively these respnd t the requirements f the Cmmissin's Directin. 14. The assessment prcess has tw phases. The first is frward-lking; the lcal appinted auditr is required t assess whether the plans and arrangements t generate perfrmance infrmatin and public perfrmance reprts meet the requirements f the Cmmissin's Directin. Nte: The assessment f the plans and arrangements fr meeting the Directin 2013 (published December 2013), relating t perfrmance data fr the 2014/15 financial year, shuld be undertaken by the auditr in the summer/autumn Accrdingly, the auditr shuld undertake the assessment fr the Directin 2014, relating t perfrmance data fr the 2015/16 financial year, in summer/autumn 2016/ The secnd assessment phase is t cnfirm that the cuncil has discharged its respnsibilities in relatin t the Directin. The Audit Sctland Perfrmance Audit and Best Value grup (PABV) will undertake an assessment f the effectiveness f the cuncils' arrangements and liaise with the lcal auditr fr each cuncil at key stages f this wrk. Nte: The assessment f the effectiveness f the arrangements fr meeting the Directin 2012 (published in December 2012) relating t perfrmance data fr the 2013/14 financial year and subsequently published during 2014/15, will be undertaken by the Perfrmance Audit and Best Value (PABV) grup in cnsultatin with the appinted auditr in the spring Accrdingly, the effectiveness f the arrangements fr meeting the Directin 2013 and 2014 Directin will be assessed in spring 2016 and in spring 2017 respectively. Detailed audit guidance Stage 1 - Assessing the cuncil's plans and arrangements 16. Auditrs must assess whether adequate arrangements are in place fr cllectin and publicatin f accurate and cmplete infrmatin in relatin t SPIs 1, 2 and 3. The audit prcess bradly replicates last year's requirements. Page 10 Statutry perfrmance indicatrs

11 17. Please nte that it is expected that the LGBF indictrs will frm a large part f the cuncil s PPR infrmatin. Hwever, in additin t a cmparative analysis f the LGBF indicatrs, cuncils shuld als include lcal PIs, custmer satisfactin infrmatin, trends ver time, and cverage f imprvement pririties and plans. 18. It is nt the duty f auditrs t cllate and check data n behalf f the cuncil. Hwever, they need t assess if apprpriate arrangements are in place and hw effectively these respnd t the requirements f the Cmmissin's Directin. Auditrs shuld take int accunt the extent t which they can take cmfrt frm internal audit wrk (r ther internal assessment prcesses) undertaken t verify the adequacy f arrangements and the cmpleteness and accuracy f perfrmance infrmatin. Assurance may als be derived frm the wrk f ther scrutiny bdies, including regulatrs and inspectin agencies, and frm independently verified quality assurance systems. 19. The appinted auditr will: Ascertain whether the fficer(s) respnsible fr crdinating PPR and LGBF PIs are fully aware f their respnsibilities Perfrmance measures and data Check that the cuncil has aligned perfrmance measures t key pririties and utcmes Ascertain the cuncil's plans fr cllecting perfrmance data including surces Ascertain the cuncil s arrangements fr checking and verifying that infrmatin is accurate and cmplete Check lcal indicatr definitins are agreed and recrded Check that definitins, arrangements fr cllectin, verificatin and reprting arrangements are dcumented and cmmunicated t all staff invlved and are understd Check arrangements are in place t keep evidence and supprting papers. Public perfrmance reprting Cnfirm that the cuncil has a strategic apprach t public perfrmance reprting that meets legislative requirements Check that the cuncil s reprting plans cver the specific criteria fr reprting listed in SPI 1 and 2 Ascertain the timescale and publicatin timetable Ascertain the cuncil s planned timetable and prcedures fr reprting the Lcal Gvernment Benchmarking Framewrk indicatrs Ascertain the reprting arrangements Range f mechanisms and frmats Statutry perfrmance indicatrs Page 11

12 Wh PPR is intended t reach, e.g. the general cmmunity, specific cmmunities f interest, service users, members f the public with visual impairments The varying levels f detail available, e.g. infrmatin is presented in different levels f detail t meet the needs f different audiences Check whether the cuncil has cnsidered what infrmatin its cmmunities want t see and is using a range f methds t make sure that infrmatin is readily accessible. Fr example, publishing infrmatin in lcal newspapers, n the cuncil website, using scial media, publicatin and distributin f infrmatin in leaflets etc. Check the cuncil s plans t publish: Lcal indicatrs SOA perfrmance Direct cmparisns with ther cuncils Cmparisns f perfrmance ver time and against targets Qualitative assessments e.g. citizen user/surveys Feedback abut hw custmer views have been used t imprve services Scrutiny bdy assessments Declining r under-perfrmance as well as achievements Explanatin f underperfrmance Imprvement plans and targets Whether there are details abut hw t access mre detailed and additinal infrmatin (sign psting). 20. Timing and reprting - The appinted auditr will: Cmplete the stage 1 audit wrk and return the cmpleted pr frma t by 30 September The pr frma will be sent t the appinted auditr in spring 2016 and published n the Audit Sctland website. Highlight in the auditr s annual reprt (t cuncillrs and the Cntrller f Audit) that the audit f SPIs 1 t 3 is a tw stage prcess. The initial stage, appraising arrangements, will be reprted in the annual audit reprt. The secnd stage, assessing the quality f PPR, will be reprted t the Accunts Cmmissin in the fllwing May/June and then subsequently in the annual audit reprt prduced that year. Highlight, in the auditr s annual reprt, the respective statutry duties and respnsibilities f cuncil and auditr in relatin t the SPI Directin and Guidance, including any significant issues arising frm the audit wrk and the auditr's recmmendatins abut areas in need f imprvement. Page 12 Statutry perfrmance indicatrs

13 Stage 2 - Appraise the cntent f PPR 21. The Audit Sctland PABV business grup will: Liaise with the appinted auditr regarding the cuncil's plans and systems fr PPR. Liaise with the cuncil t seek detailed 'signpsting' f web based PPR and cpies f any key examples f PPR nt available n the web. The appinted auditr will be cpied int any related cmmunicatins with the cuncil. Check that published PPR infrmatin includes all the elements described in SPIs 1 t 3. Assess the quality f PPR against criteria, including the extent t which the cuncil has included: lcal perfrmance indicatrs SOA perfrmance scrutiny bdy assessments cntextual infrmatin custmer/citizen satisfactin levels with the cuncils services feedback abut hw custmer views have been used t imprve services cmparisns f perfrmance ver time, against targets and with ther cuncils infrmatin and explanatins abut declining r under-perfrmance as well as achievements imprvement plans and targets methds t ensure accessibility f infrmatin t all members f the cmmunity the reader's access t mre detailed r further infrmatin 22. Timing and reprting the Audit Sctland PABV grup will: Analyse published PPR relating t the Directin 2014, in the spring f Liaise with appinted auditrs n a factual accuracy check f the draft individual cuncil assessments. PABV will prvide the auditr with the draft assessment fr cmment r queries, in advance f sending the draft assessment t the cuncil. The auditr shuld discuss any resulting factual accuracy cmments with the cuncil and return relevant cmments and any additinal infrmatin r evidence t PABV. PABV will advise the auditr and cuncil f any resulting changes t the assessment resulting frm the factual accuracy check. Reprt n prgress with PPR t the Accunts Cmmissin in May/June Distribute t cuncils relevant infrmatin frm the assessment as directed by the Accunts Cmmissin, such as the individual cuncil assessments and examples f gd practice. Statutry perfrmance indicatrs Page 13

14 Accunts Cmmissin cnsideratin f strategic apprach t SPIs 23. During 2015/16 the Accunts Cmmissin plans t cnsider its lng-term bjectives relating t SPIs in the cntext f the legislative framewrk fr SPIs; cuncils' prgress with the LGBF; and the Cmmissin's ther wrk, including Best Value audits. The Cmmissin's cnclusins n hw it intends t take frward its apprach t SPIs and PPR will be cmmunicated t appinted auditrs and cuncils in due curse. Cntact infrmatin If yu have any queries abut this guidance, please with yur query and cntact details. 29 January 2015 Page 14 Statutry perfrmance indicatrs

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