Report Performance Board

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Wilfred Willis
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Report Board Part 1 Date: 29 th March 2016 Item No: Subject Purpose Data Quality Review To advise the Board of the findings from the Wales Audit Office s recent review of the Council s data quality.

1 Report Board Part 1 Date: 29 th March 2016 Item No: Subject Purpose Data Quality Review To advise the Board of the findings from the Wales Audit Office s recent review of the Council s data quality. Author Ward Summary Proposal Action by Rachel Kalahar Senior Management Officer All The Wales Audit Office has recently conducted a data quality review which looked at how the Council collects analyses and retains its performance data. As part of this review, the Wales Audit Office identified some areas for improvement; the conclusions of this report will be included in the corporate assessment review The board are requested to receive the Wales Audit Office report and note its findings Corporate Team Timetable Immediate This report was prepared after consultation with: Heads of Service Operational Network

analyses and retains its performance data.

Background As part of the 2014/15 Data Quality review the WAO made a recommendation that National Strategic Indicator data be collected and published in accordance with the Welsh Government

2 Background As part of the 2014/15 Data Quality review the WAO made a recommendation that National Strategic Indicator data be collected and published in accordance with the Welsh Government definitions. A Proposal for Improvement was also made that data collection arrangements needed to be more robust including the arrangements in place for performance management being rigorously implemented in Service Areas, reconciliation of data held in VIEWS and that submitted and a complete audit trail of the validation of data. In the review carried out in 2015/16 the WAO have recognised the work undertaken to address the recommendation made in 2014/15 and found that the Council has addressed our statutory recommendation and is continuing to improve its data quality arrangements. However, there are still weaknesses in these arrangements, which need to be addressed to ensure that its published performance data is accurate. And they have issued the following proposal for improvement; Action Plan New software has been purchased to replace the current Management System; this will lead to new processes around data quality and accuracy. Over the next 12 months focus will be on: Ensuring all relevant measures are recorded on the new software. Training and supporting staff ensuring that staff are confident in using the new software Embedding changes to data entry, visibility and quality Providing greater challenge and accountability on accuracy of data through sample checking. Recording risk assessment approach used to identify indicators for Internal Audit. Ensuring Internal audits findings are reported at an appropriate level. Greater checking of published documents. Financial Summary There are no direct financial implications arising from this report

A Proposal for Improvement was also made that data collection arrangements needed to be more robust including the arrangements in place for performance management being rigorously implemented in

3 Risks: Risk Improvements not made to data quality processes Data is inaccurate Impact of Risk if it occurs* (H/M/L) Probability of risk occurring (H/M/L) What is the Council doing or what has it done to avoid the risk or reduce its effect M M Embed processes and procedures to mitigate against data inaccuracies M L Ensuring that the selfassessment processes are robust and all staff involved are trained with a good understanding of the processes and the impact on the council if data is inaccurate Who is responsible for dealing with the risk? HoS, service managers, Operational Network, Team HoS, service managers, operational performance network, Team Links to Council Policies and Priorities Accurate performance data underpins the Council s key policies including service plans, and the Improvement Plan. Options Available a) To note the contents of the Data Quality Review and approve the proposed actions and monitor their effectiveness b) Reject the proposed actions Preferred Option The preferred option is a. The Board is well positioned to drive forward the data quality improvements by monitoring the proposed actions and roll out of the new software. Comments of Chief Financial Officer There are no financial implications arising from the report as all the actions identified will be contained within existing approved budgets. Comments of Monitoring Officer There are no specific legal issues arising from this report Staffing Implications: Comments of Head of People and Business Change There are no direct staffing implications. Local issues None Background Papers Corporate Assessment Statement in Response to Recommendations of Corporate Assessment Data Quality Review 2014/15

trained with a good understanding of the processes and the impact on the council if data is inaccurate Who is responsible for dealing with the risk?

4 Dated: 29 th March 2016 Appendix 1 WAO DQR report Dated: 29 th March 2016

Note the Chief Internal Auditor s findings to date and gain assurance from Officers that key issues raised are being addressed.

Note the Chief Internal Auditor s findings to date and gain assurance from Officers that key issues raised are being addressed. Agenda Item No: 9 To: Joint Audit Committee Date: 24 September 2014 By: Chief Internal Auditor Title: Internal Audit Update Report 2014-15 Purpose of Report: The purpose of this report is to give an opinion