Formal Meeting of the Cabinet Member for Resources

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1 Formal Meeting of the Cabinet Member for Resources Part 1 January 2006 Item No.10 Subject Purpose Author Ward stablishment of 2 posts within the Human Resources & Policy Service Area to support the City Council s performance management system To propose the establishment of 2 posts within Human Resources & Policy to support the corporate performance management framework. Head of Human Resources & Policy All Summary Arising from its stated improvement priorities, the Council has invested in an electronic database system - pb views - to support current and future performance management arrangements. The implementation and deployment of the system has benefited greatly from the presence of a dedicated full time project manager to ensure that implementation has run to schedule and that all appropriate client interface and consultation has been maintained. The secondment period for the project manager is due to conclude early in 2006 and it is acknowledged that during 2006/07 there remains a substantial task of designing the mechanisms to enable performance to be compared, together with the ongoing system rebuild arising from the introduction of new Assembly core set performance indicators. In addition to these requirements, the Council has recently selected an integrated Human Resources and Payroll product in order to ensure that quality, timely and functional performance management data is obtained from this system, it will be important that appropriate support is provided to the Project Leader (Human Resources & Payroll) to maximise the potential interface between the Human Resources & Payroll system and pb views. To ensure the continued success of the project and the sustained delivery of the Council s performance management ambitions, two corporate roles based in Human Resources & Policy are proposed: A full time permanent support post graded at SO 1 (SCP 29 31); and A full time fixed term post graded at PO 10 (SCP 44 47) Supporting information and proposed job descriptions and person specifications are appended to this report. Proposal To establish: (a) one full time permanent support post graded SCP (b) one full time fixed term post (24 months) graded SCP 44-47

2 Contact Action by Timetable Corporate Policy & Performance Manager Head of Human Resources & Policy Immediate Signed

3 Background 1 Context 1.1 Arising from its approach to responding to the Wales Programme for Improvement and the outcomes from the Whole Authority Analysis and Joint Risk Assessment, the Council commissioned an electronic database system - pb views to support current and future performance management arrangements. In opting for this product, the Council was convinced of both the technical (data capture and presentation) and cultural dimensions of the system to ensure that performance management principles are embedded in the organisation both strategically and operationally. 2 Project Management 2.1 In introducing pb views across the organisation, the Council has emphasised the importance of service area ownership and has ensured a high degree of service autonomy in selecting measures and reporting time periods. Notwithstanding this deliberate approach, the implementation and deployment of the system has benefited greatly from the presence of a dedicated full time project manager to ensure that implementation has run to schedule and that all appropriate client interface and consultation has been maintained. 2.2 The project manager has been supported on a full time basis by a corporate policy officer and various more junior staff as required. 2.3 The secondment period for the project manager is due to conclude early in 2006 and it is acknowledged that during 2006/07 the substantial task of designing the mechanisms to enable performance to be compared, together with the ongoing system rebuild arising from the introduction of new WAG core sets will inevitably, and rightly, fall within the remit of the Corporate Policy and Performance Manager. 2.4 As mentioned previously the success of the implementation to date of pb views has been achieved because of the level of project management resource afforded to the project. With the departure of the project manager in the New Year, it is reasonable to suggest that the project may become unhealthily reliant on officers at a corporate policy level and that this presents a significant risk to the Council. This is a view supported by Deloitte in its recent review of performance management arrangements in the Council (November 2005). 3 Corporate resources 2006 onwards 3.1 To ensure the continued success of the project and the sustained delivery of the Council s performance management ambitions, two corporate roles based in HR & Policy are proposed: (a) A full time permanent support post graded at SO 1 (SCP 29 31) to deal with general system support; general technical enquiries; data quality checks and service area/data input liaison; working with HR officers to interrogate the system for key HR management information. (b) A full time fixed term post graded at PO 10 (SCP 44 47) to: (1) undertake various management tasks currently carried out by the project manager and other functions that would benefit from the lead/involvement of an officer operating at this senior level such as: Service area liaison and the ongoing requirement for input from a senior officer within the corporate team to chase progress with service areas at service head level. nhancing corporate understanding of the connections between computer systems.

4 Supporting a Performance Board. xternal liaison WAG; LGDU etc Managing the training programme for employees and members (2) undertake/play a lead role regarding the management information aspects of the specification and implementation of the HR/Payroll system which will interface with the wider performance management programmes of the Council. 3.2 These proposed functions are supported by Deloitte in its review (paragraph 2.4 refers) 3.3 Job descriptions and person specifications are shown at Attachments 1 and 2. 4 Funding 4.1 The capital costs arising from the purchase and initial deployment of pb views has been met from the Improvement Fund. It is proposed that the costs of establishing the one permanent and one fixed-term post described in this report be met from the 2006/07 Improvement Fund. 4.2 Using April 2006 payscales, the salary costs for one SO 1 graded post is 31,000 (including oncosts); the salary costs for one PO 10 graded post (including oncosts) is 47,000. Options Considered/Available (i) (ii) At the conclusion of the Project Manager s secondment to not establish the posts set out in this report, taking account of the risk to the medium-long term sustainability of the performance management framework and achieving the full potential of the HR and Payroll system without dedicated corporate support To establish the posts described in this report for the reasons stated at Section 2 above. Preferred choice and reasons The option outlined at (ii) above is preferable for the following reasons: a. The Council has made a considerable investment in the procurement of the performance management system and the project management resources necessary to ensure its implementation. A decision to not provide adequate resources to support its ongoing implementation and interface with other key systems would put the Council at risk at a time when local government is facing considerable challenges in terms of the future shape of its service delivery ( Making the Connections, Beecham etc) and where robust performance data is critical in the demonstration of good quality, efficient services. Sustainability and nvironmental Issues The Council is committed to developing and delivering sustainable, good quality, and accessible services. ffective performance information that informs service planning and delivery is a key management tool in this regard. qualities Impact In addition to the Council s stated equality objectives that require robust monitoring and performance assessment, the increasing regulatory demands from bodies such as the Commission for Racial quality add to the case for improved performance management and appropriate resources to ensure

5 that data is available this is particularly relevant in terms of workforce profiling and the linkage with the HR and Payroll system referred to the report. Crime Prevention Impact Creating safer communities is an overarching aim of the Council and the Local Strategic Partnership effective performance data is an essential part of achieving this aim and demonstrating success to Newport s communities and other partners and stakeholders. Comments of the Monitoring Officer There are no direct legal implications. Comments of the Chief Financial Officer The cost of these two posts is 78,000 p.a. and the intention is that it is met from the 0.5 million a year improvement budget. The Cabinet will not take a decision on that budget until much later in the year. Should the funding not be available from that source then virement and/or savings will be required. As stated in the report a significant capital investment has already been made and I accept that these two posts are essential if the full benefit is to be achieved. Comments of the Head of Human Resources & Policy The proposal to establish the new posts of Lead Officer Performance Management and Performance Management Support Officer is supported in principle. The proposed grades to be subject to a full assessment/evaluation. SH MyFiles/HR&Policy/CM Resources PM posts January 2006

6 Supporting Information POST OF LAD OFFICR PRFORMANC MANAGMNT Job Description and Person Specification See Attachment No 1 POST OF PRFORMANC MANAGMNT SUPPORT OFFICR Job Description and Person Specification See Attachment No 2

7 Job Description Date January 2006 Post Title Lead Officer - Performance Management (fixed term) Post No.??? Grade SCP Section Service Area Service Grouping Responsible To Policy & Performance Human Resources and Policy Corporate Services Corporate Policy & Performance Manager Job Purpose DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT SH MyFiles/HR&Policy/JD PM Lead Officer draft#1 Jan06 To ensure effective, consistent performance management arrangements are in place to support the Council s performance improvement framework. To co-ordinate the continued implementation of the Council s computerised performance management system and to oversee the development of a robust quality assurance regime that supports and demonstrates improved performance against national and local targets. To support the implementation of the Council s recently procured integrated Human Resources & Payroll system to ensure quality, timely and functional performance management data is obtained. Key Results Areas 1 Performance Management System 1.1 To lead on ensuring effective and consistent performance management systems are in place to support the Council s performance improvement framework. 1.2 To co-ordinate the continued implementation of the Council s computerised performance management system pb views including supplier liaison. 1.3 Working with Corporate Human Resources and Policy, co-ordinate and, as appropriate, deliver a programme of training to Service Areas, senior management and elected members. 1.4 To support Heads of Service in the accurate and timely compilation/analysis of statutory and locally determined performance information. 1.5 To support the work of the Council s Performance Board, comprising senior politicians and officers, in its monitoring and review roles.

8 1.6 To provide external liaison with key external stakeholders, including the Welsh Assembly Government, Local Government Data Unit and the Wales Local Government Association to ensure Newport continues to play a full part in national development work. 2 Human Resources & Payroll System 2.1 To work with the Project Leader with responsibility with overall system implementation to ensure appropriate interface between the Human Resources & Payroll system and the performance management system. 2.2 To support the system build phase to ensure that relevant, timely and accurate Human Resources management information can be extracted. 3 Communication 3.1 To provide regular status reports to senior management and the Performance Board. 3.2 Working with the Senior Organisational Development Officer, identify and develop training in support of the Council s performance improvement agenda 3.3 To ensure the Council s intranet performance management pages and other communications channels are up-to-date and fit for purpose. Qualifications and xperience ducated to degree or equivalent Relevant performance management experience xperience of multi-functional environments Supervisory Responsibilities N/A Supervision Received Corporate Policy & Performance Manager Principal Contacts Head of Human Resources & Policy Corporate Policy & Performance Manager Business & Service Development Manager Corporate Human Resources Manager Project Leader - HR & Payroll Implementation Corporate Director (Performance) lected Members Corporate Policy Officers Corporate Human Resources Officers Information Systems and Communications Officers Special Conditions The postholder may be required to work additional hours as requested. Political Restrictions

9 The post you are applying for is politically restricted under the provisions of the Local Government and Housing act if you wish to receive further information about politically restricted posts either or contact the person named in the advertisement.

10 This job description sets out the main duties of the post at the date when it was drawn up. Such duties may vary from time to time without changing the general character of the post or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

11 Job Requirement Date January 2006 Post Title Service Area Lead Officer - Performance Management (fixed term) Human Resources and Policy Requirement ssential or Desirable How Tested (S) used at Shortlisting ducation/qualifications/knowledge 1.1 A degree or equivalent that supports the skills and abilities required for the post 1.2 Working knowledge of IT systems 1.3 xperience and understanding of performance management systems 1.4 Understanding of the public sector improvement and reform agenda 1.5 Management qualification D D Application Form (S) Application Form (S) Application Form (S) Application Form/ Application Form _ xperience years experience in a corporate, multi-functional environment 2.2 xperience of performance management principles and their strategic and operational implementation 2.3 xperience of working to tight deadlines Application Form (S) Application Form/ _ Aptitudes and Skills 3.1 Ability to communciate effectively to a wide range of audiences 3.2 Ability to manage workload and reprioritise accordingly 3.3 Competent in the use of IT systems 3.4 Demonstrate initiative and creative thinking 3.5 Understanding of the political environment and able to develop effective working relationships with members Application Form (S)/ Application Form/ /Written xercise

12 _ Personal Attributes 4.1 Flexible approach to work 4.2 nthusiastic and motivated 4.3 Able to work under pressure Application Form/ _ Circumstances 5.1 May be required to work additional hours Application Form (S) _ qual Opportunities 6.1 Understand and demonstrate a willingness to promote positively the qual Opportunities Policy of Newport City Council

13 Job Description Date January 2006 Post Title Performance Management Support Officer Post No.???? Grade SCP Section Service Area Service Grouping Responsible To Policy & Performance Human Resources and Policy Corporate Services Responsible to Corporate Policy Officer Job Purpose DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT SH File Ref: MyFiles/HR&Policy/JD PM Support Officer January 2006 To support the implementation of the Council's performance management system and to liaise with staff across the Council to support the development of the system. Key Results Areas 1. To support the implementation of the Council s performance management system. 2. To provide administrative support to the Corporate Policy Officers and the Lead Officer Performance Management. 3. To assist in the administration of the performance management system and collection/collation of performance information. 4. To support the timely delivery of appropriate and accurate management information on agreed indicators to Members, Corporate Directors and Heads of Service. 5. To undertake research and analysis of quantitative and qualitative information and present in a clearly understood format. 6. To liaise with and support Service Areas in the development of the performance management system. 7. Liaison with the internal IT service and with the software provider to support the system administration function. 8. To present software demonstrations to small groups to promote the use of the performance management software. 9. To assist with the training of system users. 10. To liaise with other Authorities and agencies as appropriate. 11. To support the activities of the Corporate Policy Officer and to deputise where appropriate. 12. To undertake such other duties as may be required from time to time. Qualifications and xperience 2 'A' Levels or equivalent

14 xperience of using IT systems, including and Microsoft Office. Minimum of one year's experience in an administrative or related role Good verbal communication skills. Numerate and analytical. Supervisory Responsibilities None Supervision Received Responsible to the Corporate Policy Officer, under the direction of the Corporate Policy and Performance Manager. Principal Contacts Corporate Policy Officers Corporate Human Resources Officers Corporate Policy & Performance Manager Heads of Service Other staff using the performance management system Other Authorities/Local Government Data Unit Special Conditions Political Restrictions The post you are applying for is politically restricted under the provisions of the Local Government and Housing act if you wish to receive further information about politically restricted posts either or contact the person named in the advertisement.

15 This job description sets out the main duties of the post at the date when it was drawn up. Such duties may vary from time to time without changing the general character of the post or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

16 Job Requirement Date January 2006 Post Title Service Area Performance Management Support Officer Human Resources and Policy Requirement ssential or Desirable How Tested (S) used at Shortlisting ducation/qualifications/knowledge A Levels or equivalent 1.7 Knowledge of computerised information systems Application Form (S) Application Form (S)/ _ xperience 2.4 xperience of analysis and interpretation of statistics and management information 2.5 xperience of using word processing, spreadsheet, databases and other IT packages 2.6 xperience of delivering presentations and/or training activities 2.7 xperience of producing written information in a concise and accessible way 2.8 xperience of building and maintaining relationships with internal and external customers and providers of information D D Application Form (S) Application Form (S) Application Form/ Application Form/ Wriiten xercise _ Aptitudes and Skills 3.6 Good written and verbal skills 3.7 Good numerical and analytical skills 3.8 Ability to organise and prioritise workload 3.9 Ability to meet deadlines and work under pressure 3.10 Ability to understand and maintain confidentiality Application Form (S)/ Written xercise

17 _ Personal Attributes 4.4 Good interpersonal skills 4.5 Confident and able to deal with people at different levels within the organisation 4.6 An understanding of and ability to provide good customer care 4.7 An interest in policy and organisational development activities 4.8 nthusiasm and a team player D Application Form/ _ Circumstances 5.2 Occasionally may be required to work outside normal office hours Application Form (S) _ qual Opportunities 6.2 Understand and demonstrate a willingness to promote positively the qual Opportunities Policy of Newport City Council

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