Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Clerk: Kathryn Hughes Deputy Clerk: Buddug Saer
No. | Item |
---|---|
Introductions and apologies and declaration of interests Minutes: 1.1 The Chair welcomed everyone to the meeting. 1.2
No interests were
declared. |
|
Minutes of 7 April meeting, actions and matters arising Minutes: 2.1
The minutes were agreed and officials
provided the following updates on the outstanding actions: ·
Impact
of Internal Audit recommendations (action 3.6) – Gareth
confirmed that an update of these recommendations and their outcomes were
highlighted in his annual report, as in paper 3b which was discussed under item
3. ·
Updated
strategic priorities (action 3.15) – Kathryn agreed to email
Committee members the updated Assembly Commission strategic priorities
document. ·
Governance
Statement (action 6.2) – Virginia confirmed that all comments
had been incorporated into the Governance Statement which formed part of the
draft Annual Report to be considered during this meeting under item 6. |
|
Internal Audit Activity Report Minutes: 3.1
Gareth
Watts provided an update in relation to the 2014-15 programme of work. 2013-14 work was detailed in his annual
report. 3.2
Since April
2014, he explained that he had continued to work with Dave Tosh and Alison
Rutherford on the Information Governance review. In response to a recent staff survey, he was
performing a Recruitment Procedures audit and aimed to produce a report before
the summer recess. TIAA were currently
scoping the Risk Management Framework audit.
3.3
He also
informed the Committee that he had completed follow up work on the Scheme of
Financial Delegation and the National Assembly for Wales shop. He would be
reporting to the Assembly Commission on 18 June following a review of their
effectiveness. 3.4
Following
a brief discussion on Business Continuity, the Committee urged officials to
accelerate this area of work and provide an update by November 2014. 3.5
Dave
Tosh explained that a mock plenary was held over the Easter recess which
specifically tested the manual voting procedures. Service areas have drafted plans, but they
were yet to be tested and refined. Work
may also be delayed over the summer recess with many of the service areas
taking their annual leave during this period. 3.6
Gareth
Watts introduced his annual report of work during the 2013-14 financial
year. The programme of work was
successfully delivered, despite the changes to internal audit in year, which included
both a new Head of Internal Audit and a new external contractor. 3.7
Committee
members questioned the definition of the opinion ‘Reasonable’. Gareth explained that this was a moderate
rating and that given the scope of the audits, was the highest achievable
score. 3.8
He
confirmed that he intended to carry out more full scope audits this year which,
potentially, could give a higher level of assurance. 3.9
Dave
Tosh mentioned the Information Governance area as an example of vast
improvement in the last 2-3 years. From
the 12 original recommendations, 4 remain outstanding in 2013-14. Tighter controls, clear policies and
structures were now in place. He was
hopeful that this improved position would be reflected in the update in
November. 3.10
Committee
members also questioned how the specific internal audit reviews were
selected. Officials confirmed that by
their very nature, internal audit chose areas of weakness in order for
improvements to be identified. Gareth’s
work would continue to focus on these areas.
3.11
The
Chair agreed that this was a constructive approach and that the Management
Board was taking the recommendations seriously and was acting in a positive way
to improve the functions within the organisation. 3.12
The
Annual report on Fraud was finalised mid-May and at the time of writing
provided a fair reflection of the position.
3.13
Lots of
positive work had taken place since this area was audited in November 2011,
especially access to policies and training by the Head of Procurement and from
the Chartered Institute of Purchasing and Supply. 3.14 Gareth was considering Fraud Response plans across the public sector ... view the full minutes text for item 3. |
|
Latest Internal Audit Reports Minutes: 4.1
Vicky
Davies introduced this item which was a report on the migration of payroll data
following the HR and Payroll project.
This was a limited scope review, with a sample of 30 staff records
checked. 4.2
TIAA
assessed the controls surrounding Payroll – Data Migration as
’Reasonable’. The assessment related
only to Payroll Data Migration and excluded the wider new Payroll and HR system
project. 9 recommendations were made and
accepted. 4.3
Dave
Tosh, as a member of the HR Payroll project board, mentioned some issues
regarding the Commission’s relationship with the supplier and that the
additional resource seconded from Monmouthshire County Council was working well
in resolving outstanding issues. Actions
and resources were being re-planned and the Investment Board would be reviewing
the revised plans. 4.4
The
Chair asked for a follow up report to be provided in the autumn outlining the
project’s progress. Actions -
Mike
Snook (SRO, HR Payroll project) to provide an update for the Committee at the
November meeting. |
|
External Audit updates Minutes: 5.1
The
Wales Audit Office (WAO) apologised for the delay in sending the audit fee
letter which was due to the implementation of the Public Audit Wales Act
2013. The 2013-14 increase of 3.8% was subject
to a consolidated fund subsidy, which will not apply to the 2014-15 fee. The WAO agreed to provide the Committee with
more information in terms of the make-up of the fee and the internal changes to
the WAO following the legislation. 5.2
Officials
confirmed that they would work closely with TIAA and the WAO to ensure that the
best approach was taken to the programme of audit work in order to contain
costs in the future. 5.3
The WAO
also confirmed that they were liaising with colleagues in the NAO, Scotland and
Northern Ireland to discuss appropriate levels of audit for parliamentary
bodies in the future. 5.4
The
Chair agreed that with the working protocols already in place, there was
evidence of a strong working relationship and this should help ensure that
costs would be contained. 5.5
The
Effectiveness Survey results were also discussed. Mark Jones, WAO took the Committee through
the results, which overall were positive. 5.6
The
Chair agreed that this was a very encouraging survey but that there were
opportunities for improvement. 5.7
The
Committee agreed that they would review the accounting policies. They also
asked for a summary of the whistleblowing policy to be brought to the next
meeting. 5.8
To
increase their awareness of performance and issues discussed within the
organisation, Committee members requested that the Key Performance Indicator
(KPI) reports and Assembly Commission (AC) minutes be sent to members on a
regular basis. 5.9
They
also agreed that if there were no corporate risks of a severity that merited
close scrutiny, then they should consider a key performance indicator
instead. However, the Committee should
always be sighted on the overall risk landscape. 5.10
The
Chair asked Committee members to think about what further actions were needed
to respond to the survey results and which of these should be reflected in the
Committee’s Forward Work Programme. Actions -
Nicola
Callow to confirm with the clerking team when and what accounting policies
should be added to the FWP. -
Gareth
Watts agreed to present the whistleblowing mechanism at the meeting in
November. -
Kathryn
Hughes to ensure that KPI reports and AC minutes are circulated to members on a
regular basis. -
If no corporate risks are scheduled to be discussed,
the clerking team will agree with the Chair on a corporate performance measure
to discuss instead. -
Committee members to propose actions to respond to
the Effectiveness Survey. -
The
Chair and Chief Executive to discuss privately the management of communication
with the Assembly Commission. |
|
Annual Report and Accounts Minutes: 6.0
Nicola
Callow introduced this item and welcomed comments on the annual report via
email. The WAO were currently on site
reviewing the accounts, and a revised set would be considered for approval in
July. 6.1
Committee
members recommended the following amendments: ·
give
more prominence to the underspend of £34,000 in 2013-14 as it is a very positive achievement; ·
highlight
achievements measured against KPIs; ·
move
the main areas of Legislation and Constitutional change to the front of the
annual report and highlight more compelling achievements; ·
include
a summary of Change Programme projects; and ·
include
a case study of tweets and responses.
Actions -
Committee
members to submit changes to the annual report to Nicola as soon as possible. -
Nicola
to ensure that Committee members are kept informed of the accounts. -
Nicola
to confirm that ACARAC members’ expenses do not need to be broken down and
displayed separately in the accounts. |
|
Corporate Risk Summary Report Minutes: 7.1
Kathryn
Hughes presented the item to the Committee and confirmed that the corporate
risks had been considered in light of the new Commission strategic
priorities. She highlighted that the social
media risk was due to be discussed at the Management Board on the 23 June, with
the potential of raising it to a corporate risk and that Lowri Williams, Head
of HR was presenting proposals on capacity planning to the Investment Board on
16 June. 7.2
Following
the discussion on fraud, Committee members questioned why fraud was not on the
risk register. Kathryn confirmed that is
was being managed at a service level.
The Commission’s assurance mapping would also capture these types of
static risk when it had been fully developed. 7.3
Committee
members agreed that at future meetings, current issues should also be discussed
and they welcomed the work being done on assurance mapping which would be
presented in the autumn. Recognising the
importance of this work, the Chair encouraged its early completion. |
|
Critical examination of one identified risk Minutes: 8.1
The
Committee was asked to consider the risks around reaction to the decisions of
the Remuneration Board, the controls in place, and what more could be done to
further mitigate the risk. 8.2
Anna Daniel
introduced the paper and told the Committee that she expected the risk rating
to increase in the short term as the Board looked at issues such as pensions
and the employment of family members. 8.3
The Committee commented on the importance of
communication and the significance
of stakeholder management. They also
felt that it was essential for each party to understand each other’s
remit. Hugh Widdis suggested contacting
other legislatures to see how they dealt with similar risks. |
|
Assembly's approach to project and programme management Minutes: 9.1
Dave
Tosh provided the Committee with an overview of the Commission’s approach to
project and programme management. The level
of change across the organisation was such that a programme approach was
essential. 9.2
Some
Committee members questioned the domination of ICT projects and Dave confirmed
that the change programme would be facilitated by ICT projects and once the IT
changes were in place, the programme would become more business led. Constitutional change would also have to be
captured within the programme. 9.3
The
Chair concluded that Dave and his team were moving in a positive direction and offered a number of contacts
who were currently working on a similar process. |
|
Papers to note Minutes: 10.1 The
Committee noted the four departures from normal procurement procedure. 10.2 The Forward Work Programme (FWP) would be discussed outside the meeting. Actions -
Committee
members agreed to pass any suggested FWP items to the clerking team. 11.0
Private
session 11.1 A private session with Committee members was
attended by Gareth Watts, Head of Internal Audit, and Vicky Davies of
TIAA. No minutes were taken for this
part of the meeting. Next meeting is scheduled for 11:00 7th July 2014. |