Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel
Contact: Clerk: Kathryn Hughes Deputy Clerk: Buddug Saer
No. | Item |
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Introductions, apologies and declaration of interests Minutes: 1.1
Eric Gregory declared that he was a business
representative for the Parliamentary Review of Health and Social Care in
Wales. 1.2
No other interests were declared. |
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Minutes of 19 June, actions and matters arising Minutes: ACARAC
(04-17) Paper 1 - Minutes of 19 June 2017 ACARAC
(04-17) Paper 2 – Summary of actions
2.1
The minutes of the meeting on 19 June were agreed and the updates
on actions captured in paper 2, were noted.
2.2
Regarding
action point 5.3 (Consider methods of
communicating IRB decisions more widely), at a recent Management Board away
day, it was agreed that Nia Morgan would provide briefings to Suzy Davies
during their catch-up meetings. The
Management Board would also be provided with updates and the opportunity to
contribute to the forward work programme.
2.3
Action
point 5.3 (Share results of governance
structures post IRB away day). Dave Tosh confirmed that the terms of
reference for both the Management Board and the Investment and Resourcing Board
would be reviewed to ensure that that they remained fit for purpose and that
they accurately set out the distinct role each Board plays within the
Commission governance arrangements. Dave
also explained that as part of this exercise they were also reviewing the
membership of each Board. He agreed to
update the Committee with revised terms of reference for Management and
Investment and Resourcing Boards. 2.4
Suzy
Davies, Manon Antoniazzi and Nia Morgan covered action point 8.1 (Brief ACARAC following attendance at Finance
Committee meeting). They had
explained to the Finance Committee the process behind profiling the budget and
the planning and scrutiny that takes place during the budget setting
process. In a bid to increase
transparency, the Finance Committee requested that the Commission estimate the
underspend against the Determination during 2018-19 and produce a detailed list
of potential areas of spend and prioritisation. The Finance Committee requested
that this information be included in the budget document to be laid by 30
September 2017. 2.5
Suzy
informed ACARAC that there was currently a prioritised list of investment
projects for 2018-19, however it was hard to predict actual spend during
2018-19 due to the changing political landscape. An estimate of the likely surplus would also
be included within the 2018-19 budget document, however Nia noted that there
had been no clear pattern of utilisation of the Determination budget identified
in prior years and it would be difficult to provide an accurate forecast. 2.6
Dave
discussed the corporate risk reference ICT16
(Cyber Threats - Protection, Detection and Response) which had been revised to be more specific and
meaningful. He informed the committee
that following the recent breach at Westminster, an organisation wide message
had been sent reminding all users to be vigilant and to report anything
suspicious to the ICT service desk. 2.7
A
further discussion took place on the continuing need for AMs and AMSS to be
aware of their actions with regards to cyber security. Suzy agreed for Commissioners to be involved
in encouraging their parties to be pro-active when training and drop-in
sessions were organised. 2.8 Committee members were yet to share any GDPR contacts with the Information Governance Manager, but Dave was happy ... view the full minutes text for item 2. |
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NAV (Finance system) update Minutes: ACARAC (04-17) Paper 3 – NAV update 3.1
The Chair welcomed Adrian Crompton (Senior Responsible Owner) and Eve Jennings
(Project Manager) to the meeting to present the closure report of phase 1 of
NAV. 3.2
The lessons learnt following the HR and Payroll project were
studied to ensure that such a significant replacement system was successfully
delivered. The experienced, dedicated PM
and her team were commended as were the efforts and commitment of the Finance
team. 3.3
The selection of the supplier (TES) had been critical to the
project’s success. The on-going
technical support and work on phase 2 was also very encouraging. 3.4
Further discussions focused on capturing the positive lessons
learnt as well as the negative aspects of the project. The Committee queried the presentation of the
consultancy costs and Nia agreed to provide a note for the Secretariat to
include in the minutes. 3.5
Gareth and Dave assured the board that they would incorporate the
lessons identified in the report and, as suggested by the board, within project
templates and guidance documentation. 3.6
Committee members congratulated the project team on the successful
delivery of phase 1. The project team
and Nia thanked Keith for his role in providing external assurance and advice
to the project team, in particular to Adrian when a ‘go live/no go’ decision
was necessary. Actions -
Gareth and Dave to ensure lessons
learned (both positive and negative) are applied and embedded in working
practices. -
Nia to provide a note for the ACARAC
minutes to clarify the variance in the actual consultancy costs versus the
forecast as well as the general forecasting profile. |
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Annual Report and Accounts Minutes: ACARAC
(04-17) Paper 4 - Annual Report and Statement of Accounts 2016-17 – cover paper ACARAC
(04-17) Paper 5 – Annual Report and Statement of Accounts 2016-17 4.1
The
revised annual report and statement of accounts were welcomed by the
Committee. They suggested some areas
that could be revised to provide further clarity, but overall the activity
during the 2016-17 period was well documented and presented effectively. 4.2
Nia
agreed to consider revising the wording on page 109 to reflect the re-allocation
of resources between budget lines whilst remaining within the overall budget. 4.3
Ann-Marie
Harkin raised an issue relating to salary payments made to the Auditor General
for Wales (AGW) in May and June 2016.
Due to the appropriate legislation not being followed for setting the
salary of the AGW, the salary payments due to the AGW in May and June 2016
could not be paid out of the Welsh Consolidated Fund (WCF). Instead, the Assembly Commission had used
funds voted to it for other purposes to pay the AGW during those two
months. The Assembly Commission’s sole
alternative option would have been to withhold salary payments to the AGW
during those two months. 4.4
Ann-Marie
emphasised that the Assembly Commission’s budget is voted for on an annual
basis. The Assembly Commission had
subsequently been reimbursed from the WCF, so the position had been regularised
by year end. It was, therefore, the position of the AGW and the WAO audit team
that there was no question of the Assembly Commission’s accounts being qualified
(the opinion on regularity section). 4.5
However,
for transparency it was proposed that disclosure of this issue be made in the
financial statements. This could either
be done through an AGW Report appended to his Audit Opinion and Certificate or
by the Assembly Commission disclosing the matter within the notes to the
financial statements. Assembly
Commission management expressed a preference for the matter to be disclosed in
the notes to the financial statements. 4.6
Ann-Marie
agreed that in a meeting with the AGW later that day, she would suggest that an
explanatory note be added to the accounts, describing the issue. It was made it clear that the agreed course
of action would be a decision for the AGW to make. 4.7
Nia
agreed to draft and circulate a note to append to the Committee minutes to
disclose the processes around the treatment of payment of AGW salary. 4.8
The
Committee agreed with the WAO that pending agreement from the AGW, a note be
added, but wanted to be clear that no misuse of public funds had occurred. 4.9
Nia
agreed to provide an update on the position and the agreed course of action
once she had been informed of the outcome of the meeting between Ann-Marie and
the AGW. Actions -
Nia Morgan to consider revising the
wording on page 109 of the AR&A to reflect the re-allocation of resources
between budget lines whilst remaining within the overall budget. - Nia Morgan ... view the full minutes text for item 4. |
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External Audit update Minutes: Oral
update 5.1
This
item was covered under item 4. |
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Forward Work Programme Minutes: ACARAC
(04-17) Paper 7 – Forward Work Programme 6.1
The forward work programme was noted and would be
published on the Committee’s website. 6.2
Finally, the Chair mentioned his presentation of
the ACARAC annual report at a recent Assembly Commission meeting on Monday 17
July. The report was welcomed by the
Commissioners and they were encouraged by the quality and results of audit
reports, and by the focus on cyber security.
6.3
He had also highlighted the need to capture and
report on progress of projects and programmes through the Key Performance
Indicator (KPI) report. Next meeting is scheduled
for 27 November 2017. |