Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Liz Jardine
No. | Item |
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Introductions, apologies and declarations of interest Minutes: Apologies
were received from Nicola Callow (Head of Finance) and Elisabeth Jones
(Director of Legal Services) There
were no declarations of interest. |
|
Communication note to staff - Anna Daniel Minutes: Anna
Daniel would draft a note of the Management Board discussion for the news page. |
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Minutes from last meeting (9 October 2014) - Paper 1 Minutes: The
minutes of 9 October meeting were agreed as a correct record. |
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HR/Payroll review - Paper 2 and annexes Minutes: Gareth Watts (Head of Internal Audit) was welcomed to the meeting to
present the findings from the internal audit report on the HR/Payroll project.
The review examined key aspects of the governance and project management of phase
1 of the project, and identified areas to be addressed before proceeding to
phase 2. The project had delivered payroll and partial HR self-service
functionality despite difficulties, such as slippage in delivery timescales.
The report identified some factors that had contributed to the difficulties and
Gareth invited the Board’s comments on the report’s recommendations. The Board agreed that there was a need to understand why issues had
occurred and shared their views on the lessons learned and how these could be
applied to future projects. The following recommendations were made: ·
Investment and Resources Board to confirm the resources required,
investment, staffing expertise and scope of all major new projects; ·
adopt the key challenge and scrutiny questions, compiled by Gareth
Watts, as a tool to assess future projects, including phase 2 of the HR/Payroll
project; ·
implement a mentor system for new project managers and develop a process
of selection and training for staff, including SROs; ·
ensure key messages to staff are clear, setting out reasonable
expectations; gain feedback through user testing; and ·
ensure those involved in dealing with contractors are experienced and
equipped to properly challenge as necessary. The Audit and
Risk Assurance Committee would receive the report at their next meeting on 10
November. Actions: · Gareth
Watts and Virginia Hawkins to consider how to communicate the lessons learned
to staff, including feeding into the community of practice for project
managers, and preparation of a message for staff; and · Review
guidance and formally adopt; include a job description and delegation letter
from the Chief Executive to all new SROs outlining the responsibilities and expectations. |
|
ICT Strategy - presentation and discussion - Oral Minutes: Dave Tosh and Bedwyr Jones presented the ICT Strategy to the Board to
outline what had been achieved through the transition to in-house provision,
the vision for forthcoming services and anticipated timelines for
implementation. The transition had been
a major business change programme. The innovations and improvements would
change the way staff and Members would work, providing a service that would fully
support a mobile office, be more environmentally friendly and make data easier
to find and use. Dave Tosh
particularly noted that trust and understanding had increased between the ICT
service and the rest of the organisation over the course of the transition. To
assist staff and Members in using new hardware and functionality a new IT
Manager had been appointed to provide dedicated training. All training would be
provided bilingually and would include visits to constituency offices. The Board were
reassured about the security of the Cloud, which the Assembly had begun to
adopt, starting with the move of the website to Sharepoint. The Board
expressed their thanks to Dave Tosh and the ICT team. |
|
Update on the Review of Reporting of proceedings; and conclusions of the Machine Translation project - Paper 3 and annexes Minutes: Anna Daniel presented a draft update on the review of reporting of
proceedings. An holistic approach was
being taken to the reporting of proceedings, taking into account the overall
communications strategy, how people were using the current service and what the
future of reporting may look like. Any method or product adopted would need to
be cost effective but still meet the quality expectations of users. The Board asked for further evidence to be included to support the
claims around capacity, i.e. that changes would release resources, also
providing more illustrations of the new things that could be done as a
result. Further emphasis should be
placed on the increase of the speed of translation, and clearer data provided,
for example, on time spent proofreading. In relation to the conclusions on the Machine Translation project, Anna
indicated that the test results were showing that there was continued
improvement in the quality of the translation through Microsoft. Commissioner agreement to further the
relationship with Microsoft and to explore other ways of working with them,
would be beneficial. The Translation and Reporting Service had experienced a reduction in
staff due to secondments and, although individual productivity had increased,
this was against an increase in demand for translations. It was, therefore,
necessary to calculate the expected demand and decide whether that could be met
internally. The update would be presented to Commissioners at their meeting on 17
November. Actions: · Anna Daniel to capture key messages, to
provide Commissioners with an update and conclusions in a shorter format and to
provide a clear direction, highlighting the information and data relating to
cost savings. |
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Financial Management report September 2014 Minutes: Claire
Clancy provided an update on the Investment and Resourcing Board (IRB) meeting
of 20 October, also outlining the current financial position and projected
available budget for investment, being in the region of £8-900k. Both Dave Tosh
and Mike Snook had been asked to review their ICT and Estates forward work
programmes, to explore what might be brought into the current financial year to
relieve pressure on budgets in future years. The IRB would review the financial
position again in November and ascertain what projects or investment items
could realistically be brought forward. |
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Investment and Resourcing Board update - Oral |
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Any other business Minutes: The next Management Board meeting would be held on 6
November. |