Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Liz Jardine, 02920 89 8705
No. | Item |
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Introductions, apologies and declarations of interest Minutes: The
Board welcomed Joanne Gemma to the meeting to present, with Mike Snook, the
paper on Corporate Induction. There were no apologies. There
were no declarations of interest. |
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Communication note to staff - Bedwyr Jones Minutes: Bedwyr Jones would draft a note of the
Management Board discussion for the news page. |
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Minutes from last meeting (23 June 2014) Paper 1 Supporting documents: Minutes: Several
amendments to the minutes of 23 June 2014 were recommended. It was agreed that
social media would be revised to a corporate risk with a short term resolution
date of September. It would also be
noted that Safeguarding would be made a corporate risk. Anna Daniel agreed to
provide clarification for the item on Assembly Member use of resources. |
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Corporate Induction Paper 2 Minutes: Mike Snook and Joanne Gemma introduced new proposals for induction for
all new starters to improve the corporate induction experience and make it more
timely. The new sessions would have a shorter, one-day format with a strategic
focus, and be opened or closed by a Management Board member. Materials and some
presentations would be provided and short, informative DVDs produced to provide
an overview of the work of service areas and Commissioners. The Board
welcomed the proposal and agreed the recommendation to implement the revised
corporate induction in the Autumn term, with a review after six months to
identify any further improvements. Actions: ·
Service Heads to
ensure line managers include meetings with other teams across service areas in
the personalised induction programmes for new staff; HR to work with line
managers to tailor further introductory opportunities; ·
HR to ensure
there is a read-across with the CPD team to make effective use of resources; ·
HR to liaise
with teams to link corporate and local induction arrangements and ensure there
is an integrated, holistic approach to induction across the organisation. |
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Corporate Performance Report Paper 3 and annex Minutes: Dave
Tosh introduced the recommendations for changes to the indicators for future
Corporate Performance reports; the next report for the period April to June
2014 was due to be published in the Autumn term. Following
a full year of reporting, Kathryn Hughes (Risk and Governance Manager) had
reviewed the indicators with Service Heads and data providers. Based on the
review some more meaningful indicators had been proposed. The
Board agreed the following: ·
to move to
quarterly data, reported on a termly basis; ·
Heads of
Service to work with Kathryn Hughes to identify specific measures in some
areas, for example bilingual working, and to address the questions raised in
the paper, by the end of August; ·
to combine
this work with that being done by Strategic Transformation Service on measuring
benefits, where possible and appropriate; and ·
that
HR/resourcing information would be provided to the Investment and Resourcing
Board. The
next Corporate Performance report would be reviewed by the Commission at their
meeting on 29 September. |
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Performance Project Oral
item Minutes: Elisabeth
Jones reminded the Board of their discussions in February, when it was agreed
to revise our Performance Management and Development Review (PMDR) system and
our culture to place more emphasis on behaviours i.e. “how” staff perform,
rather than performance objectives being focused mainly on “what” staff are
expected to deliver. The Board had also agreed in February to retain the
existing competency framework (currently used mainly in recruitment). Mike
Snook then gave an update on progress of the project and outlined the stages
for implementing the change. The first stage would run to September 2014 and
would not involve any significant change for line managers or other staff. As
usual, the PMDR cycle would be closed in September. The MyView system would be
used, as it was in March, to capture the performance review. The only changes
would be improvements to the MyView system, such as the ability to include text
over 2000 characters in an attachment, and using separate report documents
within MyView for each six months of the reporting year, i.e. the next cycle
would close in March 2015. Where objectives needed to be carried forward from
one reporting period to another this could be done automatically through the
system’s in-built functionality.. Guidance and support would be provided and
would pick up on learning from the initial use of the MyView system for
capturing mid-year performance conversations in March. Good communication was paramount and, in
addition to publishing guidance on the intranet, the Learning and Development
team and MyView Ambassadors within each service area would be on hand to
provide face-to-face support. The
second stage would run to March 2015. The key change to be introduced in March
2015 would be that managers and staff would set new objectives at that point,
placing increased emphasis on behaviours. The first performance review of this
new approach for most staff would therefore take place in September 2015. However,
the HR and Legal teams would be piloting this new approach from September 2014.
It was also noted that Research Service had already piloted the new approach in
a light-touch way. Kathryn Potter reported that feedback had been positive;
although a big cultural change was needed for staff to talk about behaviours
rather than outcomes, the result delivered was more valuable. Management
Board expressed disappointment that the change to discussion of behaviours
would not take place until March 2015, but recognised that this was the result
of unavoidable priorities and pressures impacting on the HR team It
was agreed that the Board would receive proposals on how the competency
framework, with an emphasis on quality conversations, would be brought into the
PMDR process in practice, in time to be able to agree the way forward for
implementation for the March 2015 reporting cycle. To support this, the Learning and Development
team would visit the London Borough of Bromley (by the end of July) and would
then be in a position to advice how best to proceed with implementing the
competency model on the new HR/Payroll ICT system. It
was emphasised that a PMDR review should already be a quality conversation
about the employee's performance and development. All members of Management
Board were asked to seek to ensure this within their Service areas; it was not
something that needed to wait until the introduction of the changes in March. Actions:
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Monthly finance report (circulated by email on 2 July) Oral
item Minutes: Nicola
Callow provided an oral update on the financial report to the end of June 2014.
The main highlight was the current projected underspend and it was, therefore,
imperative that service areas provided a clear indication of spend and
priorities so that the Investment and Resourcing Board could make the most
effective use of the available budget. Management Board were asked to ensure
Finance were made aware of any plans or proposals that might be drawn upon at
short notice. Claire
Clancy advised the Board that she had signed the Annual Report and Statement of
Accounts (2013-14) and that the Auditor General would sign the next day. The
report would then be laid before the Assembly. |
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Investment Board update (26 June) Oral
item Minutes: Nicola
Callow provided an update on the Investment and Resourcing Board meeting held
on 26 June. Two items had been discussed. The Board had asked Nerys Evans (Head
of Facilities) to prepare a prioritised list of the programme of works; they
agreed to all of the proposed works up to the end of the financial year,
totalling £590k, which would be funded from the normal EFM budget plus
additional investment. Wayne
Cowley (Project Manager) had presented an update on the HR/Payroll project,
outlining the benefits and successes, together with lessons learned. The Board
agreed to the allocation of additional funding for the completion of all work
on Phase 1. A checkpoint would take place after Phase 1 to evaluate the project
and gauge readiness for Phase 2 before the Board made its decisions on further
expenditure. An independent review would also be undertaken. Lessons learned would be shared with
Management Board. |
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Any other business Minutes: Mike
Snook provided an update on the Sabbatical policy, which was in the final
stages of review, before circulation to Management Board (with indicative
numbers of staff). Following this, it would be shared with the Trades Union. Chris
Warner confirmed that the interim policy on Safeguarding would be available
before the launch of the Youth Engagement project on 16 July. There would be
further work to integrate it with other policies, raise awareness and provide
training. The
next meeting would be held on 15 September. |