Agenda item

Senedd Reform Programme - oral update

13.1 Siwan Davies updated the Committee on progress of the Senedd Reform Programme (SRP) which remained on track. Progress had been made across all workstreams and a key milestone had been passed with the submission of the Senedd Commission cost estimates to the Welsh Government.

13.2 Siwan outlined the plans for taking forward the two main activities of the Seventh Senedd business-focused workstreams: procedures and practice; and capacity and capability, which was inter-related with the Ways of Working Programme. Discussions were also underway to establish the mechanism for dialogue with the Independent Remuneration Board in terms of how Members are supported, and the intersection between the services provided by the Commission and the allowances which Members can access through the Board’s Determination. 

13.3 Siwan outlined preparations for supporting the legislative process which would include scenario planning for the legislative approach to Senedd Reform and other electoral reforms being proposed by the Welsh Government. In response to questions from the Committee, Siwan explained the potential implications and risks which would be explored, including the complexity of some scenarios and implications for the Commission in terms of capacity to support the scrutiny process.

13.4 In terms of programme governance, Siwan highlighted the following progress:

·       the development of a programme risk register, working with the Commission’s Risk Manager to refine this;

·       discussions with relevant officials around the links between the Senedd Reform corporate and programme-level risks with the Ways of Working Programme, as well as risks being identified by the Welsh Government and other stakeholders;

·       development of the stakeholder mapping using the RACI (Responsible, Accountable, Consult, Inform) matrix;

·       engagement with the Strategic Planning Unit to develop a joint Senedd Reform Programme-Ways of Working Programme reporting tool for the Executive Board; and

·       development of internal and external communications plans to be discussed at meetings of the Senedd Reform Programme Board and the Joint Assurance Board with the Welsh Government.

13.5 Siwan advised that the Joint Assurance Board, which had met that morning was working well. Briefings were also being co-ordinated in advance of bilateral meetings between the Llywydd and the First Minister.

13.6 In response to questions from the Chair around resources, Siwan explained that detailed workforce planning was ongoing in conjunction with the Ways of Working Programme. She also noted that the additional resources ringfenced in the budget were based on dedicated time allocated for Senedd Reform, and this did not include some of the business as usual work activities such as legislative scrutiny and parliamentary skills. Some resource had already been redeployed whilst others were taking on additional responsibilities as part of their current roles.

13.7 The Committee acknowledged the challenges around allocating time and resources to supporting the legislative scrutiny process alongside delivering the SRP workstreams and business as usual activities. Siwan acknowledged that the timetable would be extremely tight, particularly given the timescales required for a boundary review. The Welsh Government is providing assurance that the legislation is on track for introduction in autumn 2023. Risks would be re-assessed when contractual obligations were committed to a larger Senedd with more Members.

13.8 The Chair invited officials to elaborate on the Senedd Electoral Reform Delivery Board established by the Welsh Government, acknowledging this was relating to stakeholders in the electoral community, as opposed to the Joint Assurance Board which was focused on political assurances. Anna Daniel explained that the remit the Board, of which she and Siwan were members, was to ensure joined-up delivery of wider electoral reform and its component communication and engagement strategy. The Board’s membership included stakeholders from the electoral community such as officials from the Senedd Commission, Welsh Government, local authorities and the Electoral Commission. This had provided an insight into the wider electoral reform programme and helped them understand and appreciate the delivery risks for local authorities. 

13.9 Committee members raised some further questions relating to the RACI matrix and portfolio management. Siwan explained that the matrix captured everyone involved, including, but not limited to, decision-makers to ensure no stakeholders were missed. In terms of portfolio management, Siwan described the role of the Strategic Planning Unit in coordinating and reporting on the Senedd Reform and Ways of Working programmes and other major projects to the Executive Board. The Unit would also facilitate timely escalation of emerging risks and issues and make recommendations on the prioritisation of resources. Manon added that, whilst the Executive Board was the decision-making body, a lot of work was carried out at programme and strategic levels to inform decisions.

Ways of Working Programme - oral update

13.10 Ed Williams provided a brief update on progress on delivery of the Ways of Working strategy. He outlined the priorities identified in the Interim Action Plan, namely initial decisions for returning to the estate, reviewing the location of the North Wales Office, and future accommodation needs in Cardiff Bay.

13.11 The formal Ways of Working Programme structure had been established and the programme board had met to review its governance arrangements, and programme- and corporate-level risks. Plans for the relocation of the North Wales Office had been finalised and work had been commissioned on the use of office space in Cardiff Bay. Strategic options were due to be presented to the Executive Board and the Commission in May.

13.12 The Chair noted that the Committee was due to have a substantive update at its 3 July meeting but asked for an update on the strategic proposals at its meeting on 12 June.