16 November 2011 - Change
MANAGEMENT BOARD: CHANGE
MINUTES OF MEETING HELD ON 16 NOVEMBER 2011
CONFERENCE ROOM 1, GLASGOW PROCURATOR FISCAL OFFICE
Present:
(Chair) Catherine Dyer Crown Agent
Peter Collings Deputy Chief Executive
Robert Gordon Non-Executive Director
David Harvie Director of Serious Casework
Mark Howells Director of Finance
Janice Irvine HR Director
John Logue Area PF, Lothian & Borders
In attendance: Mike Bell Head of SFIU
Susan Cameron Strategy & Delivery Division
Catriona Dalrymple Area PF, Tayside
Nancy Darroch Area Business Manager,
Lanarkshire
Kevin McArthur Secretary
Anthony McGeehan Deputy Director of Serious
Casework
Tracy Ramsay Secretary
Sue Sandeman Staff Information Officer
Alan Thompson Non-Executive Director,
COPFS Audit and Risk
Committee
Apologies: John Dunn APF, Glasgow
Michelle Macleod Head of Policy
Geri Watt Director of SDD
Welcome
1. Catherine Dyer welcomed everyone to the meeting, in particular Alan Thompson, Non Executive Director, attending from the COPFS Audit and Risk Committee.
Minutes of Previous Meeting and Matters Arising
2. The previous Change Board Minutes from 17 August were noted as previously approved and the action points were noted as completed.
Updated Change Programme and Progress Report
3. Peter Collings introduced papers MB(11)68 and MB(11)69 which provided the Board with an update on the progress of current projects within the change programme. The contents of the paper were noted. During discussion the following points were noted:
a) COPFS are in discussion with the Faculty of Advocates and the Law Society regarding the implementation of secure e-mail which will provide a secure communication line between defence counsel and agents and COPFS;
b) Updates on current initiatives under the Scottish Government Justice Outcomes portfolio including Getting People to Court and Witness & Jury Centralisation were noted;
c) The Secure Disclosure Website is live and is working well. The majority of disclosure materials to the defence are now being disclosed through the site. It is hoped all defence agents will be registered to receive disclosure via the website by the end of 2011;
d) Peter Collings clarified the process in which the top 15 projects are selected for the Change Board’s attention. Alan Thompson indicated that it would be helpful if the Board could have sight of all projects at each Change meeting to ensure the correct initiatives are being given the necessary priority;
VDI Update
4. Catriona Dalrymple introduced paper MB(11)70 regarding the current status of the roll-out of the Virtual Desktop Infrastructure (VDI) project. She indicated that so far VDI has been rolled out successfully in Cupar, Livingston, Dunfermline, Kirkcaldy and Aberdeen. Early indications are that VDI is much faster but some issues which have been identified, including apparent loss of documents, delay in typing response and taking longer to log in are being addressed. These issues will be resolved prior to the roll-out to all other offices. A message to all staff will be placed on PF Eye clarifying the position.
Case Preparation Review Project
5. Susan Cameron introduced paper MB(11)71 which invited Management Board to consider and agree the recommendations identified by the respective core work streams.
6. Mike Bell advised the Board on the findings of the Deaths Forum on possible improvements to the processes involving deaths cases which included:
i. Reducing the volume of death reports being received in COPFS by developing the Ayrshire pilot which involved closer partnership working with Police, paramedics, GPs and hospital doctors to raise awareness of situations in which the optimum outcome was certification by NHS personnel rather than instruction of post mortem by the Procurator Fiscal;
ii. Establishment of uniform process application across all Deaths Units;
iii. Better use of technology;
iv. Utilising staff who have evidence gathering and analysis skills including Precognition Officers and Investigative Assistants.
7. Catriona Dalrymple advised the Board on the findings of the Sheriff and Jury Forum on possible improvements to the processes around preparation of Sheriff and Jury cases. She advised that thirteen recommendations have been made in total allied to two main principles – operational effectiveness and improving quality. Recommendations include:
i. End to end case working to reduce duplication of effort and increase operational effectiveness;
ii. Electronic reporting of all Sheriff & Jury cases to Crown Office in a uniform format;
iii. Clear Disclosure responsibility;
iv. Petition cases to remain in FOS to named individual for appropriate stages to optimise electronic preparation;
v. Full review of VIA process;
vi. Review of all current guidance.
8. John Logue provided an update on ICP/Summary work streams and advised of a number of initiatives planned for 2012.
9. The Board thanked the work streams for the work already done and recognised the Review is heading in the right direction but there is further work required.
10. The meeting discussed the format of the paper provided and agreed it would be beneficial if each work stream submitted a separate paper to the Executive meeting. All should provide a detailed note of recommendations and provide information on the resource required to implement recommended changes.
Action: SDD & Work Stream Leaders
SJM – Witness Text Pilot
11. John Logue introduced paper MB(11)72 which provided a summary of the intended pilot in Edinburgh of use of mobile phone text reminders for civilian witnesses who are required to give evidence in Summary trials. The contents of the paper were noted.
Risk Management
12. Catherine Dyer introduced paper MB(11)73 which advised the meeting of the current entries in the Corporate Risk Register which have been identified as a “change” risk. During discussion:
a) The meeting considered whether the residual risk assessment of root cause “COPFS is adversely affected by budget pressures and reform requirements (Criminal Justice and wider public sector reforms) on partner organisations, police reforms” should be altered now that the Spending Review has been announced. It was agreed that the score should remain as indicated but should continue to be monitored;
b) Alan Thompson indicated that the financial impact of the projects discussed at the meeting should be considered in respect of that assessment on the Risk Register and recommended a section on “Key Benefits” should be included in the progress report on each project.
Action: SDD
COPFS Business Strategy
13. The meeting noted a diagram of the COPFS Business Strategy provided by Peter Collings with the assistance of SDD and agreed that it provided a useful visual summary for reference.
AOB
14. The meeting noted that ACPOS have indicated all Police IT projects have been put on hold pending the assessment of priorities to be pursued in the months leading up to commencement of a single force structure. This will impact on several projects COPFS are involved in and further discussions will be required at the weekly Executive meetings of COPFS MB members as further details emerge from ACPOS.
MB Secretariat
16 November 2011
SUMMARY OF ACTION POINTS ARISING FROM MEETING
ON 16 NOVEMBER 2011
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Member
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Action Points
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Status
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SDD & Work Stream Leaders
(Para 10)
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The meeting agreed it would be beneficial if each work stream submitted a separate paper to the Executive meeting. All should provide a detailed note of recommendations and provide information on the resource required to implement recommended changes.
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SDD (12(b))
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“key benefits” section to be included in the progress report for each project
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