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17 August 2011 - Change

                                                                       MANAGEMENT BOARD: CHANGE
 
MINUTES OF MEETING HELD ON 17 AUGUST 2011
 
CONFERENCE ROOM 1, CROWN OFFICE
 
 
Present:              
(Chair)                  Catherine Dyer                Crown Agent
                             Peter Collings                  Deputy Chief Executive
                             John Dunn                       Area Fiscal, Glasgow
John Logue                     Area Fiscal, Lothian and Borders
Robert Gordon                Non-Exec Director
 
In attendance:     Mark Howells                   Director of Finance
Michelle Macleod              Head of Policy
                             Geri Watt                        Director of Strategy & Delivery
                             Graham Kerr                   ABM, Argyll & Clyde
                             John Tannahill                  Head of Strategy & Planning, SDD
                             Linda Herbert                   Director of IT
                             Sue Sandeman                Staff Information Manager, Library
                             Kevin McArthur                Secretary
                             Tracy Ramsay                 Secretary
 
Apologies:            Janice Irvine                    Director of Human Resources
David Harvie                    Director of Serious Casework
 
 
Welcome
 
1.       Catherine Dyer welcomed everyone to the meeting. 
 
Minutes of Previous Meeting and Matters Arising
 
2.       The previous Change Board Minutes from 18 May 2011 were approved and the action points were addressed. It was agreed that Geri Watt will bring back consideration of targets with a view to decision on potential internal targets and conjoining solemn bail and custody targets to better reflect impact that volume of custody cases has on overall solemn work to the next MB Performance Board meeting in October for an update. Action: Geri Watt
 
Updated Change Programme & Highlight Report
 
3.       The following items were covered under the Change Programme and Highlight Report:
 
Change Programme
 
3.1     Geri Watt introduced the Updated Change Programme (MB(11)42) which shows the current projects being done by COPFS and their progress. There are also projects that are in waiting and these are only ideas at this stage. The meeting asked that those promoting new projects should be reminded to do a project mandate as soon as possible to ensure these ideas are captured and can be more fully considered by MB. It was also noted that the Board will consider how these projects fit into the COPFS strategic direction.
 
Highlight Report
 
3.2     Geri Watt introduced the Highlight Report (MB(11)43) which identifies the “Top15” current projects and their progress. This table provides more details about individual projects than the Change Programme. The following was noted:
 
-        Peter Collings advised that the VDI implementation is running approximately 2 weeks behind and should be rolled out to the first office in September.
 
-        Robert Gordon asked if the Board should see a presentation on the Summary Justice Model. John Logue agreed to provide an update in November and a presentation at the February Change Board meeting. Action John Logue.
 
Review of Case Preparation Project
 
4.       Geri Watt introduced paper MB(11)44 and invited MB to note the paper that describes a review of the approach to initial case processing, deaths investigation and the preparation of solemn and summary cases and invited MB to indicate whether they will consider the Business Case for the Project by correspondence rather than wait until the November meeting. 
 
5.       Geri provided an update on the progress to date and that initial discussions have taken place with the Unions. She also reported that a consultation meeting with work stream leaders had taken place and that work is ongoing to put together a business case. MB agreed to be contacted by circulation and Geri Watt to present an update at the November Change Board. Action Geri Watt.
 
Full Electronic Case Record Presentation
 
6.       Graham Kerr provided MB with a presentation on the Full Electronic Case Record which was intended to be presented to staff. The aim is to deliver this powerpoint presentation to Federation meetings, Area Procurator Fiscal’s and Area Business Managers by September. It will then be rolled out to managers and staff by Federation nominated presenters. The aim for full delivery of this presentation to commence will be October with a view to SDD compiling an update report to MB in December to confirm that the new processes are being followed everywhere. Action: SDD: Geri Watt
 
Secure Disclosure Website Update and Cessation of Pen Drives
 
7.       John Tannahill introduced paper MB(11)45 with regards to the Secure Disclosure Website. John reported that the position at the moment is that a number of solicitor firms have signed up for this process and continue to sign up. Over 70% of all disclosure is now via the website. John also discussed the options he wished MB to consider and asked if they would decide whether COPFS would like to move away from the use of pen drives within this calendar year and what criteria is to be set to achieve this recommendation. MB agreed to set a date of the end of October with the provision of assistance before then and some flexibility for agents whose applications are in process by then.
 
Intranet Project
 
8.       Sue Sandeman introduced paper MB(11)46 and gave MB an update on the new look PF Eye Intranet. The aim is to launch the new system on 7 September or 15 September. Sue discussed the background of the new system and the operations that will be put on place to make the transfer over to the new system as smooth as possible. Peter Collings added that support will be required from the Federations to ensure details are updated by staff on the new intranet. The paper was noted by MB.
 
Business Cases:
 
Technology Foundation
 
9.       Linda Herbert introduced the business case for Technology Foundation (MB(11)47). The purpose of this business case is to to enable COPFS core business to be delivered on a secure and supported technology platform (technology “foundation”) to meet the Federations future business requirements. Linda discussed the various options and costs that MB should take into account.   MB agreed to proceed with the proposal.
 
Templates Review
 
10.     Geri Watt introduced the business case for FOS/SOSR Templates Review (MB(11)48). The purpose of this business case is to carry out a comprehensive review of all FOS/SOSR templates to ensure that there is a comprehensive set of templates for frequently used letters and COPFS documents. Geri updated MB on progress. She said that both this and the case processing manual review needed detailed plans but sought agreement to proceed. The Board agreed to proceed as proposed.
 
Case Processing Manual Review
 
11.     Geri Watt introduced the business case for Case Processing Manual Review (MB(11)49). Geri outlined the purpose of this paper which is to undertake a comprehensive review of the departmental online Case Processing Manual by using clear comprehensive up to date guidance which can also be easily separated into relevant parts for individual jobholders. Geri discussed the background and reasons for this case. MB agreed to proceed as proposed but that Geri should report back to the Change Board in November. Action: Geri Watt
 
AOB
 
Spending Review 2011 Update
 
12.     Peter Collings gave MB an update on the position of the Spending Review 2011. Peter reported that there has been no further clarification regarding decisions expected to be taken by Scottish Government to date and that COPFS submitted a return to the Cabinet Secretary for Finance on where COPFS may be able to make savings. All Cabinet Secretaries have had their bilaterals with the Finance Ministers, the Lord Advocate will meet with Mr Swinney next week.
 
Pay
 
13.     Mark Howells introduced paper MB(11)50 regarding the latest developments of Staff Pay. He discussed the challenge which faces COPFS around the pay bill and the meeting noted the paper. It was also agreed that the option which mirrored Scottish Government’s main approach should be followed. 
 
14.     Peter Collings advised that the Auditor General will publish a report on COPFS Phoenix programme and the decision to stop some of the planned development shortly. As yet there is no indication what the report is likely to say.
 
 
 
 
MB Secretariat
20 July 2011

SUMMARY OF ACTION POINTS ARISING FROM MEETING
ON 17 AUGUST 2011
 
Member
Action Points
Status
2. Geri Watt
The previous Change Board Minutes from 18 May 2011 were approved and the action points were addressed. It was agreed that Geri Watt will bring back consideration of targets with a view to decision on potential internal targets and conjoining solemn bail and custody targets to better reflect impact that volume of custody cases has on overall solemn work to the next MB Performance Board meeting in October for an update. Action: Geri Watt
 
 
3.2 John Logue
 
Robert Gordon asked if the Board should see a presentation on the Summary Justice Model. John Logue agreed to provide an update in November and a presentation at the February Change Board meeting. Action John Logue.
 
 
5. Geri Watt
 
Geri provided an update on the progress to date and that initial discussions have taken place with the Unions. She also reported that a consultation meeting with work stream leaders had taken place and that work is ongoing to put together a business case. MB agreed to be contacted by circulation and Geri Watt to present an update at the November Change Board. Action Geri Watt.
 
 
6. Geri Watt
 
Graham Kerr provided MB with a presentation on the Full Electronic Case Record which was intended to be presented to staff. The aim is to deliver this powerpoint presentation to Federation meetings, Area Procurator Fiscal’s and Area Business Managers by September. It will then be rolled out to managers and staff by Federation nominated presenters. The aim for full delivery of this presentation to commence will be October with a view to SDD compiling an update report to MB in December to confirm that the new processes are being followed everywhere. Action: SDD: Geri Watt
 
 
11. Geri Watt
 
 
Geri Watt introduced the business case for Case Processing Manual Review (MB(11)49). Geri outlined the purpose of this paper which is to undertake a comprehensive review of the departmental online Case Processing Manual by using clear comprehensive up to date guidance which can also be easily separated into relevant parts for individual jobholders. Geri discussed the background and reasons for this case. MB agreed to proceed as proposed but that Geri should report back to the Change Board in November. Action: Geri Watt