18 May 2011 - Change
MANAGEMENT BOARD : CHANGE BOARD
MINUTES OF MEETING HELD ON 18 MAY 2011
CONFERENCE ROOM 1, CROWN OFFICE
Present:
(Chair) Catherine Dyer Crown Agent
Peter Collings Deputy Chief Executive
Janice Irvine Director of Human Resources
David Harvie Area Fiscal, Central
Lesley Thomson Area Fiscal, Glasgow
Robert Gordon Non-Exec Director
In attendance: Mark Howells Director of Finance
Geri Watt Director of Strategy & Delivery
Graham Kerr Area Business Manager, A&C
Paul Lowe Policy Unit
Lesley Shoniwa Diversity Team
Mark Howells Director Finance
Kevin McArthur Secretary
Tracy Ramsay Secretary
Apologies John Dunn Deputy Crown Agent
Michelle Macleod Head of Policy
Welcome
1. Catherine Dyer welcomed everyone to the second meeting of 2011 at which Management Board would sit as a Change Board
Minutes of Previous Meeting and Matters Arising
2. The minutes of the previous meeting were approved.
3. The action points from the previous meeting were addressed.
Change Strategy
4. The following items were covered under Change Strategy:
Highlight Report
4.1 Geri Watt introduced the Change Board Highlight Report (MB(11)21). Geri gave MB an update on the following Projects:
- VDI
- Secure Disclosure Roll out
- Justice Outcomes – Summary Justice Model, Getting People to Court & Video Conferencing for Non-Trial Court Appearance.
- Criminal Justice & Licensing Act
- FOS – Release 2.1 & 2.2, 2.3
- Purpose Driven Precognition
- FOS Marking Process Evaluation
- Criminal Justice Secure Email Roll Out
- Business Intelligence Phase 2
Carbon Management
4.2 Paper MB(11)22 was introduced by Geri Watt. The Carbon Management Project is owned by Anne Currie. The paper submitted that Carbon Management is better viewed as an ongoing organisational requirement to meet commitments which COPFS has to manage on an ongoing basis rather than a project with a start and finish date. Management Board agreed to the proposal in the paper that Carbon Management should be removed from the top 15 projects list and be added to the Performance Board agenda. Action: Secretariat
E-Business
4.3 Geri Watt gave the meeting an oral update on the current initiatives involving e-business and it was agreed that an e-learning package providing guidance to staff on how this will operate should be created. Action: Geri Watt
Management of Change – Emotional Aspects
4.4 Geri Watt introduced paper MB(11)23 which advised MB of the proposal to provide managers with improved tools to recognise and address the emotional impact of change. The paper asked the Board to consider the steps COPFS can take to improve implementation of future changes to assist staff affected by them. MB agreed that this was an important aspect of change management and that SDD should create a suitable programme for managers. Action: Geri Watt
ISG/SDD Resource Paper
4.5 Peter Collings introduced paper MB(11)29 and provided the background to the paper which covered ISD’s creation of a resource plan detailing estimated resource commitments. The update was noted by MB.
COPFS Change Portfolio
4.6 Geri Watt introduced paper MB(11)30. This paper invited MB to consider the organisation of change projects and programmes. Peter Collings suggested that the priorities on the Top 15 should be added to the agenda for the next and subsequent Change Boards. Peter agreed to work with Geri in the interim and put a report together for distribution to MB. Action: Geri Watt & Peter Collings
Full Electronic Case Record
5. Graham Kerr introduced paper MB(11)24 to the Change Board. Graham provided the background and timescales involved in this business case. The project aim is to achieve a full electronic case record for every case reported to COPFS. Graham discussed the options which have been explored and the very successful pilot work carried out so far in Argyll & Clyde. Graham advised that ISD had been involved and that it was anticipated that there would be no impact on our IT systems or on ISD resource for this project. The Board noted that this paper and the information Graham provided in his presentation were helpful and encouraging. The impact on efficiency of our processes and the ability to move work rather than people will be significant and that the results form the pilots were impressive.
New Business Cases
6. The following cases were brought to the Board:
Giving Reasons
6.1 Paul Lowe introduced paper MB(11)25 to the Board. Paul gave MB the background and highlights of this business case which would fully implement a formalised victim notification system, providing case disposal information in relation to Direct Measures and No Proceedings/No Further Proceedings markings. The Project intended to achieve all this through preparation of policy and guidance with development of supporting business processes and IT systems. MB decided not to commit to the business case in its current form at this time. MB considered that in the current financial climate this project would require further investigation on resource impact particularly with regard to the proposals for additional IT development. It was agreed that proposals as to how we ensure further provision of information for victims and witnesses in light of the EU Directive on that topic should be made available for MB discussion at the next Strategic meeting. Action: Geri Watt to liase with the relevant Portfolio Owners Ruth McQuaid and Andrew Laing and request proposals for consideration by MB.
Replacement Coplink
6.2 Geri introduced paper MB(11)26 and gave MB an update. If this project is successful in going ahead, the estimated date for going live will be November. The Board approved the project.
Equality and Diversity considerations including EQIAs
7. Lesley Shoniwa provided MB with an update on the Equality Act 2010. Staff can access information on the new Equalities duties and the Protected Characteristics on PF Eye. Lesley informed MB that there will be a Review of Equality Impact Assessment models and discussed are looking various models being considered. Lesley also reported that various policies and practice which are currently being considered for Equality compliance are being grouped together under the headings of Projects, Policy, People and Procurement. Lesley’s team is working alongside HR to capture all current work which requires assessment. Guidance and training will be made available on how staff use the materials being produced in respect of each piece of work and how to take issues forward.
AOB
8. Mark Howells introduced paper MB(11)28 regarding Witness Expenses which sought MB views on the current levels and appropriateness of expenses paid to ordinary witnesses. A recent forum posting suggested that we should look at what we offer in expenses payments to members of the public attending at court or precognition. It was agreed that Janice would work with Mark to consider options and costs of processing individual claims as opposed to universal rates for all witnesses regardless of actual outlay. Action: Janice Irvine
9. Geri Watt invited MB to consider some issues that had arisen around the consideration of targets. It was agreed that it was not appropriate to round up. The target required should be fully met or exceeded if it was to be recorded as having been achieved. The meeting discussed the benefits of introducing additional internal targets to assist workflow and the creation of more quality targets as opposed to further ‘time taken’ targets. Action: Geri Watt to take forward with Federation Leaders
MB Secretariat
9 June 2011