3 February 2010
AREA FISCALS GROUP/AREA BUSINESS MANAGERS GROUP
MINUTES OF MEETING HELD ON 3 FEBRUARY 2010
AT THE HILTON GROSVENOR, 5-21 GROSVENOR STREET, EDINBURGH
Present:
Catherine Dyer, Chief of Strategic Delivery (Chair)
Gavin Anderson, Business Manager, NCD
Gordon Campbell, ABM, Tayside
Angus Chisholm, ABM, Highland & Islands
Peter Collings, Deputy Chief Executive
Bill Comrie, ABM, Glasgow
Anne Currie, Area Fiscal, Grampian
Catriona Dalrymple, Interim Area Fiscal, Fife
Anne Donaldson, District Fiscal, Airdrie
John Dunn, Deputy Crown Agent
Tom Dysart, Area Fiscal, Tayside
Rosemary Fallon, Business Manager, Crown Office
David Gordon, ABM, Ayrshire
Pat Hughes, ABM, Fife
Janice Irvine, Director of Human Resources
Graham Kerr, ABM, Argyll & Clyde
Andrew Laing, Area Fiscal, Highlands & Islands
John Logue, Head of Policy
Rosemary Lester, Business Manager, Policy Division
John MacFarlane, ABM, Central
Sandy Mackie, HR Business Partner
Michelle Macleod, Area Fiscal, Central
Alan Malone, CO Operations Manager
Morag McLaughlin, Area Fiscal, Lothian and Borders
Lynne McNaughton, HR Services Manager
Ruth McQuaid, Area Fiscal, Dumfries and Galloway
Ralph Riach, ABM, Dumfries & Galloway
Lesley Thomson, Area Fiscal, Glasgow
Geri Watt, Area Fiscal, Ayrshire
John Watt, Area Fiscal, Argyll and Clyde
In attendance:
Kevin McArthur, Secretary
Norman McFadyen, Crown Agent
Sara Shaw, Secretary
Apologies:
Eric Appelbe, DBM, Glasgow
Janet Cameron, Area Fiscal, Lanarkshire
Bridget Campbell, Non-Executive Director
Catherine Cunningham
, Strategic Delivery Division
Nancy Darroch, ABM, Lanarkshire
Janet Fulton, ABM, Lothian & Borders
Scott Pattison, Director of Operations
John Regan, ABM, Grampian
Cameron Ritchie, Area Fiscal, Fife
Gillian Sweeney, DBM, Glasgow
Welcome
1. Catherine Dyer welcomed everyone to the meeting.
2. Apologies were received from Eric Appelbe, Janet Cameron, Bridget Campbell, Catherine Cunningham, Nancy Darroch, Janet Fulton, Scott Pattison, John Regan, Cameron Ritchie and Gillian Sweeney.
3. Janice Irvine updated the meeting on the current position on the recruitment of PFD/SPFDs.
4. Janice also advised the meeting of the initial results received in respect of the Civil Service Employee Survey.
5. Catherine Dyer reminded AFG to advise Sara Shaw, by e-mail, confirming that local arrangements for contacting Sheriffs out of office hours are working well or highlighting difficulties in this area in order to provide an update at the next meeting with the Sheriffs' Association.
Action: Area PFs
PCOC Disclosure
6. Peter Collings delivered a presentation on disclosure of previous convictions and outstanding charges (PCOCs) identifying areas where we can improve our processes and procedures to ensure more efficient disclosure of PCOCs and encourage police locally to do the same. During discussion:
a) It was agreed that SDD should explore methods to ensure that potential difficult issues identified by staff implementing processes in offices are captured at an early stage;
b) The meeting confirmed that all new processes should have rigorous pre implementation testing and monitoring for agreed periods thereafter, according to the complexity of the process;
c) The meeting confirmed that Areas must ensure that all staff are clear on current business rules relevant to their work, the reasons for specific procedures being in place and the consequences of not following them. Catherine Dyer asked Areas to remind staff of current Disclosure procedures and the importance of good record keeping;
d) The meeting considered the automatic return to police systems of all witness statements received in FOS where the domain name does not match that on the Standard Prosecution Report, which subsequently prevents automated requests for PCOCs being issued causing resource intensive manual processes by COPFS staff.
Victims and Witnesses
7. Geri Watt gave a presentation on the overview and current position of the Victims and Witnesses Portfolio. The particular importance of this portfolio was acknowledged. Geri advised the Group of the Portfolio's aims and objectives and current work streams. During discussion the following points were noted:
a) COPFS has made significant steps in recent times in the service we provide to victims and witnesses, however, there is always room for improvement;
b) The meeting noted that John Fox is working on updating guidance for VIA staff and developing particular guidance for VIA line managers;
c) It was agreed that there should be further training for staff on communicating with victims and witnesses and awareness raising regarding the impact of the criminal justice system on them. Learning and Development are currently assessing suitable courses on customer care. Attendees were asked to consider what form the training should take.
Action: APFs, ABMs and LDD
Senior Management Seminar
8. Catherine Dyer introduced paper AFGABM(10)03 which sought the Group's suggestions on how future Senior Management Seminars should be organised for consideration at the February Management Board. During discussion:
a) The meeting agreed the spring Seminar for SCS members should be retained in its current format;
b) It was agreed the content of the autumn seminar should be more focussed with a common theme throughout. There should be more common threads between the speakers to ensure the fluidity of the event;
c) The meeting considered whether sessions could be more interactive, e.g. smaller groups discussing case studies and time to have more detailed discussions on major issues which concern the whole organisation;
d) The meeting considered that the Portfolio Forums could be used to convey strategic/corporate direction, however, it was agreed that there was great value in bringing everyone together to attain cohesion and fellowship;
e) There was also suggestion that it may at points be appropriate to gather managers in groupings around the country, perhaps mirroring the three Federations which have recently been formed and which consist of Areas which are geographically close;
f) The meeting suggested the content of the autumn Seminar(s) should determine who is invited, including the possibility of opening the invitation to our Criminal Justice stakeholders.
Phoenix - Progress, Universal Processes and Business Rules
9. Peter Collings introduced paper AFGABM(10)01 which informed the meeting of the current position on FOS and Phoenix and the next steps for both.
10. Peter advised that a new FOS release is expected to be implemented in March which will provide bug fixes and changing suggested by BISI, several performance improvements and incorporates the secure disclosure website, disclosure schedules and the ability to put in a second description of a production to facilitate electronic indictments.
11. Peter Collings confirmed that at present it was anticipated that the weekend of 6th and 7th February would be the only days FOS would be unavailable prior to the FOS upgrade.
Action: Peter Collings
12. The meeting noted the management structure of the Phoenix project.
13. Catherine Dyer updated the meeting on the current and proposed work programme for Phoenix. She asked Portfolio owners to consider who, within their Portfolios, could assist Capgemini, ISD and SDD in the development of the new system by attending the 'Use Case' creation and agreement session sand future user testing workshops.
Action: Portfolio Owners
Review of Solemn Casework
14. John Dunn introduced paper MB(10)02 which advised AFG and ABMs of developing thinking in relation to a review of the purpose and scope of precognition. John invited initial comments prior to a more extensive consultation exercise. During discussion the following points were noted:
a) John Dunn advised that although there have been many changes to the Solemn landscape in recent years the principles of timeliness, quality and ownership set out in Project Solemn Renewal remain paramount;
b) The meeting noted that frequency of adopting police statements in court has increased, meaning precognitions are being used less. In addition, regardless of position at precognition, witnesses were routinely being referred back to their statements in cross examination. The importance of obtaining good quality police statements was emphasised;
c) The meeting agreed that further consideration should be given to the appropriate use of precognition.
AOB
Self Assessment
15. Catherine Dyer thanked all from Areas involved in the pilots for their feedback. She indicated that nominations will be required by 26 February for the forthcoming SDD awareness sessions on Self Assessment which are to be delivered to relevant managers in Areas throughout March.
Deaths Review
16. The meeting were advised that the Deaths Review Report will be completed by the end of February and initially be submitted for consideration by the Law Officers.
Sexual Offences Implementation
17. The meeting were advised that Louise Gallacher is the lead for the implementation phase of the Sexual Offences Act 2009.
COPFS/ACPOS Conference
18. Morag McLaughlin advised the group on a Conference to be held in March to publicise the new aggravations policy on Hate Crime. Each Area Diversity Team will be asked to nominate two people and include key partners.
Action: APFs/ABMs
Intelligence led investigation
19. The meeting was advised that David Harvie and Morag McLaughlin will provide training on major intelligence led investigation. The training has been scheduled for May 2010 and more details will follow.
AFG Secretariat
3 February 2010