Corporate Services Plan 2012 - Final Draft (2)1

7/31/2019 Corporate Services Plan 2012 - Final Draft (2)1

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Corporate Services Plan

2011 - 12


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Corporate Services Plan 2011-12

Contents

1. Introduction by Chief Officer Page 22. Achievements and Proposals for the future Page 43. Overview of Services and Contribution to the

Corporate PlanPage 5

4. Budget Page 65. Action Plan in detail Page 8


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Introduction

I am pleased to present the Corporate Services Service Plan for 2011/12 whichsets out how we intend to develop, review and deploy our resources to help meetthe outcomes in the Councils Corporate Plan, its portfolio of change and newways of working. Through these actions we will improve service delivery to ourinternal and external customers and will contribute to the aim of making CardiffCouncil the best European Council by 2015.

This is the first Service Plan for the recently restructured Service Area and it willbuild on the positive progress and achievements of our predecessor areas andfocus on the key issues that face us and the Council in the future.

My new management team comprises of myself as the Chief Corporate Services& Section 151 Officer, the Head of Service, Scrutiny, Performance &Improvement, the Chief Legal and Democratic Services Officer, together withsenior Operational Managers for Procurement, Accountancy, Risk & Audit andStrategic Estates. This team will be responsible for taking forward the keycouncil wide functions as well as some of the most challenging agendas facingthe Council at this time.

The key services provided by the new team are:-

Corporate Services & Section 151 Officer

Carrying out all statutory financial responsibilities

Facilitating and managing an evolving capital portfolio.

Ensuring effective financial control over a wide range of disciplinesincluding accounts payable and receivable; payroll; management andadministration of Pension Fund; collection of Council Tax and NNDR andbudgetary control.

Managing and providing strategy, advice and solutions for the corporateprocurement of goods, works and services.

Ensuring robust risk management arrangements are in place across thecouncil services

Securing sustainable and cost efficient energy management and carbon


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Providing health and safety advice across the council while providingeffective, proactive management of health and safety.

Chief Legal and Democratic Services Officer

Monitoring Corporate Governance and probity.

Delivering legal advice on all major projects and procurements.

Supporting Service Areas by providing general Legal Advice and directservices to the Public e.g. organising and servicing Education appeals

panels. Provision of administrative support to the Council, Executive, Committees

and Corporate Management Board.

Delivering Democratic Support and implementing the MemberDevelopment Strategy.

Delivering Electoral Services.

It is recognised that by pulling together these functions we are best placed tosupport the Council to deliver its ambitious agenda for change and I look forwardto working with you as we establish our new Service Area and develop andimplement the Plan.

CHRISTINE SALTERChief Corporate Services & Section 151 Officer


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Achievements and Proposals for the Future

Achievements

Services provided by the former Corporate Services were delivered in2010/11 against a back drop of changing legislation, shrinkingresources and an ambitious transformational change agenda within theCouncil

Some notable achievements in the last twelve months include:-

Implementing the Centralisation of the Accounts Payablefunction as part of the Transformation Programme which willrealise savings of 237,000 in 2011/12.

Delivering the first stage of the Print Smart project by putting inplace new, innovative methods to enable an improved processfor printing, copying and scanning across the authority

Re-energising and refocusing the performance reporting of thecouncil

Adopting a Property Disposals Procedural policy andintroducing a structured approach to asset management policywhich has put in place the foundations for the futuredevelopment of a sound co-ordinated approach.

Proactively tackling Housing and Council Tax benefits Fraudwhich resulted in some 63 prosecutions taking place in respectof 400,000 of overpayments.

A summary of the objectives of the predecessor Service Area andperformance against them in 2010/2011 is available on CIS.

The Future

The key aim of the Corporate Plan is to build a prosperous citysupported by a vibrant and dynamic culture and a healthy, safe citywith a rich and sustainable environmental heritage. Over the next three

i l l i hi h C il C S i ill


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Encourage stronger collaborative working with our partners, internaland external stakeholders which ensures an effective match of

resources and processes to priorities.

Overview of Services & Contribution to theCorporate Plan

Our role is to consistently work in partnership with the Executive,Members, Service Areas, partners and other bodies to support the

development of Council plans and strategies to ensure policy acrossthe council is routinely practiced and measured.

As the majority of the Service Areas functions are enabling ones,providing both direct and indirect support to all of the Councilsservices we have an integral part to play in contributing to the deliveryof each outcome set out in the Corporate Plan.

Specifically Corporate Services greatest focus is on leading andsupporting the following outcomes and objectives:-

Outcomes:

The Council Delivers improved outcomes for the City and itsCitizens through strong partnerships and innovative new ways

of working

Cardiff is a fair, just and inclusive society

People in Cardiff are healthy

People in Cardiff achieve their full potential

Cardiff has a thriving and prosperous economy

Details of the specific activities we will undertake to support these andother corporate objectives are outlined in the Service Action Plan.


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CORPORATE SERVICESREVENUE ESTIMATE 2011/12

SERVICE ANALYSIS FINANCE PROCUREMENT PROPERTYLEGAL

SERVICESDEMOCRATIC

SERVICES

SCRUTINY,PERFORMANCE &

IMPROVEMENT

SERVICETOTAL

BUDGET HEADING 000 000 000 000 000 000 000

EXPENDITURE

Employees 9,801 1,208 1,361 2,012 1,083 2,068 17,533

PremisesRepairs & Maintenance 0 17 347 0 0 0 364

Other Premises Costs 18 140 659 2 0 0 819

Transport

Running Costs of Vehicles 0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 52

8 0 6 3 3 0

0Other Transport Costs 51 3 13 2 7 17 93

Supplies & ServicesEquipment Furniture &Materials

13 1,409 5 81 11 8 1,527

Communications & Computing 893 26 9 31 201 26 1,186

Other Supplies & Services 873 6 128 179 1,502 282 2,970

Third Party Payments 17 10 0 0 0 293 320

Transfer Payments 0

Support Services 1,003 12 821 243 206 170 2,455Less Internal Recharges (1,972) (1,588) (393) (411) 0 (6) (4,370)

0Transfer to reserve 52

Capital Financing 20

GROSS EXPENDITURE 10,705 1,243 2,956 2,142 3,065 2,858 22,969

INCOME

Government Grants 0 0 0 0 0 (17)

0 0 0 0 0 0

0 (2) (34) 0

(17)

Other Grants 0Sales 0 (635) 0 (8) 0 (643)

Fees and Charges (1,293) (270) (48) (663) 0 0 (2,274)

Rents 0 0 (3,597)

0

0 0 0 (3,597)

0Interest (36)Other Income (1,973) (71) (124) (222) (16) (156) (2,562)GROSS INCOME (3,266) (976) (3,771) (919) (24) (173) (9,129)NET EXPENDITURE 7,439 267 (815) 1,223 3,041 2,685 13,840


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Corporate Outcome Cardiff is a fair, just and inclusive society

Corporate Objective To promote equality of opportunity and participation in decision making

Corporate Services Objective Tasks Responsibility Timescale Milestones & Measures

To develop a more citizen focusedscrutiny function in Cardiff Review Scrutiny Services in line withthe outcomes of the Green Paperconsultation, recommendations fromthe Policy Review and PerformanceScrutiny Committee and the relevantprovisions of the Local GovernmentMeasures 2011

OM Scrutiny 30 Sept 2011

31 Mar 2011

Review complete and recommendations for changeapproved

Awareness sessions held for members and councilstaff

Revised arrangements completed

To develop a more citizen focusedscrutiny function in Cardiff

Work with partners to establisheffective scrutiny arrangements for the

LSB

OM Scrutiny 30 Sept 2011 Arrangements in place

To ensure that the Members havethe necessary skills and supportrequired to undertake their roleseffectively

Develop and deliver a developmentprogramme for Scrutiny members

OM Scrutiny 31 Mar 2011 Induction and ongoing development programme formembers in place


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Corporate Outcome Improved outcomes for the City and its citizens through strong partnerships and innovative new waysof working

Corporate Objective Continue to improve the efficiency and effectiveness of all our services to deliver value for money

Corporate Services Objective Tasks Responsibility Timescale Milestones & MeasuresTo ensure the Councils SAP systemsupports effective budget monitoringand supports continual improvementin budget management processes

To maintain control of the accountingaspects of the SAP system includingmonthly bank account reconciliation,updating and maintaining codinghierarchies, ensuring timely andaccurate coding of incometransactions, monitoring andreconciling key suspense accounts

and supporting future developmentsof SAP

OM Schools &Budget Control

On-goingthroughout theyear but withmonthlyreviews andreporting

Meeting deadlines

No. of working days income not in ledger

No. of suspense codes un-cleared by end offinancial year

To deliver a 60% reduction in theCouncils Carbon emissions

Manage Energy use in the CouncilsEstate and comply with the CRCEnergy Efficiency Scheme

OM Estates & LandStrategy

31 Mar 2012

31 July 2011

Continued delivery of Council Carbon ManagementProgramme

Milestone target for 2011/12 to be a 5% reduction incarbon emissions over previous year

CRC Core Team & Working Group to submitFootprint report as required by scheme legislation

To ensure the effective and efficientdelivery of the requirements ofInformation Management dataprotection (DP) and Freedom ofInformation (FOI)

Review the effectiveness of existingprocesses for DP and FOI, includinga resourcing plan as part of thePerformance and Information Projectabove

Head of Service -Scrutiny,Performance &Improvement

As per theShared ServiceTransformationProgrammetimescales

Programme governance through TransformationProgramme

Delivery of the savings as set out in theTransformation Programme

To ensure that Records Managementis delivered efficiently and effectively

Review existing delivery of therecords management and the recordsmanagement centre

Head of ServiceScrutiny,Performance &

Improvement

31 Dec 2011

31 Jan 2012

Review completed

Commence implementation of recommendations ofthe review


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Corporate Services Objective Tasks Responsibility Timescale Milestones & MeasuresTo ensure that the Council operateseffective and embedded riskmanagement arrangements

Support the development of riskmanagement and good governancearrangements to ensure thatprocesses are designed so that riskmanagement is intrinsically built intoeveryday Council practices andprocedures

Audit & RiskManager

30 June 2011

30 Sept 2011

31 Mar 2011

Ongoing

New Corporate Risk Policy and Strategy approved

Annual Governance Statement approved

Review of contract with Marsh complete

New Risk database implemented (if decision takento proceed)

Quarterly review of Corporate Risk Register

Regular updating of intranet site for Risk

Management

To ensure that the Council operateseffective and embedded riskmanagement arrangements

Provide support to service areasdevelop their own risk registers

Audit & RiskManager

Ongoing % of services with risk registers


Facilitate Audit Panel and helpingshape their work plan

Audit & RiskManager

In line withPaneltimetable

Effective Audit Panel meetings

To ensure that the Councilscorporate governance arrangementsare underpinned by an independentappraisal function which providesauthoritative advice and assurancewith regards to the adequacy ofinternal control arrangements

To provide a professional, effectiveand efficient audit and investigationservice, to be undertaken incompliance with professional Codesof Practice and Statute

Audit & RiskManager

1 May 201131 May 2011

Delivery of the Audit Plan Deliver of the Annual Audit Report

Progress reports on audits within 4 weeks of thequarter end for Section 151 Officer and Audit Panel

Spend within budget

Cost analysis with benchmark group

To reduce the environmental impact

of the activities of the Audit and Riskservice

Continue towards a paperless office

by maximising opportunities forgreater use of technology

Audit & Risk

Manager

Review

progress Sept2011

Introduce hot-desking

Reduction in paper files


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Corporate Services Objective Tasks Responsibility Timescale Milestones & MeasuresTo target fraud and financialimpropriety to reduce the risk offinancial loss to the Council

Promoting prevention and detectionthrough the provision of advice andguidance in relation to risks, controlsand effective working and soundguidance on a range of financialmatters

Audit & RiskManager

31 Oct 2011

Ongoing

Reviewprogressquarterly

Review of the Anti Fraud and Anti-CorruptionStrategy completed

Progress reports within 4 weeks of the quarter endfor Section 151 Officer and Audit Panel

Client interaction measures

% client satisfaction

% of recommendations agreed / actioned

Achieve fraud awareness training targets and

satisfaction ratings Quarterly newsletters for Benefit Fraud issued

Issue at least four press releases / reports on courtcases per annum

To target fraud and financialimpropriety to reduce the risk offinancial loss to the Council

To undertake investigations intosuspected fraud in accordance withprofessional standards

Audit & RiskManager

OngoingReviewprogressquarterly

Progress reports within 4 weeks of the quarter endfor Section 151 Officer and Audit Panel

Analysis of sanctions

Continue working with DWP in preparation for 2013


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Corporate Objective Delivering internal transformational realising cashable savings and improved service delivery


To reduce Council expenditure onLand and Buildings

Deliver the Land and BuildingsProgramme, focusing on threestrands:

- Asset Management

- Office AccommodationRationalisation

- Non operational Investment Estate

OM Estates & LandStrategy

On-going Governance through Transformation Programme

Delivery of the savings as set out in theTransformation Programme

Draft office accommodation strand presented toCMB/CO and EBM end of April 2011

Draft Asset Management strand presented to JuneEBM


Support the effective riskmanagement of the TransformationProgramme and other major projectsand programmes

Audit & RiskManager

Ongoing CRSA reviews / audit reports on Programmes andprojects. Attendance at meetings STCprogrammes, projects

To ensure that the Council'stransformation programme as awhole, and specific projects areunderpinned by and decisions taken

based on robust financial information

To provide financial support andadvice to the transformationprogramme as required including:

- the Benefits Framework Board

- the Investment Strategy

OM Projects &Technical Accounts

Ongoing Regular updates on key issues / projects

To ensure that the TransformationProgramme and its projects areunderpinned by reliable legal advice

Provide the TransformationProgramme and Project with legaladvice

Chief Officer Legal& DemocraticServices

Ongoing Regular updates on key issues / proje


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Corporate Outcome People in Cardiff are Healthy

Corporate Objective Promoting and supporting healthy and active lifestyles


To ensure the provision of acompetent health and safety serviceto:

a) contribute to the health and wellbeing of employees and safety ofothers affected by the Councilsactivities

b) to assist in ensuring compliancewith health and safety legislation and

best practice

Ensure relevant Council policies arereviewed and updated as required OM Health andSafety 30 June 2011

30 Sept 2011

Amend Violence at Work Policy to reflect use ofPeople to be Aware of Corporate Database system

Revised Health and Safety Policy adopted

Health and Safety Policy on Contractors to reflectchanges in contractor assessment and ensureeffective management of contractors is built intooperational systems


a) contribute to the health and wellbeing of employees and the safety ofothers affected by the activities of theCouncil

b) to assist in ensuring compliancewith health and safety legislation andbest practice

Health & Safety Inspectionsconducted by HS Advisers

OM Health andSafety

Ongoing No of inspections carried out

Outcomes of Inspections reported


a) contribute to the health and wellbeing of employees and the safety ofothers affected by the activities of the

Councilb) to assist in ensuring compliancewith health and safety legislation andbest practice

Provide assistance and support toservice areas to ensure theyeffectively deliver their health andsafety responsibilities. Including:

Provision of advice and assistancein the production of suitable risk

assessment Securing provision of appropriate

HS training

Provisions of advice and guidancefor senior managers

OM Health andSafety

Ongoing

Ongoing

31 Aug 2011

31 Mar 2012

Numbers of accidents at work?

Numbers of incidents of violence at work?

Feedback from HS Advisers on quality of riskassessment

Tendering exercise for external HS training

providers complete and service areas informed ofapproved providers

Redesign of HS website complete

HS Self audit for Senior Managers available

Codes of Guidance and other HS documentationdeveloped/amended as appropriate


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Corporate Outcome People in Cardiff are Healthy

Corporate Objective Promoting and supporting healthy and active lifestyles


To ensure the provision of acompetent health and safety service:

a) contribute to the health and wellbeing of employees and the safety ofothers affected by the activities of theCouncil

b) to assist in ensuring compliancewith health and safety legislation andbest practice

Monitoring and reporting of Councilwide Health and Safety OM Health andSafety Ongoing

Annual Council Health and Safety Report producedby 31 Dec 2011

Online accident reporting system developed andimplemented by 31 Mar 2012

Continuing work on the Corporate Health Standardagenda when possible

To minimise the risks of e-coli andother food related outbreaks of ill-heath through continuing toundertake activities with partners andthrough the internal e-coli Group

Continue to work with EnvironmentalHealth, other internal departmentsand external providers to ensurehygiene standards are maintained

Continue to maintain the foodcomplaints process

Continue to assess, monitor andcontrol all food and catering suppliers

using the 5 star rating systemdeveloped by Environmental Health

OM Commissioning& Procurement

Rollingprogramme

Maintain Alito provider database

Occurrence of serious food related outbreaks of ill-health?

Measures relating to the 5 star rating system?

Documents

Corporate Services Plan 2012 - Final Draft (2)1