Local Government Pension Scheme 16 September 2009 PENSION LIAISON OFFICERS’ GROUP (PLOG)

Local Government Pension Scheme

16 September 2009

PENSION LIAISON OFFICERS’ GROUP (PLOG)


Welcome/Introductions

• David Broome – Head of Pensions

• Andy Cunningham – Employer Relationship Manager

• Nikki Barnes – Communications Manager


Agenda

1. Welcome/attendance

2. New Annual Benefit Statements

3. Communications Strategy & Annual Report

4. Administration Strategy

5. Ill health guidance

6. LEAN review

7. The future of the LGPS: current consultations

8. Staffing/Committee update

9. Any other business

10. Dates/venue of forthcoming meetings


New Benefit Statements

• Feedback from members and employers• New design• Expected release date


Communication Strategy & Annual Report

• New communications strategy• Annual report for year up to 31st March 2009


Administration Strategy Implementation

• Background and regulatory position

Process:• Draft• Consultation• Targets and responsibilities (e.g. producing employer

discretion policy)• Formal implementation• Review


Administration StrategyPast performance - Where we were

• Required turnaround times for data submission unclear for employers, members and Fund staff

• Forms frequently arriving a long time after the date of the new starter/change or leaver etc

• Some forms not received at all• Prior to Lean in particular, some procedures were overly

complex and forms were not clear• Turnaround times and levels of accuracy known to be

variable but not monitored


Administration StrategyPresent performance - Where we are now

• Lean (for LGPS) nearly complete – covering a complete review of administrative procedures

• We are now monitoring turnaround times and levels of accuracy for all main forms

• Targets drafted with reference to required turnaround times• Initial statistics produced to illustrate current employer and

Fund performance



Initial statistics for the period from 18-06-09 to 10-09-09

Retirements• Average amount of days, in relation to when someone retires,

that we receive the retirement form:

• Percentage of retirement forms received before member retires

• Average Fund processing time for retirements:

3 days before

1.3 days

50%



Starters• Average time taken to receive a Starter form:

• Percentage of forms received within the following time frames (measured from their starting date):

Percentage containing queries• Average Fund processing time

20 working days 30 working days 40 working days

57 working days(2½ months)

4.3 working days

4%

43% 68% 76%



Changes• Average time taken to receive a Change Form

• Percentage of forms received within the following time frames:

• Percentage of forms containing queries • Average Fund processing time


56.4 working days

1.2 working days

18%

57% 67% 72%



Leavers

• Average time taken to receive a Leaver form:

• Percentage of forms received within the following time frames:

• Percentage of forms containing queries: • Average Fund processing time:


59.2 working days

2.6 working days

17.1%

65.5% 73.6% 78%


Administration StrategyAdministration performance - Where we want to be

• Pension Administration Strategy in place and employers have agreed to actively work towards targets if they are not already meeting them

• Formalised employer contacts in place

• Significant progress being shown by employers, as necessary, with respect to the targets

• Long term goal: Wiltshire Pension Fund being able to provide a more accurate, up to date and improved pension administration service for our customers


Ill Health Guidance

• Detailed CLG guidance – November 2008: http://www.wiltshirepensionfund.org.uk/clg-ill-health-guidance.pdf

• CLG / FOM supplementary guidance for IRMPs – 28 July 2009: http://www.wiltshirepensionfund.org.uk/supplementary-guidance-for-irmps.pdf

• Guidance is very clear:

– IRMP advises on “reduced likelihood of gainful employment”

– Employer makes decision on Tier 1, 2 or 3

– Employer tells the Pension Fund, who implement decision


Lean Review

• Review of all LGPS processes nearing completion:– Starters

– Changes

– Leavers

– Retirements

– Deferred into pay

– Refunds

– Linking (of multiple records)

– Transfers

– Deaths


Lean Review

• What have we changed?– Processes of data collection from employers:

• New forms/e-forms• Electronic data transfer from larger employers

– Processes of how we handle work ourselves– Communication with scheme members:

• New user-friendly forms• Redesigned “plain English” letters

– Updates to website to reflect changes– Starter/retirement packs– Now collecting data on volumes and response times


Lean Review

• Starting to realise benefits already:– Less queries– Lower error rates:

• On in-coming data from employers/members• On our work too

– Reduced workload– Better service to members– Better service to employers?– Statistical service data


Lean Review – Still to do• Working on full review of Starter pack to ensure members get

everything they need up front:– Vital that these are reliably distributed to staff

• Electronic data transfer from large employers

• Post completion review of whole LGPS LEAN Exercise

• Will be moving onto Police Officers’ and Firefighters’ Schemes later in the Autumn

• Continuous improvement:– Your views always welcome on any process/admin issues you

are facing


The Future Of The LGPS: Current Consultations

• Two consultations from CLG – both close 30 September 2009

• Governance

• Funding targets/financing plans

• Please respond if you feel appropriate

• 3rd one expected on “The Future of the Scheme” (benefits package)


Staffing/Committee Update

• New Pensions Manager:– Martin Summers– Starts 2 November 2009

• New Wiltshire Pension Fund Committee:– 4 new members from WC– “Spare” space on the Committee – nominations invited in

respect of “qualified” persons from Colleges and/or Transferee Admission Bodies


Any Other Business


Dates Of Forthcoming Meetings

To be confirmed for December and early next year.

Documents

Local Government Pension Scheme 16 September 2009 PENSION LIAISON OFFICERS’ GROUP (PLOG)