SLCC/ILCM Peer review processSLCC/ILCM Peer review processProcess GuidanceProcess Guidanceand Status Updateand Status Update

Issue 1 September 2011Issue 1 September 2011

Peer Review Process - PurposePeer Review Process - Purpose

SLCC/ILCM Larger Councils Network ‘Peer SLCC/ILCM Larger Councils Network ‘Peer Review’ schemeReview’ scheme

Facilitates Facilitates information exchangeinformation exchange sharing of best practice sharing of best practice

Between the councils in England and Between the councils in England and Wales.Wales.

A structured form of networkingA structured form of networking Allows Councils to get focussed advice on Allows Councils to get focussed advice on

selected areasselected areas Raising professional standards Raising professional standards

The schemeThe scheme

A process or service of one council reviewed by individual A process or service of one council reviewed by individual (usually the Clerk) from another council(usually the Clerk) from another council

Reviewer provides opinions advice and recommendationsReviewer provides opinions advice and recommendations Reviewer may be Reviewer may be

an expert/practitioneran expert/practitioner Someone with experienceSomeone with experience more likely, just a ‘fresh pair of eyes’more likely, just a ‘fresh pair of eyes’

Typical scenario for reviewTypical scenario for review A single service or limited group of related servicesA single service or limited group of related services Council Structures/ProcessesCouncil Structures/Processes

Eg Committee Structure/Meeting Management etcEg Committee Structure/Meeting Management etc Operational Structures/ProcessesOperational Structures/Processes

Eg Staffing Structure/Organisational Processes/Policies & Eg Staffing Structure/Organisational Processes/Policies & Procedures (inc accounting policies etc.)Procedures (inc accounting policies etc.)

NOT everything at once – impracticalNOT everything at once – impractical Reviewer is ‘Critical Friend’Reviewer is ‘Critical Friend’ Reviewee manages presentation to his/her councilReviewee manages presentation to his/her council

Scheme StatusScheme Status

Project Team establishedProject Team established List members hereList members here

Three peer reviews held amongst membersThree peer reviews held amongst members Finance, Cemetery, EventsFinance, Cemetery, Events Very positive experienceVery positive experience Rewarding for both reviewers and revieweesRewarding for both reviewers and reviewees Less threatening than fearedLess threatening than feared Three more planned, round robin basisThree more planned, round robin basis

Material preparedMaterial prepared Launch – 15 September 2011Launch – 15 September 2011

The Toolkit - Material to help youThe Toolkit - Material to help you

This presentationThis presentation A pre-review QuestionnaireA pre-review Questionnaire A report template and example report (style A report template and example report (style

guide to follow)guide to follow) Terms and ConditionsTerms and Conditions Members of the project team who designed Members of the project team who designed

thisthis Available for limited telephone & email consultationAvailable for limited telephone & email consultation

Training sessions quarterly (web based)Training sessions quarterly (web based) Meeting of participants to be arrangedMeeting of participants to be arranged

Process outlineProcess outline

Reviewee identifies a needReviewee identifies a need Identify reviewer (administrative activity to be developed)Identify reviewer (administrative activity to be developed) Reviewee completes pre-review questionnaireReviewee completes pre-review questionnaire

Basic details about the CouncilBasic details about the Council What he wants reviewingWhat he wants reviewing What he wants to get out of itWhat he wants to get out of it Key documentsKey documents

Reviewer prepares, reads documentsReviewer prepares, reads documents Site visit (one day including travel)Site visit (one day including travel) Report written by reviewer, in discussion with revieweeReport written by reviewer, in discussion with reviewee Reviewee manages the follow up with his/her councilReviewee manages the follow up with his/her council

Either reviewer or reviewee may (politely) opt out at any Either reviewer or reviewee may (politely) opt out at any pointpoint

Reviewer SelectionReviewer Selection

Reviewer(s) and why selectedReviewer(s) and why selected Volunteer reviewers complete form identifyingVolunteer reviewers complete form identifying

Expertise and backgroundExpertise and background What they are willing to do (where, when – eg What they are willing to do (where, when – eg

Fridays?, how long, anything they are particularly Fridays?, how long, anything they are particularly interested in, basis (time bank or paid?)interested in, basis (time bank or paid?)

Matched by administrator or peer matchingMatched by administrator or peer matching Two types of reviewer - expert or ‘fresh mind’Two types of reviewer - expert or ‘fresh mind’

Training at Larger Councils Meeting, SLCC Training at Larger Councils Meeting, SLCC Branch meetings and by quarterly webcastBranch meetings and by quarterly webcast

Preparation phasePreparation phase

From experience – this is very important. From experience – this is very important. Visit will last only 0.5 days if prep is goodVisit will last only 0.5 days if prep is good

Reviewee completes pre-review Reviewee completes pre-review questionnaire, sends to reviewerquestionnaire, sends to reviewer

Reviewer reviews questionnaire, asks Reviewer reviews questionnaire, asks clarifying questions, requests documents, clarifying questions, requests documents, reads themreads them

Typically this may take a day of the Typically this may take a day of the reviewers timereviewers time maybe over a period of a few days-one monthmaybe over a period of a few days-one month

VisitVisit Face to Face at Reviewees siteFace to Face at Reviewees site

Strictly one day (normally including travel)Strictly one day (normally including travel) Experience shows 9.30-lunch works well with good preparationExperience shows 9.30-lunch works well with good preparation

Host provides Host provides (unless otherwise agreed in advance): Private room, Internet Connection, (unless otherwise agreed in advance): Private room, Internet Connection,

PC (or reviewer brings laptop), Telephone access, photocopier, access to PC (or reviewer brings laptop), Telephone access, photocopier, access to confidential papers, refreshments including lunchconfidential papers, refreshments including lunch

Discussions withDiscussions with The ClerkThe Clerk Responsible Service OfficerResponsible Service Officer OptionallyOptionally

Chairman of relevant Committee (or Council if no relevant committee)Chairman of relevant Committee (or Council if no relevant committee) Other staffOther staff Relevant third partiesRelevant third parties

Site visit (normally)Site visit (normally) Test evidence for reportTest evidence for report Maybe iterative, relevant staff must be availableMaybe iterative, relevant staff must be available Reviewer will generally outline main conclusions verbally before Reviewer will generally outline main conclusions verbally before

departing (probably over lunch!)departing (probably over lunch!) Reviewer and reviewee may agree in advance to vary the aboveReviewer and reviewee may agree in advance to vary the above

Report phaseReport phase Feedback given as a report (template provided)Feedback given as a report (template provided)

Scope of review, dateScope of review, date Evidence reviewed, individuals ‘interviewed’Evidence reviewed, individuals ‘interviewed’

Comments should not normally be attributable to individualsComments should not normally be attributable to individuals Key practices identified (what makes up the work/defines the service Key practices identified (what makes up the work/defines the service

characteristics)characteristics) Comparators/alternativesComparators/alternatives ConclusionsConclusions

Stress the positivesStress the positives Must do recommendation/timeframe (critical eg health & safety/legislative Must do recommendation/timeframe (critical eg health & safety/legislative

adherence)adherence) Other recommendations/suggestionsOther recommendations/suggestions Ideas the Council may wish to considerIdeas the Council may wish to consider

Possible follow-upPossible follow-up Final version read only (pdf)Final version read only (pdf)

Submits to reviewee in draft for comments prior to finalisationSubmits to reviewee in draft for comments prior to finalisation if first review also to project steering team. If dispute – ask project steering if first review also to project steering team. If dispute – ask project steering

teamteam Reviewee must retain control of presentation to CouncilReviewee must retain control of presentation to Council

Final report to project steering team (may be published)Final report to project steering team (may be published) forwarded by revieweeforwarded by reviewee omitting names of reviewee council and individualsomitting names of reviewee council and individuals

Financial mattersFinancial matters Costs incurredCosts incurred

About 3 days time for the reviewer + opportunity costAbout 3 days time for the reviewer + opportunity cost Travel and rarely accommodation for 1 nightTravel and rarely accommodation for 1 night

Try to avoid accommodation with geographic clusteringTry to avoid accommodation with geographic clustering 1.5 – 2 man-days time for reviewee1.5 – 2 man-days time for reviewee Incidentals (photocopying, telephone calls etc)Incidentals (photocopying, telephone calls etc)

Reviewer gets to see another operationReviewer gets to see another operation Will give him/her ideas to take backWill give him/her ideas to take back Personal professional developmentPersonal professional development

Funding – Options – Participants choose whichFunding – Options – Participants choose which For all options: reviewee pays travel expenses unless agreed For all options: reviewee pays travel expenses unless agreed

otherwiseotherwise Preferred: on an exchange/round robin basis = zero Preferred: on an exchange/round robin basis = zero

administrationadministration Two councils or a group get together and agree a series of reviews Two councils or a group get together and agree a series of reviews ““Fair exchange” of effortFair exchange” of effort

Paid effortPaid effort SLCC managed time bank – not yet available – details to followSLCC managed time bank – not yet available – details to follow

How to get involvedHow to get involved

The administration is currently manual!The administration is currently manual! The project team are the dating agencyThe project team are the dating agency If you want to be peer reviewed email me stating If you want to be peer reviewed email me stating

the subject: the subject: james.parker@bishopsstortfordtc.gov.ukjames.parker@bishopsstortfordtc.gov.uk

If you would like to offer to do a peer review email If you would like to offer to do a peer review email me, stating what subjects you are prepared to me, stating what subjects you are prepared to reviewreview

Three members of the project team have Three members of the project team have already offered to do a peer review (travel already offered to do a peer review (travel expenses only)expenses only) On condition that the reviewee also offers likewiseOn condition that the reviewee also offers likewise

Get Involved!Get Involved!

Size doesn’t matter – this process will work for Size doesn’t matter – this process will work for small and large councilssmall and large councils

Next Steps for youNext Steps for you Get involved! The process launches 15Get involved! The process launches 15thth September September

20112011 Next steps for the project teamNext steps for the project team

Organise trainingOrganise training Material to websiteMaterial to website AdministrationAdministration Explore CALC LinksExplore CALC Links

Possible review of strategy/policy/councillor operationPossible review of strategy/policy/councillor operation Parked for now – phase 2Parked for now – phase 2 Explore group peer reviewsExplore group peer reviews

THE Project TeamTHE Project Team

Christopher Christopher WaymanWayman

01280 816426 01280 816426 BuckinghamBuckingham townclerk@buctownclerk@buckingham-kingham-tc.gov.uktc.gov.uk

Clare EvansClare Evans Houghton RegisHoughton Regis On Maternity On Maternity leaveleave

Paul RussellPaul Russell 01793 82376101793 823761 Stratton St Stratton St MargaretMargaret

clerk@strattonsclerk@strattonstmargaret.gov.utmargaret.gov.ukk

Carina HelmnCarina Helmn 01442 23531701442 235317 Herts PTC & Herts PTC & KimptonKimpton

countyofficer@hcountyofficer@herts-aptc.gov.ukerts-aptc.gov.uk

Tim PerkinsTim Perkins 01923 26513901923 265139 Abbotts LangleyAbbotts Langley tim.perkins@abtim.perkins@abbotslangley-botslangley-pc.gov.ukpc.gov.uk

James ParkerJames Parker 01279 65316901279 653169 Bishop’s Bishop’s StortfordStortford

james.parker@james.parker@bishopsstortfordbishopsstortfordtc.gov.uktc.gov.ukThank you for listening, Any Questions?