Paper BSO 35/2011 HUMAN RESOURCES AND CORPORATE SERVICES REPORT. April 2011

Transcription

1 Paper BSO 35/011 HUMAN RESOURCES AND CORPORATE SERVICES REPORT April 011

2 Business Services Organisation Human Resources and Corporate Services Report:- This Report updates Board members on range of indicators in respect of the workforce within BSO. In addition, it sets out some performance measurements in respect of the HR and Corporate Services Directorate. Workforce Numbers March 010 Directorate Headcount (WTE) CEO ( ) CC & Serv 49 Imp (44.48) Finance 56 (5.69) HR & CS 45 (41.7) Legal 89 Services (8.37) Director of Operations (1.5) Ops - CFU 14 & Probity (13.8) Ops - FPS 14 (109.30) Ops - PALS 88 (75.54) Ops Pensions Ops ITS 185 (180.48) includes Pensions Total 854 (803.88) June 010 Headcount (WTE) () 48 (43.7) 55 (51.73) 45 (4.1) 89 (8.67) (1.5) 1 (11.8) 1 (108.53) 80 (68.) 180 (175.94) includes Pensions 835 (788.3) October 010 Headcount (WTE) () 47 (41.37) 50 (44.6) 44 (40.53) 93 (86.67) (1.5) 1 (0.3) 14 (110.5) 74 (61.4)) 17 (169.05) includes Pensions 89 (777.71) December 010 Headcount (WTE) () 46 (41.16) 49 (45.79) 4 (38.65) 90 (81.67) (1.5) (1.3) 13 (109.11) 69 (56.71) 8 (7.4) 134 (130.73) 807 (755.88) March 011 Headcount (WTE) () 47 (4.07) 49 (45.99) 41 (37.65) 90 (81.47) (1.5) 1 (0.4) 13 (109.36) 67 (54.86) 8 (7.3) 143 (139.7) 813 (76.19)

3 Absenteeism 010/11 Absence Information The total absence level for the BSO for the period 1 April March 011 was 3.71%. This represents a 0.1% decrease in comparison to the period 1 April March 010 which was 3.9%. It is also 1.49% lower than the Priorities for Action target for absence which is 5.%. Comparisons The total number of working days lost due to sickness absence in this current reporting period is 7,100 days resulting in 9.31 days lost per employee. This compares to 9.8 working days lost per employee for the same period last year. It is also 0.61 days higher than the reported average days lost per employee per year for non manual employees working in the Public Services and 1.9 days lower than the reported average days lost per employee per year for the Health Sector (CIPD Annual Survey Report 010 Attendance Management). The BSO has 813 directly employed staff. In comparison to organisations of a similar size within the Public Sector, the average number of days lost per employee per year is 7.6 days (CIPD Annual Absence Survey 010 Attendance Management). The BSO s average cost of absence per employee is 996. This compares to 91 for the period 009/10 and 86 for the public sector overall (CIPD Annual Absence Survey 010 Attendance Management).

4 The absence report for the period ending 31 March 011 is as follows: % Absence by Directorate/Sub-Directorate for quarter January 11 - March CEO CC & PERF FINANCE HR & CS LEGAL OPS - CFU & OPS - FPS PROBITY April - June July - September October - December Jan - Mar PFA Target OPS - PALS OPS - PENSION S OPS - ITS TOTAL Reasons for sickness absence The chart below presents information on the reasons for sickness absence for the period 010/11. It can be seen that 0% of sickness absence reasons is unreported; however, efforts continue to ensure managers report absence more accurately.

5 % Reasons for sickness absence for 010/11 Unknown 0% Acute Medical Condition 6% Back Pain 9% Injury/accident (non work related) % Surgical related 8% Mental ill health 10% Stress 11% Recurring medical condition % Pregnancy related absence % Musculoskeletal 16% Minor illness 14% Working days lost due to other types of leave for the period April 10 March 11. PATERNITY LEAVE 10% UNPAID LEAVE 6% SPECIAL PAID LEAVE 1% BEREAVEMENT 18% OTHERS (FAMILY PROBLEMS, ETC.) 9% MARRIAGE LEAVE 5% EXAM LEAVE % COURSES - STUDY DAYS % CARER'S LEAVE 35% COMP. LEAVE-PAID 1% Not included in the above chart is the number of working days lost due to maternity leave which was 5,158 days.

6 Recruitment Activity Since April 010 the recruitment team has been responsible for the administration of recruitment as follows; No of Posts Applications Processed BSO Other Since the last Board report in December 010, there has been a 43% increase in vacancies processed and a 1% increase in the number of applications processed. This activity is variable across the customer base as each one prepares in its own way for the anticipated financial challenges. From the table below it can be seen that on average it takes 80 working days between the recruitment team receiving the notification of vacancy to recruit a particular post and the successful person taking up post. These 80 days takes into consideration the no of days between advertising and closing date, timing for shortlisting and interviews, process for Occupational Health assessment, receipt of referees which can hold up the process and finally the notice period the successful candidate may have to give which could range from one month up to 3 months. Following on from the appointments made in the above, the Support Team has issued contracts of employment to successful candidates on average days before they take up post. This is well within the legislative and SLA timescale although efforts continue to ensure candidates have their formal contract well in advance of their start date. The HSCB, PHA and PCC have reflected that contracts have been issued after candidates have taken up post. This has been due to the fact that those candidates have commenced their new post within days of the interview. Organisation Average no of days for recruitment process Average no of days to issue contract of employment prior to start date BSO NIGALA RQIA PHA HSCB NISCC PCC Overall Ave

7 Employment Relations There have been two cases lodged with the Industrial Tribunal against the BSO. One of these has since been resolved. There have been four cases lodged from other organisations. One of these has since been withdrawn. The table below reflects the current position in relation to grievances that have been lodged and processed through the HR department. Grievances for 010/ APPEAL COMPLETED DEFERRED IN PROCESS NOT STARTED WITHDRAWN Grand Total BSO OTHER

8 Recruitment Agency Costs The BSO currently uses a number of recruitment agency staff across it s departments as set out below Total Recruitment Agency staff in post at 31 March 011 by Directorate/Sub Directorate CFU FINANCE FPS DATA PREP FPS MEDICAL FPS PHARMACY HRCS ITS LEGAL PALS Grand Total Total Recruitment Agency costs for the period up to 31 March 011 for each Directorate/Sub Directorate is indicated below. The total figure below represents a 47% increase since December 010. Recruitment Agency costs for period 1 April March 011 1,600, ,400, ,00, ,000, , , , , CC&Perf Ops - CFU & Probity Ops - PALS HR&CS Finance FPS Legal Ops - Pensions Ops - ITS Cost 59, , , , , , , , , ,488,369.6 Total

9 Overtime costs The total overtime costs for the BSO for the period 1 April 010 to 31 March 011 is 346, and has been broken down by Directorate/Sub-Directorate in the table below. This figure represents a 66% increase in the figure reported in December 010. This is primarily caused by the additional work required by the FPS in response to work commissioned by the HSCB and the expected year end peak of activity in PaLS.. Cost of overtime for period 1 April March , , , , , , , , CC&Perf - Internal Audit CEO Ops - CFU & Probity Ops - PALS Finance Ops - FPS Ops - Pensions Ops - ITS Total Cost 6,916.61, ,6.08, , , ,813.11, ,004.70

10 CORPORATE SERVICES REPORT CORPORATE SERVICES REPORT Corporate Services Report This section of the report provides information for the Board on a range of Corporate Services activities and will be submitted to the Board on a six monthly basis in future. Complaints Within the last 1 months 6 formal recorded complaints were received and dealt with across the organisation as set out in the attached table. Table - Complaints (April 010 March 011 inc) Total Number received 6 Request referred to another Authority or paperwork sought 5 Response within 0 days 17 Responses >0 days 1 Outstanding (31/3/011) Formal Review 3 Information Requests Within the 1 months there have been 13 formal recorded requests for information. Table 3 Information Requests (April 010 March 011 inc) Total Number received 13 Request referred to another Authority or paperwork sought 1 Response within 40 days 8 Responses >40 days 0 Outstanding (31/3/011) 4 Formal Review 0 Freedom of Information (FOI) The table below (Table 4) sets out the details of the requests received under the FOI Act and how they were responded to. Where the 0 day response time was exceeded the requester has been contacted and agreement sought to an extension of the time available to respond to the request. 1 By agreement 18/4/011 Both of these have now been responded to

11 Table 4- FOI Requests (April 010 March 011 inc) Total Number received 11 Request referred to another Authority or paperwork sought 13 Response within 0 days 79 Responses >0 days 17 Outstanding (31/3/011) 3 Formal Review 3 Accidents & Incidents The table below (Table 5) details how many accidents and incidents were reported in the last 1 months. Table 5 Accidents & Incidents (April 010 March 011 inc) Total Number received 9 RIDDOR 0 Information related Incidents 1 Whilst most of these incidents are of the trips and slips variety none had to be reported to the Health and Safety Executive under RIDDOR regulations. However there was a significant near miss in terms of data loss within the BSO details of which are set out below. Specific Issues In the last quarter there was one adverse incident which required investigation regarding the transfer of patient information between BSO Franklin Street and a number of General Practices. The incident was prompted when Royal Mail in error collected a number of sacks of mail which were due to be collected by the DX courier for normal transfer to GPs. This mail remained in the possession of Royal Mail until General Practitioners (whose details are labelled on the outer pouches which are couriered in the DX mail sacks) were contacted by Royal Mail and subsequently GPs contacted the FPS Directorate. Confirmation has been received from Royal Mail that all DX bags have been returned and General Practices have not reported any issues with the normal courier arrangements since then. An internal investigation supported by a Consultant from the Beeches Management Centre has been carried out, and a number of remedial actions have been initiated already. In addition, joint work is being started with HSCB to identify costs for a tracking service which would monitor the flow of documents in more detail between practices and the BSO.

12 Following the period under review a Serious Adverse incident (SAI) was reported to the HSCB, due to the failure of some HSC regional systems. This occurred during the course of scheduled estates work by BSO ITS on 8 th April 011, requiring the powerdown of the RVH datacentre. The HSC datacentres are designed to replicate systems and the data they store across centres. In normal circumstances a failure in one datacentre should automatically result in the other maintaining business continuity (referred to as resilience across the datacentres). The normal arrangements to assure resilience did not operate successfully during the event, and while a number of clinical systems were unaffected, some regional systems were affected for part of or much of the 8 th April. The criteria for an SAI are: 1. Serious injury to or unexpected/unexplained death. Unexpected serious risk to a service user, staff member or member of the public 3. Unexpected or significant threat to provide service and/or maintain business continuity 4. Serious assault 5. Serious incidents of public interest or concern involving theft, fraud, information breaches or data losses. This incident was judged to meet criteria 3 for a Serious Adverse Incident. An initial investigation was quickly completed, and further advice was sought from IBM on the incident. A formal review has also been instigated which will be independently chaired with HSC Board and BSO membership, supported by an external expert. This is in line with the required procedure to deal with the SAI. The review ToR has been agreed and will include examination of the resilience of the current datacentre model for HSC. It is expected that the review will commence 3 rd week of May and will be completed within the requirement of 1 weeks. The data centre estates work was completed on 0 th April 011 and BSO ITS staff are in the process of bring services fully back to operation across both datacentres over the Easter break.