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Agenda Item No. 11c

 

THE VALE OF GLAMORGAN COUNCIL

 

COUNCIL MEETING: 27 APRIL 2016

 

REFERENCE FROM CABINET:  25 APRIL 2016

 

C3151          PERFORMANCE MANAGEMENT FRAMEWORK (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) -

 

Cabinet was provided with an update on the progress made by the Working Group on developing the Council's revised Performance Management Framework.

 

As noted by Cabinet previously, the Council had a strong performance management track record as evidenced in previous Annual Improvement Reports (AIR) by the Wales Audit Office. The recent AIR for 2014/15, nevertheless, identified two proposals for improvement to:

 

•           P1 Refine performance reporting arrangements to ensure data was presented in a way that provided a balanced picture of performance and of the outcomes being achieved.

•           P2 Improve reporting so that cross-directorate/cross-service activity was considered in the context of delivery of priorities rather than completion of service-based actions.

 

The Council’s Performance Management Framework (PMF) set out the way in which performance management and measurement was undertaken across the Council. The framework enabled the Council to regularly assess, report and scrutinise performance in order to support the continuous improvement of its activities.

 

The PMF brought together the Council’s key planning, monitoring and evaluation processes through an integrated suite of documents. These (which included the Community Strategy, Corporate Plan, Service Plans, Team Plans and Personal Development Plans) demonstrated the contribution made at a variety of levels of the organisation to the Council’s priority outcomes. These were supported by other key strategies and plans such as the Medium Term Financial Plan, Workforce Plan and Corporate Asset Management Plan.

 

In December 2015, Cabinet approved proposals for changes to the Council’s PMF as the basis for consultation with Scrutiny Committees and that report was subsequently referred to each of the Council's five Scrutiny Committees. A subsequent report in February 2016 provided Cabinet with a summary of the views of the five Scrutiny Committees. Cabinet approved the recommendation to establish a Working Group of Elected Members and Officers to develop further the arrangements that would support the revised PMF, including consideration of the review of the Council's Scrutiny Committees. It was also resolved that the report be referred to the Democratic Services Committee for consideration.  The report to Cabinet of 22 February, 2016 also contained a recommendation that a further report be brought to Cabinet following conclusion of the review by the Working Group on matters related to the naming and terms of reference of the Council's Scrutiny Committees. The report provided Cabinet with an update on the developments to the PMF since February.

 

The Working Group had therefore given consideration to the proposed titles for the new Scrutiny Committees in response to concerns related to the public understanding of the Committees' remits should the titles of the Committees be identical to the Well-being Outcomes contained in the Corporate Plan.

 

 

Well-being Outcome

Scrutiny Committee Title

 

An Inclusive & Safe Vale

Homes & Safe Communities Scrutiny Committee

 

An Active & Healthy Vale

Healthy Living & Social Care Scrutiny Committee

 

An Environmentally Responsible & Prosperous Vale

Environment & Regeneration Scrutiny Committee

 

An Aspirational & Culturally Vibrant Vale

Learning & Culture Scrutiny Committee

 

 

In addition to the four Well-being Outcome-based Scrutiny Committees, the existing Scrutiny Committee (Corporate Resources) would be replaced with a Committee called Corporate Performance & Resources Scrutiny Committee.

 

In terms of Performance Reporting, significant developments to the PMF had taken place over the past six months. These included the development and adoption of a new Corporate Plan for the Council and the publication of the Council's first whole-Council Annual Self-Assessment report.

 

Service Plans were currently under development and would be reported to Scrutiny Committees and Cabinet in April-May 2016. This year Service Plans were being developed at Head of Service level and would focus on the contribution made to the Council’s Well-being Outcomes and objectives, in addition to the way in which the service would manage its resources. Following approval of the Service Plans; Team Plans and Personal Development Plans would be put in place to reflect the contribution to service objectives made by the Council's teams and individual colleagues.

 

The Working Group would next consider the reporting arrangements associated with the PMF. As reported previously, it was proposed that the Corporate Plan would be monitored on a quarterly basis by an overall Corporate Health Report and this would be supplemented by specific quarterly reports for each of the four Well-being Outcomes.

 

“Corporate health” would be illustrated from a number of perspectives: Performance against well-being outcome/objectives, resources (finance/savings, people, assets and ICT), customer focus and risk. It was envisaged that the report would incorporate a RAG status for each Well-being Outcome to give a snapshot of overall progress, summarising the performance of the measures and the activity underway to support the delivery of the outcome. A brief position statement would be provided for the quarter covering the Well-being Outcomes and corporate health performance overall as well as a brief summary of achievements by outcome. Areas of underperformance/ key challenges across the corporate health perspectives would be highlighted with proposed remedial actions to address them. It was proposed that this quarterly overview report would be presented in a dashboard/scorecard format designed to make the information contained in it as accessible as possible.

 

Four Quarterly Well-being Outcome & Objectives Reports would demonstrate progress against each of the individual Well-being Outcomes and associated objectives. Informed by performance data collected from Service Plans, these reports would demonstrate the cross-cutting nature of the Well-being Outcomes and draw together evidence from the range of the Council's service areas responsible for delivering the actions associated with the outcome. A brief position statement from the sponsoring Director would be provided for the quarter.  A brief summary of achievements by objective would be provided and areas of underperformance/ key challenges highlighted, including a description of any remedial actions required to address them.

 

The format of the Corporate Health and Quarterly Well-being Outcome & Objective Reports would be developed by the Working Group in the coming months, prior to the first quarter's performance being reported to Scrutiny Committees in September 2016. This would also involve a review of the Performance Indicators used to demonstrate whether the Council was achieving its intended outcomes for each of the eight Well-being Objectives.

 

The existing approach to the monitoring of Service Plans would be replaced with quarterly reports against each Well-being Objective linked to a Well-being Outcome.  This would enable Members to focus on scrutinising progress towards achieving the Council’s Well-being Outcomes. Services would continue to report performance data quarterly to the Council's Performance Team. The Performance Team would then use this information to produce the more focused Well-being Outcome Reports.

 

Below was an indicative timetable for implementation of the revised PMF, which would be phased in over the 2016/17 annual performance planning and reporting cycle and would be fully implemented by the end of 2017/18.

 

Activity

 

Timescale

Service Self-Assessment 2015/16

Completed (March 2016)

Service Plans 2016/17

April-May 2016

Team Plans 2016/17

April – June 2016

Personal Development & Review for all staff

June – September 2016

Corporate Plan 2016-20

Completed (1 April, 2016)

Development and agreement of performance scorecard reports  

April – August 2016

Approval of Scrutiny Structures

May 2016

Quarter 1 performance reporting

September 2016

Quarter 2 performance reporting

December 2016

Quarter 3 performance reporting

March 2017

End of Year performance reporting

July 2017

 

This was a matter for Executive and Council decision

 

Cabinet, having considered the report and all the issues and implications contained therein

 

RESOLVED –

 

(1)       ……….

 

(2)       T H A T the proposed changes to the titles and scope of the Council's Scrutiny Committees be endorsed and referred to Full Council on 27 April, 2016 for consideration and endorsement.

 

(3)       ……….

 

(4)       T H A T the use of article 14.14 of the Council's Constitution (urgent decision procedure) be authorised to enable the report to be presented to Council on 27 April, 2016 for consideration before the Annual General Meeting.

 

Reasons for decisions

 

(1)       ……….

 

(2)       To ensure the proposed changes to Scrutiny Committee titles and their remits have the support of Full Council.

 

(3)       ……….

 

(4)       To ensure the Council considers this item before the Annual General Meeting at which point any changes would be implemented.

 

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