ITEM CA8 CABINET – 20 MARCH 2007ESTABLISHMENT REVIEW Report by Head of Human Resources & Organisational Development Introduction1. This report provides an update on activity since implementation of the new Establishment Review and associated Recruitment Approval process on 1 August 2005. It makes particular reference to the objectives and targets of the Review and progress made against them. In addition it gives details of the agreed establishment figure at 31 December 2006 together with staff numbers reported at that date. Objectives of the Review2. The overall objectives of the review are to:- · gain control over the numbers of staff, which should result in an initial stabilisation and subsequent reduction in numbers as well as cost savings; · achieve a shift in distribution of resources to front-line services and certain approved business critical roles; · reduce overall costs associated with temporary/interim staff and recruitment advertising; · handle redeployment more effectively; · raise accountability across the Council in terms of resource allocation. Progress Against Targets3. To ensure that we delivered the agreed objectives of the Establishment Review a number of targets were proposed. These are outlined below with a statement of progress to date. 4. The identification of an agreed establishment figure. All service areas within directorates have an agreed establishment figure which is updated on a quarterly basis. 5. A documented case for each vacancy, with a detailed audit trail for a decision to recruit or remove from establishment has been in place since August 2005. 6. An agreed description of front-line, business critical and back-office services would be in place. The exempt list was reduced in scope with effect from 1 April 2006 and continues to be monitored in terms of appropriateness. 7. A centralised system of approvals for recruitment based in Corporate HR. This has been done, with the system going live on 1 August 2005. We now have a clear “business as usual” process in place across the Council with the objective of turning around requests within two working days of receipt. 8. The involvement of the Cabinet member for Change Management in the process. Regular updates on progress are in place. 9. All staff in the redeployment pool to be considered for each vacancy. This is now an integral part of the recruitment approval process. All vacancies coming through the approvals process go to the Job Finder Service before being released for advertisement. Early indications are that the process is working well and progress on numbers will be reported next quarter. 10. There were also annual reduction targets set for the costs of hiring temporary staff and recruitment advertising. We are continuing to drive efficiencies in both areas. 11. It is clear that the Establishment Review has controlled staff numbers whilst at the same time allowing for the identification of grant funded posts and agency staff (numbers and costs). By the end of the first year of operation the Council’s staffing establishment (excluding schools) was showing a significant reduction. We have at the same time engaged our Heads of Service with this process and now have clear service level reports in place consistently across the organisation. 12. However, we have also identified other areas that would need to be addressed if we are to ensure we have the appropriate levels of control in place. Current Numbers 13. It was agreed at the December 2006 meeting that a simple, balance sheet-style headline table would be introduce so that movements are transparent and clear, with inter-period changes more apparent. Establishment changes between 1 October and 31 December 2006 are shown below. Establishment Changes between 1 October 2006 and 31 December 2006
A
breakdown of movements by directorate and service area is provided at
Appendices 1 and 2. 14. In support of this Heads of Service continue to provide reports by their service area on the following basis (dates below reflect this quarter’s reporting): · Establishment figure (FTE) at 30 September 2006 · Authorised vacancies (FTE) included in that number · FTE employed at 31 December 2006 · Reason for movement over the last quarter – details of new posts, resignations, temporary appointments · Vacancies at 31 December 2006 (FTE) · Number of posts removed from the establishment in this quarter · Number of posts added to the establishment in this quarter · Grant funded posts (FTE) · Vacancies included in these numbers covered by agency staff – in terms of FTE and cost 15. In headline terms, the establishment and staffing numbers (FTE) as at 31 December 2006 are Establishment 5388 (FTE in post 4704). These figures exclude the school bloc. 16. It was agreed at the December 2006 meeting that having completed the data cleansing exercise in CYP&F on SAP, trend data on the balance of teaching and non-teaching staff in future reports would be included. Latest numbers (FTE) are as follows:
17. There have been 810 applications through the Recruitment Approval process during the period 1 August 2005 and 31 December 2006. 18. During the period 1 October 2006 to 31 December 2006 there were 268 new starters with the Council, 112 of these were Schools and 156 were non-schools staff. Current Activity 19. In taking the Establishment Review forward into its second year, three additional areas were identified which needed further attention and for which initial papers would be going to the Change Management Board: · trend data on the balance between teaching and non-teaching staff is included in this report. · vacancies held for longer than 6 months would need to be justified by Directorates. More needs to be done on this. If such high levels of vacancies are maintained there must always be the risk of returning to the previous culture of ‘new task, new person’. Vacancy numbers this quarter have reduced by 13 to 697. · balance between full time and part time workers needs to be monitored to ensure that the best interests of the Council and the taxpayer are served. For information, the numbers as at 31 December 2006 were as follows: Full time – 7592. Part time – 13447. This equates to a total of 13289 FTE (includes schools and CFM) 20. We continue to review the establishment process based on feedback from managers. All requests to recruit are now channelled through the Job Finder Service to ensure that anyone whose job is at risk is considered prior to advertising, if they meet the minimum specification for the job. We also plan to raise the profile of the service by using a range of communications to ensure managers are aware of developments. 21. Work is progressing well on transferring recruitment activity to the Shared Services Centre with a target date of June 2007. As part of this transfer work we are undertaking a critical review of the establishment monitoring process to ensure that robust processes are in place to underpin the Establishment Review. RECOMMENDATION 22. The Cabinet is RECOMMENDED to: (a) note the report; (b) confirm that the Establishment Review continues to meet requirements in reporting and managing staffing numbers. STEVE MUNN Background Papers: Nil Contact Officer: Sue James, Corporate HR Officer, 01865 815465. March 2007
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