ITEM CA17
CABINET – 17 MARCH 2009
ESTABLISHMENT REVIEW
Report by Head of Human Resources & Organisational Development
Introduction
1. This report provides an update on activity since implementation of the 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 2008 together with staff numbers reported at that date. Objectives of the Review
2. 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 Targets
3. 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. The Workforce Information Team within Shared Services are working closely with service areas to ensure establishment data is accurate.
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. A further vacancy review was conducted in November 2008 which resulted in the deletion of 87.48 FTE posts from the establishment.
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. It has been operational since 1 August 2005 and transferred from Strategic HR & OD to Shared Services from 19 November 2007. There is a clear “business as usual” process in place across the Council with the objective of turning around requests within five working days of receipt, which includes vacancies going through the Job Finder service.
8. The involvement of the Deputy Leader of the Council in the process. Regular updates on progress will take place with the Deputy Leader of the Council.
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. The Job Finder Service also works closely with the Oxfordshire Employment Service who aim to find employment for people with physical and learning disabilities. Procedures have been tightened up since the transfer of HR into Shared Services and exempt posts are now also part of this process. Since the job finder service was introduced in January 2007, there have been 50 successful redeployments.
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. Now that recruitment has moved to Shared Services, a recruitment line has been set up as one point of contact for the public which has reduced the necessity to print several different contact numbers in composite advertisements
Current Numbers
11. Establishment changes between 1 October 2008 and 31 December 2008 are shown below.
Establishment Changes between 1 October 2008 and 31 December 2008
A breakdown of movements by directorate and service area is provided at Appendices 1 and 2 (download as .pdf file).
12. 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 31 December 2008 · Authorised vacancies (FTE) included in that number · FTE employed at 31 December 2008 · Reason for movement over the last quarter – details of new posts, resignations, temporary appointments · Vacancies at 31 December 2008 (FTE) · Grant funded posts (FTE)
The Cost of agency staff is provided by Finance.
13. In headline terms, the establishment and staffing numbers (FTE) as at 31 December 2008 are 5332.56 Establishment (4797.51 FTE in post). These figures exclude the school bloc.
14. There have been 4185 applications through the Recruitment Approval process during the period 1 August 2005 and 31 December 2008.
15. During the period 1 October 2008 to 31 December 2008 there were 360 new starters.
Current Activity
16. In taking the Establishment Review forward we agreed three additional areas which needed further attention.
· vacancies held for longer than 6 months would need to be justified by directorates. These are under continual challenge with our service areas via the HR Business Partners. The Workforce Information team is working closely with managers to ensure establishment information is updated regularly. A review of vacancies was undertaken in November 08 resulting in the deletion of 87.48 FTE posts. · balance between full time and part time workers would be monitored to ensure that the best interests of the Council and the taxpayer are served. For information, the numbers as at 31 December 2008 were as follows: Full time –3244 and Part time – 3210. This equates to a total of 4797.51 FTE.
17. A critical review of the establishment monitoring process has been carried out as part of the move of this work to the Shared Services Centre, based on feedback from our managers. Further improvements are planned which will result in more timely and consistent reporting.
18. All requests to recruit continue to be 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.
RECOMMENDATION
19. The cabinet is RECOMMENDED to:
(a) note the report; and
(b) confirm that the Establishment Review continues to meet requirements in reporting and managing staffing numbers.
STEVE MUNN Head of Human Resources & Organisational Development
Contact Officer: Sue James, Strategic HR Officer, Tel; (01865) 815465.
27 February 2009
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