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ITEM PF16
BEST VALUE
COMMITTEE – 14 JANUARY 2004
OXFORDSHIRE
PENSION FUND ADMINISTRATION
BEST VALUE
REVIEW – IMPLEMENTATION REPORT
Report by
Head of Finance
Introduction
- A report was submitted
to the Committee on 15 January 2003 which detailed the areas reviewed
as part of Best Value and the ten specific actions arising from these.
These are shown at Annex 1 (download
as .rtf file).
- One of the ten
specific actions was to agree and implement a development plan over
a two-year period from April 2002. The plan was agreed but implementation
of the proposed developments did not start until just prior to the cessation
of the contract with Liberata and the relocation of the Pensions Services
team into County Hall.
The Past
Year
- One of the major
changes was the relocation of the Pensions Services team from Liberata
to County Hall at the end of March 2003. This was a smooth transition
and the benefits of having the pension team in-house rather than at
arms length have been significant. During the first months there were
several (not unexpected) resignations, which put additional pressure
upon the team and workload. Additionally some large training issues
were identified resulting in work allocation being reorganised and resources
diverted to address the most urgent training needs.
- To facilitate
the move into the office accommodation available we brought forward
the plans for document imaging of the 30,000+ pension records. The team
started indexing, boxing and shipping out the files in March for the
images to be scanned and returned to us on cd for loading onto our system.
Some initial delays in getting the cds returned to us combined with
the disruption of not having our files meant that backlogs built up
very quickly. We have had to create temporary files and other control
mechanisms to manage the work whilst the files were being scanned.
- We are now scanning
completed documents directly onto the pension system, which is an improvement.
There are now just about 1000 files waiting to be scanned and all other
records are loaded onto the system and can be viewed from the desktop
which is starting to make a real impact on how we work and will lead
to long term efficiency.
- Another issue
facing the team have been the consultations about and changes to pension
regulations, which seem to have become an almost constant feature.
- The development
of an automatic interface from the payroll records held in SAP to update
the pension records has been much slower and more problematic than envisaged.
Further work will be needed to get the amendment and hour changes interfaces
working and, at present ITNet are developing a report to provide the
information required for monthly leavers. Until these interfaces are
finally tested and signed off no work is being done to develop interfaces
for other large employers.
- Fire service manual
pension records for current and deferred members are now loaded onto
the pension system. Additionally we have agreed a new pricing structure
for the administration work from April 2004.
- We are responding
more quickly to complaints and recording and monitoring our actions,
although there is some fine adjustment needed.
The Coming
Year
- A fund valuation
is due at April 2004 and whilst this is a standard triennial exercise
there is a significant amount of work to be done. Changes such as mergers
and transfers of staff from employers has and is having a significant
impact on our getting the information we need ahead of the valuation.
- From our development
plan the next step for us is the introduction of Task Management, a
module within the pension system that provides automated workflow measurement.
This requires us to breakdown every task into single processes that
are given a completion time before being programmed into the pension
system. From this initial setup we will then be able to discuss service
standards with scheme employers.
- Other outstanding
best value action points to complete during the next year are:
- Improving levels
of communication and the quality of our information to scheme members.
- Improving the
timeliness of lump sum payments to all recently retired scheme members.
- To extend the
training for employing body HR staff.
- To review the
charges for administration of teachers’ pensions.
- Annual benefit
statements.
Conclusions
- This has been
a challenging, but successful year. The team have responded positively
to the changes made and contributed in a positive way. Of necessity
we have had to alter our timetable to accommodate changes along the
way, but I am confident that we will be able to meet all Best Value
deadlines of December 2004.
RECOMMENDATION
- The Committee
is RECOMMENDED to:
- agree
if and when there is a need to report back to the Committee
on further progress;
- identify
whether there are any matters in the report which should be
drawn to the attention of the Executive Member; and
- ask
the Chair of the Corporate Governance Scrutiny Committee to
consult the Deputy Chair on scrutiny committee consideration.
CHRIS
GRAY
Head of Finance
Background
Papers: Nil
Contact
Officer: Sally Fox, Pensions Service Manager Tel: 01865 816080
6
January 2004
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