Meeting documents

Activity

Review requirement for monthly payslip distribution

Completed – monthly payslips last issued December 2002. Since then only issued if there is a change of >£1 to net pay. Payslips are issued to all pensioners in April (pension increase) and May (tax code changes).

Review arrangements for fire pensions & teachers compensation administration incl. automation of fire pension records

Fire service pension records are now computerised.

Teachers’ compensatory payments are paid via the pension payroll.

The teachers’ records have now been document imaged.

Changes have also been made to the administration processes to avoid duplication of effort between the pension team and the LEA.

Determine and negotiate charges for fire & teachers admin to be implemented 1 April 2003

Charges for fire service pensions have been increased. However, charges for teachers’ payments have been reduced to take account of changes in administrative practices.

Develop AXIS TASK for introduction from 1 April 2003

Task management has been introduced for some of the more straightforward tasks. This continues as the work of business process re-engineering for each task is completed.

Actively manage frozen refunds & reduce numbers to national average

This was more of an issue when outsourcing costs were based on number of records.

Develop automated interface from MIS and encourage development of interface from other large employers

The interfaces between MIS and AXISe are now working.

End of year interfaces are in place for all employers. Software implemented to convert data has improved the speed and accuracy of posting contributions.

Introduce performance measurement and monitoring processes

Workflow is monitored and performance statistics are produced on a monthly basis. This will become more automated as task management is more widely introduced.

Develop performance indicators for medium term planning purposes

Publish performance standards & indicators (to be included in annual report)

Activity

Introduce a formal complaints monitoring process

All formal complaints are recorded and responded to in appropriate time.

Create staff training and professional development programme

A Training Officer post has been created within the team to provide one-to-one training. In addition pay progression for administrators is now linked to their holding an IPPM qualification in pensions administration. Senior administrators are required to hold the IPPM diploma.

Develop training programme for employing body HR staff

All scheme employers receive

• An administration guide
• Initial training session
• Monthly newsletter
• Additional information re any legislative changes
• Invitation to quarterly user group

In addition can book training sessions with Training Officer, as required.

Cleanse and update AXIS database liaising with scheme employers to ensure that data is up-to-date

This is part of our daily routine. The development of employer interfaces is making the collection of data easier thus improving the quality of pensions data.

Develop annual benefits statement for active scheme members for distribution with April 2004 PI letters.

Annual benefit statements have been issued to both active and deferred pension members, in the majority of cases, since April 2004.

Develop document image processing (DIP) and implement on a phased basis

This is complete with pension administration staff scanning and indexing current information.