Performance Indicator

Performance Target

Current Performance

Barriers to achieving Target

ACTION

Officer

Target Date

Cost Implications

Ref

New governor database installed to agreed timescale.

New system in place by July 2002.

N/a

- Suppliers unable to meet current GSS specifications.

- Development delays.

- Performance problems with new system

- Test new systems.

- Select new system.

- Phased introduction.

- System on-line.

- Staff training.

JS

Nov 2001

Dec 2001

Apr-Jun 02 July 2002

Mar 2002

£17 - 90k depending on system.

KI1A

Increased use of new technology resulting in savings in staff time and reduced bureaucracy.

Automatically produced stock letters for:

- Course acknowledgements

- Course confirmation

- End of term of office

- Welcome letters to new governors
- Reduction in HGS staff time in dealing with governor appointments and resignations of at least 150 days in first full year of operation

No stock letters currently produced automatically

Agreeing wording of stock letters countywide

- Agree common format for stock letters to be produced automatically

- Establish mail merge procedures

- Staff training

BW

April 2002

March 2002

March 2002

Cost-savings

Approximately 150 staff days

KI1B

Secure on-line access to the HGS governor database available to all clerks.

- All clerks to have online access to HGS governor database.

- Reduction in HGS staff time in dealing with database administration of at least 20 days in first full year of operation.

No online access available.

Security issues to prevent unauthorised access to the system.

- Request specification from provider for online access for clerks.

- Risk assessment.
- Development

- Testing
- Implement on-line access to all clerks, if appropriate

BW

April 2002

Summer 02

Autumn 02

Spring 03

April 03

- Cost-savings approximately 23 staff days in year one.

- Savings should increase as more clerks make use of the on-line access.

KI1C

All new governors completing a HGS application form.

100% of new governors completing HGS application form.

Only governors recruited directly by HGS currently complete an application forms.

- Potential governors unwilling to complete an application form for a voluntary position.

- Other appointing bodies inconsistent in their implementation.

- Consultation with stakeholders to gain agreement to this change.

- Revise current application form.

- Implement revised procedures.

HR

Spring/

Summer 2002

Mar 2002

Autumn term 2002

Cost- savings approximately 8 staff days per annum due to reduced bureaucracy.

KI1D

Number of copy letters issued reduced.

Reduce by 50% the number of copy letters issued.

Copy letters currently sent to governor, headteacher, chairman and clerk.

Opposition from some schools.

- Advice stakeholders of the proposed change.

- Implement new procedures.

GSMT

Spring term 2002.

April 2002.

Cost- savings approximately 14staff days per annum

KI2E

Threshold on the 10% rule revised to 50%.

Threshold increased to 50%.

10% rule applies but rarely used.

Not supported by elected members.

- Refer to elected members for consideration.

- Implement revised threshold.

JS

Spring term 2002.

April 2002

Cost- savings approximately 7 staff days per annum

KI1F

Performance Indicator

Performance Target

Current Performance

Barriers to achieving Target

ACTION

Officer

Target Date

Cost Implications

Ref

Partnerships with alternative providers established to work on project based development issues.

Develop the service to governors through working with partners on specific projects e.g. IT distance learning packages.

No IT based training available.

- No alternative providers willing to work in partnership with HGS on a shared cost basis.

- Cost of involving partners too great.

- Limited commercial market for sale of new products to recoup development costs

- Investigate possible partners to work with the service on IT distance learning packages.

- Investigate other project based developments of benefit to governors.

MH

HR/

BW

Spring/

Summer term 02

Ongoing

Cost neutral : development costs will be met out of current HGS resources

KI2A

Continued incremental improvement within current framework.

Maintain a pool of associate tutors, outside lecturers and governor advisers to support HGS provide a flexible, efficient and cost effective service.

Sufficient associate tutors, outside lecturers and governor advisers in post to support the needs of the service.

- Lack of associate tutors , outside lecturers and governor advisers available to meet demand.

- High turnover of casual staff.

Continue to recruit associate tutors , outside lecturers and governor advisers on a regular basis to ensure there are sufficient staff in post to meet demand.

LGSCs

Ongoing

Cost neutral

KI2B

Market periodically reviewed and monitored and the development of alternative providers evaluated.

Regularly monitor the market to en sure HGS is in a good position to respond to any major changes/increased competition.

No systematic monitoring in place.

Lack of information from or about potential competitors.

Monitor market through COGs meeting, national meetings, educational press and the internet.

GSMT

Ongoing

Staff time met from current HGS resources

KI2C

Performance Indicator

Performance Target

Current Performance

Barriers to achieving Target

ACTION

Officer

Target Date

Cost Implications

Ref

Development of the role of the clerk generally supported by HGS.

- Clerks fulfilling all their statutory duties.

- HGS Clerks' competenecies available to all clerks.

- 65% of all clerks attending at least 1 training course or support meeting per year

- 20% increase in the standard of minutes from grade B to A and 50% increase from grade C to grade B or above.

- Increase training provision for clerks to meet need.

- Increase the evaluation score for clerks' training across the county by 0.1

-Clerks statutory duties not fully met.

- 44% of clerks attending at least one training event.

- 48% level B, 16% level C.

- 5 Clerks' Induction courses, 15 Clerks' Support meetings and 3 Clerking Pupil Discipline

Committee events

- Clerks' events average evaluation 00/01 = 4.4

- Lack of clerks willing to take on full

responsibilities.

- Lack of support from other stakeholders and professional associations.

- Lack of resources at school level.

- Consult with stakeholders regarding the responsibilities involved in clerks fulfilling all their statutory duties.

- Pilot introduction of HGS clerk's competency framework

- Launch HGS clerk's competency framework if appropriate.

- Continue to raise awareness of clerks statutory duties through clerks training/support meetings.

- Revise the training programme to meet requirements in the HGS clerks' competency framework.
- Issue guidance on standards/training/

development.
- Issue guidance on terms and conditions of service, job descriptions & person specifications for clerks.

PH/BW

Nov 2001

Spring term 02

Autumn term 02

Ongoing

Spring/

Summer term 02

Autumn term 02

Spring term 02

Staff time met out of existing HGS resources

Increases in the volume of training may have cost implications in the future.

KI3A

LEA clerking service expanded without advertising.

- Gradual expansion of clerking service where supply meets demand.
- Automation of processes wherever possible

- Demand outpacing supply in some locations.

- Limited automated processes in place

- High turnover of clerks.

- Recruitment difficulties in areas of need.

- Performance problems with system

- Monitor clerks turnover. Review recruitment needs on a regular basis.

- See Key Issue 1

BW

Ongoing

Cost neutral.

KI3B

Recruitment for the Clerking Service centralised.

Recruitment of Clerking Service centralised.

Recruitment dealt with across all 4 local offices.

Staffing levels at County Office

Agree new procedures for centralised recruitment.

BW

Summer term 02

Cost neutral: any cost savings will be used to hold (or reduce) the cost of the Service

KI3C

Administration of the Clerking Service centralised.

Administration of Clerking Service centralised.

Administration

dealt with across all 5 HGS offices.

SAP unable to handle specification to timescales.

- Investigate using SAP for LEA clerks pay.

- Implement new system

BW/

AD

Spring term 02

Sept 02

See KI3B

KI3D

Accreditation for clerks investigated and evaluated.

Evaluation of Clerks' accreditation or kitemark award.

No form of clerks' accreditation in place.

No appropriate accreditation system available.

- Meeting with ISCG and other potential partners to discuss clerks competencies.

- Consult with DfES/other LEAs re accreditation.

JS/PH/BW

Autumn term01/ Spring term 02

As above

Staff time met out of existing HGS resources

KI3E

Accreditation of clerks implemented, if appropriate.

Clerks' accreditation or kitemark award implemented.

No form of clerks' accreditation in place.

- Lack of clerks willing to work towards accreditation.

- Lack of support from other stakeholders and professional associations.

- Produce guidance and procedures on clerks' accreditation/Kitemark.

- Pilot accreditation/Kitemark scheme.

- Launch accreditation/Kitemark scheme.

JS/PH/BW

April 03

April 03

April 04

Staff time met out of existing HGS resources

KI3F

HGS has contributed to national developments in promoting the role of the clerk.

HGS playing an active part in setting the national agenda in establishing the role of the clerk.

HGS not currently directly involved nationally with this issue.

- Lack of commitment by the DfES to move forward with this issue.

- HGS not selected to be part of any national debate to clarify this issue.

- Ensure the DfES is aware HGS is willing to participate in development work in this area.

- Monitor developments in the in the role of the clerk through COGs meetings, national meetings, educational press and the internet.

JS/PH/BW

Dec 2001

2002 and

ongoing

Staff time met out of existing HGS resources

KI3G