Archived decisions

Page

Recommendation

Priority

1 = Low

2 = Med

3 = High

Responsibility:

Job title/name

Comments

Date

Progress Update as of December 2003

5

R1 Management training on attendance management must be undertaken and regularly reviewed. This should be linked to IPDS.

3

Shella Smith

Training for managers commenced January 2003 by Professional Standards team delivering half day workshops. This will continue and will include all management and supervisory levels - uniformed and non uniformed.

In addition a PowerPoint training package on managing sickness absence is being developed to be made available to managers/supervisors at all workplaces via the Multimedia Presentation Unit (MPU). Will be completed by December 2003 as per Key Tasks.

A `Brief Bite' session to convey the key issues regarding sickness absence management is currently being incorporated into the Service Managers Training Days.

December 2003

December 2003

May 2003

115 managers have attended workshops. These will continue throughout 2004

Currently being developed for issue in early 2004

Completed

5

R2 Within the current review, the measurement of impact needs to be developed, with key deliverables and responsibilities set out clearly by function.

3

Eleanor Moore

The Service is currently in consultation with Project Enterprise to develop a means to produce reports of sickness absence by function. This will enable function heads to produce their action plans for reducing absence levels in their function (eg, identifying trigger points and actioning as appropriate). To be achieved by October 2003 as per key tasks. SMT will continue to receive quarterly reports on trends/costs or sickness.

October 2003

Some progress has been made but unfortunately the report facility needs further work by the SAP team. These reports have been given priority. A further meeting with the SAP team has been arranged for January 2004

5

R3 SAP guidelines/protocols must be in place and appropriate training on input and reporting received.

3

Eleanor Moore

A procedure note for SAP input on sickness info is being developed to ensure consistency of application.

June 2003

Ongoing to be completed by December 2003

6

R4 A procedural note on management information should be sent to all team leaders and managers.

2

Shella Smith

A procedure note is being developed to advise what management information will be produced, by whom, who will receive it and when:

- Information for SMT: Quarterly.

- Information for function heads: As above but for their function.

- Trigger points to Station Commanders monthly and section heads (initially produced by PSD until managers can interrogate SAP themselves): Monthly

June 2003

On hold until report facility on SAP is available and Service restructure is formalised

Review in February 2004

Page

Recommendation

Priority

1 = Low

2 = Med

3 = High

Responsibility:

Job title/name

Comments

Date

Progress Update as of December 2003

6

R5 Protocols for staff/medical confidentiality concerning employees should be developed and circulated to all relevant managers.

3

Shella Smith

Develop a confidentiality charter that covers all types of information, including medical information. To apply to all staff.

March 2004

Ongoing

6

R6 Training should emphasise the crucial factor of management responsibility to ensure effective application of attendance management policies.

3

Shella Smith

This is already incorporated into the Sickness Absence Management Service Order and into the training packages being delivered to managers.

Complete

7

R7 Return to work interviews must happen as a matter of course. Random sampling should be undertaken to assess whether procedures are being consistently being applied. Managers must ensure the completion of self-certificates by their staff.

3

Shella Smith

Revised Sickness Absence Management Service Order states that Return to Work Discussions must take place following every period of absence.

May 2003

Completed

This has been reinforced in the Training Workshops and in a Routine Notice entry

7

R8 Further work is needed on flexible working procedures.

3

Shella Smith and Eleanor Moore

A policy on emergency leave situations will be incorporated into the Service Order being devised for family friendly working. This will be drafted by end of July 2003.

A policy on flexible working will be incorporated into the same Service Order. This will be ready for consultation by end of July 2003.

July 2003

Consultation completed on draft Service Order. To be finalised and issued in January 2004

As above

7

R9 Protocols should be attached to the revised Service Order as an appendix. This should include instructions on appropriate record keeping.

3

Shella Smith

The appendix to the Sickness Absence Management Service Order on sickness reporting will be amended to clarify that completed forms will be placed on employees personal files.

May 2003

Completed

8

R10 Regular management briefings should include a report on the cost of sickness so that staff understand the financial implications of sickness absence.

3

Shella Smith

Personnel Department will give input on the Managers Training Seminar which is held twice per year. Absence cost and trends will be raised during these sessions.

Commenced May 2003

Quarterly reports to SMT with this information

Included in the Sickness Workshops and in the monthly Sickness Review Meetings with DO(P)s and OH

9

R11 Staff should validate their own records, including sickness.

3

Jenny McNeill

It is anticipated that a regular programme of employee data validation will be implemented using the HCC Self Service facility on IT2000.

April 2004

Ongoing

Page

Recommendation

Priority

1 = Low

2 = Med

3 = High

Responsibility:

Job title/name

Comments

Date

Progress Update as of December 2003

9

R12 The Service should use categorisation of sickness consistent with other Services to effect appropriate comparison of performance.

3

Eleanor Moore

The categorisation of sickness is consistent with that used by HCC. However, we are discussing the possibility of adding further categories which are more Service specific.

November 2003

A request has been submitted to the Enterprise Team for the creation of a small number of additional codes. To be reviewed in January 2004

9

R13 Action must be taken as a matter of urgency by the Service/Project Enterprise to ensure that SAP can produce essential management reports on sickness absence.

3

Jenny McNeill

This has been discussed with Project Enterprise with a view to obtaining accurate and timely management reports. This entails reviewing the process to achieve the required output.

December 2003

Ongoing - See R2

10

R14 Each management level should receive the necessary information to monitor/manage sickness absence effectively.

3

Jenny McNeill

See Recommendation 4.

HFRS is hoping to have access to the HCC Managers Desktop facility so that managers can access this information regarding their own employees direct.

March 2004

Further progress required on production of management information (see R2)

DO(P)s now have access to SAP and can view sickness information

10

R15 Local performance indicators on sickness absence should be developed and implemented.

3

Eleanor Moore

A breakdown of sickness absence by station and department within HQ, Workshops and Control, will be the basis of an LPI. This information will be published on the HFRS Intranet and reported on a quarterly basis.

November 2003

Work is almost complete on the production of monthly reports showing long and short term absence and average days lost by station. Anticipated completion date January 2004

11

R16 Stress management should be recognised as a key issue to be addressed more widely though the Service. Line managers and employees should be actively engaged and involved in addressing this issue.

3

Shella Smith

Revised Sickness Absence Management Service Order states that absences for psychological conditions will be fast tracked to Occupational Health through the management referral process.

Complete

11

R17 The Control Room Stress Management action plan should be implemented.

3

Mike Barter

All actions have been completed with the exception of disabled facilities/access to control.

Complete