Hampshire County Council

Policy and Resources Policy Review Committee

Item 10

25 March 2004

Progress with Best Value Reviews

Report from Chief Executive

Section 100D - Local Government Act 1972 - background papers

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

TITLE

LOCATION

Best Value Review Working File

Held by each department named contact

Name:

Hampshire Registration Service

Completed 2004

Proposed improvements

The review proposed the change to a single registration district together with the rationalisation and improvement of register offices and other incremental developments.

In addition, changes to legislation were proposed to enable new service delivery methods, especially on-line registration and extended marriage times, and the provision of new services such as naming ceremonies.

Progress in implementing the Improvement Plan

The plan to move to a single registration district, before new legislation is enacted, has not proved viable. Progress would be dependent upon all registration records being housed in one central repository.

A number of incremental improvements have been completed including:

· IT2000 roll out to all offices

· Access to services improved: lunch time opening introduced: internal procedures between offices implemented to enable increased access and responses to customer

· Internal upgrading of offices: access: working areas: public areas including refurbishment. (completed or planned)

· Provision of panic alarms for staff working alone

· Introduction of ordering and payment by credit card over the web - pilot carried out

· Introduction of new services - Naming ceremonies and Re-newal of vows

· Citizenship ceremonies now legal - preparations for implementation nearing completion for first ceremonies in April 2004

· Procedures prepared for application for ISO9001

· Talks with Hampshire Record Office have taken place and future provision of registration records to be included in County Architects report on central repository for corporate records

Delays in the introduction of new legislation have put back plans for introducing on-line registration and new role of Celebrants for marriages.

Future Plans

Key future developments include introducing:

· On-line ordering and payment facilities - March 2004

· A new statutory function for the Registration Service to conduct Partnership Ceremonies - legislation expected to be enacted autumn 2004

· Alternative ceremonies - Civil Memorial Ceremonies/Funerals in 2004

· Web cameras to be installed in marriage rooms

· On-going talks with County Architect for future record storage

· New legislation in 2005 will remove all district boundaries - enabling wider access to services as proposed in Best Value improvement plan

· Incorporation of on-going improvements from Best Value review into continuous improvement contained within Regulatory/Registration Service Plan

Contact for further information

Karen Murray, 01962 847876 or Barbara Botley, 01962 846230

Name:

Financial Management

Completed 2004

Proposed improvements

1. Implementation of new Resource Management System (SAP).

2. Review further options for broader partnership working

3. Explore options for unifying the finance function

4. Clarify and Codify Financial Management Policies of the Council

5. Apply for the Charter Mark for Pensions Services

Progress in implementing the Improvement Plan

1. Implementation is nearing completion. The financial ledger was implemented from April 2001, Financials, Procurement and Phase One of Human Resources from September 2002, Payroll in three phases between September 2001 and January 2003, and the roll-out of budget management across the whole organisation including over 4,000 devolved users is now well under way. This delay has impacted on the cost of the project, but additional savings are also now considered achievable such that overall the project remains on course to deliver the cost benefit case set out.

2. This was intended to follow on (in 2004) from the SAP implementation, and so will be delayed as there was some slippage in the SAP implementation programme.

3. Completed. This has been progressed in three areas: for Social Services it was implemented in October 2001 so that some 80 Social Services staff based in local offices have transferred to the County Treasurer's Department and have now been integrated into it. For the Environment Department, 15 staff are now in the process of transferring to Treasurer's and this will be completed by April 2003. A similar approach is being taken in the Education Department: some staff have transferred from during 2004/05, and Education Financial Services staff will transfer in 2005/06. A review of the position in Property, Business & Regulatory Services has been completed, but led to no changes.

4. Completed. Following consideration by a member working group, the Council's financial management policies were brought together in a document which is incorporated into the budget book each year, with progress reviewed as part of the final accounts process.

5. Completed. Application was made in July 2001, and was successful.

Future Plans

The CT's Department continues to produce an annual Service Plan, supported by section-level plans, and to monitor achievement against these on a quarterly basis. The implementation of SAP remains the primary current driver for improvement, and this incorporates the e-Government agenda. A customer survey will be carried out in Autumn 2004. A maximum rating of 4 was achieved in the recent assessment of the finance aspects of the CPA.

Contact for further information

Paul Carey-Kent, ext 7525

Name:

Economic Prosperity

On-going

A fully cross-cutting, corporate review

Proposed improvements

· To develop a closer correlation between economic skills needs and provision through better co-ordination of business/education links within Hampshire

· Continued development and implementation of key strategic plans for land use and transport that fully recognise economic needs.

· Improved awareness amongst businesses of the County Council's business support role - to bring about more effective business engagement in policy processes and greater take-up of business support services

· Improved awareness amongst the County Council of business needs and the impact of policies on business competitiveness - to bring about commonly agreed aims and objectives reflected in all policies and programmes

· Improve dissemination of economic information about Hampshire for the business community

· To improve the effectiveness of the economic partnerships that the County Council is involved in and focus resources on the key economic partnerships

· Improved contribution to economic prosperity by Hampshire County Council and its partners. The means will be the development of and adoption of a `Business Plan' for Hampshire's economy, which sets out the role of the Council, its services and the links with other strategies and agencies in helping to improve economic performance on Hampshire. The Plan will set out where we are now, where we want to be in five years' time, and how we intend to get there.

Delivery via the corporate steering group, the Economy Working Group (EWG).

Progress in implementing the Improvement Plan

Key actions (summarised)

· Community Learning Fora to represent learning/skills needs in LSPs

· Childcare provision increased

· Business transport/development needs assessed and ongoing

· EWG members act as Economic Champions

· Developing new web portal for business

· Business Panel set up

· Corporate Strategy revisions submitted

· Most departmental service plans outline their contribution to Economic Prosperity

· Dates: See Improvement Plan for target dates; some actions have been fully completed

· Review Status: Delivering on Improvement Plan

Contact for further information

Genni Dady, 01962 845715

Name:

Support for voluntary and community organisations through grant aid and support in kind

On-going

Proposed improvements

· Creation of central database of applications and allocations and website for information

· Creation of clear points of contact and management

· Strengthening of policy framework, improving information and access including application forms and criteria for decisions

· Develop a monitoring processes

· Reviewing County Council membership of voluntary and community bodies

Progress in implementing the Improvement Plan

· Database/website - ITS briefed and consultation workshops undertaken, prototype to be ready by March 2004

· Management and contacts - corporate officer identified and support officer appointed, Member champions identified, Information Centres identified as main contact and training to be arranged.

· Policy framework etc - review of current forms, recording and decision making processes, collation of information sources underway - projected completion alongside database/website

· Monitoring - elements to be included through database and website design, link to Compact development for voluntary sector input - longer term goal by end of 2004

· Review of membership - to take place after May 2004 when new appointments made

Contact for further information

Paddy Hillary, 01962 847391

Name:

International Relations

On-going

Cross cutting review involving staff from Chief Executives, Environment, Personnel & Training & Property, Business & Regulatory Services with external challenge by officer from West Sussex County Council as part of the team.

Proposed improvements

To identify how the current service can be enhanced within existing resources & as a second stage to see what additional improvements could be achieved with increased resource input.

The outcomes are:

· Corporate ownership & direction of County Council international activities;

· Shared understanding by staff & the wider community of Hampshire of why & how international relations are undertaken by the County Council & benefits to the people of Hampshire;

· Robust methodology for assessing the value of activities;

· Effective corporate & departmental partnerships that help deliver corporate & service priorities;

· Increased Member & staff involvement in international relations

Progress in implementing the Improvement Plan

· Vision & strategy: draft vision developed by Policy Unit & international officers group & being endorsed by DMTs. All departments to agree by March 2004.

· Communication: ongoing reporting of successes. Development of website later this year.

· Monitoring & evaluation: monitoring will be against vision so will follow endorsement of vision by departments. International officers group to seek best practice examples & develop indicators during next 6 months.

· Partnerships: international officers group to review partnerships & their value during 2004.

· Internal engagement: Members briefing sessions held July 2003. Role & terms of reference for international officers group agreed by group & being endorsed by DMTs with vision. Ongoing information from Policy Unit & Brussels office to Members & officers. Additional corporate support provided through new post in Policy Unit from April 2003.

Contact for further information

Jill Lovelock, 01962 84 7591

Appendix 6

Name:

Democratic Services

On-going

cross cutting across all County Council Departments

Proposed improvements

The Review Team identified six key outcomes from the Review:-

· increased reliability, speed and consistency of processes;

· increased access to reports and information relating to decisions and the business of the Council;

· improved support for members in the local constituency role;

· efficient and effective deployment of resources;

· increased community engagement;

· improved support and facilities for members to develop competence in their roles

Progress in implementing the Improvement Plan

Key Actions:-

· Standing Orders relating to deputation procedures revised and online notification of deputation form available via Factsheet No. 2. Enhanced departmental liaison arrangements in place to support democratic processes. Application being made to National Quality Assurance Ltd. for accreditation.

· Democratic Services staff trained to arrange for agendas etc. to be put onto Hantsweb and despatch timetables revised to secure earlier publication of agendas etc.

· Enhanced consultation arrangements in place and Chief Officers considering new initiatives. Specific requirement for local members views to be incorporated into executive and committee reports.

· Review of scrutiny arrangements and pilot area committees in Test Valley and Havant reinforce the need for 100% commitment to core work by Chief Executive's Democratic Services Unit. Streamlined monitoring arrangements for members allowances claims. Members Secretariat promoting best practice with Chief Officers.

· Efforts concentrated on enhancing opportunities for engagement and participation by young people, for example deputation procedure modified to enable under 18's who would not be on the electoral register to address committee meetings. County Council participation in HIOWLA project vis a vis electoral turnout. Enhanced availability of agendas and reports etc on Hantsweb. Linked with consultation Best Value Review being undertaken by Corporate Communications.

· Enhanced training and development programme being formulated jointly by Chief Executive's Department and Hampshire Learning Centre and supplemented by corporate training in response to standards and service developments.

Contact for further information

David Hinxman, Head of Democratic Services on 01962 847339

Appendix 7

Name:

Trading Standards and Scientific Services of Regulatory Services.

Completed 2004

Proposed improvements

1. Improved targeting on fair trading concerns by introducing an intelligence-led approach to enforcement.

2. Research and development to protect the vulnerable.

3. Reduce food sampling budget to release resources for 2 above

4. Improved feedback from stakeholders.

5. Increased awareness of service.

6. Increased partnership and joint working opportunities.

7. Improved performance management and comparison against best practice authorities.

8. Improved efficiency and effectiveness of service delivery.

Progress in implementing the Improvement Plan

1. Intelligence-led approach on fair trading issues now in full operation, trends analysed and action taken against problem businesses.

2. Major joint project, Protecting Older Persons (POP), launched with Social Services and Police and Age Concern. Various initiatives taken to protect children from age-restricted goods eg alcohol, solvents etc.

3. Budget reduced and new sampling system introduced. Loss of income replaced by contract with Essex Trading Standards.

4. Service plans reflect customer requirements and corporate aims and member priorities. Regular satisfaction questionnaires and plans in place to use Citizens Panel in 2004 together with survey using new DTI standard questions for Trading Standards service.

5. Regulatory Services website winner of County Council website award 2003. FAQs added to website. Annual report issued in new style and widely distributed. Continuous flow of press releases on topical issues/radio and TV items. Media diary to be prepared with Press Office. On-line licensing being developed. Text messaging service to be piloted to engage young people.

6. Partnership with Social Services on POP project and funding provided. Hampshire and Kent County Council scientific services partnership reviewed and new systems introduced. Two new contracts awarded. Other partnerships under review.

7. Hampshire piloted DEFRA animal health framework. Key performance measures only recently confirmed by DTI. Second round of benchmarking against public analysts completed. Membership of South-east Trading Standards Authorities (SETSA) regional group to share best practice and improve efficiency/effectiveness. New quality group being developed to assess best practice improvements.

8. New recorded information service available out of hours. Tender for £300k asbestos contract prepared. New computerised monitoring system introduced in lab and restructure to reflect new contracts etc. Trading Standards to pilot new DTI peer review process for south east region. Service challenge event and staff survey conducted. Cultural awareness training for all staff and subscription to Language Line. Home access to IT 2000 being developed and feasibility study requested to look at putting TS database on the web to improve access.

Contact for further information

Tony Langstone, 01962 84 6619 [email protected]