Archived decisions


Audit No/Ref	_ Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	SMT	Comments	Action Date	Follow up Memo(s)	Date Closed
CLOTHING AND OPERATIONAL STORES 2005/06
3.23	Procedural notes for stores and the Interim Stores Management System (ISM) should be completed in time for the move to the new stores building scheduled for October 2006.	2	Procurement Manager	Head of Finance & Office Services	ISM was designed and supported by Hampshire County Council (HCC) so there will need to be a review and update of the working notes that exist. This will therefore require support from HCC IT department in the review and writing of new procedures.	01/12/2006 extended to August 2007 extended to 31/12/ 2007	05/12/2006 04/07/2007
Performance Review Team note January 2007: Procedure notes have not yet been completed. Internal Audit have agreed to an extension of the action date to August 2007. Performance Review Team note July 2007: Due to resource constraints, procedure notes have not yet been completed. Internal Audit has agreed to a further extension of the action date to 31/12/2007.
3.18	Procedure notes for stock checking should be compiled.	2	Procurement Manager	Head of Finance & Office Services	No procedure notes have ever been used in any stock audit that has been carried out by HFRS but the Procurement Manager has always seen the need to provide such written procedures as well as General Stores Procedure Notes.	01/09/2006 extended to August 2007 extended to 31/12/2007	02/10/2006 04/07/2007
Performance Review Team note January 2007: Procedure notes have not yet been completed. Internal Audit have agreed to an extension of the action date to August 2007. Performance Review Team note July 2007: Due to resource constraints, procedure notes have not yet been completed. Internal Audit has agreed to a further extension of the action date to 31/12/2007.


Audit No/Ref	_ Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	SMT	Comments	Action Date	Follow up Memo(s)	Date Closed
PROPERTY MANAGEMENT 2005/06
3.5	We recommend that following the completion of the Fire Cover reviews, that a definitive property strategy should be developed to underpin the IRMP.	3	Property Services Manager	Director of Corporate Services	The results of emergency cover reviews and IRMP objectives are major drivers of our strategy and actions for maintaining our built estate as `fit for purpose'. It is accepted that a new comprehensive property management strategy needs to be developed that incorporates the implications of future plans for emergency cover as well as outcomes from our condition survey.	31/03/2007 amended to 30/09/2007	14/05/2007

3.6

In developing a property strategy, we recommend a comprehensive review of each entry in the terrier should be undertaken in conjunction with PBRS, and a detailed report on the results of the exercise provided to the Asset Management Working Group. The survey should include an evaluation of each site, alternative uses, potential acquisitions/disposals and how the land holdings integrate and support the IRMP in order to maximise both the operational and income earning potential of the portfolio.

Property Services Manager

Director of Corporate Services

Accepted. See 3.5 above - the new strategy document will include periodic information arising from reviews of sites and buildings.

31/03/2007

amended to 30/09/2007

14/05/2007

PRT Note 15/05/2007: This work links to the work on the strategy and will be complete by 30/09/2007 in line with the work being undertaken on the Strategy.

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

PROPERTY MANAGEMENT 2005/06 (continued)

3.16

We recommend that:-

Property Services Manager

Director of Corporate Services

Accepted. A rolling three-year programme of improvements, repairs and maintenance will be developed from the Property Management Strategy and will be reported to the F&GP Committee (via Asset Management Working Group) at the October meetings so that implications can be considered as part of medium-term financial plan.

30/09/2007

14/05/2007

· members of the Asset Management Working Group should receive a composite report on the amounts required to meet the maintenance backlog as identified in the stock condition survey, analysed over the full ten-year period to allow Members to decide, in conjunction with the Treasurer, on the most appropriate course of action.

· members should receive regular reports on the budgets/actual costs of the larger schemes

· a three-year programme of repairs, maintenance and improvements should be established by March each year, in accordance with the IRMP 2005, and approved by the Asset Management Working Group.

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

OVERTIME 2005/06

3.8

We recommend that HR Operations and ICT department keep records of all pre-planned overtime to demonstrate that overtime costs are being controlled and in order to undertake proper checks when claim forms are submitted for authorisation.

Head of Finance & Office Services

This is a requirement Service wide - a draft form, recording planned overtime has been developed which requires formal line manager approval prior to overtime being worked. This will enable the line manager to monitor actual overtime worked against planned hours.

This form will be introduced on a pilot basis to the IT Department for a six-month trial period.

A formal Service Order is being developed as part of any formal introduction of this process longer term.

Complete pilot April 2007

Roll-out of form Service-wide to be completed by 30/09/2007

22/05/2007

04/07/2007

24/07/2007

29/08/2007

Performance Review Team note 22/05/2007: The outcome of the completed pilot in IT Services is that the form has been useful. This is now being rolled out Service-wide. The action will remain open until the form has been introduced. (Target date 30//09/2007)

DATABASES 2006/07

3.19

Job descriptions should reflect the responsibilities of the employee to ensure that adequate services are being provided to the customers.

Information Services Manager

Director of Corporate Services

Agreed. Job descriptions for all staff will be reviewed as a part of the HFRS staff development (Personal Development Review) process.

30/09/2007

Performance Review Team note: 26/07/2007 - updates to job descriptions are underway through the current round of Personal Development Reviews.

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

SECURITY & PASSWORD CONTROLS 2006/07

3.22

We recommend that a programme to test the contingency and recovery plans is developed.

ICT Manager

Director of Corporate Services

Will be part of Business Continuity Programme.

Dec 2007

3.29

The location of back up tapes for the server at the site reviewed should be reviewed.

Network Project Manager

Director of Corporate Services

Review of backup routine taking place.

March 2008 or on occupation of new building

27/04/2007

URBAN SEARCH AND RESCUE TEAM 2006/07

3.4

A report should now be made to the HFRA on Civil Protection in general, detailing the New Dimension element, and encompassing the development and achievements of the USAR Team during the past two years. Future operational and funding proposals of USAR Teams proposed by the Department of Communities and Local Government should also be covered, including any financial risks to the HFRA if changes are proposed to longer term funding of USAR.

Group Manager

USAR

Director of Strategic Projects and Specialist Response

Report to be written and submitted to HFRA, via SMT with an accompanying follow up presentation if required.

31/03/07 for the report and a suitable HFRA meeting as determined by SMT.

amended to 30/07/2007

amended to December 2007

24/04/2007

11/07/2007

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

HUMAN RESOURCES 2006/07

3.3

As soon as practically possible, updated guidelines, flowcharts and procedural notes, setting out the responsibilities of each team should be produced, and any transitional problems resolved.

HR Managers - Workforce Support + Planning

Director of HR

Agreed.

March 2008

3.17

Consideration should be given to the future development of local performance indicators to support the work of the Workforce Support and Workforce Planning sections.

HR Managers (Workforce Support and Planning)

Director of HR

This has been done in the past and will be reviewed by the two team leaders for Workforce Support and Planning.

Following appointment of Director of HR

3.25

To ensure that delays are minimised, procedures should be reviewed in the case of both the issue of conditional offers and contracts.

HR Managers (Workforce Support and Planning)

Director of HR

Issue of contracts delay is not acceptable. This must be within 2 months maximum (legislative requirement) of the employees start date. Work allocation within the Workforce Support team is under review to address this issue.

Oct 2007

3.28

A copy of the current parameters for exception reporting in use should be obtained and critically reviewed to ensure that the individual parameters are still relevant.

HR Managers (Workforce Support and Planning)

Director of HR

Agreed.

Aug 2007

extended to October 2007

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

WORKSHOPS STORES 2006/07

3.32

We recommend that monthly monitoring reports are produced from TRACE for the Workshop Manager to review summarising the opening value of stock, purchases, issues and adjustments and the closing value of stock.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed

31/03/2007

31/07/07

Sept 2007

23/01/2007

13/02/2007

26/04/2007

06/06/07

WORKSHOPS 2004/05

3.27

Monitoring procedures to be formalised and management information from the TRACE system to be regularly produced and used with the monthly SAP budget reports.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

PRT Note: Ongoing MI reports scheduled for November 2005.

PRT Note: Due to the development of other areas of TRACE, these reports have not yet been developed. This work is planned by Workshops Manager for early 2006. PRT will follow up again in late Jan 2006.

24/01/2006 PRT Note: New action date agreed with Internal Audit.

Sept 2005

May 2006

June 2006

Sept 2007

31/10/2005

13/12/2005

24/01/2006

15/05/2006

23/10/2006

23/01/2007

19/02/2007

06/06/2007

Performance Review Team note 24/05/2007: The Workshops Manager has supplied reports for each element. Once it is confirmed that the reconciliation is fully working, the action will be closed.

Performance Review Team note 30/08/2007: Reports have been refined and are being tested over the next few weeks. The item will remain open until Internal Audit has reviewed them during their audit which is planned to commence in September 2007.

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

CORPORATE GOVERNANCE 2006/07

3.17

We recommend that a Best Value Performance Plan covering all areas of service delivery, is put in place to identify all potential areas for review. The plan should be considered at least annually, by SMT and Members, to assist with maximising opportunities for efficiency savings.

Performance Review Team Manager

Director of Corporate Services

Agreed.

Performance Review Team will draft a programme to be discussed and agreed by SMT.

31/12/2007

IT NETWORKS 2007/08

3.5

We recommend that responsibilities are documented showing tasks and who is responsible for them for the administration of the network. We suggest that this list is similar in design and content to be responsibilities for the network as set out in the Business Continuity plan.

IT Engineer

Director of Corporate Services

Agreed. A structured list of personnel and their responsibilities will be established and implemented in the business continuity plan.

October 2007

Audit No/Ref

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

SMT

Comments

Action Date

Follow up Memo(s)

Date Closed

IT NETWORKS 2007/08 (continued)

3.7

We recommend that the Service Plan is updated to show the process for raising maintenance work and upgrades on the network. This should show contacting the HRFA Helpdesk to raise a change control to be agreed by all appropriate parties.

IT Engineer

Director of Corporate Services

Agreed. The Helpdesk Supervisor, is in the process of updating the service plan in conjunction with Synetrix, to comply with this recommendation. This process should be finished by September 2007.

September 2007

3.8

We recommend that details including date of purchase for network hardware owned, including routers, switches and any other network equipment is included in the inventory of hardware and equipment owned by HFRA.

IT Engineer

Director of Corporate Services

Agreed. Helpdesk and the network team are introducing a new asset database and transferring existing records into it. Part of the data transfer process is a data cleansing and validation exercise. All HFRS hardware will be included in the new asset database, due for completion by October 2007.

October 2007

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