Hampshire Fire and Rescue Authority

Performance Review Committee Item 9

12th September 2007

Progress report on actions taken to meet the recommendations detailed in the

`Action plan' which formed part of the final report of the Best Value Review of Vehicle Workshops

Report of Chief Officer

Contact: Philip Webb, Performance Review Manager

Telephone: 023 8062 6828

E-mail: [email protected]

1 Summary

1.1 Attached is a progress report on actions taken to meet the recommendations stated in the `action plan' which formed part of the report on the Best Value Review of Workshops.

2 Recommendation

2.1 That the Committee approves the updated Action Plan and agrees to receive further reports on progress.

2.2 That the current recommendation relating to the planning of workloads be discharged, with the provision that the conditions detailed in paragraph 3.7 are satisfied.

3 Introduction

3.1 The Best Value Review of Vehicle Workshops was completed and reported to the Performance Review Committee on 15^th May 2006, and then to the Fire Authority on the 31^st May 2006.

3.2 Recommendations made during the review process were incorporated into an Action Plan which records individual recommendations, the action required, who is responsible and the action date. The Committee accepted the recommendation that progress made towards implementing the `action plan' be reported to the Performance Review Committee.

3.3 Members will note from previous reports that the implementation of three elements to a recommendation relating to the planning of workloads had remained outstanding. The recommendation was worded as follows:

Evidence is required identifying potential workloads for the forthcoming year together with estimate of resources available to meet the plan. (BVR Ref 2.12.1)


A review of the current staff levels and skill mix should be undertaken. (BVR Ref 2.12.1)

Once in place, the annual plan should be profiled and monitored on a quarterly basis. Consideration should be given to whether a measure should be implemented to determine the achievement of the plan. (BVR Ref. 2.12.2/3)

3.4 The Workshops Manager and the Controller Allied Trades have been working on the implementation of a plan for Workshops using Microsoft Project. They have been using the base data from the more manually based plans that are currently in use in the form of fleet service and fit out schedules, alongside the records of available resources in an attempt to produce a plan that will be more useful than the current more manual method.

3.5 This work has been hindered by the limitations of the TRACE system which prevents the extraction of data. The resources required to carry out this operation manually are excessive when compared to the benefit of the Plan itself.

3.6 Any future Fleet Management system will need to either have a planning system facility to be able to interface with one. As an interim measure, the Workshops Manager has produced a spreadsheet to provide an overview of resources available against resources required. (Appendix 2)

3.7 A copy of the plan detailed in paragraph 3.6 is appended to this report. It is proposed that this item be closed on the condition that:

(1) the plan is continued to be used in conjunction with the other planning techniques currently in use at the Workshops

(2) that actual resource and skill requirements be monitored against the plan.

(3) any future fleet management system should have a planning facility or the ability to integrate with one.

4 Contribution to Corporate Aims and Objectives

4.1 Facilities to manage the repair and maintenance of the vehicle fleet and associated equipment are essential in assisting the HFRA to meet its corporate aims, particularly so where the Service has to respond to an emergency.

5 Consultation

5.1 The review involved considerable consultation with other Fire and Rescue Services and outside contractors, to benchmark our own service against, and identify examples of best practice suitable for inclusion in our own procedures and practices. The views and aspirations of our own workforce were also sought.

6 Equality Impact Assessment

6.1 Carrying out equality impact assessments will strengthen our Best Value Review practices by ensuring that the consequences of our proposed policies and actions comply with current legislation and expectations for improving equality and diversity in the workplace and in our delivery of services to the public.

6.2 The proposals within this report are compatible with the provisions of the European Convention on Human Rights and the Human Rights Act 1998 and considered in the light of the Race Relations (Amendment) Act 2000.

7 Risk Analysis

7.1 Failure to implement the recommendations made by the review leaves the Authority vulnerable to the consequences of the identified risks and shortcomings. These progress reports are considered to be an important process within the Authority's Strategic Risk Management Strategy because they ensure that Members are fully aware of any problems (including any resource implications) associated with addressing the issues raised and the priority given to driving down or eliminating specific risks.

Background information (Section 100D of Local Government Act 1972)

The following documents disclose the 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 the report:

None

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.

Appendix 1 - Best Value Review of Workshops - Action Plan

Appendix 2 - Workshops Annual Work Plan October 2007 - March 2008