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 |
OVERTIME 2005/06 | ||||||||
3.8 |
We recommend that Human Resources Operations and Information Services 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. |
2 |
Head of Finance & Office Services |
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 Extended to 30/11/2007 |
22/05/2007 04/07/2007 24/07/2007 29/08/2007 17/10/2007 |
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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. Performance Review Team note 22/05/2007: Target date extended to 30/11/2007 for the roll out of the form service wide. | ||||||||
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. |
2 |
ICT Manager |
Director of Corporate Services |
Will be part of Business Continuity Programme. |
Dec 2007 |
17/10/2007 |
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3.29 |
The location of back up tapes for the server at the site considered should be reviewed. |
3 |
Network Project Manager |
Director of Corporate Services |
Review of backup routine taking place. |
March 2008 or on occupation of new building |
27/04/2007 |
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URBAN SEARCH AND RESCUE TEAM (USAR) 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. |
3 |
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 16/10/2007 |
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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. |
2 |
HR Managers - Workforce Support + Planning |
Director of HR |
Agreed. |
March 2008 |
17/10/2007 |
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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. |
1 |
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. |
31/03/2008 |
22/10/2007 |
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3.25 |
To ensure that delays are minimised, procedures should be reviewed in the case of both the issue of conditional offers and contracts. |
2 |
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 |
16/10/2007 |
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Performance Review Team note 24/10/2007 - this item will remain ongoing until the forthcoming audit of payroll has been undertaken. | |||||||||||
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. |
1 |
HR Managers (Workforce Support and Planning) |
Director of HR |
Agreed. |
Aug 2007 extended to October 2007 extended to 14/12/2007 |
16/10/2007 6/11/2007 |
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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. |
2 |
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 |
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IT NETWORKS 2007/08 | |||||||||||
3.12 |
We recommend that external access to the network is reviewed. |
1 |
IT Engineer |
Director of Corporate Services |
Agreed. |
February 2008 |
16/10/2007 |
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BEAULIEU FIRE STATION 2007/08 | |||||||||||
3.9 |
That all station items are adequately marked both visibly and invisibly to act as both a deterrent and aid recovery. |
2 |
Station Managers |
ACO Service Delivery Response |
The service order SO/2/4 is being updated. ( Action - Station Support Manager) The changes to security marking is that all items will have a visible adhesive label and should be marked - HFRS followed by Station number. |
31/03/2008 |
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Audit No/Ref |
_ Recommendation |
Priority 1=Low 2=Med 3=High |
Post responsible |
SMT |
Comments |
Action Date |
Follow up Memo(s) |
Date Closed | |||
NEW MILTON FIRE STATION 2007/08 | |||||||||||
3.12 |
That all station items are adequately marked both visibly and invisibly to act as both a deterrent and aid recovery. |
2 |
Station Managers |
ACO Service Delivery Response |
The service order SO/2/4 is being updated. ( Action - Station Support Manager) The changes to security marking is that all items will have a visible adhesive label and should be marked - HFRS followed by Station number. |
31/03/2008 |
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HYTHE FIRE STATION 2007/08 | |||||||||||
3.9 |
That all station items are adequately marked both visibly and invisibly to act as both a deterrent and aid recovery. |
2 |
Station Managers |
ACO Service Delivery Response |
The service order SO/2/4 is being updated. ( Action - Station Support Manager) The changes to security marking is that all items will have a visible adhesive label and should be marked - HFRS followed by Station number. |
31/03/2008 |
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HAMBLE FIRE STATION 2007/08 | |||||||||||
3.6 |
That all station items are adequately marked both visibly and invisibly to act as both a deterrent and aid recovery. |
2 |
Station Managers |
ACO Service Delivery Response |
The service order SO/2/4 is being updated. ( Action - Station Support Manager) The changes to security marking is that all items will have a visible adhesive label and should be marked - HFRS followed by Station number. |
31/03/2008 |
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Audit No/Ref |
_ Recommendation |
Priority 1=Low 2=Med 3=High |
Post responsible |
SMT |
Comments |
Action Date |
Follow up Memo(s) |
Date Closed | |||
GOSPORT FIRE STATION 2007/08 | |||||||||||
3.6 |
That all station items are adequately marked both visibly and invisibly to act as both a deterrent and aid recovery. |
2 |
Station Managers |
ACO Service Delivery Response |
The service order SO/2/4 is being updated. ( Action - Station Support Manager) The changes to security marking is that all items will have a visible adhesive label and should be marked - HFRS followed by Station number. |
31/03/2008 |
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FINAL ACCOUNTS AUDIT 2006/07 | |||||||||||
R1 |
Fixed Assets Work in Progress. Ensure processes are in place to identify assets and part projects to be transferred out of fixed assets work in progress at the appropriate time. |
Principal Accountant/Head of Office and Business Services |
Director of Corporate Services |
Processes will be reviewed to ensure that elements of large capital projects are identified when they become operational and are valued so that users are charged for the use of assets as part of the cost of service delivery. |
31/03/2008 |
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Audit No/Ref |
_ Recommendation |
Priority 1=Low 2=Med 3=High |
Post responsible |
SMT |
Comments |
Action Date |
Follow up Memo(s) |
Date Closed | |||
FINAL ACCOUNTS AUDIT 2006/07 (Continued) | |||||||||||
R2 |
Goods Received Clearing Account |
Financial Services Manager |
Director of Corporate Services |
A new report has been developed which will facilitate clearing matched entries. Also further training has been commissioned from Hampshire Systems Training Team which if successful will be rolled out across the Service. It is perfectly acceptable to have an entry that is more than 3 months old - an invoice may not have been received or it could be in dispute. It is accepted that the reasons should be known in these cases. |
31/03/2008 |
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R4 |
Write Off Procedures |
Financial Services Manager |
Director of Corporate Services |
Chief Officer authorisation for write-offs is delegated to the Head of Financial and Office Services and to the Financial Services Manager. Procedures for the write-off of debt have been reviewed with Hampshire County Council staff so as to ensure future write-offs are actioned in accordance with financial regulations. HFRS staff will review the write-off register (held by Hampshire County Council) on a 6 monthly basis. |
30 Sept 07 Extended to 31/12/2007 |
15/11/2007 |
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Audit No/Ref |
_ Recommendation |
Priority 1=Low 2=Med 3=High |
Post responsible |
SMT |
Comments |
Action Date |
Follow up Memo(s) |
Date Closed | |||
FINAL ACCOUNTS AUDIT 2006/07 (Continued) | |||||||||||
R5 |
Service Level Agreement |
Progress on this has been regularly reported to the Performance Review Committee. A new and much improved SLA for services provided by Hampshire County Council's Property Business and Regulatory Services has been signed. Draft SLAs for other services are currently being considered. Final agreement of these SLAs is dependent on the Authority approving a report which will be considered by the Authority at its September meeting. Subject to its approval it is anticipated that the final SLAs will be signed in the 1st quarter 2008/09. |
30 June 2008 |
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